QuickBooks How to Enter or Edit QuickBooks Payroll Service Key

How to Enter or Edit QuickBooks Payroll Service Key

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If we talk about QuickBooks features in terms of satisfying your business needs and growing your business, Payroll is one which comes top in the list. At the time when you purchase QuickBooks Payroll solution, you must be provided with a 16-digits unique payroll service key. This key is linked to your Payroll and Employer Identification Number (EIN) service.  In order to activate or start using the payroll service for your QuickBooks file, the service key is supposed to be entered in QuickBooks. Many users arenโ€™t aware of how to enter or edit QuickBooks Payroll Service Key. No need to worry anymore! If you are also unfamiliar, the below article guide you throughout the journey of entering or editing the payroll service key in QuickBooks and also a quick solutions for the same. With this, you can also enhance your knowledge regarding entering or editing QB payroll service key.

Some Limitations and Major Conditions of Payroll Service in QuickBooks

Although the QuickBooks payroll service is one of the best aspects of the QuickBooks accounting software, it does have certain limits. The following are some of the limitations:

  • The first thing to keep in mind is that you can only have one payroll subscription for all of your businesses.
  • A desktop must be registered from which the payroll account can be accessed.
  • Another constraint for the same is that the user will be allowed to create numerous company accounts with a single payroll subscription after paying the direct deposit to the employee.
  • Moving on to the following restriction, each companyโ€™s payroll administrator and QuickBooks payroll subscription contact information must be the same.
  • The final disadvantage is that when using the same EIN, the user may run into a problem with QuickBooks desktop supporting single data.

Step by Step Instructions to Enter and Edit QuickBooks Payroll Service Key

Basically, to activate the payroll service for QuickBooks files, you are required to enter and edit the service key into QuickBooks. So that you start using all the benefits and features of QuickBooks files. Letโ€™s see how you can do it with ease:

Total Time: 35 minutes

Step 1: Get the Service Key

๐Ÿ’  Payroll service keys are typically emailed to users.
๐Ÿ’  Use Intuitโ€™s Automated Service Key Retrieval Tool if you havenโ€™t received your service key. The automated ๐Ÿ’  Tool could stop working for one of the following reasons:
๐Ÿ’  Your company has multiple payroll orders in a system.
๐Ÿ’  Your payroll product was acquired in a store.
๐Ÿ’  The phone number in the Intuit file was not correct.

Step 2: Open QuickBooks Payroll Service Key Window

Payroll Service Key

๐Ÿ’  Initially, go to the QuickBooks menu and then select Employees
๐Ÿ’  Next, select the option โ€œPayrollโ€ then hit the โ€œEnter Payroll Service Keyโ€ tab
๐Ÿ’  Now, if you want to edit the payroll serviceโ€
๐Ÿ’  You have to go to the QuickBooks menu and select Employees
๐Ÿ’  Then choose โ€œMy Payroll Serviceโ€ >>> Manage Service Key.

Step 3: Add QuickBooks Service Key

Manage Service Key

๐Ÿ’  If the payroll service isnโ€™t mentioned, youโ€™ll need to add your Service Key
๐Ÿ’  The payroll service will appear in the blue box below if it is listed
๐Ÿ’  It will be mentioned in the window if you have a Payroll Service and you must Edit the payroll service in such cases
๐Ÿ’  The Enter Service Key window will appear after you select the Edit option
๐Ÿ’  After that, you have to go to the Service Key field and Enter or Edit the appropriate Payroll Service key
๐Ÿ’  Next, select โ€œNextโ€ and then click on the Finish tab
๐Ÿ’  Once you get payroll update message then hit Ok
๐Ÿ’  Verify whether the Payroll Service status is Active or not
๐Ÿ’  Once confirm and click Ok for all the changes made then close the window.

You can Remove the Payroll Service Key as well using the below discussed steps:

๐Ÿ’  First, open the Payroll Service window and then click โ€œRemoveโ€ tab
๐Ÿ’  Hit the Ok button if asked with the confirmation message.

Wrapping Up

When it comes to QuickBooks, no doubt payroll is one of the most useful features. The process outlined above makes it easy entering or editing the payroll service key in QuickBooks. So perform each and every step very carefully to avoid mistakes.


Frequently Asked Questions

Q1. What is the Process if I Want to Add another Employee Identification Number (EIN) to my Existing Payroll Subscription?

Ans: The process for this pretty simple and easy so proceed the steps that are listed below:
โ—      Go to the Employees section and select Payroll >> Use My Existing Payroll Service
โ—      Next, move to the Account Maintenance tab and select the option โ€œAdd EINโ€
โ—      Now, choose the button โ€œAdd the Subscriptionโ€
โ—      After that, enter the Business Name >> EIN >> hit Next
โ—      A Review Information window appears and then click Next
โ—      Now, add the Company EIN without any additional charges
โ—      With this, QuickBooks creates a new Service Key for a specific EIN
โ—      You are required to open another company file where the Service Key will be added
โ—      After done with that, go to the Employees >> My Payroll Service >> Add
โ—      At last, enter the New Service Key and click Next to end this process.

Q2. What to do if I get a Problem in Verifying my Payroll Subscription in QuickBooks?

Ans: You can get error code PS036 when the verification of QB payroll subscription failed or there is a problem verifying your payroll subscription. In that case, you try to verify your Desktop Payroll subscription by doing these things:

โ—      Make sure you have the most recent QuickBooks Desktop release and that youโ€™ve downloaded the most recent tax table release.
โ—      Go to the Payroll Account Management portal and log in. After that, close the page.
โ—      Your computer should be restarted.
โ—      Please download the payroll update once again.
โ—      QuickBooks Desktop Update should be reset.

Q3. What can be Possible Factors that Cause a Problem Verifying your Desktop Payroll Subscription (QuickBooks Error PS036) in QuickBooks?

Ans: There can be multiple possible reasons and few are like:
โ—      Data damage
โ—      Inactive payroll subscription
โ—      Product is not updated
โ—      More than one active payroll agreement with an inactive Direct Deposit agreement
โ—      Incorrect EIN and PSID in your company file
โ—      The QuickBooks version that youโ€™re using does not support your Windowsโ€™ version, and more.

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