Exporting payroll journal entries

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

Using the File > Export > Transactions screen, you can create export files (XML or IIF) with transactions for payroll, vendor, and/or impounded liabilities, which you can then import into other applications, including the CS Professional Suite or QuickBooks Pro. Note that Accounting CS does not support the export of data to QuickBooks Online.

When creating these files, you have the option to specify a range of entries to include in the file and to specify file-creation preferences. Before you create an export file, there are a few setup steps that you need to complete for each client record.

To enable exports for CS Professional Suite Accounting applications or QuickBooks Pro, you must first select the appropriate export source in the Setup > Clients > Integration tab.

Special information for your QuickBooks client data

When you use the Export Transactions screen to export transactions, Accounting CS creates the following export files.

If you are importing the client's Chart of Accounts, first import data from the QBChart.<client ID><end date selected on export> file. Then, depending on the other information you exported, import data from either or both of the other two files.

Note: The application matches accounts based on the account description. QuickBooks limits the account description to 31 characters, while Accounting CS allows up to 120 characters. When you import data from the Chart of Accounts IIF file, the application truncates the account description to meet the 31-character limit. When you import data from the payroll journal entries IIF file, the application does not truncate account descriptions. Therefore, it is unable to match the account description to an existing account, and it creates a new (duplicate) bank account for each account it does not recognize. If this happens, we recommend that you modify the account descriptions in Accounting CS (using 31 or fewer characters) and then recreate the IIF files.

Setting up the client in Accounting CS

Follow the steps below to export journal entries to CS Professional Suite Accounting applications (via XML file) or QuickBooks Pro (via IIF file).

  1. Choose Setup > Clients and click the Integration tab.
  2. Click Edit button and then click the Ellipsis Ellipsis button button next to the Export to program field.
  3. In the Export Client Data Options dialog, mark the checkboxes for the details you want to include in payroll journal entries.
  4. 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 one 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 detail 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.
  5. Verify the export file location. This field is grayed out because you cannot modify the file location in this dialog. You must change this in the Setup > File Locations dialog.
  6. Click OK to save your changes and close the dialog, and then click Enter to save the changes to the client record.

Creating the export file in Accounting CS

  1. Choose File > Export > Transactions.
  2. Mark the Payroll journal entries checkbox, if it is not already marked, and then click the Options button.
  3. In the Export Options dialog, click the Payroll tab. In the File Location section, note the location to which the export file will be saved. You cannot modify this location in this dialog. You must change it in the Setup > File Locations dialog.
  4. In the Dates section, specify the date range for the transactions you want to export.
  5. In the File Creation section, mark the applicable checkboxes, and then click OK to save these options.
  6. In the Export Transactions screen, mark the checkbox for each client for which you want to export payroll journal entry transactions.
  7. If necessary, click the Client Options button next to a client in the grid to open the Client Options dialog, where you can verify the application to which you are exporting, modify the details to include in the file, and update the references for each type of entry for that client.

    Note: The Client Options dialog contains the same options as the Export Client Data Options dialog. Any changes you make in the Client Options dialog will be reflected in the Export Client Data Options dialog and vice versa.

  8. Click 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.
    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 dialog, the export file is named Trans.<CLIENTNAME> - <CLIENT> - PR<MMDDYY>.xml.

Note: Payroll journal entries cannot be posted to classes in QuickBooks using the IIF export file creation method, but they can be exported directly to QuickBooks via the QBW file export method which enables you to map segment codes to corresponding classes in QuickBooks.

Importing data into QuickBooks

  1. In QuickBooks, choose File > Utilities > Import > IIF Files. Show me.
  2. In the Import dialog, select the IIF file to import, and then click the Open button.
  3. QuickBooks displays a prompt stating that the data has been imported. Click OK.

Troubleshooting

The following situations may cause errors during the export and/or subsequent import of payroll journal entries.

Example: exporting QuickBooks data with accounts and subaccounts

Your QuickBooks client uses a handful of accounts for which the main account type is Insurance Expense, and the client uses a subaccount for each type of insurance. In this example, we will use Insurance Expense General as the account and subaccount.

When you imported the QuickBooks data into Accounting CS, it created the following accounts:

In the IIF file, any transactions posted to the main account are listed as an Insurance Expense, while transactions posted to the subaccount are listed as Insurance Expense:General.

To ensure that these transactions are posted correctly in QuickBooks, the descriptions must match exactly. If the descriptions do not match, the application creates a new account (using the Accounting CS description contained in the IIF file) in QuickBooks during the import.

Related topics

Exporting reconciliation adjustments

Exporting client data to QuickBooks

Exporting client data to QuickBooks workflow

QuickBooks integration, overview

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