FCA™ and PBM™ can import transactions originally entered in Apex. All transactions for a client can be imported using the Quickbooks® Checkregister report created in Apex through the Employer on Demand or Employer on the GO portal.
Open the Employer on the GO dashboard.
Select Reports and Payroll Documents from the left menu.
Select desired the Date Range and click the + sign to the left of the desired Company ID.
Scroll down to the QUICKBOOKS_CHECKREGISTER. Click View to download file.
An IIF file will download. If a blank browser window opens, close it.
The downloaded file name will be similar to the file shown below.
To Import PBM and FCA Transactions
Select Write Up>Import Transactions>Apex Payroll.
Select the file to be imported by clicking on the browse button.
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.
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.
Summarize Payroll
This option is found in the lower left of screen.
If this option is selected the details for all transactions will be summarized into one journal entry with the net pay posting to the account selected in the Net Pay 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.
Summarize Direct Deposit
If this option is selected all direct deposit amounts will be summarized into one amount per pay period with the net pay posting as a debit to the account select in the Net Direct Deposit Offset Account and a credit to the original bank account.
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.
Undo by Batch—To delete all transactions imported in a batch, select Writeup>Import Transactions>Apex 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 similar formatting pattern. Batch Apex 2024 2-1 indicates that the import is the first Apex import done in period 4 of 2024. If another file is imported in the same period using this import, the batch name would be Apex 2024 4-2.
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