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Conversion guide: EasyACCT to Accounting CS

Conversion notes and exceptions

The following section details all known conversion exceptions between data from EasyACCT and the converted data in Accounting CS. Conversion exceptions may include differences in field lengths between EasyACCT and Accounting CS, required parsing of information from 1 field in EasyACCT to multiple fields in Accounting CS, manipulation of EasyACCT data to conform with Accounting CS requirements, and so on.

Adjustments to prior-year balances

If you need to make an adjustment for a prior-year account balance in Accounting CS after the client’s data has already been converted and imported into Accounting CS, select
Actions
, then
Enter Trial Balance
 and enter the correct balance directly into the column for the prior year.

Bank accounts

The conversion doesn’t convert any bank accounts when information for the account is not listed in the following areas in the
Bank Reconciliation
Bank Accounts
 screen in EasyACCT: Bank Account Number or Bank Routing Number. If the Bank Account Number or Routing Number is missing from the
Bank Accounts
 screen, any transactions using the associated bank accounts are not converted.

Bank reconciliation

We recommend that you reconcile accounts through the most current month. All transactions are converted into Accounting CS as cleared for the bank reconciliation. Therefore, if there are any transactions outstanding at the time of the conversion, you will need to enter the transactions in the
Edit
Initial Open Items
 window that is accessible from the
Actions
Reconcile Bank Accounts
 screen.

Employee data

EasyACCT uses a single field for the last name field, and Accounting CS uses both a last name field and a suffix field. To accommodate this difference, the conversion divides the last name field if there is a blank space in the last name.
If the Informational Messages list includes any diagnostic messages about employee address information, you need to review and update the address information for those employees to complete the proper setup for relevant taxes.

Employer contribution items

Company match items set up as percent-of-deduction items are converted as fixed-amount items. After the conversion is complete, select
Setup
,
Employees
, then the
Payroll Items
 tab. In the
Employer Contributions
 section, change the calculation type from
Fixed amount
 to
Percent of deduction
 for any employees for which the company match item is selected.

GL period-end and year-end dates

For a 13-period client or for a client using period-end dates other than end-of-month dates, be sure to edit the period-end dates in Accounting CS to match the client end dates in EasyACCT Write-Up. In Accounting CS, select
Setup
,
Clients
, then
Edit dates
 on the
Accounting Information
 tab.

Journal transactions with the same reference number

Transactions with the same reference number are grouped together into a single journal entry during the conversion. Journal transactions are displayed in the General journal for the posting period in which the transactions occurred. To transfer entries to a different journal after the conversion is complete, use the following steps.
  1. Select
    Actions
    ,
    Enter Transactions
    , then
    Edit Multiple Transactions
     on the
    Enter Transactions
     screen.
  2. Select
    Edit
     from the dropdown in the
    Action
     field.
  3. Select
    Journal
     from the dropdown in the
    Transactions
     section, then select the new journal name.
  4. Mark the checkbox next to each item to transfer, then select
    OK
    .

Multi-state data

If your client manages courtesy withholding for any state or locality that is different from the client’s main address, you may need to complete additional steps in Accounting CS following the conversion to ensure proper taxation. On the
Payroll Taxes
 tab of the
Setup
Clients
 screen, mark the
Client has nexus in this state
 checkbox for any states in which the client performs courtesy withholding. For courtesy withholding at the local level, select
Local
 and mark the
Nexus
 checkbox for the local withholding’s tax agent. Verify the
Unemployment ID
 and/or
Withholding ID
 for a client on the
Payroll Taxes
 tab of the
Setup
Clients
 screen.
When the client must manage withholding or SUTA for multiple states, Accounting CS uses the default GL account listed in the
Automatic Payroll Posting
 screen in EasyACCT for all states. If each state uses a different GL account, you will need to correct that information in Accounting CS (in the
Payroll Taxes
 tab of the
Setup
Clients
 screen) following the conversion.

Payroll items/deductions

Pay/deduction items convert with the Company Default Payroll Information taxability if they are set up on both company and employee. If taxability information for employee pay/deduction items differs from the company’s information, you will need to create a new pay/deduction item (in the
Setup
Payroll Items
 screen) with the taxability setup needed for the employee. If a pay/deduction item is only on an employee setup, and not a company, the pay/deduction item will be set up with the taxability used for first the employee the item is found. Employer contribution items must use a
GP
 field and
W/H
 field to be associated to the correct payroll items.

Terminated employees and inactive vendors

Employees with a termination date or vendors marked as inactive in EasyACCT are converted to Accounting CS to enable you to complete W-2s or 1099s for the current year. To see information for the inactive employees, mark the
Include inactive
 checkbox in the
Setup
Employees
 screen in Accounting CS after imported the converted data.

Transactions

Only current-year transactions are converted.

Vendor data

Deductions that accrue during normal processing must be linked to the vendor in Accounting CS. In Accounting CS, select
Setup
Payroll
 and, for each deduction item, select the vendor from the
Agent
 field on the
Main
 tab of the
Payroll Items
 screen. To add a 1099 form, you must select
1099 Recipient
 on the
Main
 tab of the vendor. To update the amount on the 1099 form, see
Edit amounts on a 1099 form
 in Help and Support.

This article applies to:

  • PRODUCT: Accounting CS
  • Subject: Conversions

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