Export payroll journal entries

Special information for your QuickBooks client data

QBTrans.<client ID>PRD<end date selected on export> –
includes detailed information on payroll checks and vendor payments based on options selected for export.
QBTrans.<client ID>PRS<end date selected on export> –
includes summary information on payroll checks (P89 entry) and impound liabilities based on options selected for export.
QBChart.<client ID><end date selected on export> –
includes the Accounting CS Chart of Accounts.

Set up the client in Accounting CS

Select the
Setup
Clients
Integration
tab.
Select the
Edit
button, then select the ellipsis button by the
Export to program
field.
In the
Export Client Data Options
window, mark the checkboxes for the details you want to include in payroll journal entries.
The option to export in either detail or summary format depends on the type of transaction you are exporting.
If you are exporting payroll checks, choose whether you want the files to be exported in detail or summary format. If you choose Detail format, the application creates an individual check for each payroll transaction in the selected date range, each using the reference numbers associated with that check. If you choose Summary format, the application creates 1 journal entry for all payroll transactions in the selected date range, each using the reference associated with that check.
If you are exporting vendor payments, the transactions will always be exported in detailed format. The application will create an individual check for each vendor transaction in the selected date range, each using the reference numbers associated with that check.
If you are exporting impounded liabilities, the transactions will always be exported in the summary format. The application will create a separate journal entry for the impounded tax agent liabilities, impounded payroll agent liabilities, and impounded firm vendor liabilities in the selected date range, each using the reference associated with that transaction.
Verify the export file location. This field is grayed out because you can't change the file location in this window. Change this in the
Setup
,
File Locations
window.
Select
OK
to save your changes and close the window, then select
Enter
to save the changes to the client record.

Create the export file in Accounting CS

Select
File
Export
Transactions
.
Mark the
Payroll journal entries
checkbox, if it is not already marked, then select the
Options
button.
In the
Export Options
window,
select the
Payroll
tab. In the File Location section,
note the location to which the export file will be saved. You can't change this location
in this window. Change it in the
Setup
,
File Locations
window
.
In the Dates section, specify the date range for the transactions you want to export.
In the File Creation section, mark the checkboxes, then select
OK
to save these options.
In the
Export Transactions
screen, mark the checkbox for each client for which you want to export payroll journal entry transactions.
If necessary, select the
Client Options
button next to a client in the grid to open the
Client Options
window, where you can verify the application to which you are exporting, change the details to include in the file, and update the references for each type of entry for that client.
note
The
Client Options
window includes the same options as the
Export Client Data Options
window. Any changes you make in the
Client Options
window will be reflected in the
Export Client Data Options
window and vice versa.
Select the
Export
button to create the files in the default folder location; from there you can import them into another application or send them via email.
note
The export file is named
Trans.<CLIENT> - PR<MMDDYY>.xml
, where
<CLIENT>
represents the ID of the client in Accounting CS and
PR<MMDDYY>
represents the payroll period end date specified in the export date range. If the
Include client name in the file name
checkbox is marked in the
Export Options
window, the export file is named
Trans.<CLIENTNAME> - <CLIENT> - PR<MMDDYY>.xml
.

Import data into QuickBooks

In QuickBooks, select
File
Utilities
Import
IIF Files
.
In the
Import
window, select the IIF file to import, then select the
Open
button.
QuickBooks displays a prompt stating that the data has been imported. Select
OK
.

Troubleshooting

One or more accounts in Accounting CS use the same description as QuickBooks, but the account type in Accounting CS is different than the type in QuickBooks.
QuickBooks doesn't recognize the accounts used for the exported transactions because the Accounting CS account numbers don’t match the QuickBooks accounts. To prevent this from happening, we recommend that you either import the Chart of Accounts IIF file before importing the transactions, or that you manually add the accounts in QuickBooks.
The account description for QuickBooks transactions doesn’t match the account description in Accounting CS. Because QuickBooks doesn't require account numbers (only account descriptions), the descriptions must match exactly for the transactions to import correctly.