QuickBooks

Quickbooks® is a registered trademark belonging to Intuit, Inc.

FCA™ and PBM™ can import transactions originally entered in QuickBooks. All transactions for a client can be imported using a transaction detail report from QuickBooks 4.0 through the current version when printed to a tab delimited file. Earlier versions of QuickBooks call the report Transaction Detail by Date and later versions call it the Custom Transaction Detail report. If you need to convert from accrual basis to cash basis use the Check Detail report in QuickBooks to create the transaction file.

Create the File to Import from the QuickBooks Transaction Detail Report

1. QuickBooks allows you to define which fields are included in the report. If a field is selected for the report that FCA does not support, that field will be ignored. The following fields are supported by FCA:
   • Left Margin—Required.
   • Trans #—Required.
   • Type—Required.
   • Date—Required.
   • Num—Required.
   • Name—Select either Name or Source Name. If both are selected, the Source Name will be used, and Name will be ignored. If neither is selected, no contact will be associated with the transaction.
     

     Note: We highly recommend that Source Name be imported, to ensure that the name on checks and deposits is correct when the client is using Jobs.

   • Source Name—See the explanation above for Name. Always check Source Name to ensure that checks import with the correct payee name.
   • Memo—Optional.
   • Payroll Item—Optional. If you plan to print 941s and W-2s from FCA, this field is required.
   • Account—Required.
   • Class—Optional. Including this field appends the Class to the Account name.
   • Clr—Optional. This indicates that a check has been cleared using the QuickBooks reconciliation.
     

     Note: We recommend that you do not select Clr. Importing transactions as cleared can stop you from being able to Unclose the period.

   • Split—Required.
   • Qty—Optional. Use this field when quantities are being tracked for any account.
   • Debit—See the explanation below for Amount.
   • Credit—See the explanation below for Amount.
   • Amount—Either the Amount field or both the Debit and Credit fields are required. If all three fields are included, the Amount field will be used, and the Debit and Credit fields will be ignored.
2. When you create the transaction detail report in QuickBooks, include all required fields. Optional fields are not essential but can be included when desired.
   

   Note: If you will be modifying the file in Excel, all required fields must be included, or the program will return an Invalid File Type message and the file will not import.

3. Print the report to File. Select Tab Delimited as the file type and give the file a name that will be recognizable to select to import it into FCA. Leave .txt as the file extension. Use the same file name each month, as FCA remembers the last imported file name.
   

   Note: Use the QuickBooks Memorize Report feature to save these selections to make generating subsequent files easier.

Create the File to Import from QuickBooks Check Detail Report

1. QuickBooks allows you to define which fields are included in the report. If a field is selected that FCA does not support, the field will be ignored. The following fields are supported by FCA:
   • Left Margin—Required.
   • Trans #—Required.
   • Type—Required.
   • Date—Required.
   • Num—Required.
   • Name—Select either Name or Source Name. If both are selected, the Source Name will be used, and Name will be ignored. If neither is selected, no contact will be associated with the transaction.
     

     Note: We highly recommended that Source Name be imported, to ensure that the name on checks and deposits is correct when the client is using Jobs.

   • Source Name—See the explanation above for Name. Always check the Source Name to ensure that checks import with the correct payee name.
   • Memo—Optional.
   • Payroll Item—Optional. If you plan to print 941s and W-2s from FCA, this field is required.
   • Account—Required.
   • Class—Optional. Appends the Class to the Account name.
   • Clr—Optional. This indicates that a check has been cleared using the QuickBooks reconciliation.
     

     Note: We recommend that you do not select Clr. Importing transactions as cleared can stop you from being able to Unclose the period.

   • Split—Required.
   • Qty—Optional. Use this field when quantities are being tracked for any account.
   • Original Amount—Optional.
   • Paid Amount—Required.
2. When you create this report in QuickBooks, all required fields must be included. Optional fields are not essential but can be included when desired.
   

   Note: If you will be modifying the file in Excel, all required fields must be included, or the program will return an Invalid File Type message and the file will not be imported.

3. Print the report to File. Select Tab Delimited as the file type and give the file a name that will be recognizable when importing into PBM or FCA. Leave the file extension as .txt. Use the same file name each month, as FCA remembers the last imported file name.
   

   Note: Use the QuickBooks Memorize Report feature to save these selections to make generating subsequent files easier.

Import the File into FCA

1.  Select Write Up>Import Transactions>QuickBooks
   
2. Enter the date range for the transactions to be imported from the file. If the file contains transactions dated before or after the range set, they will be ignored. Only transactions that fall within the date range set will be imported.
3. Map the QuickBooks accounts using the account map grid on the left side of the screen. Select the FCA account in the Map To column for each QuickBooks account. Click the Fill Map button at the upper right of the screen to have the system find and map all accounts where the account lookup in FCA or PBM matches the account code used in the file being imported.
4. If Payroll Items are included in the import file and the box Include the following payroll items (above the Payroll Item grid) has been checked, map each of the QuickBooks Payroll Items in the upper right grid to the corresponding FCA Payroll Item. Be sure to map the expense side of the payroll tax accruals to the Employer Expense item in FCA.
5. If you are importing Payroll Items, all new employees must be set up before the import can be completed. After clicking OK to begin the import, the import file will be scanned for employees that are not found (by contact Lookup) in the list of contacts. If new employees are found, the import will stop and present a printable list of the new employees. After all new employees are set up, return and begin the import.
6. Use the grid on the lower right side of the screen to define which transactions will be summarized into one transaction. Select the Summarize transactions as follows box to create the summarized transaction(s). Use the following fields in the grid to define the summarized transaction:
   • Number—Identify all parts of a summarized transaction with the same Number. The transaction number in FCA will be S1, S2, etc.
   • Debit—Enter the debit accounts that are part of the summarized transaction in the Debit column.
   • Credit—Enter the credit accounts that are part of the summarized transaction in the Credit column.
   • Description—Enter a Description for the account detail report for each part of 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.
7. Click OK to import the data.
   Note: Be aware of the Save icon in the tool bar. 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 on the Save icon to save the mapping that has been completed.

Import to Multiple Periods by Dates 

This option is found in the lower left of screen.

If the export file from QuickBooks contains multiple months of transactions, and the transactions will be imported into multiple periods based upon the date, select Import to multiple periods by dates. The following rules dictate how prior periods will be handled:

•  If this option is selected when a QuickBooks export file with multiple months (or years) is being imported into a new, empty FCA or PBM client file, and the new client file was created with a current period more recent than the oldest period in the import file, then the program will automatically reset the opening balance period in the FCA or PBM client file and create all prior periods required by the QuickBooks import file. All future periods will be created as required.
• If this option is selected when a QuickBooks export file with multiple months (or years) is being imported into a FCA or PBM client file that already has recorded transactions and the earliest period is not as old as the first period in the QuickBooks export file, then all months in the QuickBooks export file prior to the first period in the file will be summarized into the Opening Balance period of the file. All future period entries will be created as required.
• If this option is NOT selected when a QuickBooks export file with multiple months is being imported, all data will be imported into the current period regardless of dates.

Summarize payroll checks

This option is found in the lower left of screen.

If this option is selected the details for all transactions with the type Paycheck will be summarized into one journal entry with the net pay posting to the account selected in the Net Check Offset Account field. Each individual check will be imported with the net posting as a debit to the Net Check Offset Account and a credit to the original bank account.  Payroll tax returns (941 and W2 forms) cannot be created when this option is selected.

• 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 by Batch—To delete all transactions imported in a batch, select Writeup>Import Transactions>QuickBooks. Select the Batch to be deleted in the Undo by batch field and select Undo.
• Batch—Each import will be assigned a unique Batch name that follows a similar format. Batch QB 2020 5-1 indicates that the import is the first QuickBooks import done in period 5 of 2020. If a file is imported in the same period using this import, the batch name would be QB 2020 5-2.

View Imported Transactions

1. Select Search Transactions from the Utilities menu.
2. Clear the Date fields.
3. Select the Batch from the Batch field drop-down list.

You can use additional filters to zero in on particular transactions.

QuickBooks Import Screen Options 

• Print Offset—Due to printer variations, column widths do not print the same as they look on the screen. Use 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
  o Yes—Does not import any detail level record that has an amount of zero.
  o No—Imports all detail level records for transactions.