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Conversion diagnostics are displayed when CSA information does not transfer to Accounting CS for various reasons. These diagnostics can be prevented in many cases by completing the appropriate pre-conversion steps, such as running the Accounting CS Conversion Report and running the Repair Case of Descriptions utility.

Here are some common conversion diagnostics and how to resolve them.

It is important that both Accounting CS and CSA are updated to the most recent versions.

See also: Transitioning from CSA to Accounting CS services

Address-related diagnostics

During the conversion process, Accounting CS reads and attempts to verify all employee and client addresses. If the Client and Employee Address Mapping screen is skipped during conversion or the address could not be verified, you may see one of the following diagnostics and encounter errors when processing payroll in Accounting CS.

• Unable to use work location for the address of '[address here]' - (If no zip is provided, then there must be a city and state). The address of '[city, state]' will be used instead.

  The work location for the address of 'City, State' could not be validated to street level accuracy. This diagnostic is usually displayed in conjunction with the above diagnostic message.

  If the client being converted does not have a complete address entered in CSA, this diagnostic may be displayed. Use one of the following methods to resolve the diagnostic.

  In Accounting CS, choose Setup > Clients and then modify the address on the Main tab.

  Or,

  In CSA, choose File > Client Properties and update the client address. Then, delete the client in Accounting CS and perform the conversion from CSA again.

• Unable to determine/validate county for the address of 'City, State'

  If the address referenced is the work location (client) address:

  In Accounting CS, choose Setup > Clients and then modify the address on the Main tab.

  Or,

  In CSA, choose File > Client Properties and update the client address. Then, delete the client in Accounting CS and perform the conversion from CSA again.

  If the address referenced is an employee address:

  In Accounting CS, choose Setup > Employees and then modify the address on the Main tab for the appropriate employee.

  Or,

  In CSA, choose Setup > Employees and then modify the address on the General tab for the appropriate employee. Then, delete the client in Accounting CS and perform the conversion from CSA again.

• [Employee ID, Employee name]> was not validated to street level accuracy. Please verify the street address information is correct before processing payroll for this employee.

  This is an FYI (For Your Information) diagnostic informing you that the employee address was not verified. Before you process payroll in Accounting CS, all addresses need to be verified in order for the application to correctly determine which taxes to calculate. Use the following steps to resolve the diagnostic before you begin processing payroll.

  1. In Accounting CS, choose Setup > Employees and edit the appropriate employee record.
  2. Use the Address Verification dialog to update and verify the employee address.
• Employee [ID] - [Employee name] has an invalid address

  This is an FYI (For Your Information) diagnostic informing you that the employee address was not verified. Before you process payroll in Accounting CS, all addresses need to be verified in order for the application to correctly determine which taxes to calculate. Use the following steps to resolve the diagnostic before you begin processing payroll.

  1. In Accounting CS, choose Setup > Employees and edit the appropriate employee record.
  2. Use the Address Verification dialog to update and verify the employee address.
• Unable to add determine/validate county for employee [Employee name].

  This is an FYI (For Your Information) diagnostic informing you that the employee address was not verified. Before you process payroll in Accounting CS, all addresses need to be verified in order for the application to correctly determine which taxes to calculate. Use the following steps to resolve the diagnostic before you begin processing payroll.

  1. In Accounting CS, choose Setup > Employees and edit the appropriate employee record.
  2. In the County field, select the appropriate county for the address. If not available, use the Address verification feature to verify the address and determine the correct county.

See also: Entering historical payroll data

Earnings not converted

Diagnostics related to earnings are displayed when a pay, deduction, or withholding item is found in the global CSA database, but is not found on the employee. For earnings to convert, you will need to add the withholding item to the employee in CSA and re-convert the client.

Alternatively, the employee may need to be added to a new or different location during the conversion; or the address was not verified correctly on the Client and Employee Address Mapping screen.

• [Importing Earnings] : Unable to import Employee tax item earnings for '[Jurisdiction], [Tax Item]' on employee '[Employee name]'. No earnings will be imported for this employee.

  This diagnostic is almost always followed up with [Importing Earnings] : There was a problem importing earnings for employee '[Employee name]' for the period from '[Start]' to '[End]'. No earnings will be imported for this employee.

  One of the following reasons may be causing this diagnostic to be displayed:

  • The withholding item exists in the client database, but not the global database.
    1. In CSA, choose Setup > System Configuration > Withholding Items.
    2. Add the tax item referenced in the diagnostic to the global database exactly as it appears in the client database.
  • The address for the employee or the work location is not fully verified.
    1. In CSA, verify that the address is actually correct for the employee and the client locations.
    2. During the conversion, on the Client and Employee Address Mapping screen, use the city, state, and zip code only to verify the address, then add the street address in. Note that P.O. Boxes will not verify correctly, so you will need to use another address to calculate the taxes and use the P.O. Box as the mailing address only.
  • If there is more than one location for the client, verify that the employee is assigned to the correct location in CSA and then reconvert the client.
• Local tax 'type 'City', for school district'', city '', county'', municipality '', state'', and zip code ''' for employee 'Jane Doe' could not be added . That employee's earnings data will not be imported
  This diagnostic is typically displayed when there is a discrepancy in addresses. For example, if there are withholdings for the state of Michigan on an employee but there is not a Michigan address, earnings will not convert. Use one of the following methods to resolve this diagnostic.

  • In CSA, verify that the correct location address exists for the client and/or the employee. Accounting CS uses the client and employee addresses to determine the appropriate taxes. After you have corrected or modified the addresses in CSA, delete the client from Accounting CS and reconvert the client.
  • During the conversion, on the Client and Employee Address Mapping screen, only use the city, state, and zip code to verify the address. Then, enter the street address and continue on to the next employee or screen.
• [Importing Earnings] : Unable to set additional tax item amount or tax item amount Employer tax item earnings for '[Jurisdiction], [Tax item]' on employee '[Employee name]'. No earnings will be imported for this employee.
  This diagnostic is typically displayed when there are withholding items set up for employees without a corresponding client work location address in CSA.

  In CSA, set up new work locations for the client. For details, see multi-state multi-locality client and employee setup overview.

  Alternatively, an employee may have a state or local item with amounts that are not associated with the work or resident location (typically because they moved). In this scenario, edit the employee in CSA and enter the old address prior to conversion, and then update the address again. You can also manually add the earnings after conversion in Accounting CS.

  See also: Converting CSA clients with employees in multiple work locations

  Finally, this diagnostic may be displayed if the client address in CSA is a P.O. Box. The conversion process cannot fully verify P.O. Box addresses, so taxes cannot be accurately determined. To resolve, change the client address in CSA to a physical address and then convert the client again.

• The following employees have payroll items that are not in the global database. No earnings will be converted for them.

  This diagnostic is displayed when a payroll or deduction item is on the employee setup, but not in the global database. It needs to be added in CSA under Setup > System Configuration > Pay, Deduction, or Withholding items.

  To prevent this diagnostic, before conversion use the Repair Case of Descriptions function (found under Help > Repair) to resolve discrepancies between the client and global databases. Then, preview the Accounting CS Conversion Report from the Utilities menu.

• Some payroll check information could not be matched to an existing employee. Please contact Support.

  This diagnostic is displayed when an employee is deleted or renumbered.

  1. In CSA, choose Setup > Employees.
  2. Choose Edit > Earnings Diagnostics and select All Employees.
  3. Look for messages containing checks for an employee that is not on file.
  4. Add the employee back into the application, or change the employee ID to the one listed as not on file, save the record and change it back again.

  Note that you may need to use File >  Select period to process to move the payroll period to the previous year and repeat these steps..

• [Employee ID], [Employee name] : Employee has invalid taxes for an independent contractor. No Earnings will be imported.
  This diagnostic is displayed when an employee is converted who is both an independent contractor and an employee in CSA (generally because they switched types during the year). The best way to resolve this diagnostic is to manually enter the earnings history in Accounting CS after conversion.

Payroll item diagnostics

These diagnostics are typically FYI (for your information) diagnostics that can be resolved in Accounting CS after conversion. To prevent these diagnostics, use the Accounting CS Conversion Report in the Utilities menu prior to conversion.

• Unable to validate withholding ID XXXXXXX for the state of YY. Withholding ID must be formatted as XXX-XXXXXXX. It will not be imported.
  This diagnostic is displayed when the state withholding or unemployment ID entered in CSA does not fit the format requirements for the specific state. This diagnostic can be corrected in Accounting CS after conversion on the Payroll Taxes tab of the Setup > Clients screen.
• Worker's Compensation class code 'Farm product holly & drivers' for state MI had multiple rate values. The rate '1.25' was used.

  The same worker's compensation class description was found on multiple employees with multiple rates. The application selects one of the rates to use because worker's compensation is set up on the client level in Accounting CS. You can edit the worker's compensation information on the Setup > Clients screen.

• Employee 3, Jane Doe : No benefit method was chosen for 'PTO'. The method was defaulted to 'Per Hour Worked'.

  This employee has no accrual method set for their benefit item, which is required in Accounting CS. The application selects the method, but if it should be something different, you can change the benefit at the client level on Setup > Accruable Benefits; or create a new accruable benefit.

• Deduction item 'Uniform' has an invalid calculation type for employee 'Jane Doe'. The calculation type on this employee will be set to match the default calculation type.
  In CSA, this deduction item has a global level calculation method of Net Income Percent (for example), but the deduction item has a different calculation on the employee level. This is not allowed in Accounting CS, so the deduction item calculation is set to the global level method (Net Income Percent in the example). If the global level method is not proper, you can create a new deduction item in Accounting CS on Setup > Payroll Items. Alternatively, you can make the change globally in CSA and reconvert the client.
• Vendor Direct Deposit information could not be imported because the bank could not be determined.
  This error occurs when a CSA vendor has a similar bank name in their direct deposit setup as in Checkbook setup. The routing numbers are usually different. To correct in Accounting CS, go to the Direct Deposit Tab of Setup > Vendors and select the Direct Deposit Allocation information again.

Accounting diagnostics

Typically, these diagnostics are avoided by completing the pre-conversion steps in the conversion walkthrough topic.

• [Importing transaction]: Journal _Entry: Program error: Journal Entry missing associated GL Transaction
  There are a few different causes of this diagnostic.

  • There may be a transaction in CSA that has dates in a period after today's date.
  • The Current Processing Period in CSA is too far in the past.
  • One or more payroll items is missing a GL account in CSA.
• [Importing client information]: GL_Account: A GL account number must not have more characters than the Chart of Account's mask.

  This diagnostic is caused by two things:

  • There are accounts the truly do not fit the mask. In CSA, choose Setup > Chart of Accounts and then choose Edit > Verify accounts. Adjust any account numbers that do not fit the mask and then reconvert the client.
  • Less commonly, if there are fewer than 3 character slots in the first part of the mask before the first separator, the client will not convert because the Undistributed 999 account cannot be created. Edit the mask in CSA to have 3 or more slots in the first part of the mask and reconvert the client.
• [Importing transaction]: Bank_Transaction_Accounting_Source_Override_Bank_Transaction_Distribution (bank_transaction_distribution_KEY):Value already exists

  This diagnostic may be accompanied with "Database Messages: GL Transactions row errors: bank_transaction_distribution_KEY:Value already exists. Column values: bank_transaction_KEY. Bank_transaction_distribution_KEY"

  This diagnostic is displayed when there is a balancing entry in CSA using a GL account that is not set up as a checkbook. To prevent the diagnostic, use these steps:

  1. Preview a Transaction Listing report in CSA with a selected range by the reference so you only see transactions with a reference of 1.
  2. Review the list, and verify that there are only checkbook accounts assigned to the transactions.
  3. If there are any transactions that are not using checkbook accounts, either set those accounts up as checkbooks or change the reference to something other than 1.
  4. Delete the client out of Accounting CS and re-convert the client data.

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