QBLink is the utility you will use to import data from SuccessWare21 into QuickBooks. This utility combines the process of ‘syncing’ and the ‘external payroll data integrity check’ into the regular process of importing a payroll period. The new process goes like this:

1) Prepare, review, post and export your payroll period from SuccessWare21.

2) Open your QuickBooks Company file in QuickBooks.

3) Launch QBLink. QBLink will automatically locate the payroll period to be imported (The import/export folder needs to be initially configured).

4) Select ‘import’. The period will be imported.

5) Create and print your paychecks.

6) Generate and print the Payroll Reconciliation Report to file.

7) In SuccessWare, Import the Payroll Reconciliation Report.

Note: When new accounts, pay items, and/or employees need to be added to QuickBooks, you will be notified during step 4 above. You will have an option to cancel the import so you can correct information and re-export, or continue and add the new information to QuickBooks.

Users from QuickBooks Pro 2000

If you previously used QuickBooks Pro 2000 import/export with SuccessWare21, please read this section to become aware of changes in the process.

Employee Synchronization

When importing employees from SuccessWare21 to QuickBooks, employees are synchronized based on ‘social security number’ instead of ‘name’. For this reason, it is important that you take a moment and make sure that social security number in QuickBooks match the social security numbers in SuccessWare21. If you change the spelling of names or address or phone number for employees in SuccessWare21, the changes will automatically be imported into QuickBooks when you import your payroll periods. You must be careful when QBLink tells you it needs to add an employee to QuickBooks. Be sure this is actually a new employee and not just a social security number mismatch.

Your QuickBook’s Accounts

With the QuickBooks 2000 integration, Accounts added to QuickBooks were named using the Descriptions of the Expense Types associated with Pay Items. Due to a size limit on the QuickBooks 2003 integration, accounts added to QuickBooks now are named using the Expense Type Code.

Memorized Report

Due to changes in the reports in QuickBooks 2003, you will need to set up a new Payroll Reconciliation Report. Follow the instruction contained within this document.

Review Import Filters

Before you import your reconciliation from QuickBooks 2003 for the first time, it is important that you review your import filters. Make sure that all your row identifications and values settings are correct for the new payroll period reconciliation file format. The spelling of payroll items and/or account names may have changed, so be sure to check each of the mappings.

Multiple Companies

If you run multiple companies in SuccessWare21, previously, you needed to set up each company with its own import/export folder. With the QuickBooks 2003 integration, it is important that you set each company up to use the same import/export folder. SuccessWare21 and QBLink will automatically keep the exported briefcases separated. You will need to keep QuickBooks export Payroll Reconciliation Reports to the correct subfolder.

File location changes / Company Subfolders

File exports from SuccessWare21 automatically create subfolders for each of your SuccessWare21 companies in the import/export folder. These folders are named using the SuccessWare21 Company Number (1001, 1002, 1003…). When exporting reconciliations, you will need to make sure you save the files in the correct folder.

One Time Initial Setup

In QuickBooks: Set your company up for payroll

Setting Up Your QuickBooks Company

If you do not already have a company set up in QuickBooks, follow the QuickBooks documentation for setting up your company. Once your company is setup, configure payroll for QuickBooks. When setting you your company in QuickBooks, keep the following in mind:

· Some accounts for payroll will automatically be created when you import payroll periods from SuccessWare21. These accounts will be named using the Expense Types you have setup on the Pay Items you use in SuccessWare21.

· Be sure you configure your company to use Payroll and to use Time Tracking.

Configuring Payroll in QuickBooks

If you do not already have payroll configured for your QuickBooks company, do so by selecting “Employees | Payroll Services | Set Up Payroll”. Follow the QuickBooks instructions. When completing payroll setup in QuickBooks, keep the following in mind:

· You need to choose and sign up for ‘Do-It-Yourself Payroll’. This will enable automatic updates of tax tables and forms over the internet. Follow the QuickBooks instructions for this process. For more information on payroll services and tax calculations, refer to your QuickBooks documentation.

· Pay Items used in SuccessWare21 will automatically be created when you import payroll periods from SuccessWare21. You do not need to set up any Pay Items in QuickBooks that you use in SuccessWare21.

· Employees will automatically be created in QuickBooks when you import payroll periods from SuccessWare21. You do not need to set up any Employees initially in QuickBooks.

Note: The QBLink import feature matches employees by social security number. If you create employees in QuickBooks or change an employee’s social security number, you must manually make sure the social security number in SuccessWare21 matches the social security number in QuickBooks. Failure to properly follow this procedure may result in the employee being added to QuickBooks a second time with the different social security number.

· Employees created during payroll period imports will be created with the settings you configure on your default employee setup.

Note: When setting up your default employee, be sure to check the box labeled “Use time data to create paychecks”.

· Do not complete the ‘Set up employees’ and ‘Set up year-to-date amounts’ at this point. Wait until after you import your first payroll period into QuickBooks from SuccessWare21 using QBLink. After you import your first payroll period into QuickBooks with QBLink, return to this setup to complete ‘Set up employees’ and ‘Set up year-to-date amounts’.

QuickBooks Configuration Check List

· Be sure you turned payroll on. Check “Edit | Preferences | Employees & Payroll | Company Preferences | QuickBooks Payroll Features”. This option should be set to “Full Payroll”.

· Time tracking: be sure to check “Yes”. Check “Edit | Preferences | Time Tracking | Company Preferences | Do You Track Time?”. This feature should be set to “Yes”.

· Make sure you have default employee deduction and taxes set up.

Memorizing the Payroll Reconciliation Report

Within QuickBooks, you must configure a memorized report to be used to export payroll period reconciliation information. To set up this report:

1) In QuickBooks, select ‘Reports | Banking | Check Detail’

2) Select ‘Hide header’ at the top of the report display to hide the header.

3) Select ‘Modify Report’

1. Ensure that ONLY AND ALL of the following columns are checked:
- Type, Date, Num, Source Name, Payroll Item, Account, Original Amount

2. Select ‘filters…’ and setup the following filters:

1. Account: All Bank Accounts

2. Date: This Month

3. Transaction Type: Paycheck

4. Detail Level: Summary only

3. Click Ok.

4) Select ‘Memorize’ at the top of the payroll transaction detail form

1. Enter ‘Payroll Reconciliation Report’ for the report name

2. Click Ok. (the form in memorized)

5) Select ‘ok’ (the form is memorized)

In SuccessWare21: Set up Payroll for Export to QuickBooks

In SuccessWare21, make sure you have completed payroll set up and have activated payroll. Follow the

Setup on the Import/Export tab:

1) Select “QuickBooks Pro 2003 (SDK 2.0)” for your Export Method.

2) Set up an Import/Export folder.

Note: This folder needs to be accessible from both SuccessWare21 and QuickBooks. SuccessWare21 will create and put data in this folder when exporting payroll data. QBLink will read data from this folder when importing into QuickBooks. QuickBooks must be running on the same machine for QBLink to be able to connect to QuickBooks.

Note: IMPORTANT: If you have multiple companies, they need to be set up to access the same import/export folder.

Note: ASP customers must set this folder up using one of the mapped “local” drives.
When browsing, select a drive containing a “$” (e.g., C$).

3) Select a commissions option:

- ‘as hourly items’: QuickBooks does not allow the import of actual ‘commission’ type wages. The QBLink integration will convert commission entries to hourly entries. E.g., an employee receives three commissions for $20 each, on three different dates during a pay period. One was COM-A and the other two were of the pay item COM-B. The employee’s time sheet in QuickBooks will receive two entries on the last day of the pay period for one minute each. One entry for COM-A at $20, and another for COM-B for $40.

- ‘none’: you can choose to exclude commissions from the QBLink. In this case you will have to enter commissions manually on the QuickBooks side. You can use this option if you do not want commissions as hourly on the QuickBooks side.

Note: Rather than choosing ‘none’, you can choose ‘as hourly’ so the commissions come over to QuickBooks. If you don’t what the commissions as hourly, you can enter the commissions on the QuickBooks pay check based on the “H-“ commission/hourly items that have been imported onto the check; and then delete the “H-“ items.

4) When using the “QuickBooks Pro 2003 (SDK 2.0)” method for import/export, the External Payroll Data Integrity Check is unnecessary from this point. External Data Integrity is maintained automatically by QBLink.

Note: The Payroll Reconciliation Import cannot be configured until you process your first payroll period.

Export and Import your first payroll period

Prepare and post your payroll period in SuccessWare21 as you would normally.

· See the section “Export the Payroll Period” below for directions on how to export your payroll period.

· See the section “Import the Period into QuickBooks via QBLink” below for directions on how to import.

In QuickBooks: Complete Employee Setup and YTD Figures

Select “Employees | Payroll Services | Set Up Payroll” and complete the YTD section of payroll setup. It is important that YTD information be completed before you generate pay checks. This YTD information will affect withholding calculations on pay checks. To be sure that all required employees, pay items, and accounts exist for YTD entries, you can use the ‘extended export’ option when exporting the payroll period.

Review employee setup for new employees. Each time the payroll period is imported into QuickBooks, any employees from the payroll period that are not found existing in QuickBooks are automatically added to QuickBooks. The initial settings are based on how you configured your default employee setup. These newly added employees must be reviewed. Any special changes should be made to tax withholding and additions and deductions as required. It is important you make these changes before you generate paychecks.

The Regular Ongoing Process

In SuccessWare21: Prepare, Review, and Post Your Period.

Prepare, review, and post your period in SuccessWare21 as you would normally.

In SuccessWare21: Export the Payroll Period

IMPORTANT: Make sure you review your payroll period and verify that all gross wages and time are correct before exporting. It is both difficult and time consuming to correct any information once you have imported data into QuickBooks.

Before you export your payroll period, make sure you have Setup Payroll for Export to QuickBooks.

· From the Payroll Manager in SuccessWare21, make sure you’ve selected the period you want to export and click the ‘export’ button. From the popup menu select ‘Export period’. This will export your payroll period.

NOTE: The ‘Export period (extended)’ option will include all employees, pay items, and accounts; even if they are not used/required for the selected period. This option can be used to make sure all information is transferred to QuickBooks. The first time you export a period, you may want to select the extended export.

First Time Exports

The first time you export a payroll period for a company, SuccessWare21 will ask you to confirm that it is a ‘first time export’. When you reply yes to this confirmation prompt, SuccessWare21 automatically creates a subfolder for that company under your configures import/export folder. This is where files for import/export will be placed for importing/exporting files for this company.

The following issues may cause your period not to export (ensure the situations do not exists):

· If an employee has a blank or otherwise inappropriate value in the following required fields: social security number, first name, and last name.

· If an employee’s social security number does not have the format “xxx-xx-xxxx”.

Note: The QBLink import utility matches employees by social security number. If you create employees in QuickBooks or change and employees social security number, you must manually make sure the social security number in SuccessWare21 matches the social security number in QuickBooks. Failure to properly follow this procedure may result in the employee being added to QuickBooks a second time with the different social security number.

· If an employee’s total wages for any individual pay item is less than zero. All rates must be greater than zero.

· If an employees timecard entries exceed 24 hours for a day.

In QBLink: Import the Period into QuickBooks via QBLink

IMPORTANT: It is extremely important that you make sure gross wages and time for the period has prepared properly in SuccessWare21 before importing your payroll period. It is both difficult and time consuming to correct any information once you have imported data into QuickBooks.

To import a payroll period into QuickBooks:

1) Start QuickBooks. QuickBooks must be running with the appropriate company loaded in order to process imports.

2) Start QBLink.

- For ASP customer, click the short cut on your local desktop.

- For non-ASP users, you can launch QBLink from SuccessWare21 Payroll Manager. Click export and select ‘Launch QBLink’ from the popup menu.

3) In QBLink, Click ‘Connect’. QBLink will then connect to the current company open in QuickBooks, and to the SuccessWare21 Payroll Briefcase that contains the exported payroll period information.

4) Select import.

First Time Launching QBLink

The first time you launch QBLink, it will not know where to find your import/export folders. It will ask you to supply that information. A dialog box will pop up from which you can browse folders on you computer/network. Locate and select your import/export folder you have configured in SuccessWare21 payroll setup.

First Time Connecting to QuickBooks

The first time you try to connect to QuickBooks from QBLink, QuickBooks will ask for permission for SuccessWare21 to access the QuickBooks company file:

· IMPORTANT: Be sure to check “Allow this application to access Social Security Numbers and other personal data”, or the import to QuickBooks will not work.

· Click “Yes, Always”.

You will then receive a message requesting confirmation “Are you sure you want to allow this access?”.

· Click “Yes”.

During this process, QuickBooks may indicate that SuccessWare21 is not a signed application. At the time of the creation of this document, SuccessWare21 does not have such a certification, but may obtain one in the future.

First Time Importing Companies to QuickBooks

When you click connect in QBLink, it will connect with QuickBooks and try to match the QuickBooks Company up with one of your SuccessWare21 companies. If it cannot, it will show you a list of SuccessWare21 companies that have exported payroll periods and ask you to pick one with which to associate the current company open in QuickBooks. Once you define this association, QBLink will always associate that QuickBooks Company with that SuccessWare21 Company automatically.

Problems with Importing To QuickBooks

If any errors occur during the import, you will be notified, and you can print a report. Fix the data appropriately in SuccessWare21 and re-export the period and then attempt the import again.

Note: If time sheet entries exist for the period, you will be notified. When re-importing, you will want to cancel the import and delete all Time Sheets for the period within QuickBooks to ensure that double entries are not created. You can delete all entries on a Time Sheet by accessing the Time Sheet in QuickBooks and pressing Ctrl+D.

In QuickBooks: Create and Print Checks from Within QuickBooks

Follow the QuickBooks documentation to Create and Print Paychecks with QuickBooks. The rates and time that were imported will be used to when check are created.

Commissions

Commissions are imported as hourly pay items on the employee time sheet. These entries will show up on the last day of the period for a duration of one minute. The hourly rate for commissions is added to the employee payroll setup appropriately (total commission X 60). At this time, QuickBooks 2003 does not allow the automation of importing wages as commission type pay items. Occasionally, the total wages for a commission as hourly entries will be different from the wages calculated by SuccessWare21 Payroll by one cent. This difference is due to the way QuickBooks performs its calculations. This difference will cause a variance when reconciling payroll in SuccessWare21. This variance will be just pennies and can be handled with journal entries when it occurs.

In QuickBooks: Generate and Save the Payroll Reconciliation Report to File.

Select ‘Reports | Memorized Reports | Payroll Reconciliation Report’. If the option ‘Period Reconciliation Report’ is not in the menu, then follow the steps to ‘Memorizing the Payroll Period Reconciliation Report’ under ' Memorizing the Payroll Reconciliation Report ’ in this document.

1) Change the date range in the ‘From’ and ‘To’ fields at the top of the form enter the check date you used when creating checks for the period.

2) Select ‘Print’

3) Select ‘file’ in the ‘print to’ option.

4) Select ‘Print to:’ ‘File’ ‘Tab delimited’.

5) Click ‘Print’. The ‘Create Disk File’ window will open.

6) Locate and open your import/export folder and open the correct subfolder for your company.

7) Enter the file name in the format ‘YYMMDD<space><periodtype><space>REC’. For instance, when exporting reconciliation information for the weekly period ending 10/7/00, enter “001007 W REC” (the file extension ‘.txt’ will automatically be added).

8) Make sure the ‘Save as type’ is ‘text (*.txt)’.

9) Select ‘Save’ (The report will be saved to the file for SuccessWare to access)

In SuccessWare21: Import the Payroll Reconciliation Report

First Time Importing Payroll Period Reconciliation

Before you import your reconciliation from QuickBooks 2003 for the first time, it is important that you setup or review your import filters in SuccessWare21 Payroll Setup (See the SuccessWare Payroll Documentation).

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 regarding Payroll Setup; Import/Export; Setting up the import filters.

Special Notes

Trouble Shooting Import Errors

Import Status / Error Message	Cause/Resolution
(Error 3000) The given object ID “xxx” in the field “xxx” is invalid.	Check and make sure SSNs in SuccessWare21 match SSNs in QuickBooks (dashes and all).
(Error 3100) The name “” of the list element is already in use.”	QBLink is trying to add an employee (or pay item) to QuickBooks and that employee name (or pay item) is already in use. Check that the SSN for the employee in SuccessWare21 matches the SSN for that same employee in QuickBooks. If it does not, make the appropriate changes in either QuickBooks or SuccessWare21 and export again and then retry the import. SuccessWare21 may not have access to ssn/personal information in QuickBooks. In QuickBooks, select "Edit \| Preferences \| Integrated Applications \| Company Preferences". Then select “SuccessWare21” from this list and click the “Properties” button. In the properties window, check the appropriate box enabling access to ssn/personal info. Check that the employee (or pay item) has not been deactivated.
(Error 3110) The enumerated value “” in the field “Gender” is unknown.	Employee in SuccessWare21 must have the field “Sex” appropriately completed. Edit the employee in SuccessWare21 and indicate the appropriate “Sex”.
(Error 3110) The enumerated value “” in the field “State” is unknown.	Employee in SuccessWare must have “State” and other address fields appropriately specified. Edit the employee in SuccessWare21 and appropriate complete all address fields including “State”.
(Error 3140) There is an invalid reference to Quickbooks Expense Account.	The account attached to the pay item may be set up in Quickbooks as a subaccount to another account. Make the account a top level account.
(Error 3170) Error updating employee, element ""	There may be more than one employee in QuickBooks with the same name or social security number.
(Error 3175) There was an error adding, modifying, or deleting xxxxx-xxxxxxx”	Employee(s) are open in QuickBooks, or employees have been modified in QuickBooks since opening QBLink. In QuickBooks, close all windows but not the company itself. Close and restart QBLink.
(Error 3180) There was an error when saving a TimeTracking.	Check that time tracking is properly enabled. · Select Edit / Preferences / Time Tracking / Company Preferences, and set “Do you track time” = Yes. · Select Edit / Preferences / Payroll & Employees / Company Preferences / Employee Defaults, and make sure “Use time data to create paychecks” is checked. · For any individual employees that get this error, edit the employee, change tabs to Payroll & Compensation Info, and make sure “Use time data to create paychecks” is checked.
(Error 3180) There was an error saving a Accounts list, element “xxxx”.	‘Use account numbers’ may be enabled in Edit / Preferences / Company Preferences. Either disable this feature, or add the accounts manually in Quickbooks.

ASP Implementations

When setting up your import/export within SuccessWare21, be sure to map to a local drive; using a local drive like ‘C$’. Make this a folder that QuickBooks will be able to see from your local workstation.

Exporting Payroll Reconciliation

When exporting payroll reconciliation reports, you will find the subfolders ‘1001’, ‘1002’ etc., located in your import/export folder, one folder for each of your SuccessWare21 companies. You will also see files named “1001=….” And “1002=…”. These files are create to assist you in selecting the correct folder when exporting the Payroll Reconciliation Report. By exporting the file to the correct subfolder, SuccessWare21 will be able to automatically find the file when you import the reconciliation within SuccessWare21.

Year-to-date Info

After you import your fist payroll period, you need to complete YTD figures in QuickBooks under “Set Up Payroll”.