OnPay can be set up to quickly and easily produce a file you can import into QuickBooks. This can save you both time and a major headache when it comes to reconciling your payroll records to your bank account. This can be accomplished in 4 steps as outlined:
1) Log into OnPay > choose the Company Settings menu icon > choose Payroll Integrations > choose the button labeled "Choose QuickBooks Desktop(IIF)"
2) Add all of the accounts you wish to use for payroll to your QuickBooks Chart of Accounts. You can locate the different taxes you will need to map to QuickBooks in the Payroll Integrations section of OnPay.
3) Once you create the accounts in QuickBooks, you will add those accounts to OnPay by using the Add/Edit Accounts button on the Payroll Integration page. First, choose the type of account, then enter the name of the QuickBooks account you are adding exactly as it is spelled in your chart of accounts. Spelling, spacing, and capitalization all matter when entering these names. You do not have to enter the account number of the middle dot associated with each account. Simply the text will do. If the account you are trying to add is a sub-account of another account, you enter it in the form of parent(primary) account:sub-account. You separate the primary account from the sub-account with a colon(:). That tells us to map to an account inside another account. Once you add all of the accounts, you will choose each one from the drop-down menu associated with each tax.
For Wages, you can use either Departments (default), or set OnPay to use individual Pay Types in the Payroll Settings section of Account Settings. Using Pay Types will allow you to export your wage information to QuickBooks based on the different, customizable pay types found in OnPay. This gives you the freedom to track one employee's wages in greater detail as that employee can have many different pay types.
4) Finally, you export your payroll data and import it to QuickBooks. To export, go to the Pay Run Exports section of Payroll Integrations and download the file associated with the Pay Run you are trying to add to QuickBooks. Save that file somewhere you can find it as you will immediately need to access it through QuickBooks.
After you save the file, open QuickBooks and select File > Utilities > Import > IIF Files... Then locate the file and click open. If any check numbers in the files have already been used then you may see some errors, but more than likely you will not and it will simply prompt you that the data has been imported.
Possible Errors: If you do not add an account to each tax in OnPay then you will end up with tax items going into an account named Unassigned. To prevent this error, make sure you do not miss adding an account to each tax item in the Payroll Integrations section. If you add an account name to OnPay that is not already created in QuickBooks, then QuickBooks will create an account with the name you added to OnPay. This is not bad because you probably needed the account anyway. It will add it to a bank account, so you will simply want to right-click on the account in your chart of accounts, and click edit account. From there, you can change the account type.
Good luck! And as always, if you have any questions please call, chat, or email us at firstname.lastname@example.org!