Export Payroll Software Data to QuickBooks

Create customized reports in your Payroll Software by Elite.

The QuickBooks Export feature allows you to transfer your Payroll Software information, including employee names and pay data, to QuickBooks.

You can transfer data to QuickBooks in the way that works best for you. You can transfer pays for all employees, or for a single employee; you can transfer all of the Payroll Software data, or you can choose to only transfer a single amount to be deducted from QuickBooks Payroll Software bank account.

Automatic transfers

If you use QuickBooks v8 or v9, you can choose between automatic or manual Payroll Software data transfers. Automatic transfers seamlessly links Elite Payroll Software to QuickBooks, exporting your Payroll Software data into QuickBooks. You don’t even need to have QuickBooks open at the time you export your data. Elite Payroll Software will do that automatically for you.

Manual transfers

If you use any other version, Elite Payroll Software creates an export file—an IIF (Interchange Format) file that you can easily import into QuickBooks.

You may also prefer this method if you don’t want to import Payroll Software data into QuickBooks at the same time you export from Elite Payroll Software.

Before you export Payroll Software data automatically

Exporting Payroll Software data to QuickBooks (v8 or v9) is a slightly easier way to transfer your Payroll Software data, because more is done automatically for you. However, before you can automatically transfer Payroll Software data to QuickBooks, you must do all of the following:

1 QuickBooks must be registered,

2 You must select þ Link to QuickBooks in the General Preferences, and

3 You must select a QuickBooks file from the Data File drop-down list in Files Preferences.

Before you can select this option, you must select the Data File as described above, and you must have installed and registered QuickBooks.

What happens in QuickBooks?

$image\bullet.gif$ For employees paid by cheque, Elite Payroll Software creates a cheque in QuickBooks, ready to be printed.

$image\bullet.gif$ For employees paid by cash or EFT, Elite Payroll Software creates a non-printable cheque in QuickBooks.

$image\bullet.gif$ All other Payroll Software transactions are imported into QuickBooks as general journal entries.

$image\bullet.gif$ Wages that have been assigned to a customer and job are imported into QuickBooks as billable expense items, which can be added to a QuickBooks invoice by clicking the Expenses button when you create the invoice.

$image\bullet.gif$ Elite Payroll Software has a default set of Payroll Software asset, liability, and expense accounts, which are listed on the Export Preferences window. These are the accounts that the Payroll Software amounts will be exported to. If they don't exist in QuickBooks, they will be created when the Payroll Software is transferred.

$image\bullet.gif$ Elite Payroll Software can set up your customer:job and class list in QuickBooks.

Transferring Payroll Software data to QuickBooks

The method of Payroll Software data transfer depends on whether or not you select þ Link to QuickBooks in the General preferences.

For an automatic transfer, you don’t need to have QuickBooks open when you transfer Payroll Software data. Elite Payroll Software will open the QuickBooks (v8 or v9) file specified in the File Preferences and then close QuickBooks when the data has been transferred. If you choose, you can open QuickBooks before you export the Payroll Software data. However, if the open QuickBooks file is not the file specified in File Preferences, an error message will be displayed and you'll either have to change the QuickBooks file preference, or else close QuickBooks.

1 Choose Export>To QuickBooks from the Activities menu to display the Export Payroll Software Data window.

Pay Date – Check the pay date of the pay that is to be transferred. Elite Payroll Software automatically displays the most recent pay date. If you want to export a pay other than the pay displayed, change the date here.

Export File – Generally, you shouldn'tchange the export file name and location.

2 Click Advanced Options to set the advanced options.

Employee to Export – If you want to export pay details for only one employee, select the employee from the drop-down list.

Use Minimum Number of Accounts – Select this þ option if you want all deductions and allowances to be exported into a single QuickBooks account. If this option isn't selected, each deduction and allowance will have its own separate account in QuickBooks.

Only Export Totals – Select this þ option if you only want to export the total amount of Payroll Software expense to be deducted from the QuickBooks Payroll Software bank account, rather than all of the Payroll Software details.

Export Jobs and Classes – If this option is selected, the Customer:Job is exported into the Name field in EliteExport.IIF. If not selected, the employee name is exported into the Name field in EliteExport.IIF. This option should only be selected when you capture customer job information within Elite Payroll Software and you want to transfer the data electronically into QuickBooks (note that this was the default in previous versions).

When the Jobs and Classes option is not checked (which is the default) the employee Payroll Software data for the pay period selected appears within the Payroll Software Report in QuickBooks. The same information, and much more, is also available within Elite Payroll Software for viewing and reporting. If you leave this option unchecked and if you also record Customer Job information in Elite Payroll Software, you need to print the Customer:Job via Elite Payroll Software and enter the necessary data directly into QuickBooks.

If you select this option you'll notice that the Payroll Software Report in QuickBooks does not show the Payroll Software data for the relevant pay period. However there is no resulting disadvantage because the information is still available within Elite Payroll Software for viewing and production of reports etc.

Employee Leave Liability – Click to select $image\radial.gif$ whether you want to transfer the total leave liability, or just the liability for this pay. The dollar value of accrued leave is exported, calculated as the employee's Normal Hours rate (or another rate designated as a normal pay rate) times the number of hours accrued.

3 Click Export. A message will inform you of the pay date of the Payroll Software you are about to export, and ask if you want to continue.

Check the date again. If you export a pay that has already been exported, the pay will be duplicated in QuickBooks.

4 Click Yes to confirm that you want to transfer the Payroll Software information for the pay date specified to QuickBooks. Elite Payroll Software opens the QuickBooks file that you selected in Preferences and transfers the Payroll Software data.

5 Automatic Transfer - If you have selected Link to QuickBooks in General Preferences, Elite Payroll Software opens the QuickBooks file that you selected in preferences and transfers the Payroll Software data.

Manual Transfer - If you haven’t selected Link to QuickBooks in General Preferences, a Payroll Software export data (EliteExport.IIF) will be created that you can then import into QuickBooks. The file will be saved to the folder that you normally use for importing IIF files into QuickBooks.

In QuickBooks, you can import the file by selecting Utilities>Import>Import> Import IIF from the QuickBooks File menu.

6 After the pay has been exported, the List Employees window will be displayed.

You should open QuickBooks and ensure that the pay was exported correctly. Or, for a manual transfer, open QuickBooks to import the file into.

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