Payroll Data Integration with QuickBooks

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1 Payroll Data Integration with QuickBooks (Complete Payroll, Full Service Payroll, and Assisted Payroll) Our Intuit Payroll solutions work with QuickBooks so you can easily integrate your payroll data with your accounting system. The following table shows a summary of the payroll data integration features provided with Full Service Payroll and Assisted Payroll and compares them with the features you re used to in Complete Payroll. Complete Payroll (to be discontinued 12/31/2011) Full Service Payroll Assisted Payroll Supports (more details... (more details... (more details... Setup QuickBooks 2002 and later QuickBooks Online QuickBooks 2002 or later QuickBooks Online QuickBooks for Mac Integrated with QuickBooks 2009 or later Who does what? You manually map every employee, pay item, and vendor to your QuickBooks chart of accounts. Deductions and liabilities: Each deduction can be mapped to a corresponding account in Example: You can map FICA to FICA, Medicare to Medicare, and Social Security to Social Security. Who does what? Before your first payroll, we work directly with you to set up your payroll and map the data to your QuickBooks chart of accounts. Setup time can vary, depending on the size and complexity of your payroll. Deductions and liabilities: Tax items can be mapped to up to four separate liability accounts in Example, for California employers: Federal withholding (employer and employee paid), Medicare, and Social Security will be combined and mapped to 941/944 in Federal unemployment will Who does what? You use the QuickBooks payroll setup interview to set up your payroll directly in QuickBooks, including your payroll liability and expense accounts in your QuickBooks Chart of accounts. Afterward, when you add items to your payroll, you ll be prompted to map them to your QuickBooks chart of accounts. 1

2 Complete Payroll (to be discontinued 12/31/2011) Full Service Payroll be mapped to FUTA in State unemployment and ETT (Employment Training Tax), will be combined and mapped to SUI/ETT in State personal income tax (PIT) and state disability (SDI) will be combined and mapped to PIT/SDI in After you import the payroll data into QuickBooks, you can create journal entries to move the items to different accounts. Assisted Payroll After every payroll Import data to QuickBooks: You open your QuickBooks company file and import the payroll data. Import data to QuickBooks: You click a link in your Full Service Payroll account to export the payroll data as an IIF* file. Then, in QuickBooks, you import the IIF file to your company file. You re done. Because you create paychecks in QuickBooks, your payroll data is already available in your company file. If you have changes since your last import to QuickBooks: If you have any additions or changes since the last time you imported your payroll data (such as a new employee or pay item) you ll be prompted to update your data configuration when you import the data. If you have changes from your last import to QuickBooks: We ll work directly with you to map any new or updated payroll items to your QuickBooks chart of accounts. * Intuit Interchange Format (.iif) files are text files that QuickBooks uses to import and export data and transactions. The sections that follow provide some additional details about how you export/import data in Complete Payroll so you can compare it to how integration works in Full Service Payroll and Assisted Payroll. 2

3 Intuit Complete Payroll: Payroll Data Integration When you initially set up Complete Payroll for payroll data integration with QuickBooks, you manually mapped every employee, pay item, and vendor to your QuickBooks chart of accounts. If you have any changes when you run payroll and download the payroll data to QuickBooks, you re prompted to update the mapping at that time. When you download your payroll data, the taxes, fees, direct deposit and manual paychecks are posted as journal entries in your account. So each time you do your payroll, you do the following (Web Entry): After you run payroll, import your payroll data into your QuickBooks company file. 1. In QuickBooks, open the General Ledger Download. (In recent QuickBooks versions, choose Employees > Download Payroll Transactions to open the General Ledger Download.) 2. Enter your address (or user ID) and password, and then click Log In. Note: If prompted, make any necessary changes (such as mapping a new employee or payroll item). Follow the onscreen instructions to make the changes. 3. Click Download. 4. When finished, click Done. Check your payroll data in QuickBooks (optional). 1. In your QuickBooks company file, navigate to your QuickBooks chart of accounts. (In recent QuickBooks versions, choose Banking > Use Register.) 2. In the Use Register window, select your payroll account and then click OK. 3

4 Notes: Paychecks imported from Complete Payroll appear as journal entries in the QuickBooks check register, rather than paychecks or regular checks. Your Direct Deposit paychecks are debited as a lump sum from your payroll back account and show up as a single payment in your QuickBooks check register. To see the journal entry detail, double-click on the journal entry in the QuickBooks check register. The detail appears in the Make General Journal Entries window. 4

5 Intuit Full Service Payroll: Payroll Data Integration When you sign up for Full Service Payroll, our payroll specialists work directly with you to set up your payroll and map your QuickBooks chart of accounts. So when you export your payroll data to QuickBooks, you can be confident that the data is stored correctly in your QuickBooks company. Any time you run a payroll that includes changes to your payroll items, our payroll specialists will contact you so that the updated items are mapped correctly in After your company is set up, you do the following to export your payroll data to QuickBooks: Run payroll and export your payroll data. 1. From your Full Service Payroll account, run and submit your payroll. 2. When finished, click Export to 3. In the Export to QuickBooks window, click Export. Note: If you re exporting to QuickBooks Online, you re done! Your payroll data is immediately available in your QuickBooks Online company so you can skip the remaining steps. 5

6 4. In the File Download window, click Save and save the IIF file to a drive on your computer. Be sure to note where you save it; you ll need to access the file in the next step. Import your payroll data to 1. Open your QuickBooks company file and navigate to the import utility. (In recent QuickBooks versions, choose File > Utilities > Import > IIF Files.) 2. Click OK in the information message. Check your payroll data in QuickBooks (optional). 1. In your QuickBooks company file, navigate to your QuickBooks chart of accounts. (In recent QuickBooks versions, choose Banking > Use Register.) 2. In the Use Register window, select your payroll account and then click OK. Notes: Paychecks imported from Full Service Payroll appear as regular checks in the QuickBooks check register, rather than paychecks or journal entries. Your Direct Deposit paychecks are debited as a lump sum from your payroll back account, but your QuickBooks check register shows each Direct Deposit paycheck as a separate payment. To see a cost breakdown of the entire payroll, you can run a Total Cost report from your Full Service Payroll account. 6

7 If you double-click the item in the check register, you can see the paycheck detail. You can also see the paycheck detail in the QuickBooks Check Detail report. 7

8 Intuit QuickBooks Assisted Payroll: Payroll Data Integration With Intuit QuickBooks Assisted Payroll, you manage your payroll in your QuickBooks company file, so there s no need to export or import data. After you run your payroll, you can view your employees paychecks and other payroll information in the Payroll Center as well as in the QuickBooks check register. To do so, open your QuickBooks chart of accounts (in recent QuickBooks versions, choose Banking > Use Register), select your payroll account, and then click OK. The payroll transactions appear in the check register. Note: Assisted Payroll paychecks appear as paychecks in the QuickBooks check register. 8

9 You can also see the paycheck detail in the QuickBooks Check Detail report. 9