Current Top Pay/QuickBooks® FAQ

For more support FAQs on older versions of Payroll Series software, please go to MyAatrix and log in with your email address and customer number. The Knowledge Base has extensive Q&A on previous versions of this product.

Q When my payroll posts to Quickbooks® it is creating new accounts for some items. Why?

A Chances are that you have items linked to accounts in your Quickbooks® program with symbols in the account names. For example, you might have an account set up in Quickbooks® titled Payroll Liabilities - Medicare & Social Security. The account names that are used for payroll should be numbers and letters only. The - (hyphen) and the & (ampersand) sign need to be removed from the account names in QB. Then the changed chart of accounts needs to be exported to payroll. This is done when you click on the payroll button/icon in QB and get the message to launch Aatrix and export the chart of accounts. IF YOU DO NOT get that message you will have to export the chart of accounts from QB to the desktop, and from there import it into the payroll program.

In the Process Payroll window, click on the Send Post button in the toolbar, and then go into the Designate Accounts section. If you need to import the chart of accounts, click on the Import Chart of Accounts and import.

Go to the existing links and remove the links to the accounts with the symbols and recreate the link to the newly named accounts.

If you need help with the linking see the Posting to QuickBooks section in Chapter Nine of the user manual .

Q I started a new company and set it up through the Company Setup Wizard. The wizard asked me to create only one link for Net Pay. I did my first payroll and posted it to Quickbooks® successfully. However, I noticed that there is a Debit Entry into the Liability account, and a Credit Entry into the Expense Accounts. Is this correct?

A First of all you will have to update your version of the program. If you haven't checked for an update on program launch, you can do so by accessing the Internet menu from within the payroll program. Select Internet > Check For Updates. from the menu bar across the top of the computer screen, and install any updates that may be available.

After installing updates, navigate to the Process Payroll tab window. In the Process Payroll window, click the Send/Post button. (Top Pay users can select Send/Post from the Quickbooks menu in Top Pay.) Click the expansion arrow in the bottm left of the Send/Post screen to expand the window and show the Designate Account Links portion of the screen.

In the Existing links box, you will find all the links to your accounting program listed.

• All links to Liability accounts should be marked as Credit.
• All links to Expense accounts should marked as Debit.

You will need to swap the links to the Liability accounts by highlighting the link and clicking Swap C/D button on the right side of the screen. You will also need to do the same for the links to the Expense accounts as well. You should also void or delete the checks that posted incorrectly and after swapping the entries, post the payroll again, and it will post into the correct accounts with the correct entries.

Q I have followed the instructions to get the year end update installed for Top Pay, and I get an error code -10660 when I launch the program from Quickbooks®. Can you help?

A It sounds as if you dragged an old Aatrix application to the Trash, and QuickBooks® is trying to open the program from the Trash. Make sure your new application is in the OS X Applications folder--and THEN empty the Trash. When you launch again out of QuickBooks®, it should work.

Q When I try to open my payroll from QuickBooks® it still opens the old version of payroll. What happened to the new one I just installed?

A Unfortunately, QuickBooks doesn't search for the newest application. You must physically remove the old version of the payroll program from your computer. Most often in these cases, the old Payroll application is located inside the QuickBooks® program folder instead of in its own folder in the Applications folder--since if you installed the v15 or v16 update, your Aatrix Top Pay application folder will be installed in this location. Once you find your OLD payroll application, drag it into the Trash, and then emply the Trash.

Q. I have updated to v 16 and now my SS, Medicare, etc. calculates the same as my Federal tax. Is this correct?

A. To correct this:

1. In the Payroll Items tab window, click Employee List Settings at the top of your employee list.
2. In the paysheet area of the window, double click on the deduction that is calculating the same as the federal tax.
3. In the Edit Deduction screen that opens, choose Tax Calculation from the Calculation Method popup list. Click the OK button.
4. In the Update Payroll Item screen, make sure that the selection is correct, for example, if you want to apply it to the entire Employee List and to all New Employees that might be created from this point forward. Click the OK button to return to the Payroll Items tab window. Your calculations should now be correct.

Q I am trying to post to Quickbooks® in Top Pay and I am not able to export my records to Quickbooks®. Quickbooks® does open but nothing is posting in my accounts.

A If you are using QuickBooks® Nue you will not be able to automatically post from Top Pay to QuickBooks®. You will need to shut off the link to post to 5.0 or higher. ( PREFERENCES) You will then be able to send/post under payroll and then go to QuickBooks® and import the records.

Aatrix Top Pay v15 will work with QuickBooks® version 4 and up. However, if you are still using QB4, we highly recommend that you upgrade to the most current version of QuickBooks® for optimal performance with Aatrix Top Pay.

PLEASE NOTE: These documents will update frequently as issues are added or resolved.

Q. I've installed Top Pay v15 and now it won't post to my QuickBooks® 4! How can I post my payroll information to my Quickbooks®4 program?

Important Note: Intuit no longer provides support for QB4. Although Aatrix Top Pay v15 will work with QB4, we strongly recommend you update your QuickBooks® program to the latest version.

A. By default, Top Pay 15 has an option called Direct link to QB 5.0 or greater turned on in Program Preferences. You need to turn off this option for earlier versions of QuickBooks®.

To do so:

1. In Top Pay, select Top Pay > Preferences... from the file menu.
2. In the Program preferences tab window, unmark the Direct link to QB 5.0 or greater checkbox.
   (This is located directly beneath the Menu link to popup list.
3. After making this change, post your payroll data as usual. The Aatrix Top Pay Export.iif file that is created in the Send/Post dialogue will be located in your Aatrix Top Pay folder in the Documents folder.

Q. I've recorded payroll in Top Pay, but when I try to export it to QuickBooks® a message displays saying, "Warning--no records were exported. Please check the date in the export window." But the date is the one I recorded the checks with.

A. If you've recorded checks with one date, and indicated a different Pay Period Ending date, the program may have transposed those numbers. Change the date in the Send/Post Payroll dialogue to the Pay Period Ending date. Then, mark the Override date with box and enter the correct check date. The checks will be recorded in QuickBooks® with the correct date.

Q. One of my liabilities won't calculate, but I know I owe taxes.

Solution

1. Create the liability payment in the Liabilities tab window by selecting the appropriate payment, Employee list, and Period to pay.
2. Click the Verify button in the button bar.
3. Print the report that displays be selecting Preview > Print Report. Close the report.
4. Look at the dates the report says there are deposits.
5. Click the View Register button.
   Locate the deposits in the register for each date on the report.
6. Double-click the deposit.
   At the bottom of the Edit Entry dialogue, verify that the period selected is the appropriate for that payment. (For example, verify that it's set up for the correct month rather than the whole year.)
7. Make the appropriate changes and then reprocess the Liability check.

The totals should then pull in.

Q. Program application cannot find the Defaults ƒ folder.

Check that:

if OS X: Make sure that file protection is turn OFF in System Preferences. File Vault protection must be turned off!
To do so:

1. Click the Preferences icon on the Dock.
2. Click the Security icon.
3. If you see that File Vault Protection is turned on, then click Turn Off File Vault.

If OS 9: Maybe you moved the Documents to another location. This Documents folder must be directly on the hard drive. It cannot be any other location or directory.
To fix this problem:

1. Locate the Documents folder and drag it to the root folder of the hard drive.

Q. How can I post my payroll information to my Quickbooks ®4 program?

Solution:

By default, Top Pay 15 has an option called Direct link to QB 5.0 or greater turned on in Program Preferences. You need to turn off this option for earlier versions of QuickBooks®.

To do so:

1. In Top Pay, select Top Pay > Preferences... from the File Menu.
2. In the Program preferences tab window, unmark the Direct link to QB 5.0 or greater checkbox.
   (This is located directly beneath the Menu link to popup list.
3. After making this change, post your payroll data as usual. The Aatrix Top Pay Export.iif file that is created in the Send/Post dialogue will be located in your Aatrix Top Pay folder in the Documents folder.

Issue: Importing the Aatrix Top Pay Export.iff or Liability Export File Into QB4

Solution:

1. In the QuickBooks Pro 4 Program, select File/Import.
   The GetFile box will appear
2. Locate and open your Hard Drive.
3. Locate and open the Documents folder
4. Locate and open the Aatrix Top Pay folder
5. Locate and highlight the Aatrix Top Pay Export.iif file
6. Click OPEN to import the data.

Follow the same instructions for any Liability Export files.

FAQ: Company EIN not being recognized

Q When trying to launch my QuickBooks® from Top Pay I get a message that there is no company with the EIN to open. How can I fix this?

A Both QuickBooks® and Top Pay need their EINs set up identically to communicate with one another.

1. To check your EIN in Top Pay, access the Company tab window. There is a field marked Federal ID (EIN). This is where you need to view how you have your number set up. If it is incorrect, change it.
2. To check the EIN in QuickBooks®, select File > Company Settings. Your EIN will be displayed here. If it is incorrect, change it.

After changing the EIN, quit both programs and relaunch. The programs should now communicate properly.