Accountant's Assistant is provided with the CBS Master License.
This topic applies to imports from BusinessWorks but does not apply to imports from BusinessWorks Gold. For information on importing from BusinessWorks Gold or Sage BusinessWorks 50 Accounting, click here.
At the accountant's office
The following items must be set up for the client CSA prior to importing GL transactions or retrieving payroll data from BusinessWorks Gold.
File > New Client or File > Client Properties > General Information tab
- Client ID (The first 5 characters of the CSA client ID must match the 5-character BusinessWorks client ID.)
- Client name
- Payroll name
- DBA
- Address line 1 and line 2
- City, State, Zip
- Telephone #
- EIN
File > New Client or File > Client Properties > General Ledger tab
(if importing GL transactions)
- Current period ending date
- Current fiscal year end
- Periods
- Chart of accounts mask
- To import GL transactions into separate journals, mark the Use separate journals in transaction data entry checkbox.
File > New Client or File > Client Properties > Payroll tab
(if retrieving payroll information into the Utilities > Payroll Tax Processing window in CSA)
- Current period ending date
- BusinessWorks Client
You must mark this checkbox if you plan to retrieve payroll data from the BusinessWorks client into the Utilities > Payroll Tax Processing window within CSA.
- State
- Withholding ID
- SUTA Rate and 940 Rate
Click the 
Item Properties button in the State Tax Information grid to open the <State/SUTA Rate Details dialog.
- Wage Limit
The wage limit, which is a display-only field in the Client Properties dialog, is set globally for each state in the SUI/SDI tab of the Setup > System Configuration > Payroll Tax Information > State Tax Information dialog. The wage limit is for display on the SUTA forms only, where applicable, and must be the same as that used in BusinessWorks to calculate taxable wages for the quarter being processed; otherwise CSA cannot use it to recalculate taxable wages.
Setup > Chart of Accounts (if importing GL transactions)
(Optional but strongly recommended.) Set up the client's Chart of Accounts, or transfer the Chart of Accounts from a similar CSA client and then modify it as necessary. Account numbers are imported along with the transactions from the client's BusinessWorks export files, but the account descriptions and types are not imported.
Setup > Checkbook(if importing GL transactions)
You must set up at least one checkbook with a GL account number.
Setup > Journals (if importing GL transactions)
Set up one or more journals for the CSA client. When importing the BusinessWorks general ledger transactions export file, a dialog will open where you specify which CSA journals to use for each BusinessWorks journal that is included in the file.
Setup > Employees
(if importing W-2 information)
When W-2 information is imported from BusinessWorks, the employee records can be automatically added to the Setup > Employees window in CSA using generic payroll items.
- Choose Utilities > W-2 Form Processing > YYYY (where YYYY represents the current year).
- From the W-2 form Processing dialog, choose File > BusinessWorks Import.
If you need to make changes to the employee records for the W-2s to print correctly, you can edit the information in the Setup > Employees window.
Note: You must select the December period in BusinessWorks prior to exporting W-2 information from that application.
Exception details for payroll tax reporting and state SUTAs
When using the Utilities > Payroll Tax Processing windows, detail for the 940/941 and for the state SUTA forms are pulled directly into the relevant forms when you choose Tasks > Retrieve Payroll Information. For most SUTA forms, the imported data automatically completes the required fields. However, there are exceptions to note for the following states:
- For Form DE-7, the BusinessWorks file provides only quarterly data, not year-to-date totals.
- The BusinessWorks file does not provide any information about employee participation in the voluntary plan or exempt options. To denote an employee as participating in the voluntary plan or as exempt, prior to retrieving client data for the California SUTA you can add each employee (including last name, SSN, and department) in the Setup > Employees window and also enter appropriate text in the Text5 field on the Personal/W-2 tab. During the retrieval, the application looks in the Setup > Employees window for a match on SSN and uses the Text5 field to check for voluntary or exempt classification.
- For Form CT-941 (drs-2), Schedule B, the BusinessWorks file does not provide daily liabilities, so the imported data cannot be used to calculate Schedule B.
- For Form CT-941 (drs-2), Schedule A (withholding for months 1, 2, and 3), the BusinessWorks file provides a quarterly state withholding total rather than monthly withholding totals. Therefore, CSA must approximate the monthly totals by assigning one-third of the quarterly total to month 1, one-third of the quarterly total to month 2, and the remainder to month 3. This involves two rounding operations, so the month 3 amount could be up to 2 cents different from the amount for the month 1 or month 2.
CSA supports the Massachusetts Form 1700-HI (a health insurance tax form). Line 4 is a calculation based on employee earnings to date with a wage limit different from the unemployment tax wage limit. Only quarterly data is available in the BusinessWorks file, so that number will not be correct except in the first quarter.
The BusinessWorks file does not provide employee detail to denote family member or to indicate if the employee became inactive during the quarter. Prior to retrieving client data for the Michigan SUTA, you can add each employee (including last name, SSN, and department) in the Setup > Employees window and mark the family member checkbox and/or enter an inactive date on the Personal/W-2 tab. During the retrieval, if an SSN in the BusinessWorks file matches an SSN in the Setup > Employees window in CSA, the application checks to see if the employee is marked as family member and also checks the inactive date.
- The BusinessWorks file does not provide employee detail for hours worked. Prior to retrieving client data for the Minnesota SUTA, you can add each employee (including last name, SSN, and department) in the Setup > Employees window and enter the hours worked on the Earnings History grid for the applicable quarter. During the retrieval, if an SSN in the BusinessWorks file matches an SSN in the Setup > Employees window in CSA, the application picks up whatever hours have already been entered in CSA for the applicable quarter.
- The BusinessWorks file does not provide employee detail for Officer or Family of owner. Prior to retrieving client data for the Minnesota SUTA, you can add each employee (including last name, SSN, and department) in the Setup > Employees window and, if applicable, mark the Officer and/or Family of owner checkboxes on the Personal/W-2 tab of the Employees window. During the retrieval, if an SSN in the BusinessWorks file matches an SSN in the Setup > Employees window in CSA, the application checks to see if either of those checkboxes is marked.
- For Form NJWR30, the BusinessWorks file does not provide employee detail for weeks worked. Prior to retrieving client data for the New Jersey SUTA, you can add each employee (including last name, SSN, and department) in the Setup > Employees window, mark the Units checkbox in the Earnings History dialog, and enter the Units in the Earnings History grid to denote weeks worked. During the retrieval, if an SSN in the BusinessWorks file matches an SSN in the Setup > Employees window in CSA, the application picks up the units as weeks worked.
- For Form NJ927W2, the BusinessWorks file does not provide daily liabilities, so no data will be available for the calculation of this form in CSA.
- For Form NJ9272 (withholding for months 1, 2, and 3), the BusinessWorks file provides a quarterly state withholding total rather than monthly withholding totals. Therefore, CSA must approximate the monthly totals by assigning one-third of the quarterly total to month 1, one-third of the quarterly total to month 2, and the remainder to month 3. This involves two rounding operations, so the month 3 amount could be up to 2 cents different from the amount for the month 1 or month 2.
- For Form NYS-45, the BusinessWorks file does not provide NYC or Yonkers withholding.
- For Form NYS-1, the BusinessWorks file does not provide sufficient data to calculate this form. To prepare the form in CSA, you need to enter the daily NY state withholding liabilities (line 1) and NYC and Yonkers withholding (lines 2 & 3).
- Form NYS-45-CC cannot be calculated from client data retrieved from BusinessWorks. It requires gross wages per week per employee (in the quarter being processed) and YTD wages subject to withholding per employee, neither of which is available in the BusinessWorks file. To prepare this form in CSA, you need to enter this info as an override on the form.
The BusinessWorks file does not denote a seasonal employee. Prior to retrieving client data for the North Carolina SUTA, you can add each employee (including last name, SSN, and department) in the Setup > Employees window and mark the Seasonal checkbox on the Personal/W-2 tab. During the retrieval, if an SSN in the BusinessWorks file matches an SSN in the Setup > Employees window in CSA, the application checks whether the employee is marked as Seasonal.
Although the BusinessWorks file includes a Weeks Worked field, it may not include the correct information. Prior to retrieving client data for the Ohio SUTA, you can add each employee (including last name, SSN, and department) in the Setup > Employees window and enter the appropriate number of weeks in the Units field of the Earnings History grid for the appropriate quarter. During the retrieval, if an SSN in the BusinessWorks file matches an SSN in the Setup > Employees window in CSA, the application collects the units from the quarter being processed and interprets that as weeks for the SUTA forms.
- For Form OQ-2000, the Tri-Met and Lane transit district columns require quarterly FICA wages per employee, which the BusinessWorks file does not provide. For those two columns, you will need to enter the data directly on the form.
- For Form OQ-000, the BusinessWorks file does not provide detail to exclude an employee's hours (or units) from the workers' benefit fund calculation. Prior to retrieving client data for the Oregon SUTA, you can add each employee (including last name, SSN, and department) in the Setup > Employees window and mark the Workers Fund Exempt checkbox on the Personal/W-2 tab. During the retrieval, if an SSN in the BusinessWorks file matches an SSN in the Setup > Employees window in CSA, the application checks to see if that checkbox is marked.
- For Form 132-2000, the BusinessWorks file does not provide employee detail for hours (or units) worked. Prior to retrieving client data for the Oregon SUTA, you can add each employee (including last name, SSN, and department) in the Setup > Employees window and enter hours (or units) in the appropriate quarter in the Earnings History grid. During the retrieval, if an SSN in the BusinessWorks file matches an SSN in the Setup > Employees window in CSA, the application uses whatever hours (or units) have been entered in CSA.
- Schedule B-2000 features daily withholding liabilities, which the BusinessWorks file does not provide.
Although the BusinessWorks import file includes a Weeks Worked field, it may not include the correct information. Prior to retrieving client data for the Pennsylvania SUTA, you can add each employee (including last name, SSN, and department) in the Setup > Employees window and enter the appropriate number of weeks in the Units field of the Earnings History grid for the appropriate quarter. During the retrieval, if an SSN in the BusinessWorks file matches an SSN in the Setup > Employees window in CSA, the application collects the units from the quarter being processed and interprets that as weeks for the SUTA forms.
Form TX-17, line 4 (TDI tax) calculates in the same manner as a regular UI tax, but with a different wage limit. The BusinessWorks file does not provide year-to-date data, so line 4 (TDI taxable wages) will be the limit applied to wages only in the quarter being processed and not YTD wages. Please verify the information and enter an override if appropriate.
The BusinessWorks file does not provide employee detail for hours worked. Prior to retrieving client data for the Washington SUTA, you can add each employee (including last name, SSN, and department) in the Setup > Employees window and enter the hours worked on the Earnings History grid for the applicable quarter. During the retrieval, if an SSN in the BusinessWorks file matches an SSN in the Setup > Employees window in CSA, the application picks up whatever hours have already been entered in CSA for the applicable quarter.
Return to: Importing client data from BusinessWorks
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