How to Create a YTD ( year to date)

This tutorial shows how to add year to date (YTD) totals including wages, taxes and deductions. You will do this by creating dummy checks in the payroll program. There is more than one way to enter YTD. The method may vary depending on the time of year and the type of income the employee receives.  

YOU CAN ALWAYS CREATE ONE CHECK FOR YTD EVEN IF THAT PERIOD SPANS OVER MORE THAN ONE QUARTER, HOWEVER 941 AND OTHER QUARTERLY REPORTS WILL NOT BE ACCURATE.

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Summary of Steps

This is just a summary; please click “Download Tutorial” for detailed instructions with screenshots.

Determine if you are recreating every check separately or creating one check per quarter for each employee.

For Salaried employees:

  • Recreate each check, see creating a new check.
  • Create one check per quarter. This requires a new Income Category.
  • Go to File → Open Company.
  • Select the company you want to open.
  • Click → OK
  • Go to company.
  • Select Income Categories Click Add.
  • Name a YTD income and select type variable.
  • Apply the taxes and deductions.
  • Click → OK
  • Apply the new income to the employee in the employee wizard by editing an employee.
  • Create a YTD check by clicking on checks and selecting new on the toolbar.
  • Set the payroll period begin dates to the first day of the quarter and the last day of the quarter.
  • Set the pay date  to the last day of the quarter.
  • Enter the total wages for the quarter.
  • Enter the taxes and deductions for the quarter.
  • Click → OK

For Hourly employees:

  • Recreate each check, see creating a new check.
  • Create one check per quarter.
  • Create a YTD check by clicking on checks and selecting new on the toolbar.
  • Set the payroll period begin dates to the first day of the quarter and the last day of the quarter.
  • Set the pay date to the last day of the quarter.
  • Enter the total hours for the quarter.
  • Enter the taxes and deductions for the quarter.
  • Click → OK