Import Guide

Transcription

Import Guide

Client Accounting Suite
Import Guide
User Guide
I M P O R T
G U I D E
User Guide
© 2013 CCH Small Firm Services. All rights reserved.
225 Chastain Meadows Court NW
Suite 200
Kennesaw, GA 30144
No part of this manuscript may be copied, photocopied, reproduced, modified or distributed in any form or by any means without permission in writing from CCH Small Firm
Services. Information in this manuscript is subject to change without notice. Any software described in this manuscript is furnished under a license agreement and may be used
or copied only in accordance with the terms of the agreement.
CCH Small Firm Services is not engaged in rendering legal, technical, or other professional services. Use of this manuscript or the information in this publication does not relieve
the user of complete responsibility for the operation and functionality of its computers and/or network, for the maintenance and backup of all user data, or for the preparation,
content, accuracy, and review of all forms.
THERE ARE NO WARRANTIES, EXPRESSED OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, MADE WITH RESPECT TO
THESE MATERIALS OR ANY OTHER INFORMATION PROVIDED TO THE STUDENT.
All trademarks are the property of their respective owners.
September 2013
Version 13.0.0
Table of Contents
Welcome to Client Accounting Suite!
1
Available Imports
1
Standard Steps for Starting any Import
1
Standard Steps for Finalizing any Import
2
Generic Import
2
What is Imported
2
What is Not Imported
2
Using the Generic Journal Entry Template File
2
Entering Data in the Template
Preparing Files without Using the Generic Import Template
Data Fields that are Imported
Starting the Generic Import
2
3
3
3
Step 1 – Select the Location of the Files to be Imported
4
Step 1a - Select Bank Accounts
4
Step 2 - Assign/Map Checking Accounts & Select Source Journal
5
Assign/Map Checking Accounts
5
Select Source Journal
5
Step 3 - Assign/Map Accounts
6
Step 4 - Start Import
6
Generic Detail General Ledger Import
7
What is Imported
7
7
Before You Import
7
Preparing the File for Import
7
Starting the Generic Detail General Ledger Import
7
8
Step 1 - Select the General Ledger Import File
9
Step 2 – Map Import Columns
9
Step 3 – Select Import Period
10
Step 4 – Select Bank Accounts
10
Step 5 – Assign/Map Checking Accounts & Select Source Journal
11
11
11
Step 6 – Assign/Map Accounts
12
12
PayCycle Online Payroll Import
13
Before You Import
13
Starting the PayCycle Import
13
Step 1 – Select the PayCycle Import File
13
14
14
14
15
Step 4 – Start Import
15
Peachtree Import
16
16
Before You Import
16
Starting the Peachtree Import
16
Select the Peachtree Version
16
Step 1 – Select the Peachtree Company
18
19
19
Select Source Journals
19
20
Step 4 – Assign / Map Employees
20
Step 5 – Assign / Map Payroll Items
21
Step 6 – Assign / Map Vendors
22
22
Imported Batches (Folders)
Peachtree Detail General Ledger Import
23
24
Before You Import
24
Preparing the Files in Peachtree 2012, 2011, 2010, and 2009
24
Preparing the Files in Peachtree 2008 and Prior Years
24
Starting the Peachtree Detail GL Import
25
25
Step 1 – Select Transactions
25
Step 2 – Select the Export File
26
Step 3 – Assign/Map Payroll Items
27
27
28
28
28
29
29
Step 8 – Assign/Map Employees
30
31
31
Step 11 – Assign / Map Customers
32
33
QuickBooks Import
33
What is Imported
33
34
QuickBooks 2006 and Higher One-time Setup
34
Starting the QuickBooks Import
34
Select QuickBooks Version
34
Step 1 - Select the QuickBooks Client
35
36
36
37
37
38
39
40
QuickBooks CSV Import
40
What is Imported
41
41
Before You Begin
41
Preparing the Export Files in QuickBooks 2011 and Earlier
41
Account List
41
Vendor Contact List
41
Employee Contact List
42
Payroll Item Listing
42
Journal - 2010 and 2011
42
Preparing the Export Files in QuickBooks 2012
42
Account List
42
Vendor Contact List
43
43
43
Journal
Starting the QuickBooks .CSV Import
43
44
Step 1 - Select the Location of the Export Files
44
45
45
45
45
46
47
47
48
Quicken Import
49
49
Before You Import
49
Importing Vendor and Employee Checks
49
Importing Vendor Checks
Importing Employee Payroll Checks
Starting the Quicken Import
49
49
49
50
50
51
ATX/TaxWise Fixed Asset Manager Import
Before You Import
52
52
Preparing the ATX Fixed Asset Manager Export File
52
Preparing the TaxWise Fixed Asset Manager Export File
52
Starting the ATX/TaxWise Fixed Asset Manager Import
52
Step 1 – Select the Import File
53
53
Step 3 – Select Journal
54
54
55
Welcome to Client Accounting Suite!
Thank you for purchasing Client Accounting Suite. At CCH Small Firm Services, a Wolters Kluwer business, we want to help your
organization maximize the use of Client Accounting Suite. Use this Import Guide as you prepare to import client data from other
accounting packages to Client Accounting Suite.
Available Imports
CAS provides the client data imports listed below. Generic imports are available to help import data from accounting packages that are
not specifically listed.
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Generic
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Generic Detail General Ledger
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PayCycle
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Peachtree
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Peachtree Detail General Ledger
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QuickBooks
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QuickBooks CSV
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Quicken
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ATX / TaxWise Fixed Asset Manager
Standard Steps for Starting any Import
The following steps apply when starting any import. Refer to the individual product instructions in the Import Guide below for specific
details.
1. Open the Client Write-up client.
2. Select Activities, Import Wizard, choose the appropriate software package from the list and click Next.
3. Hold the CTRL key and click a product below to continue with the steps specified for that import:
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Generic
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Generic Detail General Ledger
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PayCycle
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Peachtree
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Peachtree Detail General Ledger
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QuickBooks
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QuickBooks CSV
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Quicken
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ATX / TaxWise Fixed Asset Manager
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Standard Steps for Finalizing any Import
After you have imported data from any product, it is very important that you review the information that was imported to ensure it came
over correctly and that no data is missing.
Generic Import
Use the Generic Import Wizard to import journal entries from your previous accounting program to Client Write-Up using our template
files.
The transactions are imported as a batch into Client Write-Up. The batch must be posted before the journal entries are available for use
in the reports and statements.
Depending on your client's requirements, you may import general ledger detail on a monthly, quarterly, or yearly basis. You can select
a date range for the import, to select only those transactions for a specific period.
What is Imported
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Transaction detail:
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Transaction date,
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Reference number,
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Account number,
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Account description, and
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Transaction amount.
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Beginning balances for employees and accounts are not imported.
Using the Generic Journal Entry Template File
If you plan to import your transactions into Client Write-Up using the Generic Import wizard, follow these steps to prepare your file:
1. Use the import templates found in \u\CWUSuite\Conversions\Templates to prepare the data than can be imported into Client
Write-Up.
If the transactions to be imported do not use the Chart of Accounts established in Client Write-Up, you will need to
create a Chart of Accounts file (COA.CSV) from your other software to be used during the Import process. No changes
will be made to the Client Write-Up chart.
These generic import templates are provided in Client Write-Up:
Data to be Imported Use Template
Save file as
Required
Transactions
Generic Journal Entry Transactions
Template.xlt
Journalentries.csv
Yes
Chart of Accounts
Generic Chart of Accounts Template.xlt
COA.csv
No
These templates are designed to work with Microsoft Excel. See section, “Preparing Files without Using the Generic
Import Template”, below for instructions on how to prepare your files if you do not use Microsoft Excel.
2. In the software where the transactions are located, export the data that you plan to import into a spreadsheet format.
Entering Data in the Template
1. Open the applicable template file listed above, macros must be enabled when using the templates:
For Microsoft Excel 2007, if the Security Warning is displayed that reads “Macros have been disabled”, select the Options
button to display the Microsoft Office Security Options dialog. Select Enable this Content and click Ok.
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For Microsoft Excel 2003, select Enable Macros in the Security Warning dialog. If the Security Warning dialog does not
display, click Tools > Macro > Security and select the Medium setting. Close the template and reopen to display the
Security Warning dialog.
2. The template workbooks contain 2 tabs. On the Data tab, columns are included for the data that can be imported into Client
Write-Up. Those columns with an * (asterisk) in the column title are required.
3. Copy the data from your export file created above into the Data tab of the generic template.
4. Make sure you format data properly when copying it into the template (i.e. amounts must be formatted as numbers and not
as text).
If you have preceding zeroes that should display, for example in a zip code or social security number, you must format
the cell or column as "text." This setting will save the number as you entered it in the template.
5. Once you have all the data entered into the Data tab of the template, return to the CreateCSV tab and select the Create
CSV button.
6. On the Save As dialog, select the location and click Save.
7. The .csv file is saved and the Process Complete message is displayed.
8. Save the data entered in the template.
Preparing Files without Using the Generic Import Template
The Generic Import Wizard requires data to be in a .CSV (comma-separated value) file. You can create a .CSV file for the data to be
imported by using Word or a text editor. See the Data Fields that are Imported for the data that you need include in the file.
The file name must be Journalentries.csv to import transactions into Client Write-Up. Make sure that all fields are separated by a
comma and are enclosed in double quotes.
Generic Import Transaction Fields (JournalEntries.csv)
Field
Required
Type*
Max Length of Format
Transaction Date
Yes
N
MM/DD/YYYY or MM/DD/YY
Yes
N
Maximum reference number is: 2147483647
Account Description
No
AN
30
G/L Account Number
Yes
AN
30
Amount
Yes
N
999.999.999.99
*Type = A (Alpha); AN (Alphanumeric); or N (Numeric)
Starting the Generic Import
First complete the standard import steps then continue to the Generic Import steps below.
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1. Use the drive and directory lists to select the location of the generic export files (JournalEntries.csv) you created above.
2. Specify the date range of the transactions to be imported by selecting a start and end date that coincides with the transaction
dates in the export file. Make sure not to overlap dates from a previous import because this will cause duplicate transactions.
Transactions beginning with the Start Date and ending with the End Date will be selected for the import.
3. Click Next> to continue.
Step 1a - Select Bank Accounts
This step appears if you are using a chart of accounts export file (COA.CSV). Select the import accounts that are bank accounts.
1. Highlight and move all checking and cash import accounts that you wish to reconcile to the right window using the arrows.
Only select import accounts for which you receive bank statements on a regular basis and wish to reconcile.
2. Repeat step 1 for each account you want to specify as a bank account.
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You will only need to select bank accounts one time. Once they have been selected, the Import will retain this
information and display it each time you import transactions to Client Write-Up. If the client adds new bank accounts in
the originating software, they will appear on the list during the next import and you must select the bank accounts to
them at that time.
Step 2 - Assign/Map Checking Accounts & Select Source Journal
Importing from a JournalEntries.CSV file:
1. The Import Wizard displays the account(s) from our existing chart of accounts that are tied to a checking account.
If you are using a COA.CSV file:
1. Select the Client Write-Up checking account that corresponds to each bank account identified in the previous step. Use the
scroll bar to move through the list. You must assign all checking accounts to a bank account.
You will only need to assign checking accounts one time. Once they have been assigned, the Import will retain this
the originating software, they will appear on the list during the next import and you must assign checking accounts to
them at that time. Click Set Up New Bank Account to create a new bank account in Client Write-Up.
2. Select the source journal to use in the import.
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Step 3 - Assign/Map Accounts
1. Assign/map all import accounts to an existing Client Write-Up account. All import accounts must be assigned before you can
continue to the next step.
You only need to assign accounts one time. Once they have been assigned, the Import will retain this information and
display it each time you import transactions to Client Write-Up. If the client adds any new accounts in originating
software, they will appear on the list during the next import and you must assign accounts to them at that time. Click Set
Up New Account to create a new account in Client Write-Up.
You can either select the Client Write-Up account from the list provided or begin typing the account number to find it in the
list.
1. Click Import to start the import process. Client Write-Up transactions will only be created for transactions which fall in the
date range you entered in the step above.
2. The Import Complete confirmation message displays indicating that the import finished.
3. Click Exit to close the Import Wizard.
A folder batch of journal entries is created from the import transactions. Please review these journal entries and make
any necessary changes prior to posting the batch.
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4. Select Batch Posting from the Activities menu to view the batch that was created during the import.
5. Double-click the batch to select it and choose Print Register to view the transaction included in the batch.
6. If you are satisfied with the transactions in the batch click Post to record the entry.
Each group of transactions imported is grouped in a folder (batch). This is true for all clients, whether they use RealTime or Post Processing. You must post the folders (using Batch Posting from the Activities menu) before the
transactions are available for reports or statements.
Generic Detail General Ledger Import
Use the Generic Detail General Ledger Import Wizard to import transactions from your previous accounting program to Client Write-Up
using your own file instead of the provided template. This option is more flexible than the standard generic import as it allows you to
import a Detail General Ledger report from another software package and choose which transactional data is included in the import.
What is Imported
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Transaction detail:
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Transaction date,
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Reference number,
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Account number,
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Account Description, and
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Transaction amount.
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Before You Import
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You will need to export or save your Detail General Ledger report to Excel or a .CSV format. Please refer to the help system in
your software package for instructions on creating and saving this file.
Preparing the File for Import
Once the file has been saved you will need to open the file and make any of the following adjustments, you will also want to take note of
some of the file properties.
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Make sure the General Ledger Detail report is on the first tab in the Excel file. Some programs may export something other
than the General Ledger Detail report to the first workbook in the file. This will cause the file not to be read by the import
wizard. If there is a preceding tab you will need to remove this tab from the file prior to performing the import.
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Make a note of what row the header is located on within the file.
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Make a note of whether the Account Number and Account Description are located in the same column or not.
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In the Detail General Ledger export file the information must fit the following criteria (see chart below) as well as each of the
following columns listed must be in its own column for the import to be successful. For instance, if you look at the Excel file
and the transaction date and the account number are in the same column but different rows the import will not be successful.
There is no way to map the date and account number individually.
Field
Required
Type* Max Length or Format
Field Import Into
Account
Number
Yes
AN
20
Account# / Account
Description
Account
Descripti
Yes
AN
30
Account# / Account
Description
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Field
Required
Type* Max Length or Format
Field Import Into
on
Transacti
on ID
Yes
N
Transacti
on Date
Yes
N
Journal Entry Date
Documen
t Number
No
N
Maximum reference number
is: 2147483647
Journal Entry Number
Transacti
on Type
Yes
AN
None**
Transacti
on
Descripti
on
No
AN
Memo
Debit
Amount
Yes
N
999,999,999.99
Debit
Credit
Amount
Yes
N
999,999,999.99
Credit
Journal Entry Number
*Type = A (Alpha); AN (Alphanumeric; or N (Numeric)
The Document Number will import to the Journal Entry Number field in Client Write-Up. If the Document Number is not mapped, Client
Write-Up will use the Transaction ID as the Journal Entry Number. If the column available for import is alphanumeric, Client Write-Up
will generate the next available journal entry number because Client Write-Up does not allow alpha characters to be a part of the journal
entry number. For more information about mapping see the Map Import Columns topic.
**Although the transaction type does not directly map to a field in Client Write-Up it is required for the transaction to be included in the
import. Any data can be in this column.
Additional Information:
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The Transaction ID is necessary if you do not want one journal entry for all transactions.
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The Document Number includes the check numbers and invoice numbers.
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The Transaction Description could be a memo or reference.
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The same import column can be used more than once, if applicable.
Starting the Generic Detail General Ledger Import
First complete the standard import steps then continue to the Generic Detail GL Import steps below.
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Step 1 - Select the General Ledger Import File
1. Use the Browse button to select the detail general ledger file (.CSV or .XLS) you created above.
2. Click Next to continue.
Step 2 – Map Import Columns
Map the Client Write-Up column headers to the import file column headers. All column headers marked with an asterisk (*) are required
to be mapped before you are allowed to continue with the import. See the table located in thePreparing Files for Import for more
information regarding these columns.
1. Enter the row which coincides with the header row of the Detail General Ledger file in the Column Header Row field.
2. Check the box if the Account Number and Account Description exist in the same column(s) in the Detail General Ledger file. If
the check box is selected, you will need to enter the number of columns that have account information.
A column for Account Number/Description will be added to the Client Write-Up Column for each number entered. These
columns will be required prior to continuing with the import.
3. Use the drop-down menu in the Import Column to map the columns from your Detail General Ledger file to the Client WriteUp Columns.
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Columns in the import file that do not have a header will be recognized as Import Column X, where (X) is the number
associated with the column placement in the import file.
You will only need to map the import columns one time. Once they have been assigned, the Generic Detail General Ledger
Import will retain this information and display it each time you import transactions to Client Write-Up. If the file is in a
different format, you will need to change the mapping.
dates in the Detail General Ledger file. Make sure not to overlap dates from a previous import because this will cause
duplicate transactions.
Transactions beginning with the Start Date and ending with the End Date will be selected for the import. Activity
outside the selected date range will NOT be included in the import.
Client Write-Up needs to know the bank accounts used for this client. All accounts in your chart of accounts are shown in the left
window.
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1. Highlight and move all checking and cash import accounts that you wish to reconcile to the right window using the arrows.
Only select import accounts for which you receive bank statements on a regular basis and wish to reconcile.
2. Repeat step 1 for each account you want to specify as a bank account.
the originating software, they will appear on the list during the next import and you must select the bank accounts to
them at that time.
scroll bar to move through the list. You must assign all checking accounts to a bank account.
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display it each time you import transactions to Client Write-Up. If the client adds any new accounts in the originating
software, they will appear on the list during the next import and you must assign accounts to them at that time. Click Set
Up New Account to create a new account in Client Write-Up.
You can either select the Client Write-Up account from the list provided or begin typing the account number to find it in
the list.
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PayCycle Online Payroll Import
Use the PayCycle Online Payroll Import Wizard to import payroll transactions or payroll tax payments from PayCycle to Client Write-Up.
Each PayCycle check transaction is imported as a Client Write-Up check. The transactions are imported as a batch into Client Write-Up.
The batch must be posted before the transactions are available for use in the reports and statements.
Before You Import
Within PayCycle, for each client on the client list, you must set a preference to integrate with Client Write-Up. To do so:
1. Select the client from the Client List.
2. Click on the Setup tab and select the Preferences link, and then click the Accounting Software Integration link.
3. Click the down-arrow to choose your accounting software and select Client Write-Up.
4. Fill in the name of the account used within Client Write-Up for the bank account, expense accounts, tab liability accounts,
other liability & asset accounts.
5. Select how you will print your checks and click OK.
When you run payroll for this client, you will now have an option to export the transactions. Save the PayCycle Import file (.iif) to
any location.
Starting the PayCycle Import
First complete the standard import steps then continue to the PayCycle Import steps below.
Step 1 – Select the PayCycle Import File
1. Use the drive and directory lists to select the location of the PayCycle import file (.IIF) you created above.
2. Choose whether the import file contains payroll transactions or payroll tax payments.
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dates in the PayCycle import file. Make sure not to overlap dates from a previous import because this will cause duplicate
transactions.
Transactions beginning with the Start Date and ending with the End Date will be selected for the import. Activity
outside the selected date range will NOT be included in the import.
scroll bar to move through the list. You must assign all checking accounts to a bank account
PayCycle, they will appear on the list during the next import and you must assign checking accounts to them at that
time. Click Set Up New Bank Account to create a new bank account in Client Write-Up.
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1. Assign / map all PayCycle accounts to an existing Client Write-Up account. All PayCycle accounts must be assigned before
you can continue to the next step.
display it each time you import transactions to Client Write-Up. If the client adds any new accounts in PayCycle, they will
appear on the list during the next import and you must assign accounts to them at that time. Click Set Up New
Account to create a new account in Client Write-Up.
the list.
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Each group of transactions imported is grouped in a folder (batch). Payroll journal records and payment journal records
are imported in a separate check batch named mm/dd/yyyy-mm/dd/yyyy PC. You must post the folders (using Batch
Posting from the Activities menu) before the transactions are available for reports or statements.
Peachtree Import
Use the Peachtree Import Wizard to import detail transactions from Peachtree to Client Write-Up.
This import requires an installation of Peachtree Software that resides on your system.
The transactions are imported as batches into Client Write-Up. The batches must be posted before the checks and journal entries are
available for use in the reports and statements.
Depending on your client's requirements, you may import transactions on a monthly, quarterly, or yearly basis. You can select a date
range for the import, to select only those transactions for a specific period.
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Memo transactions on employee checks (a memo is defined in Peachtree as a check box you select if the information in this
field does not affect your company general ledger or financial statements, such as tips).
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Deductions and other pay employer amounts that are not automatically calculated when the employee checks are posted.
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Before You Import
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Create a new client in Client Write-Up,
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Set up fiscal periods,
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Set up a checking account in Client Write-Up,
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If you are importing employee checks :
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Verify any states needed for payroll are set up. Select States from the ATF Payroll menu and make sure all necessary
states have been added.
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Verify payroll posting accounts are assigned.
Export client data from Peachtree. See the Peachtree conversion instructions in the Conversion Guide for more information.
Starting the Peachtree Import
First complete the standard import steps then continue to the Peachtree Import steps below.
Select the Peachtree Version
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Select the Peachtree software version (2003-2012) you plan to use for the import. Keep in mind that if you select 2003 versions, a
Peachtree company must be open prior to starting the import. If a 2005 Peachtree version is also installed, the 2004 Peachtree version
must be running prior to starting the import. A 2004 Peachtree company does not need to be open.
Peachtree has various levels and variations of their software. Be aware that the Peachtree Import is available with the following versions
of Peachtree software (one of these versions must be loaded on the PC running this import):
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Peachtree Premium Accounting for Accountants – The 2004 through 2012 versions of this product will support the opening of
all 2004 through 2012 version companies created with other Peachtree products without converting them. If you open a 2003
version company created with other Peachtree products, it will permanently upgrade the 2003 version company to the current
format.
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Peachtree Accounting 2003 – This version of Peachtree will only open companies for this version.
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Peachtree Complete Accounting 2003*, 2004/2005/2006/2007* (requires the client to be open in Peachtree while importing)
- These versions of Peachtree will only open companies for corresponding versions. If a "Complete" company is opened in
"Premium" Peachtree, the Complete company will be converted to a Premium company and you will not be able to open the
company in Complete again.
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Peachtree Premium Accounting for Distributors 2004/2005/2006/2007 – Peachtree Distributors ranks above "Premium" so
Distributor companies cannot be opened in Premium and cannot be opened by Peachtree Premium Accounting for
Manufacturers 2004.
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Peachtree Premium Accounting for Manufacturers 2004/2005/2006/2007 – Peachtree Manufacturing ranks above "Premium"
so Manufacturing companies cannot be opened in Premium and cannot be opened by Premium Accounting for Distributors
2004.
Peachtree Version
Click the drop-down and select the
version from the list
2006-2012
Peachtree should open automatically
regardless of any other versions
installed.
2005
If you select 2005, you can select the
Open Company from the list when you
select your company on the next window.
If a 2005 Peachtree version is also
installed, the 2004 Peachtree version
must be running prior to starting the
import. A 2004 Peachtree company does
not need to be open. If you are importing
from Peachtree 2005 (and if Peachtree
2004, 2006, or 2007 are installed),
Peachtree 2005 will automatically open
whether it is running or not, except in the
case where Peachtree 2004 was installed
after Peachtree 2005. In this case
Peachtree 2005 must be running prior to
running the import.
2004
If you select 2004, you can select the
Open Company from the list when you
If you are importing from Peachtree 2004
(and if Peachtree 2004 and 2005 are both
installed), Peachtree 2004 must be
running but a Peachtree Company does
not need to be open.
2003
If you select 2003, the directory, drive,
and list box will be disabled when you
Peachtree 2003 must be running and the
Peachtree 2003 import Company must
also be open. The 2003 Open Company
will be already selected by default.
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Tips
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Within Peachtree (2003 or 2004 through 2012), the security setting must be set to Low or Medium. Before you start the
import, open Peachtree and go to Options > Global > Peachtree Partners tab. Check the security level setting. It must be Low
or Medium.
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If you are running Peachtree 2006 through 2012, set the Peachtree option "Show Start Screen at Startup" to [False] prior to
importing data from Peachtree. If you receive any errors when starting up the Peachtree Import in Client Write-Up, always
check to make sure this option is not turned on inside of Peachtree.
Step 1 – Select the Peachtree Company
1. Using the drive and directory lists to select the location of the Peachtree Company.
All Peachtree companies for the selected path appear. Only one company can be open at a time in Peachtree so you may
receive a message that the import is closing an existing company it if does not match the selected company.
2. Select whether to import employees and employee pay checks.
If this option is NOT selected or if employees are not setup in Peachtree, any employee checks will be imported as
“Other” checks and will not be available for after-the-fact payroll processing and the preparation of quarterly and annual
payroll tax returns and forms.
3. Select whether to import vendors and vendor payments.
If this option is NOT selected or if vendors are not setup in Peachtree, any vendor payment checks will be imported as
The optional employee and vendor check import can be useful for:
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Monthly clients, for whom you wish to calculate monthly payroll for tax deposits and prepare all payroll related tax
return.
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Quarterly clients, for whom you wish to prepare Form 941 and state unemployment forms, and calculate FUTA
deposits.
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Annual clients, for whom you wish to prepare W-2s and year-end returns, such as Form 940.
dates in Peachtree. Make sure not to overlap dates from a previous import because this will cause duplicate transactions.
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Transactions beginning with the Start Date and ending with the End Date will be selected for the import. If you selected
to import employees and/or vendors, only those employees or vendors with activity within the selected date range will
be included in the import.
5. 5. Click Next> to continue.
1. Select the Client Write-Up checking account that corresponds to each Peachtree bank account. All Peachtree bank accounts
must be assigned.
Peachtree, they will appear on the list during the next import and you must assign checking accounts to them at that
2. Use the select lists to assign a corresponding Client Write-Up Journal to each of the Peachtree Journals listed.
You may also select the default “Add as new” and let the import create the new journal (incorporating the name of the
Peachtree journal in the new source journal name and code).
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1. Assign/map all Peachtree accounts to an existing Client Write-Up account. All Peachtree accounts must be assigned before
display it each time you import transactions to Client Write-Up. If the client adds any new accounts in Peachtree, they
will appear on the list during the next import and you must assign accounts to them at that time. Click Set Up New
the list.
1. Assign / map all Peachtree employees to an existing Client Write-Up employee. This window only displays if you have selected
to import employees and employee paychecks and the paychecks are included within the selected date range in the above
step. All Peachtree employees must be assigned before you can continue to the next step.
There are three options available for assigning employees:
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Existing employees: If the employee has been set up in Client Write-Up, click the drop-down arrow and link the
existing Client Write-Up employee to the Peachtree employee.
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New employees-Add as New: If the employee has not been set up in Client Write-Up, select the default of “Add as
new” from the drop-down list and let the import add the employee to Client Write-Up. The import will use the first nine
characters of the Peachtree employee code as the client ID.
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New employees-Add first: If the employee does not exist in Client Write-Up, and you want to make the link on this
window, click the Set up New Employee button and add the employee to Client Write-Up. The new employee will then
be available in the drop-down list for linking.
You only need to assign employees one time. Once they have been assigned, the Import will retain this information and
display it each time you import transactions to Client Write-Up. If the client adds any new employees in Peachtree, they
will appear on the list during the next import and you must assign employees to them at that time. Click Set Up New
Employee to create a new employee in Client Write-Up.
1. Assign / map all the client’s Peachtree payroll items (other pays, deductions, and taxes) to a Client Write-Up payroll item. All
Peachtree payroll items must be assigned before you can continue to the next step.
There are 20 Pay Level and 20 Employee Fields in Peachtree. We refer to them as Pay Level 1- Pay Level 20, and
employEE1-employee20. If in doubt about the identification of an item return to Peachtree and check this information.
You only need to assign payroll items one time. Once they have been assigned, the Import will retain this information
and display it each time you import transactions to Client Write-Up. If the client adds any new payroll items in Peachtree,
they will appear on the list during the next import and you must assign payroll items to them at that time. Use the
buttons on the screen to set up new deductions, paycodes, states, and municipalities.
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1. Assign / map all Peachtree payroll vendors to a Client Write-Up vendor. This window only displays if you have selected to
import vendors and vendor payments and the payments are included within the selected date range in the above step. All
Peachtree vendors must be assigned before you can continue to the next step.
There are three options available for assigning vendors:
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Existing vendors: If the vendor has been set up in Client Write-Up, click the drop-down arrow and link the existing
Client Write-Up vendor to the Peachtree vendor.
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New vendor-Add as New: If the vendor has not been set up in Client Write-Up, select the default of “Add as new” from
the drop-down list and let the import add the vendor to Client Write-Up. The import will use the first nine characters of
the Peachtree vendor code as the vendor ID.
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New vendor-Add first: If the vendor does not exist in Client Write-Up, and you want to make the link on this window,
click the Set up New Vendor button and add the vendor to Client Write-Up. The new vendor will then be available in the
drop-down list for linking.
You only need to assign vendors one time. Once they have been assigned, the Import will retain this information and
display it each time you import transactions to Client Write-Up. If the client adds any new vendors in Peachtree, they will
appear on the list during the next import and you must assign vendors to them at that time. Click Set Up New Vendor to
create a new vendor in Client Write-Up.
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Folders (batches) of journal entries are created from the Peachtree check transactions for employees and vendors (per
checking account). Folders of journal entries are created from all other Peachtree transactions. Please review these
checks and journal entries and make any necessary changes prior to posting the batches. See Import Batches below for
details.
Each group of transactions imported is grouped in a folder (batch). This is true for all clients, whether they use RealTime or Post Processing. Payroll journal records and payment journal records are imported in a separate check batch
named mm/dd/yyyy-mm/dd/yyyy PT. You must post the folders (using Batch Posting from the Activities menu) before
the transactions are available for reports or statements.
Imported Batches (Folders)
Journal
Condition
Batch
If the “Import employees and paychecks”
checkbox is selected.
Payroll journal records are imported in a
separate check batch named mm/dd/yyyymm/dd/yyyy PT-PR# (where PR# is the
number for each checking account and
mm/dd/yyyy-mm/dd/yyyy is the import
date range). One batch is created per
checking account. Each additional checking
account changes the suffix to –PR2, -PR3,
etc.
If the “Import employees and paychecks”
checkbox is NOT selected.
The checks are imported as “Other” checks.
If the “Import vendors and vendor
payments” checkbox is selected.
Payment journal records are imported in a
separate check batch named mm/dd/yyyymm/dd/yyyy PT-PMT# (where PMT# is the
number for each checking account and
mm/dd/yyyy-mm/dd/yyyy is the import
date range.)
If the “Import vendors and vendor
payments” checkbox is NOT selected.
The checks are imported as “Other” checks
Payroll Journal
Payment Journal
Other Peachtree Journal:
Imported as a separate journal batch. The
system defaults to Client Write-Up’s GJE
source journal code.
General Journal
Batches are named mm/dd/yyyymm/dd/yyyy PTG-JE
Imported as a separate journal batch. The
system defaults to Client Write-Up’s CRE
source journal code.
Cash Receipts Journal
Batches are named mm/dd/yyyymm/dd/yyyy PT-CRE
Purchase Journal Sales
Each is imported as separate journal
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Journal
Condition
Batch
batches. The system creates the source
journal code as needed by the import if you
select “Add as New” or you can link to an
existing source code in the list.
Journal Inventory
Assemblies Journal
Batches are named mm/dd/yyyymm/dd/yyyy PT-* (where * is PJ, SJ, ASBY,
or INAJ).
Inventory Adjustments Journal
Peachtree cannot be closed by our import. After the import is complete, you will need to close Peachtree. Also remember that
AFTER the import you must post the folders (using Batch Posting from Activities) before the transactions are available for
reports and statements.
Peachtree Detail General Ledger Import
Use the Peachtree Detail General Ledger Import Wizard to import transactions from Peachtree to Client Write-Up. This option allows you
to import a Detail General Ledger report from Peachtree as journal entries into Client Write-Up without having the Peachtree application
installed or the client open in Peachtree. The transactions are imported as batches into Client Write-Up. The batches must be posted
before the checks and journal entries are available for use in the reports and statements. Depending on your client's requirements, you
may import general ledger detail on a monthly, quarterly, or yearly basis. You can select a date range for the import, to select only those
transactions for a specific period.
Before You Import
You will need to prepare the general ledger and payroll journal export files (.xls) from Peachtree. Below are instructions for preparing
the files in Peachtree 2012, 2011, 2010 and 2009 and Peachtree 2008 and prior years.
Preparing the Files in Peachtree 2012, 2011, 2010, and 2009
To create the General Ledger file in Peachtree 2012, 2011, 2010 and 2009, use the following steps:
1. Open your client in Peachtree.
2. From the Reports & Forms menu, select General Ledger.
3. In the Select a Report or Form window, single-click to highlight General Ledger and click Send To icon on the toolbar,
select Excel.
4. In the Modify Report – General Ledger window select the period.
5. Click Columns in the Other Options section.
6. Click All on the Columns tab, click OK.
7. In the Copy Report to Excel window, leave the defaults as they are. For the report header options, do not select the second
radio button (Show header in excel worksheet) or the import will fail.
8. Click OK.
9. Save your Excel spreadsheet and browse to it when ready.
To create the Payroll Journal file in Peachtree 2012, 2011, 2010 and 2009, use the following steps:
2. From the Reports & Forms menu, select Payroll.
3. In the Select a Report or Form window, single-click to highlight Payroll Journal and click Send To icon on the toolbar,
select Excel.
4. In the Modify Report – Payroll Journal window select the period.
5. Click Columns in the Other Options section.
6. Click All on the Columns tab, click OK.
7. In the Copy Report to Excel window leave the defaults as they are. For the report header options, do not select the second
8. Click OK.
Preparing the Files in Peachtree 2008 and Prior Years
To create the General Ledger file in Peachtree 2008 and prior years, use the following steps:
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2. From the Reports menu, select General Ledger.
3. In the Select a Report window, single-click to highlight General Ledger and click Sent To icon on the toolbar, select
Excel.
4. In the General Ledger window, verify or set your report period and click OK.
6. Click OK.
To create the Payroll Journal file in Peachtree 2008 and prior years, use the following steps:
2. From the Reports menu, select Payroll.
3. In the Select a Report window, single-click to highlight Payroll and click Sent To icon on the toolbar, select Excel.
4. In the Payroll Journal window verify or set your report period on the Filter tab. On the Fields tab, click Show All and
select OK.
6. Click OK.
Field
Required Type* Max Length or Format
Field Imported Into
Account Number
Yes
AN
20
Account# / Account Description
Account Description
Yes
AN
30
Account# / Account Description
Transaction ID
Yes
N
Transaction Date
Yes
N
Document Number
No
N
Maximum reference number is: 2147483647 Journal Entry Number
Transaction Type
Yes
AN
Journal Entry Number!
Journal Entry Date
None**
Transaction Description No
AN
Debit Amount
Yes
N
999,999,999.99
Memo
Debit
Credit Amount
Yes
N
999,999,999.99
Credit
*Type = A (Alpha); AN (Alphanumeric; or N (Numeric)
! The Document Number will import to the Journal Entry Number field in Client Write-Up. If the Document Number is not mapped, Client
Write-Up will use the Transaction ID as the Journal Entry Number. If the column available for import is alphanumeric, Client Write-Up
will generate the next available journal entry number because Client Write-Up does not allow alpha characters to be a part of the journal
entry number. For more information about mapping see the Map Import Columns topic.
**Although the transaction type does not directly map to a field in Client Write-Up it is required for the transaction to be included in the
import. Any data can be in this column.
Additional Information:
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The Transaction ID is necessary if you do not want one journal entry for all transactions.
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The Document Number includes the check numbers and invoice numbers.
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The Transaction Description could be a memo or reference.
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The same import column can be used more than once, if applicable.
Starting the Peachtree Detail GL Import
First complete the standard import steps then continue to the Generic Detail GL Import steps below.
Step 1 – Select Transactions
All general ledger entries are automatically imported. Select the appropriate check box(es) if you would like additional information to be
included in the import to Client Write-Up. Additional files may be required for these selections.
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To use this option, you will need to have your general ledger report and Payroll Journal from Peachtree saved as Excel (.xls) files.
1. Select the additional items you want included in the import.
Step 2 – Select the Export File
1. Use the Browse button to select the location of the export file (.XLS) you created above.
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Step 3 – Assign/Map Payroll Items
1. Assign / map all Peachtree payroll items to a Client Write-Up payroll item type. All Peachtree payroll items must be assigned
before you can continue to the next step.
You will only need to assign payroll items one time. Once they have been selected, the Import will retain this information
and display it each time you import transactions to Client Write-Up. If the client adds new payroll items in Peachtree,
they will appear on the list during the next import and you must assign the items at that time.
dates in the Peachtree Import files. Make sure not to overlap a date(s) from a previous import for a specific client because
this will cause duplicate transactions.
to import employees, customers, and/or vendors, only those employees, customers, or vendors with activity within the
selected date range will be included in the import.
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Client Write-Up Import needs to know the bank accounts used for this client. All accounts in your chart of accounts are
shown in the left window.
1. Highlight and move all checking and cash accounts that you wish to reconcile to the right window using the arrows.
Peachtree, they will appear on the list during the next import and you must select the bank accounts to them at that
time.
1. Select the Client Write-Up checking account that corresponds to each bank account identified in the previous step. You must
assign all checking accounts to a bank account
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Peachtree, they will appear on the list during the next import and you must assign checking accounts to them at that
If you want to create a special source journal code for imported transactions, cancel the import, return to Lists >
Source Journals, and add the new source journal code.
1. Assign / map all Peachtree accounts to an existing Client Write-Up account. All Peachtree accounts must be assigned before
display it each time you import transactions to Client Write-Up. If the client adds any new accounts in Peachtree, they
the list.
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Step 8 – Assign/Map Employees
1. Assign / map all Peachtree employees to an existing Client Write-Up employee. This window only displays if you have selected
to import employees and employee paychecks and the paychecks are included within the selected date range in the above
step. All Peachtree employees must be assigned before you can continue to the next step.
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existing Client Write-Up employee to the Peachtree employee.
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characters of the Peachtree employee code as the client ID.
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display it each time you import transactions to Client Write-Up. If the client adds any new employees in Peachtree, they
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1. Assign / map all the client’s Peachtree payroll items (other pays, deductions, and taxes) to a Client Write-Up payroll item. All
Peachtree payroll items must be assigned before you can continue to the next step.
There are 20 Pay Level and 20 Employee Fields in Peachtree. We refer to them as Pay Level 1- Pay Level 20, and
employEE1-employee20. If in doubt about the identification of an item return to Peachtree and check this information.
and display it each time you import transactions to Client Write-Up. If the client adds any new payroll items in Peachtree,
they will appear on the list during the next import and you must assign payroll items to them at that time. Use the
buttons on the screen to set up new deductions, paycodes, states, and municipalities.
1. Assign / map all Peachtree vendors to a Client Write-Up vendor. This window only displays if you have selected to import
vendors and vendor check details and if there is vendor activity included within the selected date range in the above step. All
Peachtree vendors must be assigned before you can continue to the next step.
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Client Write-Up vendor to the Peachtree vendor.
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the Peachtree vendor code as the vendor ID.
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display it each time you import transactions to Client Write-Up. If the client adds any new vendors in Peachtree, they will
appear on the list during the next import and you must assign vendors to them at that time. Click Set Up New Vendor
to create a new vendor in Client Write-Up.
Step 11 – Assign / Map Customers
1. Assign / map all Peachtree customers to a Client Write-Up customer. This window only displays if you have selected to import
customers and customer details and if there is customer activity included within the selected date range in the above step.
All Peachtree customers must be assigned before you can continue to the next step.
There are three options available for assigning customers:
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Existing customers: If the customer has been set up in Client Write-Up, click the drop-down arrow and link the existing
Client Write-Up customer to the Peachtree customer.
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New customer-Add as New: If the customer has not been set up in Client Write-Up, select the default of “Add as new”
from the drop-down list and let the import add the customer to Client Write-Up. The import will use the first nine
characters of the Peachtree customer code as the customer ID.
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New customer-Add first: If the customer does not exist in Client Write-Up, and you want to make the link on this
window, click the Set up New Customer button and add the customer to Client Write-Up. The new customer will then
You only need to assign customer one time. Once they have been assigned, the Import will retain this information and
display it each time you import transactions to Client Write-Up. If the client adds any new customer in Peachtree, they
will appear on the list during the next import and you must assign customer to them at that time. Click Set Up New
Customer to create a new customer in Client Write-Up.
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A folder batch of journal entries is created from the Peachtree General Ledger transactions. You may want to review
journal entries and make any necessary changes prior to posting the batch.
6. If you are satisfied with the transactions in the batch click Post to post the entry.
QuickBooks Import
Use the QuickBooks (QuickBooks is a registered trademark of Intuit) Import Wizard to import detail records from QuickBooks to Client
Write-Up.
With this QuickBooks import method there is no export from QuickBooks required, as transactions are extracted directly from the
QuickBooks client data files as part of the import process. However, the QuickBooks application must reside on the same workstation
where the import is being run. If you do not have QuickBooks installed on the same workstation where the import will be performed, use
the QuickBooks CSV import instead.
Each group of transactions imported is grouped in a folder (batch). The checks are grouped in a check folder (batch) and the
journal entries are grouped in a journal entry folder (batch). This is true for all clients, whether they use Real-Time or Post
Processing. You must post the folders (using Batch Posting from the Activities menu) before the transactions are available for
reports or statements.
Depending on your client's requirements, you may import from QuickBooks on a monthly, quarterly, or yearly basis. You can select a
date range for the import, to select only those transactions for a specific period.
What is Imported
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Each QuickBooks check transaction is imported as a write-up check. This includes direct deposit checks and zero amount
checks with direct deposit distributions.
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All other QuickBooks transactions are imported as write-up journal entries.
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QuickBooks employee and account beginning balances are not imported.
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"Memo" transactions on employee checks (a Memo is defined in QuickBooks as a check box you select if the information in this
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Deduction and other pay employer amounts that are not automatically calculated when the employee checks are posted.
QuickBooks 2006 and Higher One-time Setup
To prepare the import to allow access to QuickBooks 2006 and above (one time only):
1. Open the QuickBooks company in QuickBooks.
2. Start Client Write-Up and select Activities > Import Wizard . Select QuickBooks from the drop-down menu and click
Next. Select the version and select the company from the list.
3. An authorization window from QuickBooks displays, stating that an application without a certificate is requesting access to
the QuickBooks company.
On this window, you are asked if you want to allow Client Write-Up to read and modify the company file. Select "Yes,
always; allow access even if QuickBooks is not running."
Then select the check box to "Allow this application to access personal data such as Social Security Numbers and
customer credit card information." If you do not select this check box, payroll information will not be imported from
QuickBooks.
4. When you click Continue, a Configuration window displays. Confirm your decisions. A final Access Confirmation window
displays to let you know that authorization has been given to the QuickBooks client.
If you do not run this authorization for a QuickBooks 2006 or higher company, an error message will display when you
try to open the company in the QuickBooks Import. The message will tell you that the application is unable to log into this
QuickBooks company data file automatically. Click OK. An additional window displays with instructions on preparing for
the import (see steps 1 through 4 above).
Once you authorized a QuickBooks 2006 or higher company for the import you will not need to perform these steps
again or have the client open in QuickBooks prior to performing the import.
Starting the QuickBooks Import
Select QuickBooks Version
The QuickBooks Import can be used for the following versions:
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US 4, 5, 6, 99, 2000 through 2012
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1. Select the QuickBooks Software Version from the list provided: QuickBooks 2005 and prior or QuickBooks 2006 and
above. If you are importing from QuickBooks 2006 and above, additional setup is necessary. See QuickBooks 2006 and
Higher One-time Setup complete information.
Step 1 - Select the QuickBooks Client
1. Using the drive and directory lists select the location of the QuickBooks company file.
All QuickBooks files for the selected path appear. Select the file you wish to import into Client Write-Up. If the client uses
QuickBooks, select the .QBW file; if they use QuickBooks Accountant’s Version, select the .QBA file.
If this option is NOT selected or if employees are not setup in the QuickBooks Payroll module, any employee checks will
be imported as “Other” checks and will not be available for after-the-fact payroll processing and the preparation of
quarterly and annual payroll tax returns and forms.
If this option is NOT selected or if vendors are not setup in QuickBooks, any vendor payment checks will be imported as
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Monthly clients, for whom you wish to calculate monthly payroll tax deposits and prepare all payroll related tax
returns.
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deposits.
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dates in QuickBooks. Make sure not to overlap dates from a previous import because this will cause duplicate transactions.
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A message tells you that the QuickBooks data is being validated then extracted. Because the import is extracting the data
from the QuickBooks client files this could take some time, depending on the size of the client.
1. In QuickBooks, each client can have multiple bank accounts. All accounts used by this client appear in the list. You must
assign all checking accounts to a Client Write-Up account.
If you want to create a special source journal code for QuickBooks transactions, cancel the import, return to Lists >
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1. Assign / map all QuickBooks accounts to an existing Client Write-Up account. All QuickBooks accounts must be assigned
display it each time you import transactions to Client Write-Up. If the client adds any new accounts in QuickBooks, they
the list.
1. Assign / map all QuickBooks employees to an existing Client Write-Up employee. This window only displays if you have
selected to import employees and employee paychecks and the paychecks are included within the selected date range in the
above step. All QuickBooks employees must be assigned before you can continue to the next step.
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existing Client Write-Up employee to the QuickBooks employee.
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characters of the QuickBooks employee code as the client ID. With this option, a warning will display indicating that the
QuickBooks ID number will be used for the employee ID in Client Write-Up.
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display it each time you import transactions to Client Write-Up. If the client adds any new employees in QuickBooks, they
All employees must be set up in the QuickBooks Payroll module. If not, the employee checks will be treated as “Other”
checks and will not be available for after-the-fact payroll processing.
1. Assign / map all the client’s QuickBooks payroll items (other pays, deductions, and taxes) to a Client Write-Up payroll item.
All QuickBooks payroll items must be assigned before you can continue to the next step.
and display it each time you import transactions to Client Write-Up. If the client adds any new payroll items in
QuickBooks, they will appear on the list during the next import and you must assign payroll items to them at that time.
Use the buttons on the screen to set up new deductions, paycodes, states, and municipalities.
- 38 -
1. Assign / map all QuickBooks payroll vendors to a Client Write-Up vendor. This window only displays if you have selected to
QuickBooks vendors must be assigned before you can continue to the next step.
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Client Write-Up vendor to the QuickBooks vendor.
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the QuickBooks vendor code as the vendor ID. With this option, a warning will display indicating that the QuickBooks ID
number will be used for the employee ID in Client Write-Up.
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display it each time you import transactions to Client Write-Up. If the client adds any new vendors in QuickBooks, they
will appear on the list during the next import and you must assign vendors to them at that time. Click Set Up New
Vendor to create a new vendor in Client Write-Up.
All vendors must be set up on the Vendor window in QuickBooks. If not, the vendor payments will be treated as “Other”
checks and will not be available for after-the-fact payroll processing. Only vendor checks written through QuickBooks
Bill Payment will be imported.
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The QuickBooks Import checks to make sure the transactions have not been imported before. The import checks the
batch description (which contains the identifier “QB” and the starting and ending dates of the transactions). You will be
warned if duplicate transactions are found in the database, but you can still post the batch if you wish.
If QuickBooks employees were not set up in the Payroll module, or if QuickBooks vendors were not set up on the Vendor
window in QuickBooks, that employee payroll and vendor payment checks will not update the after-the-fact payroll
tables in Client Write-Up. They will be treated as "Other" checks, updating the transaction tables only. Only vendor
checks written through QuickBooks Bill Payment will be imported.
Folders (batches) of check entries are created from the QuickBooks check transactions for employees and vendors (per
checking account). Folders of journal entries are created from all other QuickBooks transactions. Please review these
checks and journal entries and make any necessary changes prior to posting the batches.
Set up your Payroll Posting Accounts prior to posting your payroll transactions.
Each group of transactions imported is grouped in a folder (batch). Payroll journal records and payment journal records
are imported in a separate check batch named mm/dd/yyyy-mm/dd/yyyy
QuickBooks CSV Import
Use the QuickBooks (QuickBooks is a registered trademark of Intuit) .CSV Import Wizard to import detail transactions from QuickBooks
to Client Write-Up.
With the QuickBooks CSV import QuickBooks does NOT need to be installed on the same workstation where the import is being run.
However, an export file must be created in QuickBooks before running the import.
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Each group of transactions imported is grouped in a folder (batch). Employee and vendor checks are separated into batches
based on the checking account. Journal entries are grouped in batches based on the source journal. This is true for all clients,
whether they use Real-Time or Post Processing. You must post the folders (using Batch Posting from the Activities menu) before
the transactions are available for reports or statements.
Depending on your client's requirements, you may import from QuickBooks on a monthly, quarterly, or yearly basis. You can select a
date range for the import, to select only those transactions for a specific period.
What is Imported
l
Each QuickBooks check transaction is imported as a write-up check. This includes direct deposit checks and zero amount
checks with direct deposit distributions.
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All other QuickBooks transactions are imported as write-up journal entries.
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QuickBooks employee and account beginning balances are not imported.
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"Memo" transactions on employee checks (a Memo is defined in QuickBooks as a check box you select if the information in this
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Deduction and other pay employer amounts that are not automatically calculated when the employee checks are posted.
Before You Begin
You will need to prepare the export files in QuickBooks. Below are instructions for preparing these files.
Preparing the Export Files in QuickBooks 2011 and Earlier
Create a folder to save the exported CSV files from QuickBooks.
If you are going to be exporting CSV files for multiple companies, it is recommended that you create a separate folder for each
company. QuickBooks 2012 changed the CSV export method, the changes are noted below.
Account List
1. In QuickBooks, select Reports > List > Account Listing and select Modify Report.
2. Under the Display tab, and Columns, un-check (left margin). Check everything else and click OK.
You can select the first column without a check mark and drag your cursor to the bottom of the list to select all columns.
Be sure to verify that all columns are selected.
3. In the Account Listing window, click Export.
4. In the Export Report window, under the Basic tab select a comma separated values (.csv) file and click Export.
5. In the Create Disk File window, under Save In select the folder you created at the beginning to save your exported files to.
6. Under File Name, type AccountListing.csv and click Save.
Vendor Contact List
1. In QuickBooks, select Reports > List > Vendor Contact List and click Modify Report.
3. In the Vendor Contact List, click Export.
6. Under File Name, type VendorContactList.csv and click Save.
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1. In QuickBooks, select Reports > List > Employee Contact List and select Modify Report.
3. In the Employee Contact List, click Export.
6. Under File Name, type EmployeeContactList.csv and click Save.
1. In QuickBooks, select Reports > List > Payroll Item Listing and select Modify Report.
3. In the Payroll Item Listing, click Export.
6. Under File Name, type PayrollItemListing.csv and click Save.
Journal - 2010 and 2011
1. In QuickBooks, select Reports > Accountant & Taxes > Journal and select Expand and Modify Report.
3. In the Journal, click Export.
6. Under File Name, type Journal.csv and click Save.
You are now ready to import your company data into Client Write-Up.
Preparing the Export Files in QuickBooks 2012
Account List
1. In QuickBooks, select Reports > List > Account Listing and select Customize Report.
2. Under the Display tab, and Columns, un-check (left margin). Check everything else and click OK. You can select the first
column without a check mark and drag your cursor to the bottom of the list to select all columns.
3. In the Account Listing window, click Excel and click Create New Worksheet.
4. In the Send Report to Excel window, choose the Create a comma separated values (.csv) file radio button and click
Export.
6. Under File Name, type AccountListing.csv and click Save.
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Vendor Contact List
1. In QuickBooks, select Reports > List > Vendor Contact List and select Customize Report.
3. In the Vendor Contact List window, click Excel and click Create New Worksheet.
Export.
6. Under File Name, type VendorContactList.csv and click Save.
1. In QuickBooks, select Reports > List > Employee Contact List and select Customize Report.
3. In the Employee Contact List window, click Excel and click Create New Worksheet.
Export.
6. Under File Name, type EmployeeContactList.csv and click Save.
1. In QuickBooks, select Reports > List > Payroll Item Listing and select Customize Report.
3. In the Payroll Item Listing window, click Excel and click Create New Worksheet.
Export.
6. Under File Name, type PayrollItemListing.csv and click Save.
Journal
1. In QuickBooks, select Reports > Accountant & Taxes > Journal and select Customize Report.
2. Under the Display tab, and Columns, un-check (left margin). Check everything else except Ship to City, Ship to Address 1,
Ship to Address 2, Ship to State, and Ship Zip and click OK. You can select the first column without a check mark and drag
your cursor to the bottom of the list to select all columns.
3. In the Journal window, click Excel and click Create New Worksheet.
Export.
6. Under File Name, type Journal.csv and click Save.
You are now ready to import your company data into Client Write-Up.
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Starting the QuickBooks .CSV Import
First complete the standard import steps then continue to the QuickBooks CSV Import steps below.
Step 1 - Select the Location of the Export Files
1. Using the drive and directory lists select the location of the QuickBooks export files (.CSV) created above.
If this option is NOT selected or if employees are not setup in the QuickBooks Payroll module, any employee checks will
be imported as “Other” checks and will not be available for after-the-fact payroll processing and the preparation of
quarterly and annual payroll tax returns and forms.
If this option is NOT selected or if vendors are not setup in QuickBooks, any vendor payment checks will be imported as
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Monthly clients, for whom you wish to calculate monthly payroll tax deposits and prepare all payroll related tax
returns.
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deposits.
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dates in QuickBooks. Make sure not to overlap dates from a previous import because this will cause duplicate transactions.
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1. In QuickBooks, each client can have multiple bank accounts. All accounts used by this client appear in the list. You must
assign all checking accounts to a Client Write-Up account.
If you want to create a special source journal code for QuickBooks transactions, cancel the import, return to Lists >
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1. Assign / map all QuickBooks accounts to an existing Client Write-Up account. All QuickBooks accounts must be assigned
display it each time you import transactions to Client Write-Up. If the client adds any new accounts in QuickBooks, they
the list.
1. Assign / map all QuickBooks employees to an existing Client Write-Up employee. This window only displays if you have
selected to import employees and employee paychecks and the paychecks are included within the selected date range in the
above step. All QuickBooks employees must be assigned before you can continue to the next step.
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existing Client Write-Up employee to the QuickBooks employee.
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characters of the QuickBooks employee code as the client ID. With this option, a warning will display indicating that the
QuickBooks ID number will be used for the employee ID in Client Write-Up.
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display it each time you import transactions to Client Write-Up. If the client adds any new employees in QuickBooks, they
All employees must be set up in the QuickBooks Payroll module. If not, the employee checks will be treated as “Other”
checks and will not be available for after-the-fact payroll processing.
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1. Assign / map all the client’s QuickBooks payroll items (other pays, deductions, and taxes) to a Client Write-Up payroll item.
All QuickBooks payroll items must be assigned before you can continue to the next step.
and display it each time you import transactions to Client Write-Up. If the client adds any new payroll items in
QuickBooks, they will appear on the list during the next import and you must assign payroll items to them at that time.
Use the buttons on the screen to set up new deductions, paycodes, states, and municipalities.
1. Assign / map all QuickBooks payroll vendors to a Client Write-Up vendor. This window only displays if you have selected to
QuickBooks vendors must be assigned before you can continue to the next step.
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Client Write-Up vendor to the QuickBooks vendor.
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the QuickBooks vendor code as the vendor ID. With this option, a warning will display indicating that the QuickBooks ID
number will be used for the employee ID in Client Write-Up.
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display it each time you import transactions to Client Write-Up. If the client adds any new vendors in QuickBooks, they
will appear on the list during the next import and you must assign vendors to them at that time. Click Set Up New Vendor
to create a new vendor in Client Write-Up.
All vendors must be set up on the Vendor window in QuickBooks. If not, the vendor payments will be treated as “Other”
checks and will not be available for after-the-fact payroll processing. Only vendor checks written through QuickBooks
Bill Payment will be imported.
The QuickBooks CSV Import checks to make sure the transactions have not been imported before. The import checks the
batch description (which contains the identifier “QB” and the starting and ending dates of the transactions). You will be
warned if duplicate transactions are found in the database, but you can still post the batch if you wish.
If QuickBooks employees were not set up in the Payroll module, or if QuickBooks vendors were not set up on the Vendor
window in QuickBooks, that employee payroll and vendor payment checks will not update the after-the-fact payroll
tables in Client Write-Up. They will be treated as "Other" checks, updating the transaction tables only. Only vendor
checks written through QuickBooks Bill Payment will be imported.
Folders (batches) of check entries are created from the QuickBooks check transactions for employees and vendors (per
checking account). Folders of journal entries are created from all other QuickBooks transactions. Please review these
checks and journal entries and make any necessary changes prior to posting the batches.
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Set up your Payroll Posting Accounts prior to posting your payroll transactions.
Quicken Import
Use the Quicken Import Wizard to import detail records from a Quicken export file to Client Write-Up using.
Depending on your client's requirements, you may import Quicken transactions on a monthly, quarterly, or yearly basis.
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Before You Import
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Create your client in Client Write-Up.
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Setup the fiscal periods.
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Setup a checking account. Select Checking Accounts from the Lists menu to add an account.
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If you are importing employee checks:
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Verify any states needed for payroll are set up. Select States from the ATF Payroll menu and make sure all necessary
states have been added.
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Verify payroll posting accounts are assigned.
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Verify employees are set up in Client Write-Up using the same employee ID that was used in Quicken.
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If you are importing vendor checks, the vendors must be set up in Client Write-Up using the same vendor code that was used
in Quicken.
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Export your .QIF file from Quicken. See Quicken for details on the export. When you export, select Bank as the Quicken
account to Export from, and include only transactions in the export. Depending on your client’s requirements, you may ask
them to export the file monthly, quarterly or yearly. Remember that all transactions in the exported .QIF file will be used in the
import. There is no exclusion by date range in the import.
Importing Vendor and Employee Checks
Importing Vendor Checks
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If you plan to import Quicken vendor checks the Memo field in Quicken must be coded as *VEN#### (where #### is the
vendor code). The asterisk (*) must be used.
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Vendors must be set up in Client Write-Up using the same vendor code that was used in Quicken.
Importing Employee Payroll Checks
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If you plan to import employee payroll checks the Memo field in Quicken must be coded as *PAY#### (where #### is the
vendor code). The asterisk (*) must be used.
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Employees must be set up in Client Write-Up using the same employee ID that was used in Quicken.
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Client Write-Up payroll posting accounts must be assigned to a single wage account type instead of ALL if they are linked to a
Quicken category. For example, Quicken category 300 is used for payroll check distributions and is linked to Client Write-Up
account 0300.000. Account 0300.00 must be linked to a single wage account type (like FWT or FUI) instead of using the ALL
designation in Payroll Posting Accounts.
Starting the Quicken Import
First complete the standard import steps then continue to the Quicken Import steps below.
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1. Use the drive and directory lists to select the Quicken export (.QIF) file created above. All Quicken files for the selected path
appear.
1. Assign/map all Quicken accounts to an existing Client Write-Up account. All Quicken accounts must be assigned before you
can continue to the next step.
display it each time you import transactions to Client Write-Up. If the client adds any new accounts in Quicken, they will
appear on the list during the next import and you must assign accounts to them at that time. Click Set Up New
the list.
2. Click the arrow and select the client’s checking account from the list. Imported transactions will be associated with this
checking account. You must assign the checking account each time you import transactions. The assigned checking account
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number and the Quicken checking account number displays for reference.
If your import file contains vendor checks the Set Up New Vendor button will display. Select this button to add any
vendors that are included in the import but not yet set up in Client Write-Up.
If your import file contains employee payroll checks the Set Up New Employee and Payroll Posting Accounts buttons
display. Use these buttons to add any employees that are included in the import but not yet setup in Client Write-Up as well
as to assign any payroll posting accounts. See Importing Vendor and Employee Checks for details.
The import will verify that all vendors and employees have been set up in Client Write-Up. If the import finds any
Quicken transactions for vendors and employees that have not been set up in Client Write-Up, a warning will display and
an exception listing will print. You must add the vendors and/or employees (by clicking Set Up New Vendor / Set Up
New Employee) before you can continue with the import.
The Quicken Import checks to make sure that these transactions have not been imported before. The import checks the
batch description (which includes the identifier of "QI" for the Quicken export file and the starting and ending dates of the
transactions). You will be warned if duplicate transactions are found in the database, but you can still post the batch if you
wish.
The import will also check to make sure all transactions imported fall within the current year. If it detects data that is outside
of the current year, a warning message will display and the import will not continue.
If any errors were encountered during the import, a message will display. Click Yes to print the exception list so that you can
make your corrections. This report will show if the unassigned Payroll items account (from Payroll Posting Accounts) and
"Regular Pay" were substituted for exceptions marked as either missing or multiple wage types when assigning payroll
distribution accounts for employee checks. You should correct any items noted on this report prior to posting.
A folder (batch) of check entries is created from the Quicken check transactions for employees and vendors (per
checking account). All transactions in the selected .QIF file will be imported. Please review the generated check entries
and make any necessary prior to posting the Quicken check batch.
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ATX/TaxWise Fixed Asset Manager Import
Use the ATX/Tax Wise Fixed Asset Manager Import Wizard to import detail records from ATX/Tax Wise Fixed Asset Manager to Client
Write-Up.
Before You Import
Preparing the ATX Fixed Asset Manager Export File
Follow these steps to prepare your export file in ATX Fixed Asset Manager prior to starting the import in Client Write-Up:
1. Open the client in ATX Fixed Asset manager.
2. Select Tasks then Export to CWU to display the Export to CWU dialog.
3. Select the check box at the top to create monthly journal entries.
4. Choose the months you wish to export and click Export.
5. On the CWU Clients dialog, select the Client Write-Up client and click OK.
6. Click OK on the Confirmation message, and then click Close on the Export to CWU dialog.
7. Make sure to save the file using the Comma Separated Value (.CSV) file format.
Preparing the TaxWise Fixed Asset Manager Export File
Follow these steps to prepare your export file in TaxWise Fixed Asset Manager prior to starting the import in Client Write-Up:
1. Open the client in TaxWise Fixed Asset manager.
2. Select Tasks then Export to CWU to display the Export to CWU dialog.
3. Select the check box at the top to create monthly journal entries.
4. Choose the months you wish to export and click Export.
5. On the CWU Clients dialog, select the Client Write-Up client and click OK.
6. Click OK on the Confirmation message, and then click Close on the Export to CWU dialog.
7. Make sure to save the file using the Comma Separated Value (.CSV) file format.
Starting the ATX/TaxWise Fixed Asset Manager Import
First complete the standard import steps then continue to the ATX/Tax Wise Fixed Asset Manager Import steps below.
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Step 1 – Select the Import File
1. Use the Browse button to select the location of the fixed asset import file you created above.
dates in the export file. Make sure not to overlap dates from a previous import because this will cause duplicate transactions.
Transactions beginning with the Start Date and ending with the End Date will be selected for the import.
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Step 3 – Select Journal
display it each time you import transactions to Client Write-Up. If the client adds any new accounts in ATX/TaxWise
Fixed Asset Manager, they will appear on the list during the next import and you must assign accounts to them at that
time. Click Set Up New Account to create a new account in Client Write-Up.
the list.
- 54 -
A folder batch of journal entries is created from the import transactions. Please review these checks and journal entries
and make any necessary changes prior to posting the batch.
- 55 -

Import Guide

Transcription

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