Create Files to be Imported from Accounting CS Payroll
To import each payroll to FCA, two files must be created in Accounting CS. The first file contains the net checks, and the second contains the journal entries.
To Create the Net Checks File
In Accounting CS select Print Reports.
Select Check List.
Select the desired Date Range, Uncheck Check Count.
Click Print Selected.
In the Print dialog box, select Output to file then select Microsoft Excel(*.xls) from the drop-down list and Verify or Browse to your desired Destination.
Check Open File when complete.
Click OK.
In Excel, select Save As and select Text (Tab delimited) from the drop-down list.
DO NOT CHANGE THE FILE NAME.
Click Save.
The following dialog box will open. Click Yes to save the file.
Close the file in Excel. Answer No to the prompt "Do you want to save your changes," since the file has already been saved in .txt format.
To Create the Journal Entries File
Select Payroll Journal Entry from the report list.
Select the desired Date Range, Uncheck Vendor Checks and Impound>Liabilities. Vendor checks are imported from the Check List.
Click Print Selected.
In the Print dialog box select Output to file, select Microsoft Excel(*.xls) from the drop-down list and Verify or Browse to desired Destination.
Check Open File when complete.
Click OK.
In Excel, select Save As and select Text (Tab delimited) from the drop-down list.
DO NOT CHANGE THE FILE NAME.
Click Save.
The following dialog box will open. Click Yes to save the file.
Close the file in Excel. Answer No to the prompt "Do you want to save your changes," since the file has already been saved in txt format.
Create the Files to be Imported from Creative Solutions Accounting
To import each payroll to FCA, two files must be created in CSA. The first file contains the net checks, and the second contains the journal entries.
To Create the Net Checks File
Open CSA to the desired company file.
Select Utilities>Export.
Select Check Register for the Report layout.
Select ASCII for the Format.
Select Include column headings.
Change the Location of the file to be exported to the drive and path desired.
Critical Step: Change the file name from the default shown above as follows: xxxxNET.ASC where xxxx is the client identifier. NET must precede the file extension (.ASC).
Multiple Bank Accounts—If checks have been written on multiple bank accounts, create a separate NET file for each account, in which case the file name will be: xxxxNET102.ASC, and xxxxNET103.ASC where 102 and 103 are the example identifiers of the bank accounts.
Click the Options button.
Checkbook: If only one bank account is involved, leave the Checkbook: selection as <ALL>. If there is more than one bank account involved, create a separate export file for each account, selecting the account for each in this field.
Select Selected ranges for the Date range.
Enter the appropriate dates in the Check date fields.
Select Exclude voided checks, if desired.
Select Show direct deposit information to include direct deposit items (recommended).
Select Show vendor checks separately to list vendor checks separately (recommended). If this is not selected, the vendor checks will be summarized. Be sure to select Both payroll and vendor in the Journal Entry Report – Payroll Options window if this is NOT selected.
Click OK and then Export to create the first file.
To Create the Journal Entries File
Select Utilities>Export.
Select Journal Entry Report - Payroll for the Report layout.
Select ASCII for the Format.
Select Include column headings.
Change the Location of the file to be exported to the drive and path desired. This MUST be the same path used for the Net checks file.
Critical Step: Change the file name from the default shown above as follows: xxxxJRNL.ASC where xxxx is the client identifier. JRNL must precede the file extension (.ASC).
Click the Options button.
Select Selected ranges for the Date range.
Enter the appropriate dates in the Check date fields.
Select Both payroll and vendor if Show vendor checks separately was not checked in the Check Register Options above. Select Payroll Only if Show vendor checks separately was checked in the Check Register Options above.
Leave both Report format items unchecked.
Click OK and then Export to create the first file.
Import data into FCA
Open FCA (or PBM™).
Select Write Up>Import Transactions>CSA Payroll.
Click the icon to browse for the xxxxJRNL.ASC file or Payroll Journal Entry. Select only the file which contains the journal entry. The system will automatically look for the check file with the same client identifier (xxxx).
Enter the date range to import in the Import transactions from: and through: fields.
Map each CSA Account to the Map To Account in FCA.
There are two non-account items at the end of the list that need to be mapped to accounts as follows:
Net Checks—tells the system what bank account the net checks go to. This should be the same account that the bank account in the JRNL file is mapped to (see line one in the example above). When multiple NET files are available for multiple bank accounts, each Net Check row will identify the bank by including the bank identifier from the file, i.e., Net Checks - 102.
Offset Account—This line only appears when the option Checks for bank reconciliation only is Not selected (see 7 below for more information). Since the JRNL file is a balanced transaction and includes the net of all checks as a credit to the bank account, the checks in the NET file need to be offset to some account. The offset account will be debited for each net check and then a reversing transaction will be created automatically debiting the bank account and crediting the offset account for the total net of the checks. Therefore, the ending balance in both the bank account and the offsetting account will not be changed as a result of the NET checks. The offsetting account is usually some control account that is used strictly for this purpose.
Set the four options at the bottom of the window as desired.
Include employee name—Select this to include employee names with the imported transactions. Some clients do not want employee's names in the general ledger associated with pay amounts.
Summarize direct deposit amounts—If the direct deposit items appear on the bank account as one item, select this option. If this option is not selected, separate net checks will be created for each direct deposit amount by employee.
Checks for bank reconciliation only—Select this option to exclude the detail of all checks in the general ledger. Individual checks will be recorded as Prior Outstanding items in the Bank Reconciliation window for bank reconciliation purposes only. If this option is not selected, each net check will appear as a separate item in the general ledger.
Summarize vendor checks—Select this if detail amount for vendors from the JRNL file. When this is not selected, separate entries in the general ledger will be made to accounts for each vendor. When selected, just one entry will be made to each general ledger account.
Click OK to import the files.
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 the Print button to print the saved mapping for the displayed import.
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 the Export Map button to export memorized mappings to a .txt or .csv file.
Undo byBatch—To delete all transactions imported in a batch, select Writeup>Import Transactions>ACS>CSA 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.
Batch—Each import will be assigned a unique Batch name that follows a pattern. Batch CSI 2020 5-1 indicates that the import is the first Creative Solutions Payroll import done in period 5 of 2020. If a file is imported in the same period using this import, the batch name would be CSI 2020 5-2.
icon to browse for the xxxxJRNL.ASC file or Payroll Journal Entry. Select only the file which contains the journal entry. The system will automatically look for the check file with the same client identifier (xxxx).
in the toolbar.
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