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Paymate Acclaim now integrates with the QuickBooks® Online.

Note: This article discusses the integration with QuickBooks® Online and how to use QBIS. If you have QuickBooks® Desktop, seamless and standard/file-based integrations are both available. 

Prerequisites: 

  • Have posted the payroll you want to export from Acclaim
  • Have QBIS downloaded, installed, and configured correctly (*included when you purchase QBIS)

Solution:

I. Setting Up Your GL Export Interface

  1. In Acclaim, navigate to Setup > Preferences.
  2. In the Interfaces section, in the "Accounting" field, select either "Quick Books Online Summary" or "Quick Books Online Details". If you're not sure what the difference between these two are, see the bottom of this article.
  3. Click "Save" at the bottom of this window to save your selection. 

II. Define Your GL Account Codes

  1. In Acclaim, navigate to Setup > Departments & Accounts.
  2. Double-click a department. 
  3. Enter your account names/numbers for each payroll category. By default, QuickBooks® Online uses account names. To use account numbers, you will have to toggle this on in your QuickBooks® Online settings.
  4. Repeat steps 2 and 3 for each department. 
  5. Click "Save" at the bottom of this window to save your changes.

III. Export Your Payroll / GL Entries 

  1. In Acclaim, navigate to Payroll > Export Payroll. 
  2. In the Parameters tab, verify that all the items here are accurate.
  3. In the Preferences tab, select whether your entries should be included by the pay period ending date or the cheque date. 
  4. Click "Export". 

IV. Use QBIS to Import Your File Into QuickBooks® Online

  1. Launch QBIS. 
  2. If you exported the detailed export from Acclaim, select 'Single Transaction'. If you exported the summary export from Acclaim, select 'Summary Transaction'. 
  3. Click "Browse" to open a window to select the exported file from Acclaim. 
  4. Click "Read" to allow QBIS to read the file you selected. Your GL entries should not be visible. 
  5. Click "Verify" to allow QBIS to check that the file you selected is compatible. At the bottom of QBIS, it should read "Application complete to verify records". 
  6. Click "Sync" to transfer your GL entries into QuickBooks Online. The 'Status' should now read "Create successfully". 

What is the difference between detailed and summary exports?

If you are using the Detailed export layout, then the interface will create transactions in your "Check" section of QuickBooks® showing the complete check and GL Details.

If you are using the Summary GL export layout, the entire transaction will appear as a single journal entry in QuickBooks®.

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