Payroll Setup When Using QuickBooks - SuccessWare®21Prior to completing the payroll setup, you must verify that your General Ledger includes the accounts that will be used for processing

Payroll Setup When Using QuickBooks

Payroll

2 SuccessWare21, Inc.

Table of Contents

Before you Begin- READ FIRST!!! ..................................................... 4

Introduction......................................................................................... 6

Setup Requirements........................................................................... 6

General Ledger Setup for Payroll ....................................................... 7

The Payroll Register Account ............................................................. 9

Adding a New Account to the Account Register ........................................9 Marking an Existing Account as Your Default Payroll Account ..............10

Payroll Setup .................................................................................... 11

Payroll Periods Tab .....................................................................................12 General Ledger (G/L) Tab ...........................................................................14 Overtime Tab................................................................................................20 NTCs and Premiums Tab ............................................................................22 Labor Burden Tab........................................................................................25 Import/Export Tab........................................................................................27 Miscellaneous Tab.......................................................................................32

Employee Setup ............................................................................... 34

To Add an Employee ...................................................................................34 The Employee Setup Form .........................................................................35 Employee Pay Types...................................................................................40

Additional Payroll Setup ................................................................... 43

Editing Labor Items in the Pricebook ........................................................43 Updating Job/Call Types & Timecard Status Codes to Include Pay Items......................................................................................................................44 Adding Payroll Options to User Groups....................................................45

Activating Payroll .............................................................................. 49

The General Ledger Activation Date for Payroll .......................................49 Payroll Activation Requirements ...............................................................50

Setting up QuickBooks Pro............................................................... 52

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SuccessWare21, Inc. 3

Company Setup within QuickBooks ..........................................................52 Setting Up Payroll in QuickBooks..............................................................53

Editing QuickBooks Pro to Interface with SuccessWare21 .............. 58

Introduction..................................................................................................58 QuickBooks Pro Preferences .....................................................................58 Optional Settings.........................................................................................63 Employee Setup...........................................................................................65

Completing Payroll Setup................................................................. 67

Create the export file...................................................................................67 Run QBLink to complete setup and import to QuickBooks Pro..............69 Complete Employee Setup in QuickBooks ...............................................77 Enter Year-To-Date Information For Employees In QuickBooks.............79 Create and Memorize the Reconciliation Report ......................................79 Run the Payroll Reconciliation Report ......................................................81 Setting up Import Filters .............................................................................82

Payroll


BEFORE YOU BEGIN- READ FIRST!!!

SuccessWare21 is designed to assist you with preparing your payroll whether you use a payroll service or process payroll in-house. If you process your payroll in-house, you can interface with QuickBooks Pro (2003 or 2004) to import and export payroll information, or manually enter earnings information in another software package.

SuccessWare21 tracks time and commissions and prepares gross salary information. The “Payroll Period Summary Report” generated by SuccessWare21 can be used to provide this gross payroll information to an outside service or other in-house payroll process. The report contains wage information for each employee.

This document addresses the situation where you will use QuickBooks Pro to create your in-house payroll. Earnings will be entered and maintained in SuccessWare21 and exported to QuickBooks. You will generate employee paychecks, deductions and additional employer payroll expense figures in QuickBooks. These figures are then imported back to SuccessWare21 to complete the reconciliation process.

In order to implement payroll via SuccessWare21, it is important that you…

Understand that the setup of payroll within SuccessWare21 may take a few days. You must take the time to review this Payroll Documentation. You must determine how you will be processing payroll and be familiar with the decisions and setup involved. Some of the key decisions are addressed in the Overview section of this manual.

We also recommend that you set up pay items, select the standard pay item, and assign other pay items to job/call types and timecard status codes one payroll period prior to the first period you will process in SuccessWare21. Timecard entries are generated automatically as you complete call progress. If you create timecard entries before you have selected the standard pay item, the entries will not contain a pay item. When you prepare the payroll period for processing you will get a message that the timecard entries have invalid pay items and you will have to manually edit every timecard entry.

Plan on test runs. You should continue your current method for processing payroll while setting up and initially running payroll through SuccessWare21. You can run SuccessWare21’s payroll parallel with your existing system to allow you/your staff to become familiar with the process without creating a “learning crunch” situation to get your checks out. You should only need two test runs before you rely completely on SuccessWare21 Payroll.

Obtain an activation code. Activation of the Payroll module actually involves three activation steps. The first involves calling SuccessWare21 to obtain a new activation code, which makes the Payroll module eligible to be turned on. After you receive the activation code, you will be able to “turn on” the payroll module via the Activate button in payroll setup.

There is no additional cost involved with activating payroll and it will not affect your current software activation schedule.

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To activate payroll call 888-251-2779, Monday through Friday, between 8:30am and 5:30pm EST. Payroll activation cannot be given outside of these times.

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INTRODUCTION This section describes the steps necessary to set up the Payroll module to maintain and post timecard entries, other earnings, and employer expenses into SuccessWare21.

Since you are using the interface with QuickBooks Pro, you will export gross wage information from SuccessWare21 into QuickBooks. QuickBooks will calculate the net wages and generate checks for your employees. You can then import the reconciliation information back into SuccessWare21, which will update the General Ledger with the actual payroll entries.

The system must compare records in SuccessWare21 to those in QuickBooks during processing. Because of this, SuccessWare has automated part of the setup process. This will insure the necessary setup is done to facilitate the export and import process. The QBLink utility will assist in setup as well as processing each pay period.

SETUP REQUIREMENTS

Before you can activate and begin to use the SuccessWare21 Payroll module there are several elements of setup that must be completed.

• Setup of default General Ledger accounts related to payroll

• Setup of your default bank account that will be used for payroll

• Completion of the payroll setup screens

• Proper setup of your employees for payroll

• Proper setup of QuickBooks to interface with SuccessWare21

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GENERAL LEDGER SETUP FOR PAYROLL

Prior to completing the payroll setup, you must verify that your General Ledger includes the accounts that will be used for processing payroll and that the appropriate accounts are selected as the payroll default accounts.

When posting and reconciling payroll you will need General Ledger accounts for:

Wages/Earnings – be sure to include accounts for direct cost, overhead expense and accounts for earnings such as vacation pay, shop time, etc.

Employer expenses – examples of employer expenses would be items such as the employer’s portion of FICA (Social Security), Medicare and Unemployment taxes. Your company may also have an expense for things such as a 401(k) plan or group insurance.

Accrual accounts – you will need liability accounts in which you will accrue deductions and calculated employer expenses that will accumulate until you pay your payroll taxes. Some companies create separate accounts for the different deductions and accruals while others combine them. For instance, you may have an account for FICA withheld, one for Federal withholding, another for State withholding and separate accounts for the Employer matching accruals rather than accounts such as Withheld Employee Taxes and Accrued Employer Payroll Taxes. Don’t forget to include accounts for every type of deduction – not just taxes (i.e. Child Support Garnishment).

Other accounts – verify that you have any other accounts to which you will post when processing payroll. For instance, you may deduct employee receivables or tool loans.

Note: You may wish to use sub-accounts to track deductions such as Employee Receivables or Tool Loans. You would create a base account such as Employee Receivables then a separate sub-account for each employee that you wish to track.

After verifying that all accounts and/or sub-accounts that you will need for payroll are set up you must select the default accounts that the system will use.

The default accounts that pertain to payroll are:

• Payroll Accrued -- the system will post payroll to this liability account until the reconciliation is performed.

• Payroll Est. Labor Burden – At the time that the payroll period is posted the system will post (debit) the Estimated Labor Burden to this account if you select post labor burden to the default ELB account.

• Payroll Burden Applied – At the time that the payroll period is reconciled, the system will post (credit) the total Estimated Labor Burden to this account if you select post labor burden to G/L as indicated by pay items.

Note: Each payroll default type MUST have an account. This includes the Estimated Labor Burden type, even if you do not plan to use Estimated Labor Burden. For more information on Labor Burden options, refer to the Overview section of this document.

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To set your payroll related default general ledger accounts:

1. Select the 21 Button on the toolbar to open the Main Menu.

2. Click the Setup button.

3. Click the General Ledger button and select the DEFAULT ACCOUNTS tab.

4. Select the Default type listed on the left. (The three Payroll related default types begin with Payroll-)

5. In the right panel, double click on the account that you want to use as the default account for this transaction type.

6. Click OK to confirm the selection of the account and notified that once the account carries a balance it will not be able to be changed.

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THE PAYROLL REGISTER ACCOUNT When configuring payroll within SuccessWare21 you must designate a default bank account that will be used to write paychecks. The account chosen can be an existing bank account (note that a cash box account cannot be designated the default payroll account) or you can add a new account to the ACCOUNT REGISTER.

Adding a New Account to the Account Register The account you intend to use to write payroll checks must be listed both in your general ledger and in your ACCOUNT REGISTER. If the account is not listed in your account register it must be added.

To add the account: 1. Access the Main Menu and click Setup and then Reference Library. When the

next screen appears, select Accounting found in the VOLUMES column, and then double-click on Register Accounts. When the REGISTER ACCOUNTS table appears click Open.

2. Press Ctrl+Enter to open the Reference Library book in edit mode.

3. Click New and fill in the following fields:

Field Name Description

Register Account# This is the code you use to identify the account. You can enter any ID you wish to use. Some companies use the General Ledger account number or the actual bank account number.

Description The description of the account.

Active Verify that this field is marked to indicate that the account is active.

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Field Name Description

Account Type Select BANK.

GL Account & Sub Account

Enter the correct General Ledger account (and sub account if appropriate) or select the account from the drop-down list.

Default Payroll Account Select this checkbox to indicate that the account is the default payroll account.

4. Click Save, and then Close when finished.

Marking an Existing Account as Your Default Payroll Account If you are using an existing bank account for payroll checks, you must edit the account to indicate that it is your default payroll account.

To Edit the Account: 1. Access the Main Menu and click Setup and then Reference Library. When the

next screen appears, select Accounting found in the VOLUMES column, and then double-click on Register Accounts. When the REGISTER ACCOUNTS table appears click Open..

2. Press Ctrl+Enter to open the REFERENCE LIBRARY book in edit mode.

3. Use the arrow buttons at the bottom of the form to locate the correct account.

4. Click Edit.

5. Use the spacebar or mouse to mark the DEFAULT PAYROLL ACCOUNT checkbox.

6. Click Save, and then Close.

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PAYROLL SETUP You will use the PAYROLL SETUP screen to complete most Payroll setup options. In the Payroll Setup screen you will complete the following elements of Payroll setup:

• Payroll Periods

• Pay Items

• Deductions and Additional Employer Expenses

• Payroll Service Disbursements

• Overtime Setup

• Handling of Non-Timecard Entries

• Payroll Premiums

• Labor Burden Setup

• Payroll Import/Export Options

• Miscellaneous Payroll Setup required for states that include local payroll taxes.

To Access Payroll setup:

1. Select the 21 Icon to open the Main Menu

2. Click the Setup button and then the Payroll button.

Note: You may need to use the Edit and Save buttons at the bottom of the form to access certain options in the payroll setup windows.

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Payroll Periods Tab

On the PAYROLL PERIODS tab you will indicate the type of payroll periods your company uses by selecting the check boxes. You may use any combination of weekly, biweekly, monthly, and semimonthly pay periods.

The PAYROLL PERIODS tab is also where you can indicate whether or not you are using an outside payroll service to process your payroll and, if so, how the payment to the service should be processed.

Payroll Periods Weekly periods consist of seven days and end each week on the same day. If your company uses weekly periods, check the ‘Use weekly periods’ checkbox and indicate the day of the week your weekly period ends.

Biweekly periods consist of fourteen days and end every other week on the same day. If your company uses biweekly periods, check the ‘Use biweekly periods’ checkbox and indicate the day of the week your biweekly period ends.

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Monthly periods consist of a different number of days for each period (depending on the month) and end on the same day for each month. If your company uses monthly periods, check the ‘Use monthly periods’ checkbox and indicate the day of the month (1-31) on which your monthly period ends. If you select the 29th, 30th, or 31st, the monthly period will end on that day for months that have that date, or the last day of the month for months that do not contain that date.

Semimonthly periods also contain a different number of days for each period. These periods end twice a month on the same days. If your company uses semimonthly periods, check the ‘Use semimonthly periods’ checkbox. Indicate the days of the month on which your semimonthly period ends. The first day must be between 1 and 15, and the second between 16 and 31. If the second end day is the 29th, 30th, or 31st, the semimonthly period will end on that day for months that have that date, or the last day of the month for months that do not contain that date.

Payroll Service

The Payroll Service section of the screen is used for companies who outsource the processing of their payroll. Since you are exporting your company’s payroll information to QuickBooks, you will not mark the Use payroll service checkbox.

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General Ledger (G/L) Tab

Pay Items Pay Items consist of a code, description, and expense type. Pay Items are used to:

• Define the pay rate & labor expense type on timecard entries

• Define the labor expense type on miscellaneous wage entries

• Group employee wages by type when preparing payroll

• Optionally allow multiple pay rates for employees (by pay item)

• Automate variable pay rates and labor expensing when recording timecard entries and miscellaneous wages for jobs

• Specify GL accounts when posting labor expenses

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The Pay Items table consists of a Code, Description and an Expense Type. The Expense Type will determine to which account the labor expenses for the Pay Item will post in the General Ledger. If you have not set up an Expense Type for the item you are adding, you can use the Quick Add feature of SuccessWare21 to add it from the PAY ITEM list. You will also define the pay type for each item and whether the item is job related and/or should be treated as regular pay.

When setting up your Pay Items you may have more than one Pay Item code that is using the same Expense Type. For example you may have hourly and salaried employees working in the office but you want all of their earnings to post to 6060 – Administrative and Office Wages.

Note: For more information on “regular” pay, refer to the Overview section of this manual.

Field Description

PayItemCode Enter a unique code for the item.

Description Enter a unique description for the item.

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Field Description

PayType Use the drop-down menu to select the appropriate pay type Salary—fixed compensation that is paid regularly and is not based on hours or units. These items are used to define salary splits in employee setup. Hourly—earnings based on number of hours worked. These items are used when making timecard entries and miscellaneous wages. They are also used when defining default pay items on Job/Call types and pay rates in employee setup. Piecerate—earnings based on units completed (i.e. per job). These items are used when entering piece rate and miscellaneous wages. Commission—these items are used when recording commissions and bonuses.

JobRelated Place an X in this column to indicate that the pay item is job related. Pay items that are marked as job related will require a job number when used in timecard or other wage entries.

RegOT Place an X in this column to indicate that the pay item is treated as regular time. “Regular time” timecard entries will accumulate toward automatic overtime and will also be used in the calculation of the regular rate and overtime rate for a given period. DO NOT select RegOT on Pay Items such as Vacations and Holidays unless you want the Pay Items to count toward overtime.

ExpenseType Enter or select the appropriate Expense Type for the pay item. The Expense Type will determine where labor expense will post in the General Ledger.

Is Active Verify that this column is selected to indicate that the item is active.

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Note: Hourly, job-related, pay items will automatically be added to the PriceBook as labor items. This will allow you to maintain the sale price for the specified type of labor. They will appear in the category <uncategorized>.

Standard Labor Pay Item The Standard Labor Pay Item will be used as the default pay item on timecard entries when no other pay item is specified. This standard labor item must be an ‘hourly’ item

Be sure to select the hourly pay item that the majority of your job related timecard entries should use (i.e. Regular hourly that will post to cost of sale labor.) You can add other pay items to job/call types or to non-job related timecard status codes that to wish to post to a different general ledger account.

Deductions and Additional Employer Expenses Deductions and Additional Employer Expenses consist of a description and three General Ledger account/sub account combinations. Use these items to define payroll deductions, employer accruals, and expenses such as income tax, unemployment taxes, 401k, group insurance, etc. If you have an account for which you have sub accounts you will need to enter a deduction or expense for each sub account that you will post to as a result of payroll.

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Field Descriptions

Description Enter a unique description for the item.

IsDeduction Type an X in this field to indicate that the item is deducted from employee earnings. When this field is marked, you will be required to select the account that you wish to credit for the deduction when payroll is reconciled and to enter a deduction amount when reconciling.

IsExpense Type an X in this field to indicate that the item is an employer expense. When this field is marked, you will be required to select the accounts that you wish to credit for the accrual and debit for the expense. These accounts will be used when payroll is reconciled.

IsEmployerManaged Type an X in this field to indicate that this deduction or expense is employer managed. Using the interface between SuccessWare21 and QuickBooks is considered “in-house” payroll. All deductions and expenses for in-house payroll must be employer managed.

EmpeAcct The General Ledger account you wish to credit for the employee deduction. This account is normally a liability account where you will accumulate withholding until you turn the deduction over to the proper authority. For instance when you deduct taxes you will forward the amount deducted, plus any employer portion, to the state or federal government. You may also credit an expense account when you are deducting a reimbursement from the employee to you. For instance you pay your insurance company for group medical but deduct a portion from each employee’s earnings. This field is required when IsDeduction has been selected for Employer Managed items.

EmpeSub If the General Ledger account you entered in EmpeAcct contains sub accounts, enter the appropriate sub account for the deduction item.

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Field Descriptions

EmprAcct The General Ledger account you wish to credit for the employer accrual. This account will be used to offset the employer expense account for items marked IsExpense when payroll is reconciled.

EmprSub If the General Ledger account you entered in EmprAcct contains sub accounts, enter the appropriate sub account for the item.

ExpAcct The General Ledger account you wish to debit for the employer expense. This account will be offset by the EmprAcct for items marked IsExpense when payroll is reconciled.

ExpSub If the General Ledger account you entered in ExpAcct contains sub accounts, enter the appropriate sub account for the item.

IsActive Verify that this column is selected (X) to indicate that the item is active.

The active entries entered here are the items that will show up on the Deductions/Expenses page of payroll reconciliation. The value of IsEmployerManaged will affect the calculations for balancing the reconciliation, as well as how values are posted to the general ledger.

P/R Service Disbursement Setup The P/R Service Disbursement Setup option is used to create a list of the disbursements necessary to process your payroll when using a payroll service. Since you are not using a payroll service you will skip this step.

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Overtime Tab

Overtime Setup In order to use automatic calculation of overtime, you must define how SuccessWare21 should calculate overtime.

To define payroll setup, click the Modify Setup button.

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Weekly Accumulation of Overtime: If your company pays employees overtime on a weekly basis, check the ‘Accumulate overtime on a weekly basis’ checkbox and indicate the number of regular hours an employee must be on the clock before weekly overtime hours begin to accumulate (e.g., 40 hours).

Daily Accumulation of Overtime: If your company accumulates overtime on a daily basis, check the ‘Accumulate overtime on a daily basis’ and indicate the number of regular hours an employee must be on the clock before daily overtime hours begin to accumulate (e.g., 8 hours).

The Overtime Workweek: If you are accumulating overtime on a weekly basis, you need to specify an overtime workweek end day. The overtime workweek consists of seven days and ends on the same day each week. Monthly and Semi-monthly payroll periods must use this default workweek. Weekly and Bi-weekly payroll periods can use the default workweek or they can use the ending day of the payroll period.

Overtime Pay Rate The overtime rate or multiplier your company pays for overtime must be specified (ex 1.5). Overtime is paid as a premium and is described the next section.

Overtime Workweeks for Periods Monthly and semimonthly periods do not have even segments of seven-day weeks. For this reason, the default overtime workweek is used for accumulating overtime for employees in monthly or semimonthly periods.

Weekly and biweekly period have even segments of seven days. These periods can accumulate weekly overtime based upon their seven day segments, or you may choose to accumulate weekly overtime based on the default overtime workweek for these periods by checking the ‘Weekly periods’ and/or ‘Biweekly periods’ under the ‘Use default work week for’ heading.

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NTCs and Premiums Tab

NTC entries represent times when there are no timecard entries on an employee’s timecard. When a gap exists between two entries, the system will automatically create an NTC entry to fill the gap.

The NTC’S & PREMIUMS tab of PAYROLL SETUP is where you will define how you wish to treat NTC entries.

In addition, you will set up codes to identify premium pay (i.e., overtime, holidays, etc.)

Lastly, you will identify how to calculate the base and premium addition for the period.

NTCs NTC entries are considered “unapplied time”. These are the segments of an employee’s day where he or she doesn’t have a timecard entry, or gaps between entries. For instance, a technician lets you know that he is finished with his current job at 1:45. You complete the job and determine what his next call will be. You dispatch him to his next call at 1:50. The 5 minutes from 1:45 to 1:50 will be considered an NTC.

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In another example the technician lets you know that he is finished with his current job at 1:45. You complete the job and find that you do not have another job for him right now so he comes back to the shop and works in the warehouse for an hour. You dispatch him to a service call at 3:00. Typically, rather than have an NTC for 1.25 hours, you will make a timecard entry for “shop time”. Doing so will ensure that his labor is posted to the correct general ledger account for shop time and limit NTCs to unapplied labor.

NTC entries cannot be edited. Instead, you will replace the NTC time segment with a valid timecard entry.

NTC entries can be set up as paid or non-paid time. If you select to pay employees for NTC entries:

• You can select whether to consider NTC as regular or non-regular pay (to accumulate toward overtime or not), and

• You must select a pay item to use for the automatically generated NTC entry. SuccessWare21 will use the pay item to determine where to expense the time. Many companies set up a specific pay item to use for NTCs that will post to a general ledger account for unapplied labor. Since they should be small segments of time, some companies absorb the expense into their normal direct labor cost.

Premiums Premiums are used on timecard entries and miscellaneous wages to indicate that you wish to pay the employee a premium rate for the time or earnings segment. The system uses the premium code OT by default for regular overtime (as you defined in the OVERTIME tab.)

To Set Up Additional Premium Codes: 1. Select the Premiums button on the NTCs & Premiums tab of Payroll Setup.

2. Press Ctrl+Enter, or right-click and select Modify mode. This will open the list in edit mode. Press Insert to add a line.

3. Enter a unique PremiumCode and description (PremiumDesc). Then enter the multiplier you wish to use for the code in the PremiumMult field.

Premium pay rates will be calculated based on the options you select in the Payroll Premiums section of this form. The formula is:

Premium Rate = Base Rate + Premium Addition

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You have 3 options to select the Base Rate. By:

• Normal rate for work performed (Recommended)

• Employee’s calculated average (regular) rate for the given period

• Standard hourly rating from Employee Setup (if higher than regular rate)

You have 2 options to select the Premium Addition. By:

• Employee’s calculated average (regular) rate for the given period (Recommended)

• Standard hourly rating from Employee Setup (if higher than regular rate)

Therefore, you have 5 different combinations you can select to calculate the correct premium calculation for your employees:

• Normal base + calculated average premium addition

• Normal base + standard hourly rate for premium addition

• Calculated average base + calculated average premium addition

• Calculated average base + standard hourly rate for premium addition

• Standard hourly rate base + standard hourly rate for premium addition

Note: The standard hourly rate base is not an option when using the calculated average for a premium addition.

The “Normal rate for work performed” is the rate that is on the pay item to which the payroll premium is applied. For instance, if an employee earns $18.00 per hour when working in the shop but $20.00 per hour when on service calls, his base will be $18.00 for shop overtime and $20.00 for tech overtime if you are using the normal base rate.

The system calculates the “average” hourly rate based on total regular earnings. It does so to ensure employees with no, or varying, hourly rates are paid a fair wage. The average rate is calculated by dividing the regular earnings by regular hours for the payroll period.

You may select to use “Employee’s standard hourly rating in employee setup” for the base and/or the premium addition. However, if the system calculates an average rate that is higher than the employee’s standard hourly rate, it will use the average anyway. If that situation occurs, the system will display a message indicating that there are employees in the pay period whose calculated rate is higher than the employee’s standard rate. It will allow you to display a list of the affected employees.

Note: The calculated rate used for premium calculation may be LOWER than the employee’s standard hourly rate.

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Labor Burden Tab

Labor burden is the additional employer expense of payroll such as unemployment tax, employer paid health insurance, employer 401k contributions, etc. (not paycheck deductions/withholdings).

Each time you process a payroll period; the percent of labor burden will change slightly based upon the actual gross wages earned. By “estimating” the percentage of labor burden you can post this additional expense at the time of posting payroll as opposed to waiting until you reconcile.

This estimated figure would show on daily financial statements giving you a more accurate profit margin. You may choose to post payroll with or without the estimated labor burden, or ELB.

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IMPORTANT- It is very important that you try to come up with a multiplier that is close to your real expense or you will be posting an amount either too great or to small

If you choose to post payroll with the ELB, you may choose to:

• Post the ELB to the default ELB general ledger account, or

• Post the ELB with earnings/wages to the accounts specified on the pay items recorded on timecard and miscellaneous wage entries.

If you do not select to post an estimated labor burden the system will only post gross wages when you post the payroll period. Additional expenses will not be reflected on your financial statements until you reconcile the payroll period.

If you select to post ELB to the default general ledger account you will post the ELB separate from job cost, as an overhead expense. The account will zero itself out when payroll is reconciled and actual expenses will be posted to the appropriate accounts as indicated in the Deductions and Additional employer expense setup.

If you select to post ELB as indicated by timecard’s pay item, the ELB will post as a part of labor job cost. For instance, if an employee earned $200.00 on timecard entries that posted to 4002 (Cost of sale – labor) and department 20, the system would calculate the estimated labor burden associated with the $200.00 and post it to the same account/department combination. When payroll is reconciled, the system will look to the default account setup to determine what account to use for burden applied and reverse it from that account using department 00. The result is that the ELB remains in the original department for reporting purposes.

Note: For examples of the accounting flow of ELB, refer to the Overview section of this documentation.

If you decide to post an ELB with your payroll, you must set up a Labor Benefits Multiplier (LBM Preset). The LBM Preset is used to estimate these expenses. The estimated labor burden will be calculated as:

ELB = (Earnings * LBM) - earnings The Average LBM: Your Company’s Average LBM is used to monitor the LBM Preset to ensure that it provides a reasonable estimate for GL posting. The average is calculated based on the history of previously posted and reconciled payroll periods. You may specify how many months of history you wish to use to calculate the average LBM.

The Warning Threshold: You may specify a Warning Threshold that SuccessWare will use to decide when to warn you to adjust your LBM Preset. The warning is just a message on the payroll reconciliation page indicating that the variance between your actual expenses and the estimated labor burden is outside of the acceptable range.

You will be warned to adjust your LBM Preset during reconciliation if:

Average LBM < (LBM Preset – Threshold)

or

Average LBM > (LBM Preset + Threshold)

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A threshold of 1.0 would be less sensitive than a threshold of 0.01.

Import/Export Tab

The Import/Export tab will be used to define:

• An Export Model if you are processing Payroll through QuickBooks Pro

• The location of the folder SuccessWare21 should use when importing or exporting payroll information.

• The specific reconciliation information you plan to import.

You will complete a portion of this screen now. The remainder of import/export setup cannot be completed until you have processed your first payroll period in QuickBooks Pro. You will be instructed when to return to this screen to complete setup.

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Export Method The Export Method that you choose determines what export options will be available to you when you perform an export. Select the drop down list and select QuickBooks Pro 2003 as the method that you are using.

Note: Intuit, the maker of QuickBooks, will not offer tax table updates for QuickBooks Pro 2000 past the end of 2003. Therefore, this documentation only includes instructions on working with QuickBooks Pro 2003 or 2004. You will select QuickBooks Pro 2003 if you are using the 2004 version also.

Exporting Commissions Select the appropriate radio button to indicate whether you wish to export commissions as hourly items or not at all.

Commission type pay includes all earnings that are not hourly or salary earnings. Therefore commission pay includes Sales Commissions, Bonuses and Piece Rate earnings. QuickBooks Pro only allows the import of hourly earnings. Because of that limitation, commissions and piece rate earnings cannot be imported as lump sum entries. When setting up SuccessWare21, you will select whether you wish to export these earnings as hourly items or not at all.

Exporting as hourly items If you select Export commissions as hourly items the system will summarize all earnings for each pay item. Since you do not want to add hours to an employee’s paycheck, the system will export the earnings with a time segment of one minute. In order to calculate the correct earnings, the system will calculate the rate based on the total earnings for the pay item divided by .01667 (1/60 of an hour.)

In the following example the employee has earned 1,599.62 for the pay item NONCOM (1,124.63 + 474.99) and 150.00 for the pay item AGRCOM.

When these earnings are imported into QuickBooks Pro they will appear as two one-minute entries.

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Remember, the rate is calculated by dividing the total earned per pay item by .01667. So in this example, where the employee earned 1,599.62 for pay item NONCOM, the system calculated a rate of 95,958.01.

To verify that the earnings are correct, see the Employee Summary in the bottom right quadrant of the paycheck.

Payroll


The following is an example of how the commissions will appear on an employee’s pay stub.

Selecting not to export commissions If you select Do not export commissions you must enter the earnings manually as you create paychecks in QuickBooks Pro. You will enter them as Other Payroll Items.

This is a sample of how the commissions will appear on the employee’s pay stub.

Payroll


Import/Export Folder The folder used as the Import/Export folder will be created as part of installing and setting up QuickBooks Pro. You will complete this setup step later in the setup process. When SuccessWare21 exports payroll files, it will put them in the folder specified here. When SuccessWare21 imports payroll files, it will expect to find them in the folder specified here.

Period Reconciliation Import In order to set up import filters, you must have processed your first payroll period in QuickBooks Pro. After printing checks you will create and memorize a report that will create a file that contains the period’s information. That is the file that you will use to import the information back to SuccessWare.

You will complete the Import/Export setup once that file has been created. You will be instructed when to return to this screen.

Payroll


Miscellaneous Tab

The Miscellaneous tab is only used for companies that are in states that impose local payroll taxes based on where the work is performed in combination with the employee’s place of residence.

If your company is not in a state that has a local payroll tax, you may skip this tab.

If your company does collect and report local payroll tax, select “Enable assisted local payroll tax withholding”, then select the “Local payroll tax codes” button to add the codes.

LOCAL PAYROLL TAX CODES consist of a Code, Description and Percentage. You must set up individual codes for all jurisdictions where you do work or where your employees live.

You must select local payroll tax code for every city/zip in your Cities/Zipcodes table. If there are cities/zips in your area that do not require withholding you will need to set up a code that has a percentage of 0% to assign to them.

Payroll


Field Description

Code Up to 6 character alphanumeric code that uniquely identifies the taxing jurisdiction.

Description A brief description of the taxing jurisdiction.

Percent The percentage of the employee’s gross wages to be withheld.

ResBal Place an “X” in this column if you wish to withhold the difference between the location of service withholding and the location of residence withholding. For example, an employee performs work in Madison county where the percentage is .5%. He lives in Washington county where the percentage is 2%. .5% will be reported for Madison county. If ResBal is marked for Washington county (where he lives) the balance of 1.5% will also be reported for Washington county.

Once you have identified all local payroll tax jurisdictions you will edit the Cities or Zipcodes reference book to enter the appropriate code for each city/zip. You can access these reference books from the Miscellaneous tab of payroll or the reference library.

You will select the appropriate Employer Payroll Tax code when setting up your employees.

Note: For details on setting up and using the Local Payroll Tax codes select the link to Concept Guides and Additional Documentation from “What’s New”. Find and review the document Payroll Taxes: Local Payroll Tax Withholding.

Payroll


EMPLOYEE SETUP In addition to normal employee setup (Employee Code, name, scheduling information, etc.), you must complete employee payroll setup before Payroll can be activated and used. Most companies have set up customer service prior to activating payroll. Therefore, employees that they dispatch through the call center typically already exist on the system. When setting up payroll you will add any employees that do not exist and edit the existing employees to complete the information required for payroll. Required employee payroll setup is completed in the Employee Setup form and includes:

• Pay Type

• Pay Period

• Hourly Rate or Annual Salary

• Average Check

• Automatic Overtime

The specific setup available for an employee depends upon the Pay Type that is chosen for the employee.

If you have been using QuickBooks Pro to process your payroll prior to setting up payroll in SuccessWare21 you must set up your employees with the exact name and social security number that you have been using in QuickBooks Pro. Refer to the section “Editing QuickBooks Pro to Interface with SuccessWare21” for more information.

To access the EMPLOYEE SETUP form, select the 21 Icon to access the Main Menu and click Setup and then Employee Manager.

To Add an Employee 1. Press Insert, or click New. The system automatically generates the Employee

Code, but you may overwrite it. The Employee Code will appear in the Call Center. For employees that will appear in the Call Center, make sure to enter the name, initials, or number that you wish to see in the Call Center as the Employee Code here. Another field is available for employee number.

Note: Once an employee is saved, the Employee Code can no longer be changed!

2. Enter the employee’s name (first and last) and select the EMPLOYEE TYPE. The system will mark the appropriate check boxes; SALES PERSON, TECHNICIAN, and MAINTAIN ASSIGNMENTS based on the type selected. Make sure that MAINTAIN ASSIGNMENTS is marked for all employees that you wish to schedule in the CALL CENTER. If this is checked, timecard entries will automatically create assignments.

Payroll


3. AUTOMATIC OVERTIME- If ‘automatic overtime’ is checked, overtime automatically calculated based on overtime setup will be included in the employee’s total overtime for a period. If ‘automatic overtime’ is not checked, only manual overtime will be included in the employee’s total overtime. In either case, during automatic calculation, both weekly and daily overtime will be calculated and available for reference. (This ‘automatic overtime’ setting can be overridden for an individual overtime period in the employee’s timecard.)

4. Enter the employee’s JOB TITLE in the appropriate field.

5. Select ACTIVE to indicate that this employee is presently employed and actively working.

6. Move through each of the tabs (SCHEDULING, ADDRESS/PHONE, etc.), and enter the appropriate information.

7. Click Save.

The Employee Setup Form The EMPLOYEE SETUP form contains a number of tabs where you will complete scheduling, payroll, and other information for each employee.

• Scheduling -Contains information regarding the employee’s schedule and work abilities. See detail below

• Address/Phone -- also includes fields for entry of email, pager, emergency contact and cell phone, and set up for email paging.

• Personal Information -- includes sex, marital status, birth date, driver license number and expiration date, spouse information, Social Security number, employee number, hire date and termination date.

• In order to interface with QuickBooks Pro you must record a Social Security number (in the xxx-xx-xxxx format) and record a gender for the employee.

• Training -- press Insert to enter a free form line to list training that has been completed by the employee.

• Wage Information - Includes information regarding the employee’s payroll setup. See detail below

• Piece rate - This tab will only appear if the employee has a Pay Type of Piece rate. See detail below

Payroll


• Salary split - This Tab will only appear if the employee has a Pay Type of Salary. See detail below

The Scheduling Tab

The SCHEDULING tab will make different fields available to you depending upon whether the selected employee is marked as a TECHNICIAN or SALES PERSON or not.

The following fields are only available for Technicians or Salespersons. When assigning jobs, the system will refer to these fields to indicate which technicians are qualified to perform the job and will display the wrench, screwdriver and wand icons where appropriate.

Field Description

Job Classes Use the drop-down menu to select all Job Classes for which the technician is qualified to work.

Job Types Use the drop-down menu to select all job types for which the technician is qualified to work.

Skills Use the drop-down menu to select any special skills the technician has.

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Field Description

Note: The field length for each of the three fields listed above is 255 characters. If you have a large number of classes, types or skills, all that you select may not be saved.

The remaining fields are available for all employees.

Work Schedule Use the mouse or spacebar to check the days of the week the employee normally works. Then enter the employee’s normal start and stop times.

The Work Schedule must be set up for ALL employees if you are using payroll (even Salaried employees). SuccessWare21 will post salaried employee’s wages to the G/L based upon their work schedule.

Note Use this field to enter any comments or notes about the employee or his/her schedule. This information is displayed as a pop-up hint when placing your cursor over the employee’s title panel in the Call Center.

Vehicle ID If the employee has been assigned a company vehicle, enter the vehicle’s ID here.

Default Dept Enter the department in which the employee normally works. This department will be used for timecard entries that have no department assigned (i.e. NTCs or Non Job related entries such as lunch or meeting time.).

Payroll


Wage Information Tab

On the WAGE INFORMATION tab you will define information related to Payroll for the selected employee.

Field Description

Pay Type Required field. Select whether the employee is HOURLY, SALARY or is paid by PIECE RATE. ONLY set up employees as hourly if you want their earnings based on timecard entries. If pay is based upon billed hours your will use Piece Rate and enter their hours through the MISCELLANEOUS WAGE Manager.

Pay Period Required field. Select how often the employee is paid. Only the pay periods you have defined in payroll setup will be available. You can only select one period type per employee.

# Exemptions Enter the number of exemptions that the employee is claiming. This field is for your information only and not used by the payroll module.

Hourly Rate For hourly employees, enter the employee’s hourly pay rate. Then enter the number of hours the employee normally works in the pay period in the AVG HRS/PERIOD field. The system will calculate the ANNUAL SALARY and AVG CHECK.

Payroll


Field Description

Annual Salary For salaried employees, enter the employee’s annual salary. Then enter the number of hours the employee normally works in the pay period in the AVG HRS/PERIOD field. The system will calculate the HOURLY RATE and AVG CHECK.

Avg Hrs/Period Enter the number of hours the employee normally works in the pay period.

Avg Check For piece rate employees, enter the employee’s normal gross earnings in a pay period. Hourly and salaried employees, this field will calculate automatically.

Pay Rates This is ONLY for hourly employees. Click on the Pay Rates button to optionally set up varying rates for different types of work, or for pay items. For instance, if you pay an employee a different rate for meetings and shop time than when he or she is dispatched to a job, you will enter the different rate for each pay item here. If you always pay the employee the same rate you do not need to set up other pay rates.

Bill Rate The amount you bill for this employee. If Payroll is not active, the system will use this as the bill rate for cost plus invoicing.

Bill Cost The cost per hour for this employee. If Payroll is not active, the system will use this as the hourly labor cost when importing timecard entries on an invoice.

Employer Tax Code You should only complete this field if you have selected Enable assisted local payroll tax withholding in Miscellaneous setup to track local payroll taxes. Enter or select the local tax code appropriate for your company’s location. The system will use this code for all payroll entries that do not contain a job related local tax code.

Next Review, Last Review and Last Raise

Enter the appropriate dates.

Last Hourly Rate or Last Salary

The employee’s pay rate as of the last change.

Payroll


Field Description

Hire Hourly Rate or Last Salary

The employee’s starting pay rate.

Employee Pay Types Different options will be available to you when performing employee payroll setup depending upon the specific Pay Type that you choose for the employee. Additionally, the way you will process each employee’s payroll information is based on the particular Pay Type used.

Hourly Employees Enter the employee’s hourly rate and specify the average hours/period (e.g., for a weekly pay period the average hours might be 40). Based upon the hourly rate and the average hours worked during the period, SuccessWare21 will estimate the employee’s annual salary and average (expected) gross earnings.

When preparing and posting payroll, hourly employees’ wages are expensed by date, pay item and department as specified on timecard and miscellaneous wage entries.

To optionally set up varying rates for different types of work (or pay items), click on the Pay Rates button to access the Employee’s Pay Rate Reference Book (variable pay rates will only apply to hourly employees). Within this book you can enter different pay rates for different hourly pay items.

Payroll


Salaried Employees For salaried employees, enter the employee’s annual salary and specify the average hours/period (e.g., for a biweekly pay period the average hours might be 80). Based upon the salary and the average hours work during the period, SuccessWare21 will estimate the hourly rate and the average check amount.

A sixth tab will become visible for salaried employees: ‘Salary Split’. On this tab you must designate how the employee’s wages should be expensed.

Payroll


You can select to expense the employee’s salary based on:

Timecard entries, or

Salary splits

Timecard entries – If the employee's wages are expensed to timecard entries, the ‘salary rate’ will be determined by dividing the Average Check by the total hours recorded on the timecards for the period. This salary rate will be expensed as designated by the pay items on the timecard entries. For instance, if 40% of his timecard entries were created with the pay item for Tech hourly and were in department 20, 40% of his salary will post to COS Labor, department 40%. The employee’s wage summary will be based upon the timecards and miscellaneous wage entries. This method is not recommended for employees who have very little timecard activity. The few hours represented on the timecard are probably not a good representation of the employee’s total earnings.

Salary Splits: If the employee’s wages are expensed via salary splits, you must enter the splits specifying a percentage, a pay item and a department. The percent column for all splits must add up to 100%. The average check amount will be split by the percentages indicated to the pay item/department on the split entries regardless of timecard entries. The employee’s wage summary will be based upon these splits and any additional miscellaneous wage entries.

Piece Rate Employees For piece rate employees, enter the average hours/period and an estimated average check amount. SuccessWare21 will calculate an estimated hourly rate and salary amount.

Piece rate wages are summarized and expensed based upon miscellaneous wages only. Timecard entries are only referenced for total hours during the period when determining the employee’s regular rate for premium pay.

When an employee is set up as piece rate, the PIECERATE tab is visible within employee setup. On this page you must specify whether or not to use a base amount and a percentage of sale to pay the employee.

Payroll


If the employee is paid based upon a percentage of the sale, enter the percentage and checkmark whether the employee is paid based upon a percentage of the Parts, Labor or Miscellaneous sale totals.

If you check the base amount checkbox, when recording piece rate wages, you will be able to enter a base amount. If you do not check it, you will not be able to enter base amounts when recording piece rate wages for the employee. The total wage recorded will equal the base amount (if any) plus the percentage of the sale amount.

ADDITIONAL PAYROLL SETUP In addition to the General Ledger, payroll specific and employee setups, you may need to configure the following:

• Edit Labor Items in the Pricebook

• Update job types to include pay items, when necessary

Editing Labor Items in the Pricebook The Pricebook Labor Items provide the cost and sale price for particular types of work. Pay items that are both “hourly rate” and “job related” will automatically be added to the Pricebook as Labor Items. They will appear in the Labor section in the category <uncategorized>. You will edit the uncategorized items to update the cost and to move them to the appropriate Category and Group. If you move the item to a category that is using either Default Pricing or Custom Pricing, the system will calculate the Standard (sale) Price. If the category uses Manual Pricing, you must manually enter the Standard Price for the item. Labor Items can be used as detail when building Task Items. They can also be used as line items on receivables invoices or cost detail for Task Items.

To Edit the Uncategorized Labor Items: 1. Access the Main Menu and click Purchasing and then Pricebook.

2. Click on the Category labeled as UNCATEGORIZED in the LABOR section. The Labor Items created from hourly/job-related pay items will display in the grid on the right.

3. Highlight the Labor Item you wish to edit and press Enter, or right-click and select Edit labor item.

Payroll


4. Use the drop-down menus to select the Category and Group to which you wish to assign the Labor Item.

5. Enter the Standard Cost of the Labor Item.

6. If the Category to which you have assigned the Item uses the default pricing formulas, or custom pricing formulas, click Recalc price to update the standard price based on the pre-set formulas. If the category uses manual pricing, enter the standard price for the Labor Item.

7. Click Save to save the changes.

Updating Job/Call Types & Timecard Status Codes to Include Pay Items When timecard entries are created, whether through Call Progress or Timecard Entry, the system will look at payroll setup to find the pay item you selected to use as the Standard Labor Pay Item. However, if you have other hourly timecard entries that should post using a different pay item, you can override the Standard Labor Pay Item by a Timecard Status code or by the Job/Call Type.

Timecard Status codes and Job/Call Types can be edited to reference a specific Pay Item. When making timecard entries, or creating timecard entries through Call Progress, the system will use the selected Pay Item to determine the pay type and rate.

Timecard entries created as a result of Call Progress (dispatching or entering on-site and completed times for a call) will use the Pay Item assigned to the Job/Call type. If the Timecard Status contains a Pay Item, that Pay Item will override the one assigned to the Job/Call Type.

You only need to assign Pay Items to Timecard Status Codes or Job/Call types if you wish to use a different pay item than the standard pay item. If no pay item is defined for Timecard Status codes or Job/Call types, the system will use the Standard Pay Item as defined in the payroll setup.

To update Job/Call types or Timecard Status codes to include Pay Items:

Payroll


1. Access the Main Menu and select Setup, then Reference Library.

2. Select Customer Service in the VOLUMES column.

3. Select the appropriate Reference Library list (either Timecard Status or Job/Call types).

4. Press Ctrl+Enter to modify the list, or right-click and select Modify Mode.

5. Move to the item you wish to edit and press Enter to edit the line.

6. Tab to the PAY ITEM column and use the drop-down menu to select the desired pay item.

7. Press Enter to save the changes to the line.

8. Repeat to edit any other items, then press Esc to exit modify mode.

9. Close the list.

Adding Payroll Options to User Groups You must edit the user groups for all users to whom you want to give payroll permission. You may edit more than one group giving more access to some users than others.

To Edit a User Group: 1. Access the Main Menu and select Setup, then Users.

2. Click Groups.

3. Use the drop-down arrow at the SELECT USER GROUP field to select the group you wish to edit.

4. Select the PAYROLL tab, and then click Edit at the bottom of the form.

Payroll


5. To indicate that users in this group should have access to payroll, use the mouse or spacebar to select the Allow Access to Payroll Data checkbox.

6. Use the mouse or spacebar to select all options for which users in this group should have access.

7. Select the other tabs CUSTOMER SERVICE, SETUP, and REPORTS to mark user abilities that affect payroll on those forms also.

8. Click Save to save the changes. Users in the group must log out of SuccessWare21 and back in, in order for it to recognize the changes to the group.

Payroll Permissions There are four tabs in the USER GROUPS dialog box that effect payroll related permissions.

Payroll Tab

Option Description of Permission

View/Modify PayItem/Premium on Timecard

View and modify pay items and premiums on timecard entries.

Access Piece Rate Assistant

Access and record piece rate wages for piece rate employees assigned to a job.

Access Miscellaneous Wage Manager

Access the miscellaneous wage manager and modify miscellaneous wages. Modify payroll information when recording commissions for jobs.

Payroll



View Hourly Rates Allows the user to see each employee’s hourly rate when entering hourly items through the Miscellaneous Wage form. It will also allow the user to see base amount and calculated earnings when entering commission or piece rate earnings in the Miscellaneous Wage form when opened from the Employee or Payroll Managers.

View Commission/Piecerate Rates/Amounts

Allows the user to see the base amount and calculated earnings when entering commission or piece rate earnings in the Miscellaneous Wage form when opened from the Job Manager or Job Summary form (Commissions for Job.)

Override Payroll Employee/Period Locks

Modify timecard and miscellaneous wage entries for locked payroll periods.

Process Payroll - Access the PAYROLL MANAGER to create, prepare, delete, reset, lock/unlock, un-verify payroll periods.

- Lock/unlock, prepare, verify and un-verify employees’ payroll information.

- Calculate overtime.

- Modify entries in the employee/timecard review mode of the PAYROLL MANAGER.

- View and modify pay rate in timecard entries.

- Modify timecard and miscellaneous wage entries for locked periods.

Post Payroll Periods Post payroll periods.

Adjust Payroll Periods Adjust (unpost) payroll periods.

Reconcile Payroll Periods

Access payroll period reconciliation.

Post Period Reconciliation

Post payroll period reconciliation.

Adjust Period Reconciliation

Adjust (unpost) payroll period reconciliation.

Payroll


Setup Tab


Payroll Setup - Access and modify payroll setup.

- Access the wage information, salary split, and piece rate tabs of employee setup.

- View/modify social security number, hire date, and termination date on the personal information tab of the employee setup.

- Change the end dates of payroll periods in the PAYROLL MANAGER.

Employee Setup Allows access to employee’s pay rates.

Customer Service Tab


Timecard Manager Allows access to the Timecard Manager. (The View/Modify Pay Item/Premium on Timecard option in the Payroll tab will determine whether or not the user has access to payroll specific information on the timecard.)

Commissions for Job

Allows access to the COMMISSIONS FOR JOB form.

Reports Tab


Payroll Allows access to payroll reports.

Payroll


ACTIVATING PAYROLL There are three activation steps for Payroll:

1. Call SuccessWare21 to obtain an activation code -- Call SuccessWare21 to obtain a new activation code, which makes the Payroll module eligible to be turned on. After you receive the activation code, you will be able to “turn on” the payroll module. To activate payroll call 888-251-2779, Monday through Friday, between 8:30am and 5:30pm EST. Payroll activation cannot be given outside of these times.

2. Setting The General Ledger Activation Date for Payroll—the date you wish to start posting payroll transactions to the General Ledger

3. Activating the Payroll Module—this turns on the payroll module so that you can start processing payroll

The General Ledger Activation Date for Payroll If you wish to use the Payroll module, you must activate the General Ledger posting of Payroll in the Financial tab of company setup.

To activate the posting of payroll in the General Ledger: 1. Access the Main Menu and click Setup and then Company.

2. Select the FINANCIAL tab.

3. Click Edit.

4. Use the mouse or spacebar to mark the Payroll checkbox and enter the date on which you wish to start posting payroll to the General Ledger. If you have not previously activated general ledger, you must also activate it at this time.

Note: The G/L activation date that you enter should be the first date of the first payroll period that you want to process through SuccessWare21. For example, if your first period were June 30th through July 6th, your G/L Activation date would be June 30th.

5. Click Save, and then Close.

Payroll


Payroll Activation Requirements Before you can access the PAYROLL MANAGER and process payroll periods, you must activate payroll. This simply “turns on” the module.

The following is a breakdown of payroll configuration (required items are indicated):

• Payroll periods (required)

• Standard pay item (required)

• Additional pay items

• Deductions/Expenses (required)

• Overtime setup

• Overtime pay rate (1.5 is set up by default)

• Overtime workweek for periods

• NTC entries

• Premiums (the premium code OT is set up by default)

• Labor burden

• Default Payroll GL Accounts (required)

• Import/Export Folder

• External Payroll Data (for QuickBooks Pro 2000 users only)

• Reconciliation Import

• Employee Setup (required)

• Payroll Bank Account (required)

• PriceBook Labor Items

• Job Types / Pay Item Automation

• General Ledger Activation (required)

To Activate Payroll: 1. Click Activate at the bottom of the PAYROLL SETUP form.

The system will analyze your payroll configuration, verify that all required setup has been completed, and display the PAYROLL CONFIGURATION ANALYSIS screen.

Payroll


If the payroll configuration is not complete, the Activate button will not be enabled and the system will notify you to view the analysis report for details.

2. To view and/or print the analysis report, click Report.

3. Select INCLUDE DETAIL, then the desired output option (Print or View).

4. The detail report will list the items and the status of each option. Use this report to determine what setup is still required.

Once the payroll configuration is complete, click Activate from the PAYROLL CONFIGURATION ANALYSIS screen to activate the payroll module.

NOTE: Even if the payroll configuration is complete, you may wish to print the report and INCLUDE EXTENDED DETAIL. That report will print everything as you have it set up.

If you have not called SuccessWare21 for Payroll activation, you will receive the following message.

Call SuccessWare21 for the payroll activation and then select the activate button again.

Payroll


SETTING UP QUICKBOOKS PRO

If you have not installed QuickBooks Pro complete the following steps.

If you have installed QuickBooks Pro and have been processing payroll periods there, move to the section “Editing QuickBooks Pro to Interface with SuccessWare21.”

Company Setup within QuickBooks Install QuickBooks Pro following the instructions in your QuickBooks “Getting Started Guide”. If you do not have a company set up in QuickBooks, follow the QuickBooks documentation for setting up your company using the EasyStep Interview. Once your company is set up, you must set up payroll for QuickBooks.

When setting up your company in QuickBooks, it is very important to keep the following in mind:

• When choosing a company type you will be given a suggested list of accounts. Some accounts for payroll will automatically be created when you import payroll periods from SuccessWare21. These accounts will be named using the Expense Types you have setup on the Pay Items you use in SuccessWare21. Therefore these accounts will not need to exist in QuickBooks before you begin using payroll with SuccessWare21.

• On the USING QUICKBOOKS FOR PAYROLL tab when asked if you want to use QuickBooks to manage your payroll activities, be sure to choose Yes.

• On the TIME TRACKING tab of setup, when asked if you want to Track the time that you or your employees spend on each job or project, be sure to select Yes.

Payroll


Setting Up Payroll in QuickBooks Once you have set up your company in QuickBooks, you will need to set up QuickBooks’ Payroll. The Set Up Payroll option is where you will select the method you will use to process payroll, company information specific to payroll, and year-to-date information.

To Set Up Payroll in QuickBooks: 1. Select the Employees menu.

2. Highlight Payroll Services and select Set Up Payroll.

3. Follow the QuickBooks instructions.

As you configure Payroll in QuickBooks be sure include the following:

• Chose and sign up for Do-It-Yourself Payroll. This will enable automatic updates of tax tables and forms over the Internet. Follow the QuickBooks instructions for this process. For more information on payroll services and tax calculations, refer to your QuickBooks documentation.

Payroll


• When asked to set up Wages, tips, benefits and miscellaneous payroll items do not select any Pay Items that you use in SuccessWare21. These will be automatically created when you import payroll periods into QuickBooks from SuccessWare21.

• You WILL NEED TO set up any required deductions and additional employer expenses in QuickBooks while setting up payroll.

Payroll


Note: If you use sub-accounts for employee deductions in SuccessWare for things such as Employee Receivables you must enter them as separate deductions in QuickBooks in order for them to import and post to the appropriate sub-accounts. Enter a deduction for each account/sub-account combination. For example you may have Tool Loan – John Smith, Tool-Loan – Tony Johnson, etc.

Setting up Default Payroll Settings for New Employees While configuring payroll in QuickBooks you will be asked to create Default Payroll settings for your employees. Choose the Edit button to change the default employee properties.

In the EMPLOYEE DEFAULTS screen YOU MUST select Use Time Data to Create Paychecks.

You DO NOT NEED to set up any Employees initially in QuickBooks. Employees will automatically be created in QuickBooks when you import payroll periods from SuccessWare21.

Employees created during payroll period imports will be created with the settings you configure on your default employee setup.

Note: The QBLink import feature matches employees by social security number. If you create employees in QuickBooks or change an employee’s social security number, you must manually make sure the social security number in SuccessWare21 matches the social security number in QuickBooks. Failure to properly follow this procedure may result in the employee being added to QuickBooks a second time with the different social security number.

Set Up Employees and Year to Date Amounts Do not complete the Set up employees and Set up year-to-date amount sections at this time. Wait until you have imported your first payroll period into QuickBooks from SuccessWare21 using QBLink.

Payroll


After you import your first payroll period into QuickBooks with QBLink (but prior to creating checks), you will return to this setup to complete Set up year-to-date amounts.

Displaying Employee List By Last Name in QuickBooks In order for your employee information to properly be imported from QuickBooks to SuccessWare21 during reconciliation, you must set QuickBooks to display employee names by last name as opposed to first name.

IMPORTANT: If this is not done, your reconciliation import will fail!!!

To Display employees in QuickBooks by Last Name 1. Click on the Edit menu and select Preferences

2. In the list on the left, select Payroll and Employees

3. In the right pane, select Company Preferences. Under DISPLAY EMPLOYEE LIST BY:, select Last Name

4. Click OK to save the change.

Add a folder to your QuickBooks folder for importing and exporting data SuccessWare21 will create certain files and folders for use when exporting information to QuickBooks. We recommend adding a separate folder where your QuickBooks Pro software is installed for that purpose. This folder is the one that you will select as the Import/Export Folder when completing the Import/Export tab in Payroll Setup in SuccessWare21.

LAN Users: If your QuickBooks Pro software is installed on your network’s server you may have a similar path as above or, your network provider may have mapped the entire path to a new drive letter. For instance, what is C:\ Program Files\Intuit\QuickBooks Pro on the server’s hard drive may be mapped to G:\. In that case, go to that drive letter and add a new folder named SuccessWare.

ASP Users: The QuickBooks Pro software should be installed on one PC in your office. Although you can make timecard entries and enter miscellaneous wages from any workstation in your office, you must export and import between SuccessWare21 and QuickBooks Pro only from the PC where QuickBooks Pro is installed.

To add a new folder, open the folder to which you want to add the new folder. Right-click and select New>Folder and type the name SuccessWare. Press Enter to save the new name.

After completing this step you will return to SuccessWare21 to select the Import/Export folder.

Payroll


Selecting the Import/Export Folder You will select the Import/Export folder in SuccessWare21.

To select the folder:




3. Click on the IMPORT/EXPORT tab.

4. Click the drop down button (3 dots) in the Import/Export Folder section of the screen.

5. Navigate to the new folder you created in the QuickBooks Pro folder and

select the folder.

ASP Users will locate the local drive on their PC. Citrix identifies the local drives with the $. In this example, C$ is my local C drive.

Note: If you know the filename and path, you can type it into the field.

6. Click OK, then Save to save the changes to Payroll Setup.

The remaining setup will be completed as you process the first payroll period. Follow the instructions in Day-to-Day Processing to prepare, verify and post the payroll period. Then you will go to the section Completing Payroll Setup for the next step in setting up the Payroll module – exporting and running the QBLink utility.

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Note: These options must be selected or the QBLink Import will fail!

EDITING QUICKBOOKS PRO TO INTERFACE WITH SUCCESSWARE21 These instructions are for companies that have been using QuickBooks Pro to process their payroll but have not been interfacing with SuccessWare21.

If you have not installed QuickBooks Pro you must go back to the previous section “Setting up QuickBooks Pro” and follow those instructions.

Introduction SuccessWare21 uses the QBLink utility to import and export payroll data between QuickBooks Pro and SuccessWare21. That utility also automates some of the setup steps. QBLink will compare employees and pay items that are included in the payroll period in SuccessWare21 to those that exist in QuickBooks. Any items that do not exist will be added automatically when the period is imported into QuickBooks. To prevent the system from creating duplicate items or employees, you will compare certain settings and fields as you go through these setup steps.

QuickBooks Pro Preferences There are certain selections that must be made when completing the EasyStep Interview to set up a new QuickBooks company to interface with SuccessWare21. Since you are working in an existing company and will not go through the EasyStep Interview you must edit preferences to select them manually. To edit QuickBooks Pro Preferences:

1. Open your QuickBooks company and select Edit, then Preferences from the Toolbar.

2. The system will display the PREFERENCES window.

3. Select Payroll & Employees in the panel on the left side of the window.

4. Select the Company Preferences tab at the top.

5. Verify the following options:

QuickBooks Payroll Features – Full Payroll should be selected.

Display Employee List by: – Last Name should be selected.

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6. Click on the Employee Defaults button to verify default settings for new

employees.

7. Select the Pay Period (type) that applies to most of your employees and be

sure to select Use time data to create paychecks.

8. Select OK to save the changes and return to Company Preferences for Employees & Payroll.

9. Select Time Tracking in the panel on the left side of the window.


11. Find the option Do You Track Time? Select Yes, and verify that the First Day of the Work Week is correct.

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Add a folder to your QuickBooks folder for importing and exporting data SuccessWare21 will create certain files and folders for use when exporting information to QuickBooks. We recommend adding a separate folder where your QuickBooks Pro software is installed for that purpose. This folder is the one that you will select as the Import/Export Folder when completing the Import/Export tab in Payroll Setup in SuccessWare21.

If your QuickBooks Pro software is installed locally on your PC it may have a path similar to C:\Program Files\Intuit\QuickBooks Pro. You will go to that folder and add a new folder named SuccessWare.

LAN Users: If your QuickBooks Pro software is installed on your network’s server you may have a similar path as above or, your network provider may have mapped the entire path to a new drive letter. For instance, what is C:\ Program Files\Intuit\QuickBooks Pro on the server’s hard drive may be mapped to G:\. In that case, go to that drive letter and add a new folder named SuccessWare.

ASP Users: The QuickBooks Pro software should be installed on one PC in your office. Although you can make timecard entries and enter miscellaneous wages from any workstation in your office, you must export and import between SuccessWare21 and QuickBooks Pro only from the PC where QuickBooks Pro is installed.

To add a new folder, open the folder to which you want to add the new folder. Right-click and select New>Folder and type the name SuccessWare. Press Enter to save the new name.

After completing this step you will return to SuccessWare21 to select the Import/Export folder.

Selecting the Import/Export Folder You will select the Import/Export folder in SuccessWare21.

To select the folder:




3. Click on the Import/Export tab.

4. Click the drop down button (3 dots) in the Import/Export Folder section of the screen.

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5. Navigate to the new folder you created in the QuickBooks Pro folder and

select the folder.

ASP Users will locate the local drive on their PC. Citrix identifies the local drives with the $. In this example, C$ is my local C drive.

6. Click OK, then Save to save the changes to Payroll Setup.

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Optional Settings Account Names When Pay Items are added in SuccessWare21 you will select an Expense Type for the item that will define the general ledger account to which you wish to post that type of earning. The QBLink utility will compare the expense types’ codes to QuickBooks accounts. Any accounts that do not exist will be added by the utility when the data is imported.

For instance, the pay item for hourly office wages is using the expense type ADMWAG – Administrative Wages. ADMWAG is the code. QBLink will look at QuickBooks Pro’s chart of accounts to see if there is an account named ADMWAG. If there is not, QBLink will add a new account named ADMWAG when payroll is imported.

The account must be at the top account level. So, even if you have ADMWAG as an account, if it is a sub-account of another the system will add it.

Since you have implemented SuccessWare21 and are only using QuickBooks Pro to process your payroll, your QuickBooks chart of accounts is not as important. You should be getting your financial reports from SuccessWare21.

Most payroll and employee reports are based on pay items or deductions so some companies simply let QBLink add what is necessary. However, if you still wish to get payroll reports from QuickBooks, by account, you may want to review and edit some accounts. You may need to rename existing accounts and/or move sub-accounts up to the account level.

Example: As an example, assume that I have an account in QuickBooks named “Wages”. That is the account for overhead wages. I also have several sub-accounts of wages such as Administrative Wages and Warehouse Wages. I have been posting to these accounts this year and want to maintain them until year end.

In SuccessWare21 I have Expense Types ADMWAG and WHSWAG. If I make no changes, QBLink will add new accounts ADMWAG and WHSWAG when I import the payroll period. If I want what has been Administrative Wages to now become ADMWAG and contain the previous balance, it must be edited.

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To move the sub-account to the account level and rename it: 1. Select Lists then Chart of Accounts from the QuickBooks Pro toolbar.

2. Locate the sub-account in the list and highlight it.

3. Right-click and select Edit.

4. Use the mouse to unmark the Subaccount of field.

5. Edit the Name field to change it to ADMWAG.

6. Select OK when all changes have been made.

Account Numbers If QuickBooks Pro is configured to use Account Numbers for general ledger accounts in addition to the name, QBLink will also compare account numbers. If a mismatch is found, you will get an error trying to import. You can either manually add the account number to QuickBooks or disable the feature.

We recommend that you disable the account number feature.

To disable the account number feature: 1. Select Edit, then Preferences from the QuickBooks Pro toolbar.

2. The system will display the Preferences window.

3. Select Accounting in the panel on the left side of the window.


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5. Use the mouse to unmark Use account numbers.

6. Select OK to save the changes and close the window.

Employee Setup As mentioned earlier, the QBLink utility will compare items in the export file that is created by SuccessWare21 to the existing items in QuickBooks Pro and will add any that are missing.

Social Security Number & Name When comparing Employee records the utility will check the Social Security number and name of each employee. THEY MUST BE IDENTICAL! For instance if an employee’s Social Security number is in the format 222-22-2222 in SuccessWare21 it must be 222-22-2222 format in QuickBooks Pro. If the format is 222222222 in one and includes the dashes in the other, the system will not see it as a match and will try to add the employee to QuickBooks.

It is imperative that you continue to use the existing QuickBooks employee (rather than allowing QBLink to add a new one). Duplicates can cause a few different problems – even if one of them has been disabled.

• W-2 information will be wrong. The system will print a separate W-2 for each employee and neither will include the correct year-to-date amounts.

• You will get errors trying to run the QBLink utility. If you have duplicates but one has been disabled, you will still get errors. You should edit the disabled one so that the Social Security number does not match.

• You may import timecard entries to the wrong employee (record). If there are 2 employees with the same Social Security number the system

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will import the payroll information into the first record that matches. That may be the wrong employee. If you have a duplicate employee and both are active, deactivate one of them and edit the Social Security number so that it no longer matches.

SuccessWare21 Fields You should also make sure that the employee record in SuccessWare21 includes the correct address and that the employee’s Sex has been selected. The QBLink utility will display errors indicating that the Gender or State are unknown if those fields are not completed.

QuickBooks Pro Fields Since your employees exist in QuickBooks Pro, you should verify that they are setup to use time data to create paychecks. Even though we set up the default employee to use time data, existing employees must be edited manually. Any new employees will be added using the setting on the default employee.

To edit an employee in QuickBooks Pro: 1. Select Employees, then Employee List from the toolbar.

2. Highlight the first employee that you wish to edit and either double-click the employee or right-click and select Edit.

3. That will open the employee record in edit mode.

4. Use the down arrow at the CHANGE TABS: field to select Payroll and Compensation Info.

5. Use the mouse to select Use time data to create paychecks.

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6. Repeat for each employee.

The remaining setup will be completed as you process the first payroll period using the SuccessWare21 Import/Export features. Follow the instructions in Day-to-Day Processing to prepare, verify and post the payroll period. Then you will go to the next section Completing Payroll Setup for the next step in setting up the Payroll module – exporting and running the QBLink utility.

COMPLETING PAYROLL SETUP You will complete Payroll Setup as you process the first payroll period. Once the payroll period has been posted, you will create the export file to import into QuickBooks Pro.

Create the export file You will export payroll information each payroll period, after the period has been posted. You have two export options:

• Export period

• Export period (extended)

Export period will create a file that contains all payroll information that is used in the current payroll period. The file will include all pay items, employees and earnings that are included in the period.

Export period (extended) will create a file that contains the earnings for the current payroll period and all pay items and active employees that are in SuccessWare21 whether they are in the current period or not.

If you have not been processing payroll in QuickBooks Pro prior to this setup you will use the extended export the first time you export (to complete setup.) You will import that information into QuickBooks Pro prior to entering year-to-date information.

If you have been processing payroll in QuickBooks Pro prior to this setup you will use the regular export. There is no need for you to run the extended export.

To create the export file: 1. Select the Export button at the bottom of the Payroll Manager.

2. The export menu will display.

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3. Select the export you wish to run and confirm the period you wish to export.

Since this is the first time you are creating an export file, the system will display the following message.

4. Select Yes to confirm.

The system will display a message indicating that you have, or have not, chosen the extended export. Verify that you have selected the correct export option and select OK to confirm.

The system will display a message indicating that the export was successful.

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Possible Causes of Export Failure The following issues may cause your period not to export (ensure that these situations do not exist):

• If an employee has a blank or otherwise inappropriate value in the following required fields: social security number, first name, and last name. (While Sex is required, it won’t cause an export failure)

• If an employee’s social security number does not have the format “xxx-xx-xxxx”.

IMPORTANT Note: The QBLink import utility matches employees by social security number. If you create employees in QuickBooks or change an employee’s social security number, you must manually make sure the social security number in SuccessWare21 matches the social security number in QuickBooks. Failure to properly follow this procedure may result in the employee being added to QuickBooks a second time with the different social security number.

• If an employee’s total wages for any individual pay item is less than zero. All rates must be greater than zero.

• If an employees timecard entries exceed 24 hours for a day.

If any of the conditions listed above exist, correct them and re-export the period.

Run QBLink to complete setup and import to QuickBooks Pro Once the export file is created successfully, you will run the QBLink utility. You will run the utility every payroll period to import the information into QuickBooks Pro. The first time you run QBLink, you will be required to complete some setup steps as well.

ASP Users will run the QBLink utility from the Payroll Manager to verify they have the correct version of the utility and that they are processing payroll from the correct PC. That will add the utility to their local desktop. They will launch QBLink again, from the shortcut that was added to the desktop.

Follow the correct set of instructions, below, to launch the QBLink utility for either your LAN or ASP installation.

ASP Users MUST complete the step Verifying QBLink for ASP Users first. Then they will continue to the next step Launching QBLink.

LAN users will skip this step and move to the next step, Launching QBLink.

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Verifying QBLink for ASP Users: 1. Select the Export button at the bottom of the Payroll Manager.

The export menu will display.

2. Select Launch QBLink.

The system will ask you to verify that you process QuickBooks payroll from the same PC.

3. Answer Yes to continue.

The system will take a few minutes “Updating local translation files” then “Verifying local shortcut”. When that process is complete, you will receive a message indicating that it was successful.

4. Select OK to close the message. Minimize SuccessWare to return to your local desktop.

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Launching QBLink: Both LAN and ASP users will complete these steps.

1. LAN Users – Select the Export button at the bottom of the Payroll Manager.

ASP Users – Select the QBLink shortcut on your local desktop.

The export menu will display.

2. Select Launch QBLink.

The system will display a message instructing you to open QuickBooks then select Connect.

Important! Be sure that the only option you have open in QuickBooks is the Company Navigator. If you have any other QuickBooks screen or report open you will get an error when you try to connect.

The system will display a message indicating that the import/export folder has not been identified.

3. Select Yes to confirm that it is the first time you are running QBLink.

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The system will display a browse window where you will select the import/export folder. This is the folder you created in the QuickBooks Pro folder and the one you selected on the Import/Export tab of Payroll Setup.

4. Select the folder, then OK.

Since this is the first time you are connecting to QuickBooks from QBLink, QuickBooks will ask for permission for SuccessWare21 to access the QuickBooks company file:

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IMPORTANT: YOU MUST check Allow this application to access Social Security Numbers and other personal data, or the import to QuickBooks will not work!

5. At the bottom of the form in response to the question, Do you want to let this application access your QuickBooks Company file?, select the Yes, Always button

6. You will then receive a message requesting confirmation Are you sure you want to allow this access? Select Yes.

Note: During this process, QuickBooks may indicate that SuccessWare21 is not a “signed” application. At the time of the creation of this document, SuccessWare21 does not have such a certification, but may obtain one in the future.

The system will display a message indicating that you must associate the SuccessWare21 company with the current QuickBooks Pro company. This feature allows you to run multiple companies in SuccessWare21 and Quickbooks Pro and use the import feature to ensure that the correct earnings are imported into the company.

7. Select OK to confirm that is what you wish to do.

8. Select the SuccessWare21 company that should import to the QuickBooks company that is displayed and select OK.

9. The system will return to the QBLink form where you will select the Import button to import the information into QuickBooks.

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10. The system will display a message indicating that the information in QuickBooks Pro does not match SuccessWare21. You will be asked to review a report displaying the new information being added to QuickBooks. Print the report and review it for accuracy before you continue.

Importing will copy all earnings for the period and all employees and pay items into QuickBooks.

If you are a new QuickBooks Pro user, this first import will add the employees and pay items into QuickBooks Pro. You must complete Employee Setup and Year-to-Date information in QuickBooks before continuing.

If you have been using QuickBooks Pro to process payroll prior to implementing SuccessWare21, review the report to ensure that it will not duplicate any employees. You should have verified employee setup as part of a previous setup step.

Problems with Importing To QuickBooks If any errors occur during the import, you will be notified, and you can print a report. Fix the appropriate data in SuccessWare21 and re-export the period and then attempt the import again.

IMPORTANT: If the Import fails after some timecard entries have been imported, the timecard entries will exist in QuickBooks. If time sheet entries exist for the period, when you try to re-importing you will be notified. Cancel the import and delete all Time Sheets for the period within QuickBooks to ensure that double entries are not created. You can delete all entries on a Time Sheet by accessing the Time Sheet in QuickBooks and pressing Ctrl+D.

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The following is a list of known QB import errors and resolutions:

Error Resolution

(Error 3000) The given object ID “xxx” in the field “xxx” is invalid.

Check and make sure Social Security numbers in SuccessWare21 match Social Security numbers in QuickBooks. They must be identical including dashes.

(Error 3100) The name "" of the list element is already in use.

Possibilities:

• QBLink is trying to add an employee (or pay item) to QuickBooks and that item is already in use.

• Check and make sure Social Security numbers in SuccessWare21 match Social Security numbers in QuickBooks. They must be identical including dashes. If they do not match, make the appropriate changes in either QuickBooks or SuccessWare21 and export again. Then retry the import.

• SuccessWare21 may not have access to Social Security number/Personal Information info in QuickBooks.

You need to:

In QuickBooks click Edit Preferences Integrated Applications Company Preferences

Select SuccessWare21 Properties and checkmark Allow this Program Access to Social Security Numbers…

• The employee or pay item may have been deactivated in QuickBooks Pro.

(Error 3110)The enumerated value "" in the field "Gender" is unknown.

Employee in SuccessWare must have the field "Sex" appropriately completed. Edit the employee in SuccessWare21 and select the appropriate gender for the employee.

(Error 3110) The enumerated value "" in the field "State" is unknown.

Employee in SuccessWare must have "State" and other address fields appropriately specified. Edit the employee in SuccessWare21 and enter the appropriate address and state.

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Error Resolution

(Error 3140) There is an invalid reference to QuickBooks Expense Account.

The account attached to the pay item may be set up in QuickBooks as a subaccount to another account. Make the account a top level account.

(Error 3170) Error updating employee, element “”.

There may be more than one employee in QuickBooks with the same name or social security number.

(Error 3175) There was an error adding, modifying, or deleting xxxxx-xxxxxx

Employee(s) are open in QuickBooks, or employees have been modified in QuickBooks since opening QBLink; In QuickBooks, close all windows but not the company itself, close and restart QBLink and then the import should work.

(Error 3180) There was an error when saving a TimeTracking.

Time tracking is not properly enabled.

You need to: In QuickBooks click

Edit Preferences Time Tracking Company Preferences and set “Do you track time” = Yes.

In QuickBooks click Edit Preferences Payroll & Employees Company Preferences Employee Defaults and make sure “Use time data to create paychecks” is checked.

For any individual employee that gets this error, edit the employee (in QuickBooks), change tabs to Payroll & Compensation Info and make sure “Use time data to create paychecks” is checked.

(Error 3180) There was an error saving a Accounts list, element “xxxx”.

“Use account numbers” may be enabled. In QuickBooks, select Edit Preferences Company Preferences. Either disable the feature or manually add the accounts in QuickBooks.

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Complete Employee Setup in QuickBooks If you have been using QuickBooks Pro to process your payroll prior to implementing SuccessWare21, you will skip the next 2 steps and proceed to Create & Memorize the Reconciliation Report. The QBLink utility will add all pay items and employees to QuickBooks when it imports the file from SuccessWare.

The employees will be added using the Employee Defaults. You will need to edit each employee to add any deductions or other pay items and exemption information.

To edit each employee: 1. From the QuickBooks Pro toolbar, select Employees, then Employee List.

2. Highlight the employee you wish to edit and double-click to select the employee (or right-click and select Edit.)

3. The employee will be displayed in edit mode. Use the down arrow at the CHANGE TABS field to select Payroll and Compensation Info.

4. Verify that the correct Pay Period has been selected for the employee and that Use time data to create paychecks is checked.

5. Enter any Additions, Deductions and Company Contributions that apply to the employee. If you have not selected to import commissions as hourly items, you will add the item to record that pay type now.

6. Select the Taxes button and complete the setup for Federal, State, and any other taxes that apply to the employee.

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7. Select OK when complete. If you want to set up Sick/Vacation tracking,

select the Sick/Vacation button to complete that setup at this time.

8. Repeat for each employee until all employees have been set up correctly.

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Enter Year-To-Date Information For Employees In QuickBooks If you have been using QuickBooks Pro to process your payroll prior to implementing SuccessWare21, you will skip this step and proceed to Create & Memorize the Reconciliation Report. Once your employees have been set up correctly in QuickBooks you must enter year-to-date information. If you do not enter that information now, the calculations for your first payroll period may be wrong.

To enter year-to-date information: 9. From the QuickBooks Pro toolbar, select Employees, then Payroll Services.

10. Select Set Up Payroll, then Set up year-to-date amounts.

11. Complete year-to-date setup following the QuickBooks instructions.

After completing year-to-date setup you will process your first payroll period in QuickBooks and print your paychecks. That must be done before you can move to the next step to finish setting up payroll. Refer to the Day-to-Day Processing section of this manual for information on processing the payroll period.

Create and Memorize the Reconciliation Report Once you have processed and printed paychecks in QuickBooks Pro, you will import the information back into SuccessWare21 so that you can update general ledger. You will configure and memorize a report within QuickBooks to create the file used by SuccessWare21.

You only need to create and memorize the report as part of setup. You will simply run the report each payroll period to create the file to import that pay period.

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To Create and Memorize the Payroll Reconciliation report:

12. In QuickBooks, select the Reports menu.

13. Highlight Banking and then select Check Detail.

14. Select the Hide Header button at the top of the report.

15. Select the Modify Report button at the top of the report.

16. On the Display Tab, in the Columns list select (or be sure) only the following columns are selected:

• Type

• Date

• Num

• Source Name

• Payroll Item

• Account

• Original Amount

17. If any other fields have been selected, make sure that you unselect them.

Note: Only these seven columns should be selected. Selecting any others will cause the reconciliation import to function improperly.

18. Select the Filters tab and be sure that ONLY the following filters are set. If there are other filters listed, remove them:

Filter Set To

Account All Bank Accounts

Date This Month

Transaction Type Paychecks

Detail Level Summary Only

19. Once the Columns and Filters have been selected, click OK.

20. Select the Memorize button at the top of the report.

21. Type “Payroll Reconciliation Report” as the report name.

22. Click OK to save the report name and the memorized report.

23. Close the report.

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Run the Payroll Reconciliation Report You will run the report to create the file that SuccessWare21 will use to import the reconciliation information. Once you have created the file, you will return to SuccessWare21 to identify the fields on the report and where they will post in SuccessWare21.

To Generate and Save the Payroll Reconciliation Report 1. Select the QuickBooks Pro Reports menu.

2. Highlight Memorized Reports and select Payroll Reconciliation Report.

3. At the top of the report form, enter the check date you used for the paychecks into both the From and To fields.

4. Select the Print button

5. In the Print To section of the Print Reports dialog, select File.

6. From the drop down that follows select Tab delimited.

7. Select the Print button.

8. In the Create Disk File window, locate and open your default import/export folder and double click the subfolder of the company for which you are currently processing payroll.

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Note: The company subfolders will be named 1001, 1002, etc. In the default import export folder, in addition to the company subfolders, you will you will also see files named “1001= <<Company Name>>” And “1002=<<Company Name>>. These files will help you to identify which subfolder represents each company. By exporting the file to the correct subfolder, SuccessWare21 will be able to automatically find the file when you import the reconciliation within SuccessWare21.

9. Enter the file name in the format “YYMMDD <periodtype>REC”. Using this naming convention:

YYMMDD- represents the end date for the pay period.

Period Type- Use a W, B, S or M to represent a Weekly, Bi-weekly, Semi-monthly or Monthly period

REC – This is the default suffix that must be used for a file when importing QuickBooks information into the SuccessWare21 payroll reconciliation.

For instance, when exporting reconciliation information for the weekly period ending 03/28/04, enter “040328 W REC” (the file extension ‘.txt’ will automatically be added). Note that there are spaces between the date and period type, and between the period type and REC.

10. Make sure the Save as type is text (*.txt).

11. Select the Save button (The report will be saved to the file for SuccessWare to access)

Setting up Import Filters Once the Reconciliation import file has been generated from QuickBooks Pro you will complete the setup by linking the fields in the report file to the appropriate items in SuccessWare21. The items in this step are called “import filters”.

You will import the following reconciliation information:

• Paychecks

• Deductions

• Additional Employer Expenses

When setting up import filters you will identify the row or rows that contain the information that identifies what you want to import, and the columns that contain the actual information.

For instance, row 0 contains the cell named “Paycheck”. That is the field that identifies what we want to import – each paycheck – and is called the “row identifier”.

Then we will identify which columns contain the information we want to import for each paycheck – Name, check number and amount. Those are called “row values”.

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To configure SuccessWare21 to import paycheck, deduction, additional employer expense or disbursement information for a payroll service for use in reconciliation, you will return to the IMPORT/EXPORT tab of SuccessWare21’s Payroll Setup screen.

1. Select the Edit button at the bottom of the form.

2. Select the checkboxes for Import paychecks, Import deductions and Import additional employer expenses. Then enter the file suffix of REC for each.

3. Click on the Filter button next to the listed FILE SUFFIXES.

This will open the IMPORT FILTER SETUP window for the specific type of reconciliation information you selected.

Import Filters – Checks 1. Select the Filter button next to the listed FILE SUFFIX for Paychecks to open

Import Filter Setup.

2. Select the folder icon or right-click in the background and select Load File.

3. The system will display the Open File window. Navigate to the default Import/Export folder.

4. Select the appropriate company folder (1001, 1002, etc) and find the reconciliation file you placed in the folder when you ran the Memorized report. Select Open.

The system will display the fields in the import file.

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5. Highlight the cell that contains the word Paycheck.

6. Right-click and select Add cell to identification.

You will see 0=Paycheck in the Row Identification section of the Import Filter Setup screen.

Next you will identify which columns contain the specific information needed for the import. In this example, for a check import, the filter would need to be able to identify the employee’s name, their check number and the amount of the check.

7. In the upper right of the Import Filter Setup screen, in the Row Values area, highlight the value whose location you want to identify.

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8. Move to the row that you have identified as containing paycheck information and double click on the name of the employee (or right click on the name and choose Set Value Column.) This will put the column number next to the Row Value selected at the top of the screen.

9. Select the next Row Value you need to identify (Check No.) and continue this

procedure for each of the Row Values listed.

10. When you have finished identifying the row values, close the form and save your changes.

Import Filters – Deductions 1. Select the Filter button next to the listed FILE SUFFIX for Deductions to open

Import Filter Setup.


3. The system will display the Open File window. Navigate to the default Import/Export folder.



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5. Highlight the first item in the Row Type. For our example, it is 401(k).

6. Find and highlight the item in the Payroll Item column that identifies the 401(k) deduction in QuickBooks.


You will see 4=401(k) in the Row Identification section of the Import Filter Setup screen.

Next you will identify which columns contain the specific information needed for the import. In this example, for a deduction import, the filter would need to be able to identify the employee’s name and the amount of the deduction.


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9. Move to the row that you have identified as containing the deduction information and double click on the name of the employee (or right click on the name and choose Set Value Column.) This will put the column number next to the Row Value selected at the top of the screen.

10. Highlight the Row Value Amount. 11. Move to the row that you have identified as containing the deduction

information and double click on the amount of the deduction (or right click on the name and choose Set Value Column.) This will put the column number next to the Row Value selected at the top of the screen.

12. Move to the Row Type section at the top of the form and highlight the next Row Type that should be identified.

13. Repeat the steps to select the cell that is the Row Identifier and set the Row Values and move to the next Row Type.

14. When you have set up identifiers and row values for all Row Types, close the form and save your changes.

Import Filters – Additional Employer Expenses When setting up Employer Expenses you will define Row Identifiers and Row Values as you did for Paychecks and Employee Deductions. However, you will see two Payroll Items in the reconciliation file for each of the expenses; 1 that is the accrual (for a liability account) and 1 for the expense.

In order to import the items as separate line items you must define two Row Identifiers for each expense. That will ensure that the import is correct and that the correct amount will post to each general ledger account. If not set up correctly, the system will duplicate the amount because it sees 2 items that are identified the same and will add them together.

For instance, suppose your Social Security expense for an employee is 59.80. Set up properly, the system will import and post 59.80 as a credit to 2205 (Accrued Payroll Tax – Employer) and a debit to 6400 (Payroll

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Tax – FICA). Not set up properly, the system will post 119.60 to both accounts.

To set up Import Filters for employer expenses: 1. Select the Filter button next to the listed FILE SUFFIX for Additional

Employer Expenses to open Import Filter Setup.


3. The system will display the OPEN FILE window. Navigate to the default Import/Export folder.



5. Highlight the first item in the ROW TYPE. For our example, it is 401(k).

6. Find and highlight the item in the Payroll Item column that identifies the 401(k) employer expense in QuickBooks. (In the example, it is 401(k) Company Match.)


You will see 4=401(k) in the Row Identification section of the Import Filter Setup screen.

Payroll


8. Find and highlight the item in the Payroll Item column that identifies the type of account for the 401(k) employer expense in QuickBooks. (In the example, it is Payroll Liabilities.)


You will see 5=Payroll Liabilities in the Row Identification section of the Import Filter Setup screen.

Next you will identify which columns contain the specific information needed for the import. In this example, for an employer expense import, the filter would need to be able to identify the employee’s name and the amount of the expense.


11. Move to the row that you have identified as containing the expense information and double click on the name of the employee (or right click on the name and choose Set Value Column.) This will put the column number next to the Row Value selected at the top of the screen.

Payroll


12. Highlight the Row Value Amount. 13. Move to the row that you have identified as containing the expense

information and double click on the amount of the expense (or right click on the name and choose Set Value Column.) This will put the column number next to the Row Value selected at the top of the screen.

14. Move to the Row Type section at the top of the form and highlight the next Row Type that should be identified.

15. Repeat the steps to select the cells that are the Row Identifiers and set the Row Values and move to the next Row Type.

16. When you have set up identifiers and row values for all Row Types, close the form and save your changes.

If you add Deductions or Additional Employer expenses to SuccessWare21 later, you will need to set up import filters for the new items when you process the first payroll in which the new item is included. You will edit Payroll Setup after running the Memorized report in QuickBooks but prior to importing the reconciliation. Be sure to open the current period’s reconciliation file in Import Filter setup.

Once the Import Filters have been set up, you will return to the Payroll Manager to reconcile the payroll period. This completes the setup steps.

Refer to the Day-to-Day Processing manual for details on reconciling the payroll period.

Documents

Payroll Setup When Using QuickBooks - SuccessWare®21Prior to completing the payroll setup, you must verify that your General Ledger includes the accounts that will be used for processing