1

Getting Started – Setting Up WEB GL

STEP 1- Add an Inactive Account to QuickBooks

1. Open QuickBooks.

2. Select the Chart of Accounts icon or select Company: Chart of Accounts.

3. Right click and select Add New to add a new Account.

4. The Account Type should be Other Expense. The Account name should be ####XXXX; where #### is the id number given to you by your payroll company (service bureau id) and XXXX is your company payroll code. If your company payroll code is alpha or alpha-numeric; the letters must be uppercase. Make sure the account is marked as Inactive.

5. Export the Chart of Accounts File. 6. Select „File‟, „Utilities‟ and „Export to IIF‟. Then click on the first box labeled „Chart

of Accounts‟. 7. Save the .IIF file to your Desktop as XXXXCOA.IIF (Where XXXX is your payroll

company code)

2

STEP 2 - Go to the menu item – Maintenance / Chart of Accounts.

1. This screen is used to upload your QuickBooks Chart of Accounts. 2. Click on the button Upload COA IIF. 3. Click on the „Browse‟ button and find your Desktop and the file labeled

XXXXCOA.IIF

STEP 3 - Go to the menu item – Maintenance / Accounting 1. The Accounting Package, IIF will automatically be selected because WEB GL only

exports .IIF files. Next, select „Yes‟ if you wish to view actual GL account numbers for mapping purposes or „No‟ if all mapping will be done directly to the account descriptions in QuickBooks. Please note that the GL numbers do not export – this feature is strictly used in the mapping process if chosen. Click on the down arrow to select the G/L account to be used for „Suspense‟ or unusual items. (The suspense account is necessary for the Web GL cycle to work with QB's. QB's uses the suspense account to route the generated transactions thru the balance sheet. I find it is typically easiest to create an Expense account and name it Suspense Account. )

2. Select Check Date if you want the payroll data to appear in Check Date order on the Open/Unposted Tab. Select Period End if you want the data to appear in Period End Date order on the Open/Unposted Tab.

3. Select „Yes‟ if you are using Class Tracking to create cost centers for Division/Department or Labor allocation.

4. Classes may be entered here or uploaded from the Chart of Accounts screen. If you wish to upload your class list from QuickBooks, do the following: Select „File‟, „Utilities‟ and „Export to IIF‟. Then click on „Class List‟. Save the .IIF file to your Desktop as XXXXCLASS.IIF (Where XXXX is your payroll company code.

3

STEP 4 - Go to the menu item – Maintenance / Allocation Mapping

1. Answer the question on posting Payroll Expenses by Division/Department. This will alter all future configuration screens to allow all mappings by department.

2. There are 2 ways to assign and allocate payroll expenses against department or labor distribution cost centers.

3. If you need separate P & L‟s by cost centers (stores, locations, etc) QuickBooks traditionally tells you to use „Class Tracking‟ where each Class is a cost center, or

4. By using sub accounts under each actual G/L account and totals would „roll-up‟ to a parent account at a company level.

5. Select your method on this screen.

Click „Save‟

4

STEP 5 - Go to the menu item – Maintenance / Bank Account

1. Answer all questions and select the GL accounts to post for all of your cash payment accounts. For each disbursement type, click on the down arrow and choose from the account lookup box of available Cash accounts.

2. Use the down arrow to display the look-up list of all „Bank‟ and „Liability‟ accounts for each selection.

3. If individual employee, vendor or tax checks are to be sent to QuickBooks for reconciliation, select the second radio button and then select a liability account for the net checks offset. The Offset Account is only used if the second option “I plan to post Net Pay Checks via an IIF Download” is selected. When employee net pay checks are included in the export, in the General Journal Entry part of the file, the offset account is credited. When the checks are posted, the offset acct is debited and the cash acct is credited.

4. After selecting the bank G/L account for net pay, you will see all other places where

payroll GL can come in contact with „Cash‟ 5. Override the mappings below as needed and „Save‟ the screen. 6. If using QuickBooks Classes you may assign a Class ID to each type of Cash entry.

5

STEP 6 - Go to the menu item – Maintenance / Master Mapping

1. The Master mapping screen is used to map all available earning, tax and deduction types to your QuickBooks chart of accounts.

2. All selections at the Grey Bar level will be populated down to all like items below it. Override as required and „Save‟ the screen

3. The mapping must be completed at the company level before you can begin mapping at a division/department level.

Company Level Map:

6

Department Level Map:

Mapping Information: When setting up Web GL, you must map (join) each type of pay data (earnings, taxes, deductions, Gross Pay and Net Pay) to an appropriate GL account in your QuickBooks.

The complete mapping is only performed this one time, when you start the Web GL setup. In the future, when making changes that affect the payroll setup, you will have to map only the changes. Some of the scenarios that would cause you to have to do additional mapping, are:

If you instruct your payroll company to add new earnings, tax or deduction types to your payroll program.

If you add new divisions or departments, and you are setup to allocate costs in Web GL by div/dept. (optional)

If you add a new bank account to your Chart of Accounts that directly affects payroll disbursements.

7

STEP 7 - Go to the menu item – Reports

1. Run any of the first three reports to check your work during the Set-Up process. 2. The last four reports are to be run against any payroll run.

8

STEP 8 – Setting Up Internet Options

1. On the Menu Bar choose: a. Tools b. Internet Options

9

2. Choose the „Security‟ tab 3. Choose „Custom Level‟

4. Make certain that the following are Enabled: a. Downloads b. Prompting for Downloads

5. Click „OK‟

10

6. Choose the „Privacy‟ tab 7. Make certain there is NOT a checkmark in the box „Turn On Pop-Up Blocker‟

8. Still within the „Privacy‟ tab there is a box labeled „Advanced‟ ~ Click on it

11

9. Make sure there is a check mark in the box to Accept; First Party Cookies and to Prompt for Third Party Cookies.

10. Click „OK‟ on the small box 11. Click „OK‟ on the big box

12

STEP 9 – Save Payrun

Choose „Post to GL‟ / OPEN

13

You will see a „Master Enrollment File‟ as well as all Open/ Unposted payruns.

Double click on the payrun you want to save and export.

14

“Payrun is NOT mapped!” will be flashing at the top of the screen. Choose „Save Payrun‟

15

The message at the top of the screen will stop flashing and will change to “Payrun is mapped and Journal is balanced”

1. You will see the payroll totals from that pay run matched to the GL accounts you mapped them to in the set up process

2. Click on any pay category to view the detail

16

If this is the 1st time you are getting ready to export a payrun, or if you have recently made changes to your mapping, click „Report‟. Choose a level of detail and click „View Report‟.

17

The report will detail the information that will post to your QuickBooks if you choose to export at this time. Make certain the information this report contains is what you expect to see and that all payroll related items will post where you want them to.

18

STEP 10 - Save and Download the QuickBooks .IIF file

When you are satisfied the mapping is correct, close the report and click „Export‟

Choose the level of detail you wish to export. The Summary File combines the debits and credits. The detail file breaks out the debits and credits. If you have chosen to export each check to your register, choose the last level of detail. Click „Create File‟.

Click „Save‟

19

Save the file to your desktop ready for import.

Click „Close‟

20

STEP 11 – Import File into QuickBooks

1. Select the option to import the saved .iif file into QuickBooks. 2. Select the downloaded file from your Desktop and QuickBooks does the rest.