You manage which Paychex data is associated to which QuickBooks Online data from the Link & Sync dashboard.

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1 General Ledger Service and QuickBooks Online The Paychex Flex General Ledger (GL) service enables you to transmit payroll-related, general ledger information into your accounting software. The GL interfaces with many software accounting packages, including Intuit QuickBooks Online. About Link & Sync Paychex sets up the General Ledger posting factors for you initially. From there, set up Link & Sync, run your payroll as you normally would, and confirm that data transmits to the QuickBooks Online system, as requested. General Ledger Accounts and Employees data are available to sync on the Link & Sync page for all clients. Based on your configuration, the following dimensions may also be available: Org Units/Departments Jobs Locations Classes You manage which Paychex data is associated to which QuickBooks Online data from the Link & Sync dashboard. After selecting an account in Paychex Flex and linking or assigning it to an account in QuickBooks Online, select Save & Sync to sync the two accounts Paychex, Inc. All rights reserved. flex-gl-quickbook-online-integration 1

2 About Link & Sync - continued The Link & Sync dashboard always includes a tab for Accounts and Employees. Additional tabs will display for Org Units/Departments, Jobs, Locations, and Classes (1), if these are set up in by Paychex in the General Ledger service as a posting factor. This enables you to assign and sync items for multiple posting factors. Linked items display at the top of the dashboard and unlinked items display at the bottom Paychex, Inc. All rights reserved. flex-gl-quickbook-online-integration 2

3 Setting Up Link & Sync When Paychex sets up your General Ledger, the set up includes all your preferences, including the export files, and any Chart of Accounts. After Paychex sets up these items, make sure to select and select the Authorize QuickBooks Online Connection option on the Export File screen to sync employee data. After you ve confirmed that Paychex has set up your General Ledger for data sync, you ll need to turn on Link & Sync to use it: 1. Log in to the Paychex Flex application. 2. Select General Ledger (1) on the left navigation menu in Paychex Flex. 3. Select Preferences from the top-right corner of the screen. (2) 4. Select Export File. (3) 2018 Paychex, Inc. All rights reserved. flex-gl-quickbook-online-integration 3

4 Setting Up Link & Sync - continued 5. Select Intuit QuickBooks Online, then select Authorize QuickBooks Online Connection. (1) 6. Enter your Intuit QuickBooks login credentials. 7. Click Sign In. (2) 2018 Paychex, Inc. All rights reserved. flex-gl-quickbook-online-integration 4

5 Setting Up Link & Sync - continued 8. Select the company to connect to. (1) 9. Click Connect. (2) Link & Sync is now available for use Paychex, Inc. All rights reserved. flex-gl-quickbook-online-integration 5

6 One-Way Sync The Employee Sync feature saves you time, because employee data does not need to be added in multiple systems. The following employee data syncs between the two platforms. This data can be entered in Paychex Flex manually or by import and it feeds to QuickBooks Online. If you have employees in QuickBooks Online, they must be added to Paychex Flex before Employee Sync is enabled, which is configured during product setup. After they have been added, use Link & Sync to manually map the Paychex Flex employees to the corresponding employees in QuickBooks Online. Let s see how the employee sync works by looking at a quick example. You begin by adding a new employee, Anne Brown, in Paychex Flex. (1) 2018 Paychex, Inc. All rights reserved. flex-gl-quickbook-online-integration 6

7 One-Way Sync - continued On the employee tab of the Link & Sync, you can then sync Anne s record into Quickbooks. Then Log in to QuickBooks Online to verify all data was sent correctly from Paychex Flex. Now, log in to Paychex Flex, access General Ledger from the left navigation menu, and then click Link & Sync > Employees. (1) Your new employee, Anne, displays. The Employee column on the left displays her record in Paychex Flex. The Intuit QuickBooks Online Employee column on the right displays her record in QuickBooks Online. The employee information in Paychex Flex automatically maps to the employee record in QuickBooks Online (the Synced column displays a checkmark). (2) 2018 Paychex, Inc. All rights reserved. flex-gl-quickbook-online-integration 7

8 Link & Sync After posting factors are set up in Paychex Flex GL service and dimensions are set up in QuickBooks Online, you can map items between the Paychex Flex GL service and QuickBooks Online. Linked items display at the top of the dashboard and unlinked items display at the bottom. After selecting an item from one system and linking (assigning) it to the corresponding item in the other system, click Save & Sync (1) to sync the two items. POSTING FACTORS Link & Sync posting factors always include Accounts and Employees. Additional posting factors of Org Units/Departments, Jobs, Locations, and Classes display, if they are set up in the Paychex Flex GL service. Accounts Accounts in the Paychex Flex GL service automatically map and sync to accounts in QuickBooks Online, if the account numbers match. If you use account names, you will need to use the Link & Sync dashboard to map the account Paychex, Inc. All rights reserved. flex-gl-quickbook-online-integration 8

9 POSTING FACTORS - CONTINUED To map accounts: 1. Select the Account Type from the Account Type drop-down menu. (1) 2. Select the Account in the Paychex Flex GL service, (2) the QuickBooks Online Account in QuickBooks Online (3), and click Save & Sync. (4) You can also map multiple Paychex Flex accounts to a single QuickBooks Online account. Employees As mentioned previously, employee data in the Paychex Flex GL service automatically creates an employee or independent contractor record in QuickBooks Online. The one-way sync includes new employee information and ongoing maintenance changes. The employee records automatically map and sync in the Link & Sync dashboard. Employee records may also be manually added or modified Paychex, Inc. All rights reserved. flex-gl-quickbook-online-integration 9

10 POSTING FACTORS - CONTINUED Org Units/Departments QuickBooks Online refers to Org Units as Departments. You can assign multiple Paychex Flex GL service org units to a single QuickBooks Online Department. Click Edit (1) in each column to select the Org Units/Departments from the Org Unit Hierarchy. Classes Use the Link & Sync dashboard to map classes in Paychex Flex GL service with classes in QuickBooks Online. Manual mapping of all posting factors is required. Even if the fields match exactly between the two systems, you must use Link & Sync to manually map them Paychex, Inc. All rights reserved. flex-gl-quickbook-online-integration 10

11 Client Posting Process After payroll processes, the file automatically transmits to QuickBooks Online. During the Paychex Flex GL service setup, you identified if you want the file All By Check or All By GL Account. ALL BY CHECK If All By Check, the journal entry displays like the image below. Department, Jobs, Locations, and Class are included if they are set up in the Link & Sync. The employee s name displays in the Description column, because Include Employee Name was selected during the Paychex Flex GL service setup Paychex, Inc. All rights reserved. flex-gl-quickbook-online-integration 11

12 Client Posting Process - Continued ALL BY GL ACCOUNT If All By GL Account, the journal entry displays like the image below. Department, Jobs, Locations, and Class are included if they are set up in the Link & Sync. Support Please call the General Ledger Service Center for assistance with the General Ledger application at Paychex, Inc. All rights reserved. flex-gl-quickbook-online-integration 12