QuickBooks integration - frequently asked questions

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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.

This topic contains common questions and troubleshooting information about the QuickBooks import process into Accounting CS.

  • Verify that the Payroll (After-the-fact) service is enabled on the client in Accounting CS.
  • On the Integration tab of the Setup > Clients screen, verify that the Employees and Payroll checks checkboxes are cleared in the Do not import section.
  • In QuickBooks, verify that the payroll checks have a date, a reference number, and are not marked as "Print later", or any combination of these.
  • Verify in both applications that the checks are assigned to an active bank account with an active GL account.
  • Verify that the application security certificate in QuickBooks has the Allow this application to access personal data such as Social Security Numbers and customer credit card information checkbox marked.

If SUTA/SUI is not set up properly in QuickBooks, it will not import into Accounting CS. The state unemployment payroll item description in QuickBooks must contain the words "Unemployment Company" in that order and with no special characters to import successfully into the employer SUI in Accounting CS.

If there are error messages referencing "unemployment company", import three months or less at a time.

No. The subsequent import will bring over only the items that were not included in the first import.

Notes:

  • If you modify a transaction in QuickBooks after it has been imported into Accounting CS, the application will not import the updates in subsequent imports. To include the changes in Accounting CS, you must either manually make the changes in Accounting CS, or delete the transaction from Accounting CS so the QuickBooks transaction is included in the next import.
  • If you modify an employee record in QuickBooks after it has been imported into Accounting CS, the application will not import the changes in subsequent imports. This includes Social Security Numbers that were not imported due to the application certificate settings.
  • If you manually enter a transaction in both QuickBooks and Accounting CS, the application will not see them as the same transaction, so it will import the QuickBooks transaction. This will result in duplicate transactions in Accounting CS.

No. The import wizard remembers the mapping settings for the client after the first successful import. If you need to change a previously used mappings, you can unmark the Skip data mapping screens checkbox or click the Clear All Mappings button.

  • Journal entries: subtype, journal, posting period, reference, date, description, distribution GL accounts, distribution descriptions and distribution amounts
  • Checks: journal, posting period, distribution GL accounts, distribution descriptions and distribution amounts
  • Deposits: bank account, journal, posting period, reference, date, description, distribution accounts, distribution descriptions, and distribution amounts
  • Payroll checks: bank account, journal, and posting period

Beginning balances are NOT imported from QuickBooks.

To establish beginning balances in Accounting CS, re-close the year by moving the posting period back to the previous year and do one of the following:

  • Choose Actions > Enter Trial Balance and enter the account balances in the Beginning Balance column.
  • Import a spreadsheet with beginning balance numbers on it.

Example error messages:

  • State unemployment payroll item used on paycheck must contain words unemployment company in the QuickBooks payroll item to import successfully.
  • The given key was not present in the dictionary.
  • Quick_books_transaction(Quick_books_transaction_ID Value already exists).

To resolve any of these errors, use the following information.

  • In QuickBooks, verify that the payroll item for SUI contains the words "unemployment company".
  • Import data in smaller increments (i.e. 1 or 3 months at a time, depending on the amount of transactions, this can vary.).

When you refresh the login dialog box that displays, you may see a message that says "An error has occurred in the script on this page."

If your firm runs Accounting CS in any environment other than on Virtual Office or Software as a Service, you must have Internet Explorer 9 or higher installed on that computer or have the Internet Explorer 9 Compatibility View setting enabled by your network administrator for the login fields to display and function properly.

Related topic

Importing client data from QuickBooks

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