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Integrate with Quickbooks

Export payroll journal entries to QuickBooks Online

If your client uses QuickBooks Online, you can export that client's payroll checks, vendor payments, and impounded liabilities as payroll journal entries from Accounting CS to QuickBooks Online.
important
  • You can't export client data in Virtual Office CS to QuickBooks Online.
  • If your firm runs Accounting CS locally, you'll need Microsoft Edge for the QuickBooks Online integration to work properly.
  • QuickBooks Online is available only when all of the following conditions are met:
    • The staff member who performs the export is a member of a security group that has the
      File
      Export
      QuickBooks Online
       permission enabled at
      Setup
      Firm Information
      Security Groups
      General tab
      . (Otherwise, the
      File
      Export
       menu won’t include QuickBooks Online.)
    • The Payroll (After-the-fact) service is enabled in the
      Add/Remove Services
       window for the client. (Otherwise, the client won’t be included in the
      Client
       dropdown in the
      QuickBooks Online Export
       window).
    • QuickBooks Online
       is selected in the
      Export to program
       field on the
      Setup
      Clients
      Integration tab
       for at least 1 client (otherwise, the
      File
      Export
      QuickBooks Online
       QuickBooks Online menu command will be grayed out).
  • The 1st time you connect Accounting CS to QuickBooks Online, the application displays the QuickBooks Online Integration license agreement. Read the license agreement, mark the
    I accept the terms of the license agreement
     checkbox, then select
    OK
     to continue. Once you accept the terms, the application won’t display the license agreement again.
  1. Select
    File
    ,
    Export
    , then
    QuickBooks Online
    .
  2. Select the client you want to export data from.
  3. Select
    Connect to QuickBooks
     and enter the user ID and password to sign in to the client's QuickBooks Online account.
    After you successfully sign in,
    Connect to QuickBooks
     changes to
    Disconnect
    . The application keeps you signed in to the client's account until you select
    Disconnect
    . QuickBooks Online sends a security token to Accounting CS, and that token is valid for 180 days.
  4. In the
    Export Details
     section, select the options you want to apply to the export:
    • Payroll journal entries
      : Because you can export only payroll journal entries to QuickBooks Online, this checkbox is always marked and can't be cleared. To include checks that have already been exported during a previous export, mark the
      Include previously exported checks
       checkbox.
    • Detail to include
      : Mark the checkboxes for the transactions to include in the export, then select either the detail or summary format to use for the export.
      The format of the exported data depends on the type of transaction you are exporting:
      • If you're exporting payroll checks, you can choose either detail or summary.
      • If you're exporting vendor payments, the transactions will always be exported in detail format and include each vendor transaction in the selected date range as an individual check, each using the reference numbers associated with that check.
      • If you're exporting impounded liabilities, the transactions will always be exported in the summary format. A separate journal entry will be created for the impounded tax agent liabilities, impounded payroll agent liabilities, and impounded firm vendor liabilities in the selected date range and will use the reference specified in the associated Reference field.
      note
      Detail format includes each payroll transaction in the selected date range as an individual check, each using the reference numbers associated with that check. Summary format creates 1 journal entry for all payroll transactions in the selected date range and will use the reference specified in the
      Payroll checks Reference
       field.
    • Reference
      : Specify a reference to be used for payroll checks and various liabilities.
    • Export entries for
      : Specify the date range for which you want to export the payroll journal entries. If you previously exported data for this client, the application displays the date range of the last export in the
      Previous export date range
       field.
  5. Select
    Export Data
     to export the client's data from Accounting CS. Before the application exports the data, it automatically opens the QuickBooks Online – Manage Data window, where you can view prior export mappings and re-map items as necessary for future exports.
    You can select
    Manage Data
     to open the QuickBooks Online – Manage Data window without exporting the data to QuickBooks Online.
  6. After the data has been exported, the transactions will be available for the client in QuickBooks Online.
Internal use only
While we support the import and export of classes between Accounting CS and the desktop version of QuickBooks, we don't support the import or export of classes between Accounting CS and QuickBooks Online.
If customers feel strongly that they need to import or export classes, please ask them to post the suggestion in the Ideas Community. If enough customers vote for it, we may be able to make a case for it in the future.

This article applies to:

  • PRODUCT: Accounting CS
  • Subject: Export,Journal entries

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