Payroll Version 17 Manual
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 the Aatrix Menu (next to the Apple Menu)> 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
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.
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.
2. Export the chart of accounts out of your accounting program.
3. In the Save dialogue that appears, name the file Chart of Accounts.
4. Click the Desktop button, then click Save.
QuickBooks® users: See Importing a QuickBooks® Chart of Accounts.
5. Launch your Aatrix payroll program, then click on the QuickBooks Links button in the Payroll Navigator window.
6. 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.
7. 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
To access the Send/ Post screen you can either click on the QuickBooks link across the bottom of the Payroll Navigator window or open any other window other then Pay Employees.
If the QuickBooks® menu is not displayed in the menu bar, select the Aatrix Top Pay (or Aatrix Payroll) menu> Preferences. In the Preferences tab window that appears, click the 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® Links in the Payroll Navigator 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.
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 dialog that asks: "Continue processing payroll and export chart of accounts?" click the OK button.
STEP 2 - IN YOUR AATRIX PAYROLL APPLICATION
4. In the Payroll Navigator window, click the QuickBooks Link button.
5. In the Send/Post Payroll window, locate the Designate Account Links area and verify the chart of accounts was imported properly.
Manually exporting/importing Chart of Accounts
1. Within QuickBooks select File > Export> List to iif files. Mark Chart of Accounts, click OK. Save to the desktop as COA.
2. In the Send/Post window under Designate Account Links section, click on Import Chart of Accounts button. Navigate to desktop, select COA file, click OPEN.
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.
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® Links across the bottom of the Payroll Navigator screen.
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.)
3. 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.
4. In the Send/Post Payroll window, select Net Pay from the Payroll Variables scrolling list (Box 1).
5. From the Chart of Accounts scrolling list (Box 2), select the checking account to which you wish to link the payroll variable.
6. From the Entry type popup list, select Credit.
7. Click the Link button.
8. 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 do 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 the total Gross Pay. 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.
3. 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:
Creating links for new payroll items
• If you are creating a new deduction or employer paid contribution, you can create the link in the New Deduction or New Contribution window.
• OR you can 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 when creating the new item.
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.
Step 2 Post Paychecks
1. In the Pay Employee window Print/Record at least one payroll.
2. Click on the Print/Record Selected checks button
3. Step 2 Post Paychecks in the Payroll Status bar, 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: 8/24/07 (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.
4. Click the Send button.
A dialog box will inform you that there is payroll information ready to import.
5. Click the OK button.
You will see another dialog indicating that your payroll information was successfully imported.
6. 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
Step 3 Process Liability Checks
Select the check box that applies to the payments
Record Only
To record the liability check and not print a check.
Print & Record
To print and record the liability check
Apply to:
Select the proper time frame to apply to the payment
Whole Year, Quarter, Month
Print / Record Selected Liability Checks
Will print and record all your selected Liability checks at the same time.
If you have any liability checks marked for Print Check, the Checkform Selection window will display:
Select a checkform to print with:
Verify the correct checkform is selected.
*Please note the Liability Checks and QuickBooks Liability Laser checkforms are best formatted for Liability check printing.
Starting check number
Enter starting check #
Print
Will print and record your Liability checks.
Cancel
Will cancel the printing of the Liability checks.
SKIP
Will allow you to skip Process Liability Checks.
Exit Payroll Process
This will take you back to the Payroll Navigator Screen.
*Please note that the current step you were at will be saved. When you go back into Pay Employees it will bring you back to the current step you had exited at.
Step 4 Post Liability Checks
Send Liability checks for date __________to QuickBooks
Type in the date you used for the check date.
Post all Paychecks
Will send/post the liability checks to QuickBooks.
SKIP
Will allow you to skip Process Liability Check
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: 8/4/07 (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.
4. Click the Send button.
A dialog box will inform you that there is payroll information ready to import.
5. Click the OK button.
You will see another dialog indicating that your liability information was successfully imported.
6. In QuickBooks®, go to the check register and verify the liability checks exported properly.
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
When you are in any screen of the Payroll program other then Pay Employees the 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.