Effect of client's CBS export data on the accountant's files

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017. CSA will not include 2017 tax rates or payroll forms, so, for 2017 and beyond, you will need to process payroll in another application. We recommend Accounting CS Payroll and myPay Solutions. For more information, see the following topics.

The following tables list the categories of data from each of the CBS client modules that are exported from the client's application and explains how that data could affect your own application when you retrieve data from a client.

Notes

  • Check layouts do not transfer from any CBS module.
  • If you are a licensed user of Payroll CS in CSA and have selected Payroll CS during the setup of this client, no employee information is retrieved from CBS - employee records, payroll departments, payroll checks, and employee templates are all excluded from the retrieval.

See also: Retrieve [Tasks menu]

CBS CheckWriter information transferred

Client information exported Effect on accountant's files
Export date This information from CBS will overwrite your information on the CheckWriter tab of the Setup > Miscellaneous Information dialog in Accountant's Assistant.
CBS CheckWriter transactions All handwritten and printed checks, deposits, other bank items, journal entries, and any associated notes and descriptions are held in Accountant's Assistant for processing. When you explicitly request the transfer by choosing Tasks > Transfer to CSA, transactions are transferred to CSA and appended to any existing transactions.
Unprinted checks journal entry Unprinted check information present in the client's CBS CheckWriter application is used to create the automatic unprinted checks JE, if enabled on the CheckWriter tab of the Setup > Miscellaneous Information dialog in Accountant's Assistant.
CBS CheckWriter vendor database New 1099 vendor records added by the client and existing 1099 vendor records changed by the client overwrite corresponding 1099 vendor records in CSA when you transfer the data. If the client deleted any vendors, you will need to delete them manually from CSA. (Be sure to print a copy of the Vendor Diagnostics Report from the File > Print Reports dialog prior to transferring the data to CSA.)

See also: Merging vendor information for a CBS client

GL Chart of Accounts If the client's security configuration allows them to change the Chart of Accounts, new accounts added by the client are added to the Chart of Accounts in CSA. If the client changed or deleted any accounts, you will need to change or delete them manually in CSA. (Be sure to print a copy of the Chart of Accounts Diagnostics Report from the File > Print Reports dialog prior to transferring the data to CSA.)
Checkbook setup The checkbook information from CBS will overwrite your information in Setup > Checkbooks in CSA. However, if a field was blank in CBS but there is existing data in CSA, the CSA data is not overwritten.
Checkbook balances You can view the client's checkbook balances in Accountant's Assistant by choosing Edit > Show Checkbook Balances when you are in the Process Transactions window. The balance also pulls into the ending balance field on the Checkbook Adjustment tab of the Tasks > Bank Reconciliation window if the export data falls within the current bank statement dates.
CBS CheckWriter employee database New employee records added by the client and existing employee records changed by the client overwrite the corresponding employee records in CSA when you transfer the data. If the client deleted any employees in CBS, CSA will assign the deleted employees a number greater than 30,000 and retain the employee information in CSA so that you can produce W-2s for those employees. If you want to delete those employees from CSA, you will need to delete them manually. (Be sure to print a copy of the Employee Diagnostics Report from the File > Print Reports dialog prior to transferring the data to CSA.)
CBS CheckWriter payroll transactions All transactions for handwritten and printed payroll checks and any associated notes will be held in Accountant's Assistant for processing. At the time of retrieval, the checks will be adjusted based on options selected in the CSA Edit > Options dialog accessed from the Tasks > Payroll Check Entry window.

The automatic payroll journal entry for each specified time period is created as part of the retrieval process and transferred to CSA along with other CBS CheckWriter transactions.

Noncalculating payroll checks are retrieved into CSA according to the default template of the employee's department and are appended to the list of existing checks; the individual month earnings totals are updated for each employee.

Notes

  • A payroll check dated in a prior year will be treated as if dated within the current PR period, and the Current Month's earnings will be updated. All payroll transactions are transferred based on the option selected on the PayCheck tab of the Setup > Miscellaneous Information dialog in Accountant's Assistant.
  • The employer tax portion of any local tax information set up within CSA is not calculated in CBS. Any expected employer tax needs to be manually added as a journal entry .

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CBS PayCheck information transferred

Client information export Effect on accountant's files
CBS PayCheck employee database New and changed employee records merge with the CSA employee records when you transfer transactions to CSA. If the client deleted any employees in CBS, CSA will assign the deleted employees a number greater than 30,000 and retain the employee information in CSA so that you can produce W-2s for those employees. If you want to delete those employees from CSA, you will need to delete them manually. (Be sure to print a copy of the Employee Diagnostics Report before transferring the data from Accountant's Assistant to CSA.)
CBS PayCheck departments Department information from CBS PayCheck is included with the client's export data and will merge with but not overwrite the accountant's data. If the client deleted any departments, you will need to delete those departments from CSA; they will not be automatically deleted.
CBS PayCheck checks and earnings adjustments Both printed and handwritten calculated payroll checks merge with existing CSA payroll checks for the period. The check records and adjustments made directly to the employees' records are used to update employee earnings records in CSA.

Note: The employer tax portion of any local tax information set up within CSA is not calculated in CBS. Any expected employer tax needs to be added manually to the employee's earnings history.

CBS PayCheck notes Payroll notes entered in CBS PayCheck are available for review in Accountant's Assistant until you delete them. You must review and delete all payroll notes before transferring transactions to CSA. (Print or view the Notes Report from the File > Print Reports dialog before deleting payroll notes.)
Automatic payroll journal entry If this feature is enabled on the Setup > Miscellaneous Information > PayCheck tab, the journal entry is created when transactions are retrieved into Accountant's Assistant. The reference will be the one you assigned on the PayCheck tab of the Setup > Miscellaneous Information dialog in Accountant's Assistant. This feature will also work for noncalculating payroll.

Note: The employer tax portion of any local tax information set up within CSA is not calculated in CBS. Any expected employer tax needs to be manually added as a journal entry.

PayCheck items PayCheck items added by the client do not automatically update your CSA files; however, they will appear in the Accountant's Assistant File > Print Reports > PayCheck Item Diagnostic Report so you can list and reconcile any client changes.
CBS PayCheck templates New and changed templates are merged with the CSA Employee Templates. If the client deleted any PayCheck Templates, you will need to delete those templates from CSA; they are not automatically deleted.
CBS PayCheck information not exported The following items are not exported from CBS PayCheck:
  • Federal, state, and local tax tables.
  • FICA, FUTA, and SUTA rates.
  • Local withholding rates.
  • Rounding options.
  • Check layouts.

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CBS Accounts Payable information transferred

Client information exported Effect on accountant's files
Transactions If the client transfers CBS Accounts Payable data, the format of the payables transactions depends on the setup options you selected on the Setup > Miscellaneous Information dialog (cash basis vs. accrual basis and detailed vs. summary on the Accounts Payable tab). You can also select the options in Accountant's Assistant by choosing Edit > Options with the Transactions window open.
Vendors Only 1099 vendors transfer from CBS Accountants Payable. If your client deleted any vendors, you must delete them manually from CSA; they are not automatically deleted. (Be sure to print a copy of the Vendor Diagnostics Report from the File > Print Reports dialog in Accountant's Assistant prior to transferring the data to CSA.)

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CBS Accounts Receivable information transferred

Client information exported Effect on accountant's files
Transactions If the client transfers CBS Accounts Receivable data, the format of the transactions depends on the setup options you selected on the Setup > Miscellaneous Information dialog (cash basis vs. accrual basis and detailed vs. summary on the Accounts Receivable tab). You can also select the options in Accountant's Assistant by choosing Edit > Options with the Transactions window open. (Be sure to print a copy of the Unprocessed Receivable Payments List from the File > Print Reports dialog in Accountant's Assistant prior to transferring the data to CSA.)

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