The FCA™ import is primarily used for setting up a new company. It may also be used to import specific items into an existing company.

1. Select File>Imports>Full Contact Accounting.
2. Select the desired record types to import.
3. Select the desired contact types to import.
4. Set the action to take when a duplicate record is found. See an explanation of import rules below.
5. Select the desired Source Company.
6. Click OK to import.

A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will open when the process is complete. DO NOT end the task or interrupt the import.

Import Rules

Accounts

• Imports GL Accounts.
• If there are already GL Accounts in the FCA™ file that have the same Lookup as accounts in the file being imported, the matching accounts will not be imported.

Settings

• Imports all client specific settings, options, column configurations, etc. for all users.

Tasks

• Imports all Tasks, Text, Separators, and URLs which have been set up in the Task Manager.

Payroll Forms

• Imports all information from the Payroll Forms tab except 1099 thresholds.

Payroll Departments

• Payroll Departments will be imported as long as the accounts that are part of a Payroll Department record exist in the open database. It is advised to select Accounts as well as Payroll Departments so that any missing accounts will be imported when the Payroll Department is imported.

Payroll Items

• Imports all Payroll Items where the GL Accounts that are selected for the item exist in the receiving file. If an account does not exist in the receiving file, the item will not be imported.

Tax Maps

• Imports the tax mappings for Drake®, Lacerte®, and UltraTax® for the entity type of the receiving file, if such a mapping exists.
• Mappings to accounts that do not exist in the receiving file will not be included.

Verbiage

• Imports custom values for Account Class and Report Title in Setup>Verbiage.

Descriptions

• Imports all Automatic Descriptions in Setup>Descriptions.

1099 Types

• Imports 1099 Types which have been setup from the Vendor tab in Setup>Contacts>Company Contacts or Utilities>Maintenance>Edit 1099 Type.

Payroll Templates

• Imports Payroll Templates defined in Setup>Payroll Templates if Payroll Items is selected and there are no pre-existing Payroll Items.

Matching Record Rules for Customer, Vendor, Employee, Other, Undesignated and All Contacts

When contact records are imported from FCA, the Lookup from the source company is compared to the Lookup in the receiving company. If a match is found, the action taken will depend upon the selection made in the FCA Properties dialog box. Following are the selections and what they mean:

• None—When a match is found, the record is not imported.
• Update—When a match is found, only blank fields are updated with data from the source company.
• Replace—When a match is found, the entire record is replaced with the record from the source company, including blank fields.

Note: If Employee or All is selected, all employee information for all tables and screens will be imported except employee Setup>Payroll Templates and Setup>Payroll Taxes>SUTA Co. and SDI Co. information.

Edit Accounts and Contacts

1. Select Reports>Report List from the menu, locate the Chart of Accounts report and print it for reference. Review the accounts to be sure that the Classification and Type are correct.
2. Select Setup>Accounts. Edit accounts as necessary. See Accounts for information about editing the accounts.
3. Select Setup>Contacts. Edit contacts as necessary. See Contacts for information about editing contact records.

Use the Consolidate Payroll function if payroll for one business entity is processed in separate company files and must be combined periodically for the purpose of producing payroll reports and forms for the business.

WARNING: Doing payroll processing in separate files, then combining them is not a recommended way to handle payroll and is done at your own risk. It is impossible for the program to anticipate limits for an employee or for the entire company when only part of the overall data is available in an individual file.

Preparing to Consolidate Files

1. Identify all employees that work in multiple companies. Make sure that the Lookup in the Contact Manager is exactly the same for the employee in all company files that the employee has worked in.

   Note: Only employees with the same Lookup and same social security number will be merged into one employee record in the combined file.

2. Make sure that all employees have Employee selected in their Setup>Contacts>Company Contacts record. Contacts without Employee selected will be skipped.
3. Make sure that all other items that are the same have the exact same Lookup, i.e., Payroll Items, Departments, and Locales.
4. Make sure that all companies are of the same Period Type and have the same Year End Date in Setup>Company Information - Accounting tab.
5. Make sure that all companies are currently in the same accounting period.

Before the First Consolidation

• Identify the company with the most employees. Use this file as the base for creating the new Consolidated file. In the screenshots below, we have identified PR 1010 NW Tours as the base client file.
• Only create the Consolidated file if all processing has been done for the last month to be consolidated, and if the last month to be consolidated is within the current period. For example, the first consolidation is for the first quarter of the year. The current period should be 3.
• Open the file identified in step one, then back up the file (give it any name) using File>Backup.
• Select File>Restore and select the backup file that was just created.
• The Restore dialog box will suggest the original name of the file that was backed up. Change the name in the Restore dialog box to the indicate that this is the consolidated file.
  

• Select File>Imports>Consolidate Payroll.
  

• Set the Period Range to include the entire year.
• Locate each of the company files to be consolidated in the Company List and click Add to put them in the Consolidate List. DO NOT select the company that was used to make the master file because all of the payroll data for the year already exists in the master.

• Click OK import data.

  Note: A ‘Not Responding’ message in the Windows Task Manager does not mean that the program is not working. A dialog box will appear when the process is complete. DO NOT end the task or interrupt the import. This process can take anywhere from several minutes to a few hours depending upon the speed of your system and the amount of data to be consolidated.

• Carefully examine the Payroll Register reports, State SUI, 940, 941, W-2, and W-3 forms for accuracy.

  Note: If duplicate employee records exist because the employee Lookup was not exactly the same, use Utilities>Search Company Contacts - Merge contacts to merge the employee records.

Subsequent (Monthly or Quarterly) Consolidations

Identify all employees that work in multiple companies. Make sure that the Lookup in the Contact Manager is exactly the same for the employee in all company files that the employee has worked in.

Note: Only employees with the same Lookup and same social security number will be merged into one employee in the combined file.

• Make sure that all other items that are the same have the exact same Lookup, i.e., Payroll Items, Departments, and Locales.
• Open the consolidated company file (in our example: PR - Consolidated NW Hospitality).
• Select File/Imports/Consolidate Payroll.
• Set the Period Range and Year appropriately.
• Locate each of the company files that you want to consolidate in the Company List and click Add to put them in the Consolidate List. Be sure to include ALL companies.
  

• Click OK to import data.

  Note: A ‘Not Responding’ message in the Windows Task Manager does not mean that the program is not working. A dialog box will appear when the process is complete. DO NOT end the task or interrupt the import. This process can take anywhere from several minutes to a few hours depending upon the speed of your system and the amount of data to be consolidated.

• Carefully examine the Payroll Register reports, State SUI, 940, 941, W-2, and W-3 forms for accuracy.

  Note: If duplicate employee records exist because the employee Lookup was not exactly the same, use Utilities>Search Contacts - Merge contacts to merge the employee records.

Batch

A batch name will be assigned to to each transaction. The batch name will follow the pattern CPX aaaaaaa YYYY- MM. The first section, CPX stands for Consolidate Payroll Summary, followed by the Company Name (aaaaaa), Transaction Year (YYYY) and Transaction Period (MM).

Undo by Batch

To delete all transactions imported in a batch, select File>Imports>Consolidate Payroll. Select the Batch to be deleted in the Undo by batch field and select Undo. Batches that have been imported in prior periods cannot be undone. Select File>Imports>Consolidate Payroll and reimport any necessary data.

View Imported Transactions

• Select Utilities>Search Transactions.
• Clear the Date fields.
• Select the Batch from the Batch field drop-down list.

Additional filters may be set to zero in on particular transactions.

Use the generic Chart of Accounts import to import a Chart of Accounts from any tab delimited or comma delimited text file. The text file must contain a field to be used for the Lookup in FCA™.

1. Select File>Imports>Generic>Chart of Accounts.
2. A dialog box will open asking for the file to import. The file can have any name with any extension as long as it is tab delimited or comma delimited with account detail records in rows.
3. The text file must contain a field to be used for the account Lookup in FCA. In the screenshot below, an export .IIF file from QuickBooks® was used.

4. Select a predefined template from the Template list by double-clicking or by typing in a new template name and clicking the New button to add it to the list.

   Note: These templates are saved globally and become available to all company files once created.

   
   
   Compare the .IIF file in the earlier screenshot with the fields pointed out by arrows in the screenshot below. Notice that the (a) Data starts in row four and that the (b) Header is in row three. The file is (c) Tab delimited and some data (d) Fields are surrounded by quotes.

5. Select settings for your file accordingly in the indicated fields.
   
6. Click Save to save any option selections.
7. Click OK.
   
   The next window is used to map the fields and items in the import file to the appropriate fields and items in FCA. Some of the Fields may not be imported.
   
8. Select the appropriate field in FCA from the drop-down menu for information to Map To and select Ignore for information that will not be imported.
9. If any field has been mapped to Classification, the program will find all of the unique values of Classifications from the import file to be mapped in the Classifications grid. All Classifications in the import file must be mapped.
10. If any field has been mapped to Type, the program will find all of the unique Types in the import file to be mapped in the Types grid. All Types from the import file must be mapped.

11. Click OK when the mapping is complete. The program will then create the accounts.

    Note: A "Not Responding" message from the Windows Task Manager does not mean that the program is not working. A dialog box will appear when the process is complete. DO NOT end the task or interrupt the import.

Edit Imported Accounts

Select Setup>Accounts to edit imported accounts. If there is no account Type provided in the imported file, all accounts will be imported as Ledger type accounts. Any accounts that need a specific Type, such as checking, must be edited.

Use the Generic Contacts import to import Contacts from any tab delimited or comma delimited text file. The text file must contain a field to be used for the Lookup in FCA™.

1.  Select File>Imports>Generic>Contacts - general.
   
2. Find and select the file to import. The file can have any name with any extension, as long as it is a Tab delimited or Comma delimited file.

3. If you are importing a file that is from a source you will be using again, like another accounting program, select a predefined template from the Template list by double-clicking on the template name in the list or by typing in a new template name and clicking the New button to add it to the list.

   Note: These templates are saved globally and will be available to all company files in the future. You do not have to set up or use a template for a one of a kind file.

   
   

4. Review the file. Notice in the screenshot above that (a) the Data starts in row: 3 and that (b) the Header is in row: 1. The file is (c) Tab delimited and some data (d) Fields are surrounded by quotes.
5. Select settings accordingly as shown with arrows in the example below.
6. Click Save to save any option selections.
7. Click OK.
   
   The next window is used to map the fields and items in the import file to the appropriate fields and items in FCA. Some fields are appropriate to import and some are not.
   
8. Select the appropriate field in FCA from the drop-down list for information to import. Select Ignore for information that will not be imported.

9. Click OK when the mapping is complete and the Contact records will be created.

   Note: A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will open when the process is complete. DO NOT end the task or interrupt the import.

   
   Select Utilities>Search Company Contacts or Setup>Contacts>Company Contacts to review or edit imported contacts.

General Ledger Accounts and Contacts can be imported from export files created by Sage BusinessWorks™ software. Sage BusinessWorks™ is the trademark for copyright software belonging to Sage Software, Inc©.

Article Contents:

• Export GL Account Information from BusinessWorks (version 12)
• Export Customer Information from BusinessWorks
• Export Employee Information from BusinessWorks
• Export Vendor Information from BusinessWorks
• Import Data from the BusinessWorks Files

Export GL Account Information from BusinessWorks (version 12)

• Start BusinessWorks and log into the client to export data from.
• Click on the General Ledger button.
• Click Transfer from the menu at the top of the screen.
• Click Export Account Info.
  
• Type in an Outline ID.
• Type in a Description.
• Select which accounts will be exported (Include all accounts is recommended).
• Select the following Exportable items:
  • Account number 
  • Description 
  • Account type
    
• Click Save on the Toolbar at the bottom of the screen.
• Click the Export button.
• Enter the file name "Accounts" and select the data format as TSV.
• Set the Drives and Directories to a path that can be read by PBM .
• Click OK.
  

If you don't need to export the Customer information, skip to:

Export Employee Information from BusinessWorks or
Export Vendor Information from BusinessWorks or
Import Data from the BusinessWorks Files.

Export Customer Information from BusinessWorks

• Start BusinessWorks and log into the client to export data from.
• Click on the Accounts Receivable button.
• Click Transfer from the menu at the top of the screen.
• Click Export Customer Information.
  
• Type in an Outline ID.
• Type in a Description.
• In the Type of information box, select Customer (recommended) or leave unselected and enter a range in the From and To fields.
• Leave No past due criteria in the Past due criteria box.
• Select Include all customers.
• Select the items to export from the list of Exportable items below. Customer ID and Customer Name must be selected. The others are optional.
  • Customer ID
  • Customer Name
  • Address line 1
  • Address line 2
  • City and State
  • Zip code
  • Telephone number
  • Contact Name
  • Fax number
  • E-mail address
    
• Click Save on the Toolbar at the bottom of the screen.
• Click the Export button.
• Enter the file name "Customer" and select the data format as TSV.
• Set the Drives and Directories to a path that can be read by FCA™.
• Click OK.
  

If Employee information will not be exported, skip to:

Export Vendor Information from BusinessWorks or
Import Data from the BusinessWorks Files.

Export Employee Information from BusinessWorks

• Start BusinessWorks and log into the client to export data from.
• Click on the Payroll button.
• Click Transfer from the menu at the top of the screen.
• Click Export Employee Info.
• Type in an Outline ID.
• Type a Description.
• Select Include All Employees (recommended) or leave unselected and enter a range.
• Select the items to export from the list of Exportable items below. Employee ID and Employee Name must be selected. The others are optional.
  • Employee ID
  • Employee name
  • Address line 1
  • Address line 2
  • City and State
  • ZIP code
  • Social Security number
  • Taxable state
  • Hire date
  • Last review
  • Termination date
  • Department
  • Pay type
• Pay rate Note⁠—Versions of FCA or PBM™ that do not have Payroll Check Writing will not use many of the fields listed; however, they can be selected anyway. If the payroll module is added later, the information will already be in place.
• Click Save on the Toolbar at the bottom of the screen.
• Click the Export button.
• Enter the file name "Employees" and select the data format as TSV.
• Set the Drives and Directories to a path that can be read by PBM.
• Click OK.

If Vendor information will not be exported, skip to:

Import Data from the BusinessWorks Files.

Export Vendor Information from BusinessWorks

The following instructions are similar to the export of customer information. For an idea of what the screens will look like, see Export Customer Information from BusinessWorks.

• Start BusinessWorks and log into the client to export data from.
• Click on the Accounts Payable button.
• Click Transfer from the menu at the top of the screen.
• Click Export Vendor Info.
• Type in an Outline ID.
• Type in a Description.
• Select All Vendors (recommended) or leave unselected and enter a range.
• Select the items to export from the list of Exportable items below. Vendor ID and Vendor Name must be selected. The others are optional.
  • Vendor ID
  • Vendor Name
  • Address line 1
  • Address line 2
  • City and State
  • Zip code
  • Telephone number
  • Contact Name
  • Federal ID
  • Fax number
  • E-mail address
• Click Save on the Toolbar at the bottom of the screen.
• Click the Export button.
• Enter the file name "Vendor" and select the data format as TSV.
• Set the Drives and Directories to a path that can be read by FCA.
• Click OK.

Import Data from the BusinessWorks Files

• Open Full Contact Accounting.
• Select the company.
• Select File>Imports>BusinessWorks.
• Select the export file.
• Select the desired record types to import.
• Enter the number of digits of the account numbers in FCA.
• Set the action to be taken when duplicate records are found. See the explanation of import rules in the section below.
• Click OK.

Note: A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will appear when the process is complete. DO NOT end the task or interrupt the import.

Import Rules

General Ledger Accounts

If there are already GL Accounts in the FCA file that have the same Lookup (Account Number) as an account being imported, the Lookup of the imported account will be changed by adding the BusinessWorks Classification to the account Lookup in FCA to identify it. Both accounts will exist in the FCA file.

• Account Lookup will be truncated to 16 characters.
• The account Name will be truncated to 32 characters.
• The account Description will be truncated to 32 characters.

Matching Record Rules for Vendors and Employees

When contact records are imported from BusinessWorks, the Vendor number and Employee ID from BusinessWorks are compared to the Lookup in FCA. If a match is found, the action taken will depend upon the selection that was made in the BusinessWorks Properties dialog. Following are the selections and what they mean:

• None⁠—When a match is found, the record in the BusinessWorks file is ignored.
• Update—When a match is found, only blank fields in FCA are updated with data from the BusinessWorks record.
• Replace—When a match is found, the record in FCA is totally replaced with the record in the BusinessWorks file, including blank fields.

Edit Imported Records

GL Accounts

• Select Setup>Accounts.
• Make sure that the information in the Lookup field clearly identifies, to the user, the type of transactions that will be posted to the account. Professional bookkeepers will understand "106" but a business person will better understand "106 Accts. Rec."
• Review the Classification for each account. See Accounts for detailed instructions.
• Select the proper Type for all accounts from the drop-down list in the Type field, as this field does not exist in BusinessWorks. If Accounts Payable is not set as the Type on the A/P accounts, the Activities>Enter Payable Invoices screen may not be used.
  Note: During the import of the Accounts file, all Current Asset accounts with the word "Bank" in the account description are set to Checking Type; all Current Asset accounts with the words "Accounts Receivable" are set to Accounts Receivable Type; and all Current Liability accounts with the words "Accounts Payable" are set
  to Accounts Payable Type.
• See Accounts for information about editing the accounts.

Vendors and Employees

• Select Setup>Contacts>Company Contacts.
• Review and edit, where necessary, all fields on the Contact and Vendor tabs. See Company Contacts for detailed instructions.

Use the FCA™ Write Up Export to export transactions for a specific accounting period from your client's PBM™ file to import into FCA.

1. Select File>Exports>FCA Write Up.
2. Enter a file name and path using the Windows file browse window.
3. Click Save.
4. Select the method of export: Period/Year or Date Range.
   
   • Period/Year—This is the recommended method for monthly processing. This method allows the client to work a few days into the next month before closing the period (Activities>Send to Accountant>Monthly Close to Accountant). The following transactions will be exported:
     • All transactions from prior periods that have a date that falls within the date range of the period selected. If the client is on a calendar year basis and the selected Period/Year is 6/2020, then all transactions from prior periods with a date between 06/01/2020 and 06/30/2020 will be exported.
     • All transactions made in the period selected will be exported except those with a date that is future to the date range of the selected period. Using the screenshot above, all transactions made in period 6 of 2020 that are not dated after 06/30/2020 will be exported.
   • Date Range—This method simply exports all transactions that fall within the selected date range regardless of the period or year in which they were created.
5. Enter the Period and Year or the From and To dates.
6. Select Include Payroll Items, if desired.
7. Select Summarize Payroll Checks, if desired.
   
   • When left unchecked, all payroll checks will be imported to the General Ledger with all detail.

   • Clicking on Summarize Payroll Checks will combine all portions of payroll checks into a single summarized transaction. For example, instead of having 100 state withholding detail records for 100 employee checks, there will be 1 state withholding item which is the sum of all of the state withholding for 100 checks. The net check portion of each check will also be summarized, but the total will be posted to the Net Check Offset Account that is selected in the window. There will be an additional transaction created for each check with a credit to the appropriate checking account and a debit to the Net Check Offset Account. Use Summarize Payroll Checks to significantly reduce the amount of detail in the general ledger.

     Note: DO NOT SELECT THE CHECKING ACCOUNT as the Net Offset Account.

8. Select Include Check Status, if desired. Checking this box will cause the program to include the cleared status. (A check marked as cleared will export/import as cleared.) If this is unchecked, all checks are exported as uncleared.
9. Select OK to export.
   
   A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will open when the process is complete. DO NOT end the task or interrupt the import.

Import into FCA using WriteUp>Import Transactions>PBM or FCA.

The Consolidated Summary Data export is used to export data from multiple company files that can be imported into a consolidated master file. This is most useful for clients who own multiple companies and desire an overall report of their enterprise. All company files must have the same period type (i.e., Monthly, Quarterly, etc.) and the same fiscal year end month. Consolidated Summary Data files contain account balances for each period as well as any out of period transactions (i.e. prior period transactions).

First Time Only

1. Create a new master company file with the appropriate period type and fiscal year end month.
2. Create or import the chart of accounts in the master company file. If all of the accounts for each of the companies are needed, it is easier to import the GL Accounts from each company file using File>Imports>Full Contact Accounting (works with PBM™ as well). If all company files have many or most of the same GL Accounts, the first import of accounts will get all of those accounts and subsequent imports will only import accounts that do not already exist.
3. Open the first of the company files to be consolidated.
   
4. In the Start Year field, select first year to keep account balances by period. All previous periods will be summarized as opening balances in the last period of the previous year.
5. Select the Final Period and Final Year to be exported at this time. This can be the current period or some previous period. Nothing will be exported beyond this period.
6. Select the Consolidate Master File from the list of the company files.
7. Map the accounts in the current company file to the appropriate accounts in the master file.
   • To speed the process, click Find Matches to map any matching account codes automatically. Review the mapping and make changes as necessary.

8. Click OK to create the data file.

   Note: A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will open when the process is complete. DO NOT end the task or interrupt the export. Depending upon the size of the file, the process could take several minutes to complete.

   
    

9. The following dialog box will open when the export is complete. Click No to close the window. Click Yes to select a different master file, or to create an export for a different period.
   
10. Return to step 3 and repeat for all company files to be consolidated.

Recreate Start Period

Use Recreate Start Period only if the consolidated data file needs to be created again.

Subsequent Exports

1. Open the first of the company files to be consolidated.
2. Select File>Exports>Consolidate Summary Data.
   
3. Select the Extract Period and Extract Year to be exported.
4. Select the Consolidate Master File from the list of the company files.
5. Review the account mapping and make changes as necessary.

6. Click OK to create the data file.

   Note: A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will open when the process is complete. DO NOT end the task or interrupt the export.

   
    

7. The following dialog box will open.
   
   • Yes—Select Yes to create exports for additional periods. If Yes is selected, repeat steps 2–5 until all the necessary periods have been exported.
   • No—Select No if you do not want to start another export.
8. Depending upon the size of the file, this process could take several minutes to complete. Ignore messages that the program is not responding. It is still working.

9. Repeat for all company files to be consolidated.

   Note: If you are consolidating into a company file that is password protected, you will be prompted to enter the password when you select the Consolidate Master File and when you select Find Matches.

Information for employees set up in Full Contact Accounting™ or Professional Business Manager™ can be exported to a file which can then be uploaded to the Payroll Forms on the Virtual Office™.

 

To Create the Export File for Upload into the VO:

1. Select File>Exports>Employees to VO Pay Forms.
2. Choose a name and location for the export file.
3. Select the desired action for including terminated employees.
   
4. Click OK.

A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will open when the process is complete. DO NOT end the task or interrupt the export.

Employee Maintenance Rules for Export

There are a few general rules to be aware of for employee maintenance prior to creating the export file.

1. Only contacts with a checkmark in the Employee box will be exported.
2. The first part of the Lookup in FCA must match the Employee ID in the VO Payroll Form up to the first space. The Employee ID in the VO Payroll Form must be unique for each employee. It is easier to keep these unique when the first part of the lookup is a number.
3. When Employees are imported from FCA into the VO Payroll Form, the system will assign the default Pay Rate to the first Regular Pay Type pay item in the VO Payroll Form unless the Salaried option is selected on the Employee tab in FCA. If this is the case, the default Pay Rate will be assigned to the first Salary Type payroll item in the VO Payroll Form.
4. The following fields are included in the Export to the VO Payroll Forms:
   • From the Contact Tab:
   • Lookup—Leading characters of Lookup up to the first space.
   • Social Security #
   • First Name
   • Middle Name
   • Last Name
   • Address 1
   • Address 2
   • City
   • State
   • Zip Code
   • Phone Number 1
   • Phone Number 2
   • Email 1
      
   • From the Employee Tab
   • Hired date
   • Terminated date
   • Pay Rate
   • Department
   • Portal Id
   • WH State
   • UI State
   • DOB
   • Race/Ethnicity
   • EEOC Job Category
   • SOC Code
   • FT/PT
   • Salaried—If this is checked, the Pay Rate will be imported into the Salary type item on the VO Payroll Form.
      
   • From the Taxes Tab:
   • W4 2020 or Newer
   • Federal Status
   • Multiple Jobs or Spouse Works
   • Num of Dependents
   • Dependent Amount
   • Other Income
   • Deductions
   • WH Extra
   • ST Status
   • ST Dependents
   • ST Extra WH

Log into your Virtual Office Portal and click on Payroll Forms on the Dashboard, or select Management>Payroll Forms in the left menu.

Detailed instructions for VO Payroll Forms can be found in the Virtual Office.

FCA™ will allow you to create a file and which can be uploaded to the IRS for Bulk TIN Verification.

Select File>Exports>Bulk TIN Verification.

Browse to the desired directory, enter a file name and click Save.

Note: All contacts with 1099 activity for the selected year will be displayed. Select the Vendors to be included in the export individually, or right-click to open a menu, then click Select All, Select None, or Invert Selection.

Click OK to create the file, then click OK when the export is complete.

The file is ready to be uploaded to the IRS. Specific instructions to apply for TIN matching or uploading files can be found on the tax professional pages of the IRS website.

The FCA™ Check Verification Export is used to create a text file containing a list of checks which have been written. This file can be uploaded to the bank. Checks can be exported by Check Number or Date range.

Select File>Exports>Check Verification.

1. Select Check Number or Date Range in the Export by field.
2. Enter the desired check numbers in the From check # and To Check # fields or desired dates in the From and To date fields. (When Date Range is selected in the Start/End Date field, the dates will default to the Start and End dates of the current account period. When Last Payroll is selected, the From and To dates will default to the date of the last payroll check which was entered.)
3. Enter the Number of Columns to be included in the export. This only needs to be done prior to the first export.
4. Select the desired variable for each column in the Map To fields. Each variable may be included in only one column. These selections will be remembered for future exports.
5. Click OK to create the file.
   

Export Check Verification Options

Date Format

Select the date format required by your banking institution. Choices are MM/DD/YYYY, MM/DD/YY,
MMDDYY, OR MMDDYYYY.

Fixed Variables 1–5

Enter the data to be mapped to each column in the export file, as required by your banking institution. For example, the checking account number or company FEIN may be required by the bank, and can be entered here.

Create Client Setup Data is used to create a file which will be used when you set up Professional Business Manager™ (PBM) for your clients. This file contains settings for the program configuration, as well as admin and accountant user information from your PBM installation.

Select File>Admin>Create Client Setup Data.

A dialog box will open with a list of several options from the Accountant, Security, General, and Company Default Paths tabs in Setup>System Options. The values displayed for these are the settings in PBM. Change the entry in any field of the Value column for a particular client. The client's Setup Data File will be created with the selected Values.

Accountant Tab Options

• Contact
• Send To Delivery Method
• E-Mail
• Send To Folder

Security Tab Options

• Allow Blank Passwords
• Allow Anonymous Logon
• Allow Auto Create Users
• Use Windows Users
• Secure Reports
• Backup Company File
• Allow Search Transactions Edit Amount
• Allow Multiple Users

General Tab Options

• Use Enter Key As Tab Key
• Assume Decimal
• Fed Default ATF Tax Mode
• State Default ATF Tax Mode
• Show Opening Client Dialog
• Open to Last Client File
• Always Start with Company List Open
• Always Ask Before Closing Program
• Close Company List After Open Client File
• Enable Auto Recalc
• Automatic Check For Updates

Company Default Paths Options

• Backup Path
• Reports/Report List/Export

Click the Configure App button to make changes to the configuration. Detailed information is available in the Configure App article.

Make desired selections and click OK to save the Menu Configuration.

Click OK on the Create Client Setup Data dialog box to create the file.

Save the file to a path where you can find it. You can upload the file to the client via the Virtual Office, or copy it to a flash drive.

At the client's location select File>Admin>Load Client Setup Data to load the settings and data file into PBM.

Load Client Setup Data is used to create a company file in PBM™ using setup information prepared by the accountant's office. 

Select File>Admin>Load Client Setup Data.

Locate the .csd file to import and click Save.

When the import is complete, the new company will appear on the Company tab of the Workspace.

Use File>Admin>Create Admin User only if no Admin user exists, or if you do not remember the login User Name and Password.  The Code required to create an Admin user can only be obtained from Dillner's Support and is only good for the day that it is issued.

1. Select File>Admin>Create Admin User. 
   
2. Enter the Serial Number and Activation Code as provided by support.
3. Click OK.
   
4. Enter the desired Admin user name.
5. Leave the User Properties field blank.
6. Enter the desired password in the Password and Confirm Password fields.
7. Click OK to save the new user.

Admin users are users with rights which are above regular users. They have access to the Admin menu providing them with the ability to create and edit users and user Groups. However, an Admin user has fewer rights than an Accountant user and does not have access to the Accountants menu or many of the Setup>System Options tabs.

 An Admin user is usually the owner or a supervisor of an accounting office.

Use File>Admin>Create Accountant User only if no Accountant user exists, or if you do not remember the login User Name and Password. The Code required to create an Accountant user can only be obtained from Dillner's Support by the accounting office owner and is only good for the day that it is issued.

1. Select File>Admin>Create Accountant User. 
   
2. Enter the Serial Number and Activation Code as provided by support.
3. Click OK.
   
4. Enter the desired Accountant user name.
5. Leave the User Properties field blank.
6. Enter the desired password in the Password and Confirm Password fields.
7. Click OK to save the new user.

 Accountant users are users with the highest level of rights. They have access to the Accountants menu as well as all of the Setup>System Options tabs.

An Accountant user is usually the owner or supervisor of an accounting office.

Enter Activation Code is used to activate an installation of FCA™ or PBM™. Without activation many of the features of the program are inaccessible, though some setup information may be entered and transactions may be recorded. The Activation Code that you receive from Dillner's Support will configure the program with the features that are included in your license.

1. Select File>Admin>Enter Activation Code.
   
2. Enter the Company Name exactly as shown in your portal.
3. Enter the Serial Number that has been provided.
4. Enter the Activation Code using upper case for letters (five characters in each of the six boxes).
5. Click OK to activate. If the window does not disappear, the data in one or more fields is incorrect.

When adding additional features to the program, a new Activation Code will be provided and must be entered.

Information about businesses or individuals that a client does business with is stored in the Contact Manager. All contacts are maintained here. A single contact may be a Vendor, Customer, Employee, one-time payee, 1099 recipient or any combination of these types. General demographic information about a contact is recorded on the Contact tab. Other tabs contain information specific to Payroll, Accounts Payable or Accounts Receivable. Every payee who receives a check will have a record in the Contact Manager.

Select Setup>Contacts>Company Contacts.

Contact Manager

The links below go to the related topics.

Contact   Vendor   Customer   Employee   Exemptions   Item(s)/Limits   Dept Pay Rates   Taxes 

Banking   Notes   1095 Part II   1095 Part III   1098   1099B   1099 DIV   1099 INT   1099K   

1099 MISC   1099 NEC   1099 PATR   1099R   1099S   W-2G

General Fields in the Contact Manager

The Lookup and Display Name fields above the tabs show the information for the active contact on all tabs.

New—Click the New button to clear the window to begin entering data for a new contact.

Cancel—Click the Cancel button to close the Contact window without saving any changes.

Refresh—Click the Refresh button to update all drop-down lists with selections added in other windows while the Contact Manager was open.

Add to Global—This button becomes active when a value is entered in the SSN/EIN field. Click to add this contact to Global Contacts.

Import Global—This button becomes active when the value entered in the SSN/EIN field matches a Global Contact. Click to import address information from the Global Contact.

Sync with Global—All contacts with a check in this field will be updated when Sync Now is selected in Global Contacts.

The Customer, Employee, Vendor, or Other fields at the bottom of the window include the active contact in the appropriate reports or Search categories. A contact can belong to more than one category.

Contact Tab

Most of the fields in the Contact tab are self-explanatory. Following are explanations for fields with a specific use:

Lookup—The Lookup is used to identify the contact with a transaction. For example, when a check is being written or recorded in the Quick Check window, the Lookup is used in the Pay to the order of field. However, the name that appears on the printed check will be the Display Name. Create Lookups that help you locate contacts easily. The Lookup in the screenshot is the same as the vendor's name, in which case typing "All" in the Pay to the order of field will bring up Allied Supplies.

Organization—This provides the ability to associate contacts in any group that you define. To create an organization item, type it in the Organization field of any record, and it will be available in the drop-down list for all contact records. A good example of the use of Organization is the name of a client's business that all employees are associated with.

EIN/SSN—Enter the Social Security or Employer Identification Number. (Hyphens must be included.)

Note: When an EIN or SSN is added to a new or existing contact, if the value in this field matches a Global Contact, an import dialog box will open. Select Import to update the contact with information from the Global Contact or Cancel if no import is desired.

Status—The Status field provides the ability to further identify contacts in groups (see Organization above). To create a Status item, just type it in the Status field of any record, and it will be available in the drop-down list for all contact records. Some examples of Status are Active, Inactive, and Prospect.

Name—Title, First, Middle, Last, Suffix, and Gender are fields that need to be completed for Payroll Employees. The information in these fields is used for state unemployment returns, W-2s, and other payroll tax forms and files.

Display Name—This is the name that appears on printed checks, invoices, and reports.

Business Name—This is used in addition to the Display Name where both need to be printed. If both are the same, use only Display Name and leave Business Name blank.

Address Fields—Enter the appropriate in the Address, City, State/Province, Postal Code, County, and Country fields as needed. If you have a 1099 recipient with a foreign address, enter the Country here.

Primary Contact—Enter the name of the contact person for accounts receivable or accounts payable purposes

Phone Fields—Enter phone numbers as needed for accounts receivable or accounts payable. Enter an employee's mobile number in the Phone 1 field to export to the PayPortal.

Email Fields—Enter email addresses for reference purposes. Enter an employee's email address in the Email 1 field to export to the PayPortal.

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Vendor Tab

Use the Vendor tab to record information about the vendor.

Account Number—Enter the account number with the vendor for reference. This does not print on checks or reports.

Default Check Memo—Enter the Memo to be printed on the Memo line of the check. This default Memo can be overwritten when checks are created.

EIN/SSN—Enter the Social Security or Employer Identification Number if it was not entered on the Contact Tab.

Val Code—Enter a validation code, if desired. Validation codes are used to verify that the proper vendor has been selected when creating a check. This can be helpful when there are several vendors with similar names, in which case, it helps prevent a check being written to the wrong vendor.

Terms—Select the desired value from the drop-down list. (Terms are set up on the Terms tab in Setup>System Options.)

Remember Prior Transactions—When this option is selected, all of the detail of the previous check for the vendor selected, including accounts and amounts, will be shown in the Check window as soon as the vendor is selected.

Defaults—When accounts are entered in this grid, checks written to this vendor will be completed with the information recorded here as soon as the vendor is selected. You can enter multiple account numbers. You can also enter recurring amounts which may be overwritten during check entry.

1099 Settings—Use this section if the vendor will be receiving one or more 1099s at the end of the year. Select the accounts to which the 1099s apply and enter the or select 1099 Type to use. Enter a Start Year and Start Balance only if amounts have been paid to this vendor earlier this year and no detail was entered in FCA. Each 1099 type will be mapped to the appropriate 1099 form and box once when the reports are selected to print.

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Customer Tab

 Automatic payment information and repetitive billing information is entered on the Customer tab.

Draft Bank/Credit Card—Select the Bank Account or Credit Card to charge from the drop-down list created by accounts on the Banking tab.

Group—This is the payment group. Select the desired Group from the drop-down list or type a new group name in this field. Different groups may be defined for different payment dates. To create a payment group, type the desired group name in the Group field and press Enter. The dialog box shown in the screenshot below will open. Click Yes to create the group. Click No to return to the Group field. Edit or delete groups in Utilities>Maintenance>Edit Draft Group.

Max Draft—Enter the amount to be printed on the bank draft as the maximum allowable amount in the Max Draft field. This amount will also be the amount suggested in the ACH Nacha File window if it is lower than the balance due.

VO Client ID—Enter the customer's VO Client ID here to print invoices or statements to upload to their portal using Activities>Print to Virtual Office. There is also an option to attach the report to the email notification.

Marketing Message 1, Marketing Message 2, and Draft Message—Marketing and Draft messages will print on AR Statements. Type the desired message in the report options window on the Statement. The message selected on the statement will print if Default is left in the field on the Customer tab. To override the Default Message, select the desired Lookup from the drop-down list. Marketing messages are set up on the Screen Options>Marketing Messages tab.

Terms—Select the desired Terms from the drop-down list. Terms are defined in Setup>System Options on the Terms tab. The Terms will print on the statement and invoice reports.

Exclude from finance charges—Select this to exclude this customer from finance charges regardless of any past due amount.

To set up Repetitive Billing, enter repetitive billing information in the grid shown in the screenshot below.

Group—This is the Repetitive Billing Group. Select the desired Group from the drop-down list or type a new group name in this field. To create a Repetitive Billing Group, type the desired group name in the Group field and press Enter. The dialog box shown in the screenshot below will open. Click Yes if it is correct. Click No to return to the Group field. Edit or delete Groups in Utilities>Maintenance>Edit Repetitive Billing Group.

Item—Enter the desired Item Lookup or select the desired Item from the drop-down list. These items are created in Setup>Invoice Items. The program will populate the Type, Account, Description, Price and Tax fields with values from the Invoice Item window.

Qty—Enter the desired Quantity or leave 1.00 in the Qty field.

Price—Enter the desired Price or leave the amount from the Invoice Item in the field.

Amount—The amount will be the price multiplied by the Qty. If no price has been entered,  you may enter an amount here.

Tax—Accept the value in this field.

There is no limit to the number of repetitive billing items or groups that may be
entered for a customer.

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Employee Tab

The Employee tab contains employee information. Some fields are required for after-the-fact payroll and payroll checkwriting. Other fields are required for payroll checkwriting only.

SSN—Enter the employee’s social security number if it was not entered on the Contact Tab. Hyphens MUST be entered.

Type—This is a user-defined field that can be used to separate one type of employee from another. Enter any alphanumeric combination in this field. Types may be edited or deleted in Utilities>Payroll>Edit Employee Type.

Class—This is a user-defined field that can be used to further identify employees. It may be used to separate employees for workman’s compensation purposes. Enter any alphanumeric combination in this field. Types may be edited or deleted in Utilities>Payroll>Edit Employee Class.

Hired—Enter the employee’s hire date in this field.

Terminated—Enter the employee’s termination date in this field. Entering a termination date will suppress the employee on the Payroll Time Sheet.

Prior Hire—This field is used for employees who have been rehired. Enter the employee's prior hire date in this field.

Prior End—This field is used for employees who have been rehired. Enter the employee's prior termination date in this field.

Pay Rate—Enter the employee’s hourly pay rate or salary for the pay period in this field for payroll checkwriting clients only.

Pay Period—Select the appropriate pay period from the drop-down list for payroll checkwriting clients only. Leave Default in the field if this employee's pay period is the same as the Default Pay Frequency selected on the Company Payroll Defaults tab in Setup>Company Information. Select Annual, Biweekly, Daily, Default, Monthly, Quarterly, Semiannual, Semimonthly or Weekly if this employee's pay period frequency is different. The system will calculate federal and some state income tax based on the pay period selected.

Department—Select the employee’s default department from the drop-down list. A department must be selected to save an employee.

Pay Template—Select the appropriate pay template from the drop-down list.

Portal Id—Enter a unique number which is at least 7 digits long. We recommend a number that the employee will remember easily or that the employer can easily remind the employee of. For example, the client's 3 digit area code followed by the last 5 or 6 digits of the employee's social security number. This will be the employee's User Id to login to their mypaycheckdata.com Pay Portal to access check stubs, W2s and other documents if you have subscribed to this service for this client.

WH State—Select appropriate Withholding State for this employee from the drop-down list if the Default is not correct.

UI State—Select appropriate Unemployment State for this employee from the drop-down list if the Default is not correct.

DI State—Select appropriate Disability State for this employee from the drop-down list if the Default is not correct.

Family Leave State—Select appropriate Family Leave State for this employee from the drop-down list if the Default is not correct.

Locale—Select the appropriate default tax area for this employee from the drop-down list if the Default is not correct.

W/C Class—Select the appropriate W/C Class for this employee from the drop-down list if the Default is not correct. The W/C Class is maintained in Setup>Payroll WC Class Code.

DOB—Enter Employee’s date of birth.

Last Raise—Enter the date of the employee's last raise.

Previous Rate—Enter the previous rate of pay.

FT/PT—Select Full Time or Part Time for this employee from the drop-down list. This will be used for EEOC reporting.

Geo Code—Select the appropriate Geographic Code for any Alaska employee from the drop-down list if the Default is not correct.

EEOC Job Category—Select the appropriate EEOC Job Category for this employee from the drop-down list. This will be used for EEOC reporting.

Race/Ethnicity—Select the appropriate Race/Ethnicity for this employee from the drop-down list. This will be used for EEOC reporting.

SOC Code—Select the appropriate code from the drop-down list. Some states require that an SOC Code be reported for every employee on the unemployment return. SOC Codes are initially created in File>Imports>SOC Table. Additional codes may be added in Utilities>Maintenance>SOC Table.

Note: If Default is selected in any of the above fields, the system will use the value defined on the Company Payroll Defaults tab in the Setup>Company Information window.

Additional Employee Information

Seasonal—Checking this box will cause the employee to be noted as a seasonal employee on the appropriate state unemployment return. This field may also be used for internal informational purposes.

Officer—Checking this box will include this employee’s wages in the Total Exempt Officers’ Wages box on the appropriate state unemployment returns. This field may also be used for informational purposes.

Salaried—Checking this box will cause this employee's rate to be exported to the Virtual Office Payroll Forms as a Salary Item. It will also cause this employee to be noted as a salaried employee on the appropriate state unemployment return. Any employees without a checkmark will be noted as hourly. This field may also be used for informational purposes.

Pension Plan—Any employee with a checkmark in this field will receive a W-2 with an ‘X’ in the Retirement Plan box. This field may also be used for informational purposes.

Cafeteria Plan—This field may be used for informational purposes.

Deferred Income—This field may be used for informational purposes.

Statutory—Any employee with a checkmark in this field will receive a W-2 with an ‘X’ in the Statutory Employee box.

Inactive—Checking this box will remove the employee from the drop-down list in the payroll check entry window and from the Payroll Time Sheet reports. This field may also be used for informational purposes.

Insured—Checking this box will cause this employee to be treated as an insured employee for Vermont State Unemployment Tax Return purposes. Check this box to generate a 1095-C for any employee who does not have full time hours for any month of the report year.

MCTMT—Checking this box will cause this employee to be counted as a covered employee for NY MCTMT.

Exmt From W/C—This field is used to indicate an exempt employee in the file created in a Pay As You Go W/C file.

Non US Citizen—This field is used in some Pay As You Go W/C files.

943—Check this box for any employee whose information is to be included on Form 943. If this box is not checked, amounts for the employee will be included on Form 941.

Religious Exempt—Check any employee who is religious exempt for CA DE9 and DE9C reporting.

Probationary—This field is used in some Pay As You Go W/C files.

Non Resident Alien—This field is used in some Pay As You Go W/C files.

W/C Const. Class—This field is used in some Pay As You Go W/C files.

Employee File

W4/I9—This field may be used for informational purposes.

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Exemptions Tab

FWH—Do NOT check this box if the employee is claiming to be exempt from withholding because he had no tax liability in the previous year. A checkmark in this box will cause the employee’s wages to be excluded from federal withholding taxable wages on the 941, W-2s, and W-3. Select the Federal Exempt table on the Taxes tab.

SWH—Do NOT check this box if the employee is claiming to be exempt from withholding because he had no tax liability in the previous year. A checkmark in this box will cause the employee’s wages to be excluded from state withholding taxable wages on the state withholding return, W-2s, and W-3.

LWH—Do NOT check this box if the employee is claiming to be exempt from withholding because he had no tax liability in the previous year. A checkmark in this box will cause the employee’s wages to be excluded from local withholding taxable wages on the local withholding return, W-2s, and W-3.

SDWH—Do NOT check this box if the employee is claiming to be exempt from withholding because he had no tax liability in the previous year. A checkmark in this box will cause the employee’s wages to be excluded from local withholding taxable wages on the local withholding return, W-2s, and W-3.

SS Emp—Check this box if the employee is exempt from Social Security tax.

SS Co—Check this box if the employee is exempt from Social Security tax.

Medi Emp—Check this box if the employee is exempt from Medicare tax.

Medi Co—Check this box if the employee is exempt from Medicare tax.

SUI Emp—Check this box if the employee is exempt from State Unemployment tax. (Check with the state tax authority for rules regarding exempt employees.)

SUI Co—Check this box if the employee is exempt from State Unemployment tax. (Check with the state tax authority for rules regarding exempt employees.)

SDI Emp—Check this box if the employee is exempt from State Disability tax. (Check with the state tax authority for rules regarding exempt employees.)

SDI Co—Check this box if the employee is exempt from State Disability tax. (Check with the state tax authority for rules regarding exempt employees.)

FUTA—Check this box if the employee is exempt from Federal Unemployment tax.

Fam Emp—Check this box if the employee is exempt from Family Leave withholding. (Check with the state tax authority for rules regarding exempt employees.)

Fam Co—Check this box if the employee is exempt from the company portion Family Leave tax. (Check with the state tax authority for rules regarding exempt employees.)

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Item(s)/Limits

Enter standard deduction or accrual items, amounts or rates, limit types and limits on the Item Limits tab.

Item—Select the desired Item from the drop-down list.

Rate—Enter the rate or amount in the Rate field. Enter a rate as a decimal (enter 3.0% as 0.0300)

Limit—Enter the limit amount in the Limit field, if necessary.

Limit Type—Select the appropriate limit type from the drop-down list, if necessary.

Limit 2—Enter an amount in Limit 2 only if applicable.

Limit Type 2—Select the appropriate limit type from the drop-down list only if applicable.

In the screenshot above, the following deductions will be taken:

• INS—$63.11 will be deducted from each paycheck for Insurance until the limit of $126.22 has been reached each month.
• DD—100% of the employee's remaining net check will be calculated as a direct deposit deduction.
• DD$—$25.00 will be deducted from each paycheck as a direct deposit into the savings account.
• GARN 1—The lesser of $68.300 or 50% of the disposable net pay will be deducted from each paycheck until the lifetime limit of $879.12 has been reached.
• 401K%—3.0% of the employee’s gross pay will be taken for the 401K deduction.

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Departmental Pay Rates

You can save multiple pay rates for one employee who works in different departments within a company. To do so:

• Enter a rate for each department that is different from the employees default rate.
• Select the appropriate department from the drop-down list in the Department field.
• Enter the appropriate rate for the selected department in the Rate field.
• Select the appropriate W/C Class code, if applicable.

Note: Do NOT enter the employee’s default department and pay rate in the Departmental Rates
window.

In the screenshot above, Wally West usually works as a Host for $12.00 per hour. He sometimes works in other departments at different rates per hour. If the department in the check entry window is changed from Host, the rate will change according to the Departmental Rates table above. If the department in the check entry window is changed to a department that is not listed in the Departmental Rates table, the rate will be the default rate (12.00).

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Taxes

Enter withholding tax information on the Taxes tab.

Federal

• Check the W4 2020 or Newer box if the W-4 you have for this employee is from 2020 or after.
• Select the appropriate Federal Table from the drop-down list. If the employee has a checkmark in the exempt box on the W-4, select the exempt table.
• Check the Multiple Jobs or Spouse Works box if it is checked on the W-4. (Applies to 2020 or after)
• Enter the Number of Dependents shown on the W-4. This field is only applicable if the W-4 is from 2019 or earlier. You cannot save an employee with a number in this field if ANY of the new fields has an amount.
• Enter the Dependent Amount entered on the W-4 (2020 or newer).
• Enter the Other Income entered on the W-4 (2020 or newer).
• Enter the Deduction amount entered on the W-4 (2020 or newer).
• Enter an additional amount or % as shown on the W-4 in the WH Extra field. If the employee wants an extra $10.00 withheld from each paycheck, enter 10.00. If the employee wants an extra 2% withheld from each paycheck, enter 2.00%. If the employee wants a flat amount or percent withheld, select the Flat table and enter the amount or % to be withheld in this field.

State Withholding

• State—Select the appropriate state from the drop-down list in the state field.
• Table—Select the appropriate Table from the drop-down list. You may need to have the employee submit a completed state withholding certificate to get the information needed to calculate state withholding correctly.
• Dependents—Enter the number of dependents.
• Extra—Enter an additional amount amount or % as needed.

Local Withholding

• Locale—Select the Tax Entity from the drop-down list in the Locale field. (Local Withholding Tax Tables MUST be set up.)
• Table—Select the appropriate table from the drop-down list.
• Dependents—Enter the number of Dependents, if applicable.
• Extra—Enter an extra amount or percent in the Extra field, if desired.

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Banking Tab

Use the Banking tab to record the information necessary for generating a NACHA file for employee direct deposit, vendor EFT payments, or accounts receivable payments from customers. Select the Contact that you will be sending payments to or receiving funds from via EFT, then click on the Banking tab.

Select the bank from the drop-down list in the Lookup field and click Edit to edit a bank record, or click New to create a new record.

New/Edit

Lookup—Enter a Lookup to identify the bank account. For payroll direct deposit, the Lookup for the bank account that the net check will be deposited to must be the same for all employees. We recommend that you use BK. This lookup must match the lookup in the EFT Bank field on the Payroll Template. Additional accounts for an employee would be BK1, BK2, BK3. Make sure that if you have all used all capital letters in the template you use all capitals in the bank account lookup. These are case sensitive.

Type—Select Checking or Savings for an employee direct deposit. Select Checking, Savings, or Credit Card for accounts receivable payments.

Business/Personal—Select the appropriate checking or savings accounts type. The type of bank account is required in the NACHA file.

• Enter the Account # and Routing #. Do not enter any of the special MICR characters.
• Enter the ABA # if it is available.
• Enter the Bank Name and any additional information which may be available in the Bank Info section.
• Click OK to save any new information or changes.
• If you select Credit Card in the Type field, the fields are different from Bank type account.

Credit Card Type—Select American Express, Discover, Mastercard, or Visa from the drop-down list.

Credit Card Info:

• Enter the Credit Card Num, Exp. Date, and Verification Num.
• Enter the Cardholder Name.
• Enter the Billing Address, City, State, Postal Code, Phone Num as needed for approval when you upload the file to your credit card processing company.
• Click OK to save the information in this dialog box.

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Notes Tab

Use the Notes tab to enter any desired information about a specific Contact. Press Ctrl+Enter for a new line.

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1095 Part II

 If a 1095C needs to be provided to this employee, complete the following fields.

• Year—Select the desired Year.
• Select the appropriate Offer of Coverage code for either 12 Months or each individual month. See the IRS instructions for Forms 1095C for specific information regarding these codes.
• Enter the Employee Share of Premium for either 12 Months or each individual month.
• Select the appropriate Section 4980H Safe Harbor code for either 12 Months or each individual
  month. See the IRS instructions for Forms 1095C for specific information regarding these codes.

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1095 Part III

If this company is required to complete Form 1095C part III,  enter the appropriate information for each covered individual on this tab.

• Click the New button to add a covered individual. Click Edit to edit a covered individual.
• Check the Employee box at the bottom of the window to populate the Name, SSN and Date of Birth fields if the employee is the covered individual. Select All 12 Months or the appropriate months as needed.
• Click Ok to save this individual.
• Add New covered individuals as needed.
• Click the Edit button to edit information for a Covered Individual.

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Form 1098

Enter information for this contact's Form 1098 on this tab.

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Form 1099 B

Enter information for this contact's Form 1099B on this tab.

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1099 DIV

Enter information for this contact's Form 1099DIV on this tab.

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1099 INT

Enter information for this contact's Form 1099INT on this tab.

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1099 K

Enter the information for the selected Contact's 1099K information on this tab.

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1099 MISC

 Enter information for this contact's Form 1099MISC on this tab.

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1099 NEC

Enter information for this contact's Form 1099NEC on this tab.

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1099 PATR

Enter information for this contact's Form 1099PATR on this tab.

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Form 1099 R

 Enter information for this contact's Form 1099R on this tab.

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Form 1099 S

Enter information for this contact's Form 1099S on this tab.

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Form W-2G

Enter information for this contact's Form W-2G on this tab.

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Screen Options

• Always Ask Before Saving
  o Yes—A dialog window will open asking if you want to save the changes. Select Yes to save the changes. Select Cancel to return to the record.
  o No—All changes to the active contact will be saved when you move to a different contact or start a New contact.
• Default Remember Prior Trans
  o Checked—The Remember Prior Transaction box on the vendor tab will automatically be checked when a new contact is created or imported.
  o Unchecked—The Remember Prior Transaction box on the vendor tab will not be checked when a new contact is created or imported.
• Default W4 2020 or Newer
  o Checked—The W4 2020 or Newer box on the employee tab will automatically be checked when a new contact is created or imported.
  o Unchecked—The W4 2020 or Newer box on the employee tab will not be checked when a new contact is created or imported.
• Ask Before Adding Organization
  o Yes—A dialog box will open asking if you wish to add the new organization.  Review the information in the Organization field and click Yes to save the new Organization. Click No to return to the Organization field to edit it.
  o No—The Organization name entered in the field will be added to the drop-down list without a prompt.
• Ask Before Adding Status
  o Yes—A dialog box will open asking if you wish to add the new Status.  Review the information in the Status field and click Yes to save the new Status. Click No to return to the Status field to edit it.
  o No—The Status name entered in the field will be added to the drop-down list without a prompt.
• Ask Before Adding Billing Groups
  o Yes—A dialog box will open asking if you wish to add the new Billing Groups.  Review the information in the Billing Groups field and click Yes to save the new Billing Groups. Click No to return to the Billing Groups field to edit it.
  o No—The Billing Groups name entered in the field will be added to the drop-down list without a prompt.
• Ask Before Adding W/C Class
  o Yes—A dialog box will open asking if you wish to add the new W/C Class.  Review the information in the W/C Class field and click Yes to save the new W/C Class. Click No to return to the W/C Class field to edit it.
  o No—The W/C Class name entered in the field will be added to the drop-down list without a prompt.
• Ask Before Adding 1099 Type
  o Yes—A dialog box will open asking if you wish to add the new 1099 Type.  Review the information in the 1099 Type field and click Yes to save the new 1099 Type. Click No to return to the 1099 Type field to edit it.
  o No—The 1099 Type name entered in the field will be added to the drop-down list without a prompt.

Marketing Messages

Type a Lookup and Description for any Marketing or Draft Messages you want to create to overwrite the default message.  The Lookup(s) will be available in the drop-down lists on the Customer tab.

Select Setup>Contacts>Global Contacts.

Use the Data Bar buttons at the top of the window to scroll through contact records, access contact list, set Contact Manager options, and save changes.

Most of the fields in the Global Contact are self-explanatory.  Following are explanations for fields with a specific use:

• EIN/SSN—Enter the Social Security or Employer Identification Number. (Hyphens must be included for W2 and 1099 Contacts.) Any text unique to this contact may be entered in this field to create a global contact.
• Name—The Title, First, Middle, Last, Suffix, and Gender field must be completed for Payroll Employees.
• Display Name—is the name that appears on printed checks, invoices, and reports.
• Business Name—is used in addition to the Display Name when both need to be printed. If both are the same, just use Display Name and leave the Business Name blank.
• Sync Now—Selecting this will save any changes made to the current contact on the company contact if this contact exists in Setup>Company Contacts and has Sync with global checked.

The bill.com export file must be saved in a .csv (comma separated value) format and must contain the following column:

Transactions created in PBM™ and FCA™ can be imported into FCA. Create the file to be imported by opening the client file in PBM or FCA, then export it using File>Exports>FCA Write Up.

To Import PBM and FCA Transactions

1. Select Write Up>Import Transactions>PBM or FCA.
   
2. Select the file to be imported by clicking on the browse button.
3. Map the client's accounts using the account map grid on the left side of the window by selecting the FCA Write Up account in the Map To column for each of the client's PBM accounts. Click the Fill Map button at the upper right of the window to have the system look for and map all accounts where the account Lookup in FCA or PBM matches the account Lookup used in the file being imported.
4. Use the grid on the right side of the window to define transactions to be summarized into one transaction. Select the Summarize transactions as follows box to create the summarized transaction(s). Use the grid to define the summarized transaction as follows:
   • Number—Identify all parts of a summarized transaction with the same Number. The transaction number in FCA Write Up will be S1, S2, etc.
   • Debit—Enter the debit accounts in the Debit column that are part of the summarized transaction.
   • Credit—Enter the credit accounts in the Credit column that are part of the summarized transaction.
   • Description—Enter a description for the transaction, if desired.
   • Find Accounts—After a unique Number and one account in the Debit or Credit column have been entered, click on the entered Account and click Find Accounts. To use the Find Accounts button, there must only be one row with this summarized transaction Number. To use the same description on all accounts found, enter it on the first row. Delete the new row that is created, then click on the account number, then Find Accounts. The program will find all accounts associated with the entered account in past QuickBooks imports and populate the Debit and Credit columns and any description entered. Delete any rows for cash or checking accounts by clicking in the row and pressing the Delete key on the keyboard. Delete all rows containing accounts you wish to exclude from the summary.
5. If the exported file contains payroll checks, additional grids at the top of the window for mapping Payroll Items, Departments, and Locales must be completed. Be sure that each item is properly mapped. Create additional Payroll Items, Departments, and Locales as necessary.
6. Click OK to import the data.
   All transactions in the import file will be imported into the current accounting period regardless of the date. A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will open when the process is complete. DO NOT end the task or interrupt the import.

Note: Be aware of the Save icon in the toolbar. 
FCA will save and remember the mapping for any account which has been previously imported. If it is necessary to cancel an import after some accounts have been mapped, click the Save icon to save the mapping that has been completed.

• Cancel—Click the Cancel button to close the screen without importing.
• Print—Click Print to print the mapping as displayed in the grid. Due to printer variations, column widths do not print the same as they look on the screen. Use Options>Print Offset to adjust for these differences. 
• Fill Map—The program will look for accounts with the same Lookup as the account number in the file being imported and populate the Map To field with any matches.
• Export Map—Click Export Map to export the mapping displayed in the grid to a txt or csv file.
• Find Accounts—The Find Accounts button is only active if you have selected Summarize transactions as follows:. See detailed instructions in Step 4 above.
• Batch—Each import will be assigned a unique Batch name that follows a similar formatting pattern. Batch PBM 2020 2-1 indicates that the import is the first PBM or FCA import done in period 2 of 2020. If another file is imported in the same period using this import, the batch name would be PBM 2020 2-2.
• Undo by Batch—To delete all transactions imported in a batch, select Writeup>Import Transactions>PBM or FCA. Select the Batch to be deleted in the Undo by batch field and select Undo. Batches that have been imported in prior periods cannot be undone.

View imported transactions

1. Select Utilities>Search Transactions.
2. Clear the Date fields.
3. Select the Batch from the Batch field drop-down list.
4. Additional filters may be set to zero in on particular transactions.

Screen Options

Print Offset—Due to printer variations, column widths do not print the same as they look on the screen. Use Options>Print Offset to adjust for these differences. Increase the number to increase the printed column width and decrease the number to decrease the width. Once this is set for your system, columns will print as they appear on your screen.

Ignore Zero Records

• Yes—Skips any detail level record from being imported that has an amount of zero.
• No—Imports all detail level records for transactions.

Precede Descriptions with Type

• Yes—Automatically records the type of transaction, followed by a colon, then any description that may have been entered in the source file. Example: Deposit: description (if any).
• No—Uses only descriptions entered in the source file and leaves blank when no description had been entered in the source file.

Use Write Up>Import Transactions>FCA Payroll if Write Up and Payroll files are in the same instance of the program. This import eliminates the need to open the payroll file to create the export and then open the write up file to import.

1. Open the Write Up client file.
2. Select Write Up>Import Transactions>FCA Payroll.
3. Select the Payroll Company file from the list on the the Select Source Company window and click OK.
4. Select Period>Year or Date>Range.
5. Check the desired boxes.
   
   Include Payroll Items—When this box is selected, the individual payroll checks will be imported as payroll checks. You will have to map each payroll item to the appropriate matching item.
   
   Summarize Payroll Checks
   • When left unchecked, all payroll checks will be imported to the General Ledger with all detail.

   • Selecting Summarize Payroll Checks will combine all portions of payroll checks into a single summarized transaction. For example, instead of having 100 state withholding detail records for 100 employee checks, there will be 1 state withholding item which is the sum of all of the state withholding for 100 checks. The net check portion of each check will also be summarized, but the total will be posted to the Net Check Offset Account that is selected in the window. There will be an additional transaction created for each check with a credit to the appropriate checking account and a debit to the Net Check Offset Account. Use Summarize Payroll Checks to significantly reduce the amount of detail in the general ledger.

     Note: DO NOT SELECT THE CHECKING ACCOUNT as the Net Offset Account.

     
     
     Include Check Status—Selecting this box will cause the program to include the cleared status. (A check marked as cleared will export or import as cleared.) If this is not selected, all checks will be exported as uncleared.
      

6. Select the Net Check Offset Account, if necessary.

   
   
   
    

7. Map the client's accounts using the account map grid on the left side of the window by selecting the appropriate account in the Map To column for each of the accounts from the payroll file. Click the Fill Map button at the upper right of the window to have the system look for and map all accounts where the account Lookups match in both files.
8. Use the grid on the right side of the window to define transactions to be summarized into one transaction. Select the Summarize transactions as follows box to create the summarized transaction(s).
   
   Use the grid to define the summarized transaction as follows:
   • Number—Identify all parts of a summarized transaction with the same Number. The transaction number in FCA™ Write Up will be S1, S2, etc.
   • Debit—Enter the debit accounts in the Debit column that are part of the summarized transaction.
   • Credit—Enter the credit accounts in the Credit column that are part of the summarized transaction.
   • Description—Enter a description for the transaction, if desired.
     
      
9. If the exported information contains payroll checks additional grids at the top of the window for mapping Payroll Items, Departments, and Locales must be completed. Be sure that each item is properly mapped. Create additional Payroll Items, Departments, and Locales as needed.
10. Select action to take when duplicate contact is found.
    
    Make the appropriate selection:
    • None—When a match is found, the record is not imported.
    • Update—When a match is found, only blank fields are updated with data from the source company.
    • Replace—When a match is found, the entire record is replaced with the record from the source company, including blank fields.
      
       
11. Click OK to import the data.