QuickBooks for Mac 2014 User’s Guide 34
Employees list
If you have employees, you should enter them in the Employees list.
Is your worker an employee or a contractor?
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To add or edit an employee:
1 Choose Lists > Employees.
2 Add a new employee or open an existing employee.
Edit Existing Employee
• Double-click the employee name.
• Or select the name of the employee and click
the Edit button at the bottom of the list.
• Or in the Employee list, control-click the name
of the employee you want to edit and choose
Edit Employee from the shortcut menu.
3 Complete the Address Info tab. Take special note of the following fields:
o Initials. QuickBooks fills in the employee's initials as you fill in the employee's name. Normally,
you do not have to enter anything into this field. If your employees earn commissions for items
they sell, you can select an employee's initials from the Rep pop-up menu when entering a sale or
estimate to give the employee credit. You can then produce reports showing all sales for each
employee.
o Address. Complete the employee's address (QuickBooks has partially filled in the Address field on
the basis of what you've entered so far). Click Address Details to make sure each individual
address field is filled in correctly, especially if you are using Contact Sync. The address
information you enter can be exported for mail merge. If you use mail merge, be sure to include
in the last line of the address the two letter state abbreviation and the zip code. This ensures that
the address will print correctly in mail merge documents.
o Social Security Number. QuickBooks observes federal standards for social security numbers. If
the number you enter causes QuickBooks to display an error message, call your local Social
Security Administration office to check the validity of the number.
4 (Optional) Click the Additional Info tab. Fill in any custom fields that apply to this employee.
5 To mark an employee as inactive, select the Inactive checkbox. You can then hide inactive employees
by clearing the Include inactive checkbox in the Employees list.
Note: If you plan to use QuickBooks Payroll for Mac, be sure the employee name is spelled exactly the same (first
name, middle initial, and last name) in both places. Employee names in paycheck data imported from QuickBooks
Payroll for Mac must match your QuickBooks employee list.
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