Time data entered by employees can be transferred to QuickBooks for generating payroll in QuickBooks. Before transferring time entries for payroll purpose, from Web TimeSheet to Quick Books ensure that the following criteria are met:
User name setup in Web TimeSheet should match with that of Employee’s First and Last name in QuickBooks.
If you are using the Middle Initial field for Employees in QuickBooks, you need to create the user with his middle initial in the last name field in Web TimeSheet. For Eg: In QuickBooks the users name is Michael W Smith, where Michael is his First name, W is the middle initial and Smith the Last name, you will need to setup the user as Michael in the First name and W Smith in the Last name field in Web TimeSheet.
Employees in QuickBooks need to have Use Time Data to Create paychecks enabled, under their Profile -> Payroll and Compensation Info tab.
Ensure that Payroll Items are created and corresponding Payroll Item is assigned to the users profile in QuickBooks.
Create Web TimeSheet fields with the same name as Payroll Item in QuickBooks. (Refer kb-3323)
Launch QuickBooks and then launch QuickBooks Integration Manager
Click Time Tracking, on the left side pane. (Refer attached image)
Choose Transfer Time entries for payroll timesheets and select Transfer Time Off entries for payroll timesheets. Do not select Include Project/Task/Role data on payroll timesheets.
Map Web TimeSheet fields to Payroll item on QuickBooks, select the date range for which time entries are required to be transferred, select the Users and click on Transfer.
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Moving Historical Payroll Transactions to a New QuickBooks Company File
A common question that we receive from QuickBooks Pro, Premier or Enterprise users is if Transaction Pro Exporter/Importer can move historical payroll transactions from one QuickBooks company file to another. This can be done but there are some limitations as Intuit has not provided developers access to the Payroll Center within QuickBooks. If you are importing transactions from another Payroll company into QuickBooks you can read how to do this here.
What can be exported out of QuickBooks?
As far as exporting data out of QuickBooks developers only have access to the employee list and the payroll detail report. Unfortunately, the payroll detail report does not include any customer information.
What can be imported into QuickBooks?
Developers can add or update information on the employee list and can import the historical paycheck as regular checks. What this means is that your general ledger balances will reflect all the proper amounts. However, this data will not be available in any of the QuickBooks canned payroll reports such as 941s. So what we suggest is that for prior calendar years you can use our Transaction Pro Importer to bring in the paycheck detail. But for the current calendar year you should manually enter the paycheck information into QuickBooks.
How do I move the paycheck detail using the Transaction Pro tools?
You should use out Transaction Pro Importer/Exporter bundle here to accomplish this task.
Use the Transaction Pro Exporter to export the payroll detail report (see screen shot below).
Use the Transaction Pro Importer to import this report as checks.
Set up the payroll items in the new QuickBooks company file and point them to the correct general ledger account.
If the employees already exist in the new QuickBooks company file go into the payroll preferences in QuickBooks and change the display format to first name first.
Here is a suggested mapping to use with the Transaction Pro Importer.
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Transferring From ADP to QuickBooks
Manually entering data is a long, tedious process when you are doing the books for your small business, particularly if you have several payroll accounts. If you use ADP’s payroll services and QuickBooks accounting software, you can easily transfer your payroll data to your accounting software digitally. This cuts back on the time it takes to do your books, allowing you to concentrate on managing your business.
ADP is a payroll service that takes care of paying your payroll expenses on your behalf, both to your employees and to government agencies. ADP allows you to export your payroll data using its general ledger interface. This data can then be imported into QuickBooks, allowing you to include all the data as part of your financial statements.
General Interface Setup
ADP’s general ledger interface is accessible online, 24 hours a day, 7 days a week — but to access it, you first need to contact a sales associate to have him set up your general interface account. If you don’t have the contact information for your sales associate, contact ADP directly. The associate has you fill out an authorization form, and you are provided with customized login information.
Exporting from ADP
To add the data to QuickBooks, export it from ADP’s general ledger interface. Click “Define G/L File” and select “Use a Predefined G/L File for Map Assistant.” Then choose QuickBooks from the drop-down menu. You are then prompted to “map” the payroll items; you must identify the corresponding general ledger account name or number for each payroll item. This allows you to seamlessly integrate your payroll data into the general ledger. You can reuse the map each time you export data to QuickBooks. Select the desired pay period and click “Download” to export the data to your computer.
Importing to QuickBooks
After you export the data from ADP, adding the data to your QuickBooks general ledger is a simple process. In QuickBooks, click the “File” menu and select “Import.” Then choose the file that you have just saved to your computer. The data is automatically added to your general ledger, integrating with the pre-existing general ledger accounts. Now you can create any number of financial reports, such as balance sheets and income statements.
How to Add Payroll to QuickBooks Online?
As an added-value service to your core accounting service, Intuit® offers two major add-ons to QuickBooks® Online: QuickBooks Payments, a merchant credit card processing service, and Payroll, also known as QuickBooks Online Payroll.
To add a bit of background, Intuit currently offers several desktop and online payroll options.
For purposes of this article, I’m going to highlight the online options and then share with you more information about the solution that’s available right within QuickBooks Online.
Intuit Full Service Payroll – a web-based service (independent from QuickBooks Desktop or QuickBooks Online) where the user logs in, inputs the hours and creates the paychecks with the appropriate withholdings. Intuit takes care of tax payments, tax forms, direct deposit and more steps, all behind the scenes.
Intuit Online Payroll – a web-based service (independent from QuickBooks Desktop or QuickBooks Online) where the user logs in, inputs the hours and, after generating the payroll, has the option to make the tax payments. The user also can create the tax forms and even file electronically. There is also a version designed specifically for accountants called Intuit Online Payroll for Accounting Professionals. Note that Intuit Full Service Payroll, Intuit Online Payroll and Intuit Online Payroll for Accounting Professionals are “independent” from QuickBooks, so as a result, QuickBooks is not required for these services. However, if you use QuickBooks Online, QuickBooks Desktop or QuickBooks for Mac, the paycheck data can be integrated; there’s no need to enter the data twice into QuickBooks.
QuickBooks Online Payroll, previously called Payroll for QuickBooks Online. This service is available to QuickBooks Online users, and the best part is that activating this service takes literally seconds and it’s built right within QuickBooks Online. You literally click on the Employees tab on your left navigation bar, click on “Turn on Employees” and you’re set.
As in all payroll systems, you must create all the employees, enter the W-4 information, YTD payroll data (if applicable), pay rate, frequency and more to get started. But, on average, you can get QuickBooks Online Payroll fully set up within the hour. During the setup process, we give the client a payroll checklist that includes items like W-4 and YTD Payroll info, and for the most part, they are happy to have us (Accountants) take care of that. For clients who want to handle set up and payroll on their own, there are step-by-step set up instructions within the product.
Now that this is cleared up, I need to clarify why I recommend QuickBooks Online Payroll; there are 3 reasons: Accessibility, Collaboration and App Integration. Let me elaborate on these points.
Accessibility: QuickBooks Online Payroll is accessible from any computer with an Internet connection or tablet. Your clients’ employees can access their paychecks from paychecks.intuit.com, as part of a free service included with QuickBooks Online Payroll called ViewMyPaycheck. QuickBooks Online Payroll is seamlessly integrated within QuickBooks Online, so there is no need to remember additional login information or leave your accounting system to access Payroll. Because of this integration, timesheet data may also be used to invoice billable hours and perform basic job costing to produce profitability per job reports that include payroll data. In addition, a free direct deposit service is included, so you do not need to be anchored to a printer to generate employee paychecks.
Collaboration: With the magic of QuickBooks Online and the cloud, your clients may have multiple users working in your accounting, timesheets, payroll and other areas. Imagine being able to work on your books at the exact same time someone else is working in the Payroll system, processing forms or making tax payments. This process allows for a seamless transition, without having to switch to single-user mode or switch back and forth for each to work. In addition, with QuickBooks Online Plus, you may have unlimited timesheet users entering their worked hours, instantly adding efficiency without an added cost.
App Integration: Probably the most exciting feature is having the QuickBooks Online Payroll timesheet generated by third-party apps. Although the timesheet module within QuickBooks Online Payroll is pretty complete, third-party developers take it to a whole new level. For example, TSheets allows for employees to punch-in and out via a smartphone while on the road, all while geo-targeting (fancy word for tagging the transaction with GPS coordinates) the punches, in turn, taking the previously pre-approved timesheets into QuickBooks Online Payroll for easy paycheck generation. Another popular third-party app developer is Time Tracker by eBillity, with some nifty tools such as an offline, desktop-based time tracker that allows users to record their billable hours and then transfer the timesheet data into QuickBooks Online Payroll.
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All QuickBooks Online users that are running their payroll through some other system should consider these speed and efficiency benefits and move to QuickBooks Online Payroll. The benefits speak for themselves!