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Posting Payroll Data

The following information is covered in this chapter:



Posting overview

You can use your payroll program to send/post your payroll and liability check data to other programs.

To select the program you want to post your payroll data to, select Edit > Preferences, then click Program. Choose the program you use for your accounting from the Menu link to pop-up menu and then Click the OK button.For more information, See Preferences.



This chapter contains posting information for the following programs:

  • QuickBooks®
  • Quicken
  • MYOB

image If you process payroll for more than one company, you will need to designate account links for each company you want to post payroll data for.



Gross pay expensing by department

Your gross wages can be assigned to different expense accounts for the purpose of creating departmentalized reports.For example, you can generate a report that shows the expenses of a particular department by first creating your departments and assigning them to your employees.

You will also need to set up the corresponding gross wage expense accounts in QuickBooks®.Please refer to your accounting software guide for information on creating gross wage expense accounts.

Gross pay expensing by department

  1. If you have not yet done so, set up your departments and assign a department to each applicable employee.

If necessary, refer to Creating departments and to assign employees to departments refer to Entering new employees.

  1. Export the chart of accounts out of your accounting program.
  2. In the Save dialogue that appears, name the file Chart of Accounts.
  3. Click the Desktop button, then click Save.

image QuickBooks® users: See Importing a QuickBooks® Chart of Accounts.

  1. Launch your Aatrix payroll program, then select the Send/Post Payroll command under the menu items for your accounting application.

If the menu bar does not display the correct accounting program, refer to Menu link to.

  1. Set up the links between your payroll items and accounts.

The links you need to create are outlined in the next step.For details on how to create a link, refer to Linking QuickBooks® accounts to payroll items.

  1. In the Designate Account Links portion of the window:

Link each of the Gross (DEPARTMENT) payroll items to the corresponding QuickBooks® gross wage expense account(s).

When imported into your accounting program, employee gross wages are debited to the expense account linked to the Gross (DEPARTMENT) payroll item.

Link each of the Gross (Not assigned or all) payroll items to a general salary expense account in QuickBooks®.

This is the account that will be used if an employee is not assigned to a department or if a department that doesn't have its gross linked to a specific QuickBooks® account.



Posting to QuickBooks®

This section contains the following information:

  • The QuickBooks® menu
  • Linking QuickBooks® accounts to payroll items
  • Sending/posting paychecks to QuickBooks®
  • Sending/posting liability checks to QuickBooks®

Before you can send/post any payroll data, you must import your QuickBooks® Chart of Accounts and then establish links between your Aatrix payroll items and the appropriate QuickBooks® accounts.Once these links are set up, you can send/post your paycheck data, as well as your liability check information to QuickBooks®.




The QuickBooks® menu

A QuickBooks®® menu will appear in the menu bar at the top of the screen when the Intuit QuickBooks® option is selected in Accounting Preferences.The menu items are Send/Post Payroll and Open QuickBooks®.You can use the command in this menu Send/Post Payroll to post your payroll data to your QuickBooks® accounting software.

If the QuickBooks® menu is not displayed in the menu bar, select Edit > Preferences.In the Preferences tab window that appears, click the Program tab.From the Menu Link to pop-up menu, select Intuit QuickBooks®, then Click the OK button.



Linking QuickBooks® accounts to payroll items

Select QuickBooks® > Send/Post Payroll (or click the Send/Post button in the Process Payroll tab window).

The Send/Post Payroll window has two distinct functions:

Send/Post

The top portion ( Send/Post ) of the window is used to post paychecks and liability checks to QuickBooks®.

Designate Account Links

The bottom portion of the window (Designate Account Links) is used to create, view, and edit the links between your payroll items and QuickBooks® accounts.If you don't see this portion of the window, click the arrow button located on the lower left corner.This chapter provides instructions for creating links in this window.

The required links are listed on Required links. You can also create links while setting up new payroll items.



Importing a QuickBooks® Chart of Accounts

Before you can establish any links between your payroll items and QuickBooks® accounts you must create an export file that contains your QuickBooks® Chart of Accounts.Once it is created, you'll import it into your payroll program.

You only need to export your Chart of Accounts once, unless you create a new account that is payroll related (e.g., you change banks and now have a new checking account).In which case, you will need to export the new Chart of Accounts and link the appropriate payroll item(s) to the new account.



Importing a QuickBooks® Chart of Accounts

STEP 1- IN QuickBooks®

  1. Launch the QuickBooks® application and open the company data file.
  2. Click the Payroll button or select Activities > Payroll.
  3. In the dialogue that asks: "Continue processing payroll and export chart of accounts?" click the OK button.

STEP 2 - IN YOUR AATRIX PAYROLL APPLICATION

  1. In the Process Payroll tab window, click the Send/Post button.
  2. In the Send/Post Payroll window, locate the Designate Account Links area and verify the chart of accounts was imported automatically.



Linking payroll items to accounts

The options in the Designate Account Links portion of the Send/Post Payroll window are used to link your payroll items to QuickBooks® accounts.

If you want, you can have your "Gross Pay" expensed by departments.This allows you to post to multiple G/L accounts in QuickBooks®.Refer to Gross pay expensing by department.

Linking payroll items to accounts

The following instructions assume you've already imported your Chart of Accounts.If you have not, refer to Importing a QuickBooks® Chart of Accounts.

  1. Select QuickBooks® > Send Post Payroll.
  2. Open the Designate Account Links portion (lower part) of the window.

Do so by clicking the arrow button located in the lower left-hand corner of the window.(Disregard this step if the full window is already open.)

  1. Before linking payroll items, click the Report button.

This essential step will generate a report that lists the existing links and provides helpful linking tips.To print this report: while in the Preview mode, select Preview > Print All.To return to the Send/Post window, select Preview > Exit Viewing.

  1. In the Send/Post Payroll window, select Net Pay from the Payroll Variables scrolling list (Box 1).
  2. From the Chart of Accounts scrolling list (Box 2), select the checking account to which you wish to link the payroll variable.
  3. From the Entry type popup list, select Credit.
  4. Click the Link button.
  5. Repeat these steps for all of the items in the Payroll Variables list (Box #1).

Use the chart below as a reference.You can swap between entry types (debit or credit) by clicking the Swap c/d button.

When you click Link, a description of the link will appear in the Existing links list.To remove or change a link, select the link in the list and click Unlink.To change the entry type (debit or credit) click Swap c/d.


Required links

In the following list, CR means "credit" and DR means "debit".

(I) Net Pay to a Cash Account CR (usually the checking account)

(I) Gross Pay (Not assigned or all) to an Expense DR

(D) Federal Withholding to a Liability CR

(D) State Withholding to a Liability CR (if required)

(D) Social Security to a Liability CR

(D) Medicare to a Liability CR

(E) Social Security Employer Match to an Expense DR

(E) Social Security Employer Match to a Liability CR

(E) Medicare Employer Match to an Expense DR

(E) Medicare Employer Match to a Liability CR

Additional Notes

When creating employer paid items that match the deductions it reduces confusion when linking by giving the item a different name from the deduction.(i.e.401K and 401K Match)

If you have more than one expense account that you need individual income items linked to, you must link each income item (i.e., Regular Pay, Regular Overtime, etc.).Otherwise, simply link "Gross Pay (Not assigned or all)" and not link individual income items.

Generally, you will link Income variables as Debits to Expense accounts, Deductions as Credits to Liability accounts, and Employer Paid Contributions to both Liability accounts as Credits and to Expense accounts as Debits.

For posting to be successful, Net Pay + Deductions must equal all combined Gross Pay expenses, and any Employer Paid contribution Expense debit must be offset with an Employer Liability credit.

  1. Click the Report button.
  2. Select Preview > Print All.

Refer to the printout and verify that all links are set up correctly.The report provides helpful troubleshooting information.If you ever have problems sending/posting payroll data, print your current Existing links list and follow any troubleshooting suggestions the report may provide before calling Technical Support.

  1. When you are sure that all your links are set up correctly, click Done.

A QBLinks file is saved to this company's Employee Files ƒ folder.The payroll program uses the links you designated in this file every time you post your payroll or liability data for this company.

You are now ready to send/post your paycheck data, as well as your liability check information to QuickBooks® when needed.

For detailed instructions, refer to Sending/posting paychecks to QuickBooks® and Sending/posting liability checks to QuickBooks®.




Editing existing links

This section describes how to modify existing links for the currently open company.


Removing links

To remove a link from the Existing links list, select the link you want to remove, then click the Unlink button.

Swapping links

To swap the type (credit or debit) of an existing link, select the link you want to swap, then click the Swap c/d button.

Adding new links

You can choose from two methods for adding new links:

  • If you are creating a new deduction or employer paid contribution, you can create the link in the New Deduction or New Contribution window.
  • Create the link in the Designate Account Links portion of the Send/Post Payroll window.If needed, click the arrow button to open the Designate Account Links portion of the window.

If your QuickBooks® Chart of Accounts has any payroll related changes (e.g., you change banks and change your checking account name), you will need to export the new Chart of Accounts information out of QuickBooks®, then import it into your payroll program.For detailed instructions, refer to Importing a QuickBooks® Chart of Accounts.



Sending/posting paychecks to QuickBooks®

Once the links have been set up for each of your companies, you can send your payroll to QuickBooks® whenever you process payroll.To post your payroll data into QuickBooks®, however, you must have recorded payroll at least once for the company you are posting to.

Sending/posting paychecks to QuickBooks®

  1. Process/record at least one payroll.
  2. Select QuickBooks® > Send/Post Payroll.
  3. In the Send/Post portion of the window, enter information as needed.

Payroll data type

Click the Paychecks button.

Employee list

From the Employee List pop-up menu, select the employee list whose payroll you want to post.

Date recorded

Enter the payroll date you wish to post.The date must exist in your Pay History records and be entered in this format: 8/24/04 (month/day/year).Note that the program sends by date and not by employee.

Override date

(Optional) If you want to post payroll using a different payroll date, click the Override date with checkbox and enter the date you wish the checks to appear within the accounting program.

  1. Click the Send button.

A dialogue box will inform you that there is payroll information ready to import.

  1. Click the OK button.

You will see another dialogue indicating that your payroll information was successfully imported.

  1. In QuickBooks®, go to the check register and verify the payroll exported properly.

The employee names and liability payee names may appear in your Other Names list in QuickBooks®.



Sending/posting liability checks to QuickBooks®

After you've created and recorded a liability check(s), you can send/post it to QuickBooks®.

Sending/posting liability checks to QuickBooks®

  1. Process/record at least one liability check.
  2. Select QuickBooks® > Send/Post Payroll.

image
  1. In the Send/Post portion of the window, enter information as needed.

Payroll data type

Click the Liability checks radio button.

Register

From the Register pop-up menu, select the register containing the check(s) you want to post to QuickBooks®.

Date recorded

Enter the date of the liability check(s) you wish to post to QuickBooks®.The date must exist in the selected check register and entered in this format: 8/4/04 (month/day/year).Note that the program sends by date and not specific check.

Override date

(Optional) If you want to post your liability check(s) using a different date, click the Override date with checkbox and enter the date you wish the checks to appear within the accounting program.

Cash Account

Enter the name of the QuickBooks® cash account you want the liability check(s) posted to, if different than the account used for payroll checks.

Export checks already exported

Select this option to make sure that all checks you have previously exported actually do get exported.

  1. Click the Send button.

A dialogue box will inform you that there is payroll information ready to import.

  1. Click the OK button.

You will see another dialogue indicating that your liability information was successfully imported.

  1. In QuickBooks®, go to the check register and verify the liability checks exported properly.

image If the RAM memory on your computer is running low, QuickBooks® will be opened using the minimum memory requirements specified in the Get Info window.If there is not enough RAM memory to open QuickBooks® at the minimum memory setup, the payroll program will quit and QuickBooks® will open.

The employee names and liability payee names may appear in your Other Names list in QuickBooks®.



Posting to Quicken

This section contains the following information:

  • The Quicken menu
  • Linking Quicken categories to payroll items
  • Sending/posting paychecks to Quicken
  • Sending/posting liability checks to Quicken

Before you can send/post any payroll data, you must first create the necessary account(s) and categories in Quicken.You will then import this information into your payroll program so that you can link your Aatrix payroll items to the appropriate Quicken accounts and categories.Once these links are set up, you can send/post your paycheck data, as well as your liability check information to Quicken.




The Quicken menu

A Quicken menu will appear in the menu bar at the top of the screen when the Quicken option is selected in Program Preferences (Edit > Preferences).The selections on this menu are Send/Post Payroll and Open Quicken.You will use the Send/Post Payroll command in this menu to post your payroll data to your Quicken software.

If the Quicken menu is not displayed in the menu bar, select Edit > Preferences.In the dialogue that appears, click the Accounting Options button.From the Menu Link to pop-up menu, select Quicken, then Click the OK button.




Linking Quicken categories to payroll items

Select Quicken > Send/Post Payroll (or click the Send/Post Payroll button in the Process Payroll tab window).

The Send/Post Payroll window has two distinct functions:

Send/Post

The top portion ( Send/Post ) of the window is used to post paychecks and liability checks to Quicken.

Designate Account Links

The bottom portion of the window is used to create, view, and edit the links between your payroll items and Quicken categories.If you don't see this portion of the window, click the arrow located on the lower left corner.This chapter provides instructions for creating links in this window.

The required links are listed on Required links.

You can also create links while setting up new payroll items.

Importing Quicken categories

Before you can establish any links between your payroll items and Quicken you must create an export file that contains your Quicken accounts and categories.Once it is created, you'll import it into your payroll program.

You only need to import this information once, unless you create a new account or category that is payroll related (e.g., you've started a pension plan).In which case, you will need to import the new categories file and link the appropriate payroll item(s) to it.

Importing Quicken categories

  1. Open your Quicken company.
  2. Select File > Export.
  3. In the dialogue that appears, click the Custom Export radio button, select ( √ ) the Categories option, then click the Export button.
  4. Open your payroll program.
  5. Select Quicken > Send/Post Payroll.
  6. In the dialogue that appears, use the disclosure triangle (located on the lower left of the dialogue) to open the Designate Account Links portion of the window.(Disregard this step if it is already open.)
  7. Click the Import Categories button.
  8. In the dialogue that appears, click the Desktop button, select the file you saved in step 3, then click Open.

Your categories should now be displayed in the Chart of Accounts scrolling list in the Designate Account Links portion of the Send/Post Payroll window.You can now establish the links between your payroll items and Quicken categories (refer to the next section).



Linking payroll items to categories

The options in the Designate Account Links portion of the Send/Post Payroll window are used to link your payroll items to Quicken categories.

Linking payroll items to categories

The following instructions assume you've already imported your categories.If you have not, refer to Importing Quicken categories.

  1. Select Quicken > Send Post Payroll.(Disregard this step if it's already open.)
  2. Open the Designate Account Links portion (lower part) of the window by clicking the arrow located on the left the window.(Disregard this step if it's already open.)
  3. Before linking your payroll items, click the Report button.

This allows you to view, on screen, a report that lists any links.If you want to print this report, select Preview > Print All. SelectPreview > Exit Viewing to return to the Send/Post window.

  1. Establish the links between your payroll variables and Quicken accounts and categories.

The required links and additional notes are provided below.

To link an individual payroll item to a Quicken account or category:

  1. Select a payroll variable from the Payroll Variables list on the left.
  2. Select the account or category it should post to from the Chart of Accounts list on the right.
  3. Click the Link button.

When you click Link, a description of the link will appear in the Existing links list.To remove or change a link, select the link in the list and click Unlink.

To change the account type (debit or credit) click Swap c/d.

Required links

(I) Net Pay credit to a Cash Account(usually the checking account)

(I) Gross Pay (Not assigned or all) debit to an Expense

(D) Federal Withholding credit to a Liability

(D) State Withholding credit to a Liability (if required)

(D) Social Security credit to a Liability

(D) Medicare credit to a Liability

(E) Social Security Employer Match debit to an Expense

(E) Social Security Employer Match credit to a Liability

(E) Medicare Employer Match debit to an Expense

(E) Medicare Employer Match credit to a Liability

Additional Notes

When creating employer paid items that match the deductions it reduces confusion when linking by giving the item a different name from the deduction.(i.e.401K and 401K Match)

If you have more than one expense account that you need individual income items linked to, you must link each income item (i.e., Regular Pay, Regular Overtime, etc.).Otherwise simply link "Gross Pay (Not assigned or all)" option and not link individual income items.

Generally, you will link Income variables as a Negative Value to Expense accounts, Deductions as Positive Values to Liability accounts, and Employer Paid Contributions to both Liability accounts as Positives and to Expense accounts as Negatives.

For posting to be successful, Net Pay + Deductions must equal all combined Gross Pay expenses.Any Employer Paid contribution Expense Negative value must be offset with an Employer Liability Positive value.

  1. Click the Report button.
  2. Select Preview > Print All.

Refer to the printout and verify that all links are set up correctly.If you ever have problems sending/posting payroll data, print your current Existing links list before calling Technical Support.

  1. When you are sure that all your links are set up correctly, click Done.

A Quicken Links file is saved to this company's Employee Files ƒ folder.The payroll program uses the links you designated in this file every time you post your payroll or liability data for this company.

image Don't trash the Quicken Categories export file until you successfully send/post payroll to Quicken at least once.

  1. You can now send/post your paycheck data, as well as your liability check information to Quicken when needed.

For details, refer to Sending/posting paychecks to Quicken and Sending/posting liability checks to Quicken.



Editing existing links

This section describes how to modify existing links for the currently open company.

Removing links

To remove a link from the Existing links list, select the link you want to remove, then click the Unlink button.

Swapping links

To swap the type (credit or debit) of an existing link, select the link you want to swap, then click the Swap c/d button.

Adding new links

You can choose from two methods for adding new links:

  • If you are creating a new deduction or employer paid contribution, you can create the link in the New Deduction or New Contribution window.
  • Create the link in the Designate Account Links portion of the Send/Post Payroll window.If needed, click the arrow button to open the Designate Account Links part of the window.

If your Quicken accounts or categories have any payroll related changes, you will need to export the new information out of Quicken, then import it into your payroll program. Refer to Importing Quicken categories.




Sending/posting paychecks to Quicken

Once the links have been set up for each of your companies, you can send your payroll data to Quicken whenever you process payroll.To post your payroll data into Quicken, however, you must have processed payroll at least once for the company you are posting to.

Send/post paychecks to Quicken

image Do not use your original Quicken company file until you are sure that all the links are set up correctly. Instead open your Quicken folder and duplicate your company file.Use the duplicate company file to test your links.

  1. Process/record at least one payroll.
  2. Select Quicken > Send/Post Payroll.
  3. In the Send/Post portion of the window, enter information as needed.

Payroll data type

Click the Paychecks button.

Employee list

From the Employee List pop-up menu, select the employee list whose payroll you want to post.

Date recorded

Enter the payroll date you wish to post.The date must exist in your Pay History records and be entered in this format: 8/4/04 (month/day/year).Note that the program sends by date and not by employee.

Override date

(Optional) If you want to post payroll using a different payroll date, click the Override date with checkbox and enter the date you wish the checks to appear within the accounting program.

  1. Click the Send button.

The payroll program will create a paycheck data file called Aatrix Export.QIF and save it in your Aatrix Payroll ƒ folder.

  1. If Quicken is not open, select Quicken > Open Quicken.When you do so, a Getfile dialogue will appear allowing you to locate and open the Quicken application.

If the RAM memory on your computer is running low, Quicken will be opened using the minimum memory requirements specified in the Get Info window.If there is not enough RAM memory to open Quicken at the minimum memory setup, the payroll program will quit and Quicken will open.

  1. In Quicken, open the company you want.(If this a test import, open the duplicate copy of your company file).
  2. Open the appropriate checking account.
  3. Select File > Import QIF.
  4. A Getfile dialogue will appear allowing you to open the Aatrix Export.QIF file that was saved in the Aatrix Payroll ƒ folder.

After opening the data file, the payroll information will be posted to the checking account and the employer expenses/employee deduction information will be transferred into the appropriate liability accounts.

  1. Verify that everything imported correctly.
  • If the import worked correctly, start at step 6 and import your payroll data into the original Quicken company.Quit Quicken and trash the duplicate copy of your company file.
  • If the import didn't work correctly, quit Quicken, trash the duplicate copy of your company file.Make a new duplicate.Open your payroll program and make the necessary changes to your Existing Links.Send/Post your payroll again using the duplicate company file.
  1. Once your paycheck data is posted, trash the Aatrix Export.QIF file so that you don't accidentally post the data again.




Sending/posting liability checks to Quicken

After you've created and recorded a liability check(s), you can send/post it to Quicken.

Send/post liability checks to Quicken

  1. Process/record at least one liability check.
  2. Select Quicken > Send/Post Payroll.
  3. In the Send/Post portion of the window, enter information as needed.

Payroll data type

Click the Liability checks button.

Register

From the Register pop-up menu, select the register containing the check(s) you want to post to Quicken.

Date recorded

Enter the date of the liability check(s) you wish to post to Quicken.The date must exist in the selected check register and be entered in this format: 8/4/02 (month/day/year).

Override date

(Optional) If you want to post your liability check(s) using a different date, click the Override date with checkbox and enter the date to use for posting.

Export checks already exported

The program will export checks only once.So if, for some reason, you need to export checks that were previously exported, click this checkbox.

  1. Click the Send button.

Your payroll program creates a liability check data file called Aatrix Export Liabs.QIF and saves it in your Aatrix Payroll ƒ folder.

  1. If Quicken isn't open, select Quicken > Open Quicken.

When you do so, a Getfile dialogue appears allowing you to locate and open the Quicken application.

If the RAM memory on your computer is running low, Quicken will be opened using the minimum memory requirements specified in the Get Info window.If there is not enough RAM memory to open Quicken at the minimum memory setup, the payroll program will quit and Quicken will open.

  1. In Quicken, open the company you want.

(If this a test import, open the duplicate copy of your company file).

  1. Open the appropriate checking account.
  2. Select File > Import QIF.
  3. A Getfile dialogue will appear allowing you to open the Aatrix Export Liabs.QIF file that was saved in the Aatrix Payroll ƒ folder.

After opening the data file, the liability information will be posted to the checking account and the employer expenses/employee deduction information will be transferred into the appropriate liability accounts.

  • If the import worked correctly, start at step 6 and import your payroll data into the original Quicken company.Quit Quicken and trash the duplicate copy of your company file.
  • If the import didn't work correctly, quit Quicken, trash the duplicate copy of your company file.Make a new duplicate.Open your payroll program and make the necessary changes to your Existing Links.Send/Post your payroll again using the duplicate company file.

image Once your liability data is posted, trash the Aatrix Export Liabs.QIF file so that you don't accidentally post the data again.


Posting to MYOB

This section contains the following information:

  • The MYOB menu
  • Linking MYOB accounts to payroll items
  • Sending/posting paychecks to MYOB
  • Sending/posting liability checks to MYOB

Before you can send/post any payroll data, you must first create the necessary account(s) in MYOB.You will then import this information into your payroll program so that you can link your Aatrix payroll items to the appropriate MYOB accounts and categories.Once these links are set up, you can send/post your paycheck data, as well as your liability check information to MYOB.



The MYOB menu

A MYOB menu will appear in the menu bar at the top of the screen when the MYOB option is selected in Program Preferences (Edit > Preferences).The selections on this menu are Send/Post Payroll and Open MYOB.You will use the Send/Post Payroll command in this menu to post your payroll data to your MYOB software.

If the MYOB menu is not displayed in the menu bar, select Edit > Preferences.In the dialogue that appears, click the Accounting Options button.From the Menu Link to pop-up menu, select MYOB, then Click the OK button.



Linking MYOB accounts to payroll items

Select MYOB > Send/Post Payroll (or click the Send/Post Payroll button in the Process Payroll tab window).

The Send/Post Payroll window has two distinct functions:

Send/Post

The top portion ( Send/Post ) of the window is used to post paychecks and liability checks to MYOB.

Designate Account Links

The bottom portion of the window is used to create, view, and edit the links between your payroll items and MYOB accounts.If you don't see this portion of the window, click the arrow located on the lower left corner.This chapter provides instructions for creating links in this window.

The required links are listed on Required links.

You can also create links while setting up new payroll items.

Importing MYOB accounts

Before you can establish any links between your payroll items and MYOB you must create an export file that contains your MYOB accounts and categories.Once it is created, you'll import it into your payroll program.

You only need to import this information once, unless you create a new account or category that is payroll related (e.g., you've started a pension plan).In which case, you will need to import the new categories file and link the appropriate payroll item(s) to it.

Importing MYOB categories

  1. Open your MYOB company.
  2. Select File > Export Data.
  3. In the dialogue that appears, verify that the Export File Format pop-up has Tab-delimited selected, and the First Record is pop-up has Header Record selected.
  4. Click the Continue button.
  5. In the Export Data dialogue, select the Account Number first and the Account Name second from the list of AccountEdge Fields.

It is very important that the Account Number be selected as Field 1 in the Export Order.The payroll information will not import if the fields are in the wrong order.

  1. Click Export.
  2. Save the file to the Desktop with a name you'll recognize, such as My Chart.
  3. Open your payroll program.
  4. Select MYOB > Send/Post Payroll.
  5. In the dialogue that appears, use the disclosure triangle (located on the lower left of the dialogue) to open the Designate Account Links portion of the window.(Disregard this step if it is already open.)
  6. Click the Import Chart of Accounts button.
  7. In the dialogue that appears, click the Desktop button, select the file you saved in step 7, then click Open.

Your accounts should now be displayed in the Chart of Accounts scrolling list in the Designate Account Links portion of the Send/Post Payroll window.You can now establish the links between your payroll items and MYOB accounts (refer to the next section).



Linking payroll items to accounts

The options in the Designate Account Links portion of the Send/Post Payroll window are used to link your payroll items to MYOB accounts.

Linking payroll items to categories

The following instructions assume you've already imported your categories.If you have not, refer to Importing MYOB accounts.

  1. Select MYOB > Send Post Payroll.(Disregard this step if it's already open.)
  2. Open the Designate Account Links portion (lower part) of the window by clicking the arrow located on the left the window.(Disregard this step if it's already open.)
  3. Before linking your payroll items, click the Report button.

This allows you to view, on screen, a report that lists any links.If you want to print this report, select Preview > Print All. SelectPreview > Exit Viewing to return to the Send/Post window.

  1. Select a payroll variable from the Payroll Variables list on the left.
  2. Select the account it should post to from the Chart of Accounts list on the right.
  3. Click the Link button.

When you click Link, a description of the link will appear in the Existing links list.To remove or change a link, select the link in the list and click Unlink.

To change the entry type (debit or credit) click Swap c/d.

Required links

(I) Net Pay credit to a Cash Account(usually the checking account)

(I) Gross Pay (Not assigned or all) debit to an Expense

(D) Federal Withholding credit to a Liability

(D) State Withholding credit to a Liability (if required)

(D) Social Security credit to a Liability

(D) Medicare credit to a Liability

(E) Social Security Employer Match debit to an Expense

(E) Social Security Employer Match credit to a Liability

(E) Medicare Employer Match debit to an Expense

(E) Medicare Employer Match credit to a Liability

  1. Click the Report button.
  2. Select Preview > Print All.

Refer to the printout and verify that all links are set up correctly.If you ever have problems sending/posting payroll data, print your current Existing links list before calling Technical Support.

  1. When you are sure that all your links are set up correctly, click Done.

A MYOB Links file is saved to this company's Employee Files ƒ folder.The payroll program uses the links you designated in this file every time you post your payroll or liability data for this company.

image Don't trash the Aatrix MYOB Export file until you successfully send/post payroll to MYOB at least once.

You can now send/post your paycheck data, as well as your liability check information to MYOB when needed.For details, refer to Sending/posting paychecks to MYOB and Sending/posting liability checks to MYOB



Additional Notes

When creating employer paid items that match the deductions it reduces confusion when linking by giving the item a different name from the deduction.(i.e.401K and 401K Match)

If you have more than one expense account that you need individual income items linked to, you must link each income item (i.e., Regular Pay, Regular Overtime, etc.).Otherwise simply link "Gross Pay (Not assigned or all)" option and not link individual income items.

Generally, you will link Income variables as a Negative Value to Expense accounts, Deductions as Positive Values to Liability accounts, and Employer Paid Contributions to both Liability accounts as Positives and to Expense accounts as Negatives.

For posting to be successful, Net Pay + Deductions must equal all combined Gross Pay expenses.Any Employer Paid contribution Expense Negative value must be offset with an Employer Liability Positive value.

Editing existing links

This section describes how to modify existing links for the currently open company.

Removing links

To remove a link from the Existing links list, select the link you want to remove, then click the Unlink button.

Swapping links

To swap the type (credit or debit) of an existing link, select the link you want to swap, then click the Swap c/d button.

Adding new links

You can choose from two methods for adding new links:

  • If you are creating a new deduction or employer paid contribution, you can create the link in the New Deduction or New Employer Paid window.
  • Create the link in the Designate Account Links portion of the Send/Post Payroll window.If needed, click the arrow button to open the Designate Account Links part of the window.

If your MYOB accounts have any payroll related changes, you will need to export the new information out of MYOB, then import it into your payroll program. Refer to Importing MYOB accounts.



Sending/posting paychecks to MYOB

Once the links have been set up for each of your companies, you can send your payroll data to MYOB whenever you process payroll.To post your payroll data into MYOB, however, you must have processed payroll at least once for the company you are posting to.

Send/post paychecks to MYOB

image Do not use your original MYOB company file until you are sure that all the links are set up correctly. Instead open your MYOB folder and duplicate your company file.Use the duplicate company file to test your links.

  1. Process/record at least one payroll.
  2. Select MYOB > Send/Post Payroll.

  3. In the Send/Post portion of the window, enter information as needed.

Payroll data type

Click the Paychecks button.

Employee list

From the Employee List pop-up menu, select the employee list whose payroll you want to post.

Date recorded

Enter the payroll date you wish to post.The date must exist in your Pay History records and be entered in this format: 8/4/04 (month/day/year).Note that the program sends by date and not by employee.

Override date

(Optional) If you want to post payroll using a different payroll date, click the Override date with checkbox and enter the date you wish the checks to appear within the accounting program.

  1. Click the Send button.

The payroll program will create a paycheck data file called Aatrix MYOB Export and save it in your Aatrix Payroll ƒ folder.

  1. If MYOB is not open, select MYOB > Open MYOB.
  2. A Getfile dialogue will appear allowing you to locate and open the MYOB application.

If the RAM memory on your computer is running low, MYOB will be opened using the minimum memory requirements specified in the Get Info window.If there is not enough RAM memory to open MYOB at the minimum memory setup, the payroll program will quit and MYOB will open.

  1. In MYOB, open the company you want.(If this a test import, open the duplicate copy of your company file).
  2. Select File > Import Data > General Journal Entries.
  3. Select Tab-delimited in the Import File Format pop-up and Header Record in the First Record is pop-up.
  4. Click the Continue button.
  5. Locate and open the Aatrix MYOB Export file in the Getfile dialogue that appears.
  6. Match the Import Fields to the correct AccountEdge Field.
  7. Verify that everything imported correctly.
  • If the import worked correctly, start at step 6 and import your payroll data into the original MYOB company.Quit MYOB and trash the duplicate copy of your company file.
  • If the import didn't work correctly, quit MYOB, trash the duplicate copy of your company file.Make a new duplicate.Open your payroll program and make the necessary changes to your Existing Links.Send/Post your payroll again using the duplicate company file.
  1. Once your paycheck data is posted, trash the Aatrix MYOB Export file so that you don't accidentally post the data again.


Sending/posting liability checks to MYOB

After you've created and recorded a liability check(s), you can send/post it to MYOB.

Send/post liability checks to MYOB

  1. Process/record at least one liability check.
  2. Select MYOB > Send/Post Payroll.
  3. In the Send/Post portion of the window, enter information as needed.

Payroll data type

Click the Liability checks button.

Register

From the Register pop-up menu, select the register containing the check(s) you want to post to MYOB.

Date recorded

Enter the date of the liability check(s) you wish to post to MYOB.The date must exist in the selected check register and be entered in this format: 8/4/02 (month/day/year).

Override date

(Optional) If you want to post your liability check(s) using a different date, click the Override date with checkbox and enter the date to use for posting.

Export checks already exported

The program will export checks only once.So if, for some reason, you need to export checks that were previously exported, click this checkbox.

  1. Click the Send button.

Your payroll program creates a liability check data file called Aatrix Export Liabs.txt and saves it in your Aatrix Payroll ƒ folder.

  1. If MYOB isn't open, select MYOB > Open MYOB.

A Getfile dialogue appears allowing you to locate and open the MYOB application.

If the RAM memory on your computer is running low, MYOB will be opened using the minimum memory requirements specified in the Get Info window.If there is not enough RAM memory to open MYOB at the minimum memory setup, the payroll program will quit and MYOB will open.

  1. In MYOB, open the appropriate company.

(If this a test import, open the duplicate copy of your company file).

  1. Open the appropriate checking account.

  2. Select File > Import.
  3. In the Getfile dialogue, locate and open the Aatrix Export Liabs.txt file that was saved in the Aatrix Payroll ƒ folder.

After opening the data file, the liability information will be posted to the checking account and the employer expenses/employee deduction information will be transferred into the appropriate liability accounts.

  1. Verify that everything imported correctly.
  • If the import worked correctly, start at step 6 and import your payroll data into the original MYOB company.Quit MYOB and trash the duplicate copy of your company file.
  • If the import didn't work correctly, quit MYOB, trash the duplicate copy of your company file.Make a new duplicate.Open your payroll program and make the necessary changes to your Existing Links.Send/Post your payroll again using the duplicate company file.

image Once your liability data is posted, trash the Aatrix Export Liabs.txt file so that you don't accidentally post the data again.

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