Payroll Data Integration With QuickBooks

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 youraccounting system. The following table shows a summary of the payroll data integration featuresprovided with Full Service Payroll and Assisted Payroll and compares them with the features you’re usedto in Complete Payroll.Complete Payroll(to be discontinued 12/31/2011)Full Service PayrollAssisted Payroll(more details.(more details.(more details.Supports QuickBooks 2002 and laterQuickBooks OnlineQuickBooks 2002 or laterQuickBooks OnlineQuickBooks for MacIntegrated with QuickBooks2009 or laterSetup Who does what?You manually map every employee,pay item, and vendor to yourQuickBooks chart of accounts.Who does what?Before your first payroll, we workdirectly with you to set up yourpayroll and map the data to yourQuickBooks chart of accounts.Setup time can vary, depending onthe size and complexity of yourpayroll.Deductions and liabilities:Each deduction can be mapped to acorresponding account inQuickBooks.Deductions and liabilities:Tax items can be mapped to up tofour separate liability accounts inQuickBooks.Example: You can map FICA to FICA,Medicare to Medicare, and SocialSecurity to Social Security.Example, for California employers:Who does what?You use the QuickBooks payrollsetup interview to set up yourpayroll directly in QuickBooks,including your payroll liability andexpense accounts in yourQuickBooks Chart of accounts.Afterward, when you add items toyour payroll, you’ll be prompted tomap them to your QuickBooks chartof accounts.Federal withholding(employer and employeepaid), Medicare, and SocialSecurity will be combinedand mapped to 941/944 inQuickBooks.Federal unemployment will1

Complete Payroll(to be discontinued 12/31/2011)Full Service PayrollAssisted Payrollbe mapped to FUTA inQuickBooks.State unemployment andETT (Employment TrainingTax), will be combined andmapped to SUI/ETT inQuickBooks.State personal income tax(PIT) and state disability(SDI) will be combined andmapped to PIT/SDI inQuickBooks.After you import the payroll datainto QuickBooks, you can createjournal entries to move the items todifferent accounts.After every payroll Import data to QuickBooks:You open your QuickBooks companyfile and import the payroll data.Import data to QuickBooks:You click a link in your Full ServicePayroll account to export thepayroll data as an IIF* file. Then, inQuickBooks, you import the IIF fileto your company file.If you have changes since your lastimport to QuickBooks:If you have any additions or changessince the last time you importedyour payroll data (such as a newemployee or pay item) you’ll beprompted to update your dataconfiguration when you import thedata.If you have changes from your lastimport to QuickBooks:We’ll work directly with you to mapany new or updated payroll items toyour QuickBooks chart of accounts.You’re done. Because you createpaychecks in QuickBooks, yourpayroll data is already available inyour company file.* 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 inComplete Payroll so you can compare it to how integration works in Full Service Payroll and AssistedPayroll.2

Intuit Complete Payroll: Payroll Data IntegrationWhen you initially set up Complete Payroll for payroll data integration with QuickBooks, you manuallymapped every employee, pay item, and vendor to your QuickBooks chart of accounts. If you have anychanges when you run payroll and download the payroll data to QuickBooks, you’re prompted to updatethe mapping at that time.When you download your payroll data, the taxes, fees, direct deposit and manual paychecks are postedas 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 openthe General Ledger Download.)2. Enter your email 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 payrollitem). 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

Notes:Paychecks imported from Complete Payroll appear as journal entries in the QuickBookscheck register, rather than paychecks or regular checks.Your Direct Deposit paychecks are debited as a lump sum from your payroll back accountand 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 checkregister. The detail appears in the Make General Journal Entries window.4

Intuit Full Service Payroll: Payroll Data IntegrationWhen you sign up for Full Service Payroll, our payroll specialists work directly with you to set up yourpayroll and map your QuickBooks chart of accounts. So when you export your payroll data toQuickBooks, you can be confident that the data is stored correctly in your QuickBooks company. Anytime you run a payroll that includes changes to your payroll items, our payroll specialists will contact youso that the updated items are mapped correctly in QuickBooks.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 QuickBooks.3. In the Export to QuickBooks window, click Export.Note: If you’re exporting to QuickBooks Online, you’re done! Your payroll data is immediatelyavailable in your QuickBooks Online company so you can skip the remaining steps.5

4. In the File Download window, click Save and save the IIF file to a drive on your computer. Besure to note where you save it; you’ll need to access the file in the next step.Import your payroll data to QuickBooks.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 theQuickBooks check register, rather than paychecks or journal entries.Your Direct Deposit paychecks are debited as a lump sum from your payroll backaccount, but your QuickBooks check register shows each Direct Deposit paycheck as aseparate payment. To see a cost breakdown of the entire payroll, you can run a TotalCost report from your Full Service Payroll account.6

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

Intuit QuickBooks Assisted Payroll: Payroll Data IntegrationWith Intuit QuickBooks Assisted Payroll, you manage your payroll in your QuickBooks company file, sothere’s no need to export or import data.After you run your payroll, you can view your employees’ paychecks and other payroll information in thePayroll Center as well as in the QuickBooks check register. To do so, open your QuickBooks chart ofaccounts (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

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

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)File Size: 612KB