A) SuccessWare can work with QuickBooks to simplify and automate payroll processing. Initially, you must prepare QuickBooks and SuccessWare to work together:
1) Prepare your company in QuickBooks (company setup, employee deductions and taxes)
2) Create the External Payroll Setup File
3) Set SuccessWare’s Import/Export Folder
4) Run the External Payroll Data Integrity Check
B) Syncronize QuickBooks with SuccessWare:
5) Create the SuccessWare Payroll Setup file
6) Import the SuccessWare Payroll Setup file into QuickBooks
7) Review Employee Payroll Setup in QuickBooks
8) Update the External Payroll Data file
9) Create the External Activity Setup file
C) Then you can process payroll on a regular basis:
1) Prepare, review, verify and post payroll periods in SuccessWare
2) Export the payroll period information from SuccessWare
3) Import payroll period information in QuickBooks
4) Process and print your payroll checks in QuickBooks
5) Export the reconciliation Data from QuickBooks
6) Import the reconciliation Data in SuccessWare
7) Review and post the reconciliation
When you export payroll period information from SuccessWare, any changes to SuccessWare’s employee payroll setup are included in the file. QuickBooks will automatically be updated when you import the file (remember, this does not include deductions and taxes as these items are handled completely within QuickBooks).
Each time you export payroll period information from SuccessWare, the external payroll data integrity check is run. This integrity check compares SuccessWare’s payroll setup to the External Payroll Setup File. If pay items or employees have been added, you will be notified and prompted to export this information to the SuccessWare Payroll Setup File. You must then import this file in QuickBooks and then recreate the External Payroll Setup File before a payroll period can be exported.
Once you have completed section A and B above, you can continue processing payroll on a regular basis by following the steps in section C. If you change any payroll setup (primarily if you add pay items or employees) in SuccessWare, you will be notified when exporting payroll period information. Then you will need to re-syncronize QuickBooks with SuccessWare as in section B above.
To prepare a new company in QuickBooks for payroll import/export with SuccessWare, you must
· Specify specific information in the Easy Setup Interview
· Set up default employee payroll information
The Easy Setup Interview within QuickBooks walks you through setting up your company. To access the Easy Setup Interview, select File | New Company. Within the Easy Setup Interview, the following must be specified (any other options may be set up as you desire, but are not necessary to use QuickBooks to process payroll with SuccessWare ® 21):
· General:
- Your company name: enter your company name and your company legal name
- Your company address: enter your company address
- Other company information: enter your federal tax id and first months of your income tax year and fiscal year
- Select your type of business: select your type of business
- Enter a filename for your company file and save/create your new company file
- Using QuickBooks for Payroll: be sure to check “Yes”
- Time tracking: be sure to check “Yes”
- Your QuickBooks start date: this start date can be any date before the date you intend to start processing payroll
· Opening Balance
- Set up a bank account: check “Yes” to set up a payroll bank account
- Adding a bank account: enter a name for your payroll bank account
- Last statement date and balance: enter the same date as the QuickBooks start date and a beginning balance of zero. When using QuickBooks with SuccessWare, it is not intended for QuickBooks to maintain a balance on the Payroll Account.
1) Select Edit | Preferences
2) In the Payroll & Employees section, on the Company Preference tab,
3) for “Display Employee Lists by” select “Last name”.
4) Select the “Employee Defaults…” and set up the employee defaults
a) Set the default Pay Period
b) Be sure to check “Use time data to create paychecks”
c) In the Additions, Deductions and Company Contributions, add any pay items/amounts/limits that should be the default setup for all new employees. Pay items that will not be come from SuccessWare should be added here. This includes deductions and company contributions such as health insurance, 401k, etc…
d) Click the “Taxes” button and set up the default taxes for new employees
e) Click the “Sick/Vacation” button and set up your defaults for sick and vacation time
After you have prepared your company, pay items, and employee deduction and tax setup, create the External Payroll Setup File.
If you have been using QuickBooks and already have your company set up, make sure all of the information specified for preparing a new company for import/export is set up on your existing company.
· Make sure time tracking is turned on
· Make sure you have a payroll bank account set up
· Make sure you have default employee deduction and taxes set up
· IMPORTANT: Make sure you review and set up payroll deductions and taxes for each employee
· IMPORTANT: We recommend that you subscribe to one of the payroll services offered through QuickBooks. A simple taxupdate service is recommended. You can subscribe to this service from within QuickBooks. For more information on payroll services and tax calculations, refer to your QuickBooks documentation.
Before create/updating the External Payroll Setup File, make sure your company, pay items and employees (including payroll deductions and taxes) have been set up in QuickBooks. To create/update the External Payroll Setup File:
1) From QuickBooks, select File | Utilities | Export.
2) Select Chart of Accounts, Payroll Items and Employee list, and click ok.
3) Create a new folder for importing/exporting. Name it “SuccessWare” or if you have multiple companies, name it after the company you currently have opened in QuickBooks.
4)
Drop down the “Save In” combo box and make a
note of the folder path for setup in SuccessWare.
(e.g., “C:\Program Files\Intuit\QuickBooks Pro\SuccessWare”)
5) Double click the folder you just created
6) Enter “ExPayrollSetup.iif” for the file name
7) Click ok.
After you have created/update the External Payroll Setup File, perform the External Payroll Data Integrity Check from with SuccessWare.
Before you can export payroll periods, you must first export timer items from quickbooks to the import/export folder in a file named “ExActivitySetup.iif”. To do this,
1) Select “File | Timer | Export lists for timer…”
2) Locate and open your import/export folder (“SuccessWare” or named after your company)
3) Enter the file name “ExActivitySetup.iif”.
4) Select “Save”
To specify SuccessWare’s payroll import/export folder:
1) Access payroll setup in SuccessWare
2) Click the Edit button
3) Select the Import/Export tab
4) Click the Browse button (the button with the ellipse “…”)
5) Locate and select the import/export folder you created when creating the External Payroll Data File
6) Click the Save button
Before you create/update the SuccessWare Payroll Setup File, you must make sure your pay items and employees are set up properly in SuccessWare. To create/update the SuccessWare Payroll Setup File, run the External Payroll Data Integrity Check.
SuccessWare automatically performs an External Payroll Data Integrity Check every time you export payroll period information. You can also perform the check manually.
Before you run the External Payroll Data Integrity Check, you must create the External Payroll Data File, specify the Import/Export Folder, and make sure your pay items and employees are properly set up within SuccessWare. To run the External Payroll Data Integrity Check:
1) Access payroll setup in SuccessWare
2) Select the Import/Export tab
3) Click the “External Payroll Data Integrity Check” button
This integrity check compares SuccessWare’s payroll setup (pay items and
employees) to the External Payroll Setup File. If all both setups are the same, the check
will pass successfully. If there is any
information set up in SuccessWare, not found in the External Setup File, you
will be notified and prompted to export this information and update the
SuccessWare Payroll Setup File. When
initially preparing SuccessWare and QuickBooks to work together, you will need to:
· Export the new information (this will create the SuccessWare Payroll Setup File).
· Import the SuccessWare Payroll Setup File in QuickBooks
· Update the External Payroll Setup file.
Before you export any changes, you should review the accounts, pay items, and
employees that will be exported. You
want to ensure that these are new items that need to be added to QuickBooks and
not simply a mismatch in spelling of the same data. You can print a report for review. Once your satisfied that these items need to
be added to QuickBooks, click the Export button. This will create the SuccessWare Payroll
Setup File. After exporting you must Import
the SuccessWare Payroll Setup File in QuickBooks and then update
the External Payroll Setup file.
(NOTE: until you export this information and update the External Payroll
Setup file, you will not be able to export payroll period information)
Before you can import the SuccessWare Payroll Setup File into QuickBooks, you must create/update the SuccessWare Payroll Setup File from within SuccessWare. To import the SuccessWare Payroll Setup into QuickBooks:
1) From QuickBooks, select File | Utilities | Import
2) Select the appropriate import folder (“SuccessWare” or named by company)
3) Select the file “SWPayrollSetup.iif”
4) Click Open
Once the information has been imported, review all employees and insure that payroll deductions and taxes are set up properly. Once the setup is complete, create/update the External Payroll Setup File.
Before you can begin to process payroll checks, you must enter employee year-to-date information. Follow the QuickBooks procedures for doing this. Then you will be ready to begin processing payroll on a regular basis.
Be sure to review deductions and tax setup for all employees in QuickBooks. You will also want to enter YTD information for employees. Refer to you QuickBooks documentation for assistance.
Important: Each time you import a payroll period, commissions are imported into QuickBooks by updating the employee payroll setup. Any flat rate wage additions are overwritten. For this reason, you must not set up any flat rate wage additions in your employee payroll setup.
· If you have multiple companies set up in SuccessWare, you must follow the same procedures for setting up and processing payroll for each company.
· Each company should have it’s own import/export folder
Before you can export payroll information for a period, it must be prepared and posted. Also, you must initially prepare QuickBooks and SuccessWare to work together.
To export payroll period information:
1) Access the Payroll Manager in SuccessWare
2) Right click on the appropriate period in the period grid
3) Select Period | Export
4) SuccessWare will create two export files, an employee setup file and a timecard activity file. For example, for the weekly period ending 10/07/00 the two files would be named:
- “001007 W EMP.iif” for the employee file
- “001007 W ACT.iif” for the activity file
The “001007” is the end date for the period 10/07/2000, the “W” is the period type, weekly, and the EMP or ACT stands for employee or activity.
Each time you export payroll period information, SuccessWare automatically
performs the External Payroll Data Integrity Check. You will not be able to export payroll period
information until this check passes successfully.
Before you can import a payroll period in QuickBooks, you must export the payroll period information from SuccessWare. To import a payroll period into QuickBooks:
1) Import the Employee information
a) Select File | Utilities | Import
b) Locate and open your import/export folder (“SuccessWare” or named after your company)
c) Locate and select the employee file for the period you wish to import (by end date, period type, and with a suffix “EMP”)
d) Click Open
2) Import the Activity information
a) Select File | Timer | Import Activities from Timer
b) If the Timer Import splash screen pops up, click ok
c) Again, locate and open your import/export folder
d) Locate and select the activity file for the period you wish to import (by end date, period type, and with a suffix “ACT”)
e) Click Open
3) Process and create paychecks normally.
a) In the ‘Select Employees To Pay’ window, be sure to enter the appropriate ‘Check Date’ and ‘Pay Period Ends’ Date. Note that it is important to use the same check date for all paychecks from the same pay period. This will be important for creating the report that SuccessWare will use to import reconcililation information.
b) In the ‘Preview Paycheck’ window, review each employees wages and make sure they coorespond to the employee wages on your ‘Payroll Period Summary’ report from SuccessWare. You will need to enter a quantity of 1 on the commission lines in the ‘Other Payroll Items’ section.
You can have QuickBooks memorize the report we will use to export payroll period reconciliation information. To set up the report:
1) In QuickBooks, select ‘Reports | Employee & Payroll | Payroll Transaction Detail’
2) Select ‘customize’
3) Ensure the following columns are checked: Trans#, Type, Date, Num, Name, Payroll Item, Account, Amount
4) Select ‘filters…’
5) In the report filters form, under current choices select ‘detail level’
6) Select the ‘all’ radio button
7) Select ‘ok’
8) Select ‘ok’ in the customize form
9) Select ‘hide header’ at the top of the payroll transaction detail form
10) Select ‘memorize’ at the top of the payroll transaction detail form
11) Enter ‘Payroll Period Reconciliation Report’
12) Select ‘ok’ (the form is memorized)
13) Close the at the top of the payroll transaction detail form
Before you export period reconciliation data, be sure to initially set up and memorize the Period Reconciliation Report. Then, to export period reconciliation data:
1) In QuickBooks, select Reports | Memorized Reports
2) Select the ‘payroll period reconciliation report’
3) Select ‘generate report’
4) In the ‘from’ and ‘to’ fields at the top of the form enter the check date you use when creating checks for the period.
5) Select ‘print’ (the print reports form will open)
6) Select ‘file’
7) Select ‘tab delimited file’ in the file type combo box.
8) Select ‘print’ (the create disk file form opens)
9) Locate and open your import/export folder (“SuccessWare” or named after your company)
10) Enter the file name in the format ‘YYMMDD <periodtype> REC.txt’. For instance, when exporting reconciliation information for the weekly period ending 10/7/00, enter “001007 W REC.txt”.
11) Select ‘Save’ (The report will be saved to the file for SuccessWare to access)
After posting and processing payroll checks in QuickBooks, you can import the payroll period reconciliation information back into SuccessWare. Before you can import this information, you must export the period reconciliation information from QuickBooks. To import payroll reconciliation information:
1) In SuccessWare, access the payroll manager
2) Select the period you wish to reconcile in the period grid
3) Select Reconcile
4) In the period reconciliation form, select import
5) The payroll checks, deductions and liability information will be imported.
6) Once the information is imported, follow the normal procedures for reviewing and posting payroll period reconciliation.
Important: Your import filters must be properly configured. For information on configuring your import filters, see the SuccessWare Payroll Documentation: Initial Setup; Payroll Setup; Import/Export; Setting up the import filters.