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QuickBooks GL Export Guide

Notice

The information in this document is subject to change without notice. MPAY Inc. shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication.

The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license.

No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any reason other than the purchaser’s personal use without the express written permission of MPAY Inc. The company data contained in the examples within this text is fictitious and any resembles to real people, places, or companies is purely coincidental.

MPAY, Millennium, and payentry.com are trademarks of MPAY Inc. Windows, Windows 2000, Windows XP, Windows Vista, and Windows 7 are registered trademarks of Microsoft, Inc. All other brand and product names are trademarks or registered trademarks of their respective owners.

Corporate Headquarters:

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Copyright © 2007–2012 by MPAY, Inc

Version: April, 2012

Document Number: M3‐MPI6203‐UG‐SB‐647‐01

All rights reservedPrinted in the United States of America

M3-MPI6203-UG-SB-647-01 iii

TOCTable of Contents

Chapter 1: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Intended Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Chapter 2: Setting Up the Report’s Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Bank Account Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Check Posting Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Direct Deposit Liability Account Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Class Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Use Labor Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12QuickBooks Suspense Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Agency, Billing, Tax, and Workers’ Comp Check Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Hide Miscellaneous Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Custom Formula . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Suppress Billing Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Invoice Type List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Use Pay Period End Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Chapter 3: Setting Up the Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

How to Set Up a General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Indicating Accounts and Subaccounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Chapter 4: Configuring the Report’s Output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Chapter 5: Technical Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Posting Employee Paychecks By Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Pass 1: Checks from Client Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Pass 1a: paper checks (without direct deposit) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Pass 1b: direct deposit only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Pass 1c: combination checks (part paper & part direct deposit) . . . . . . . . . . . . . . 30

Pass 2: Checks from Service Bureau Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Posting Employee Paychecks By Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Posting Miscellaneous Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

iv QuickBooks GL Export Guide

Table of Contents

M3-MPI6203-UG-SB-647-01 5

Chapter 1Introduction

This user guide contains specific information about the MPI_6203 QuickBooks GL Export report. It includes explanations about the Report Properties dialog pertaining to this report.

For more information about the Report Properties dialog, see the Reporting Guide.

OverviewThis report allows you to gather general ledger data from Millennium 3 and configure it into a format that QuickBooks® will recognize.

QuickBooks has the ability to import data from other systems as long as the data is formatted to their specifications. This file is referred to as an IIF file by QuickBooks because of its required extension (.iif). Millennium has developed this standard Crystal report to extract Millennium transaction data and create the IIF file.

This document describes the setup in Millennium that is required:

• Chapter 2 describes the setup needed for the report.• Chapter 3 describes the setup that must be performed in Millennium.• Chapter 4 describes how to run the report.• Chapter 5 provides additional detail on how Millennium gets the data used for the

export.

IMPORTANT

You must accomplish a significant amount of report configuration in order to map the data to the account structure used in QuickBooks. If any account is specified in the report setup that does not exist in QuickBooks, they will automatically be created in QuickBooks.

Please take care that the QuickBooks accounts set up on this report and in the Millennium general ledger exactly match the accounts set up in QuickBooks.

In addition, it is highly recommended that you back up the QuickBooks database before you import anything.

This guide assumes you already have some background knowledge of QuickBooks, general ledger, payroll, and exporting/importing files. If you need more information or help concerning those subjects, please refer to other sources of information.

6 QuickBooks GL Export Guide

Chapter 1

Intended AudienceThis document assumes you are familiar with:

• The MPAY environmentFor an explanation of how to navigate around Millennium’s screen, see the separate document named Navigating Within Millennium 3.

• QuickBooksIt is assumed you have documentation for importing files into QuickBooks.

Note

Explaining the details of using QuickBooks and running reports is beyond the scope of this document. This publication explains how to use the Crystal report designed for Millennium to produce the proper text file that QuickBooks will recognize.

If you require help with anything outside this document, please seek other publications and advice.

M3-MPI6203-UG-SB-647-01 7

Chapter 2Setting Up the Report’s Formulas

Before you can run the report, you must set several additional formulas within the report’s properties.

To edit the report properties, perform the following:

1. Select [company] > Reporting.

The system displays the Reports page in the Content Area.

2. Right‐click on the MPI_6203 report (QuickBooks GL Export) and select the Properties option, as shown in Figure 1:

Figure 1: Selecting the report’s Properties option

The system displays the Reports Properties pop‐up dialog, as shown in Figure 2:


Chapter 2

Figure 2: Report Properties pop-up dialog

3. Select the Additional Formulas tab.

The system displays the Additional Formulas page, as shown in Figure 3:

Figure 3: Additional Formulas page

The expanded view of the columns on this page are shown in Figure 4. The sections that immediately follow describe formulas listed in the Formula Name column; they are listed in the order in which you must set them up.

Release 3.29 9

Setting Up the Report’s Formulas

Figure 4: Exploded view of the additional formulas

The explanations of each additional formula are included in the sections that follow.

Bank Account SelectionThe first formula you must set is the Bank Account Selection (listed on line 1 in Figure 4), which is used to set the QuickBooks account name to use for the bank accounts setup in Millennium. You can enter one of the following values in the Formula Value column:

• Account Description — Millennium uses the account description setup–or–

• Account ID — The system uses the account ID setup–or–

• any other value — Millennium uses the value you enter

For example, using the example shown in Figure 5 on page 10 (which you access by selecting Master Company Setup > Bank Accts tab), if you enter:

• Account ID in the Formula Value column, Millennium uses the QuickBooks account name Client Acct for the bank account

• Account Description in this field, QuickBooks uses Client Bank Account • Checking in this column, QuickBooks uses Checking


Chapter 2

Figure 5: Bank Accounts page (Master Company Setup)

Check Posting MethodThe second formula you must set is the Check Posting Method (listed on line 2 in Figure 4 on page 9), which determines how the payroll data in Millennium is posted to QuickBooks. You can make the following selections in the Formula Value column:

• Automatic (Default) — Millennium posts all checks written off of client bank accounts as “Check” transactions in QuickBooks: one transaction per check, with multiple splits representing the pay detail items.Use this method if the client wants to see the checks created in Millennium in QuickBooks, also.

• Journal Only — Millennium posts all transactions as “General Journal” transactions in QuickBooks: one transaction for each unique combination of GL account, XGL (offset) account, check date, and class.

Release 3.29 11


Direct Deposit Liability Account SelectionThe next formula to set up is the Direct Deposit Liability Account (listed on line 3 in Figure 4 on page 9). The direct deposit account additional formula is used to specify the QuickBooks account to use for direct deposit liability.

Class CodesThe next values you must define are class codes (listed on several lines in Figure 4 on page 9). The report has the following settings for class codes:

• Paychecks (Class Code, 4th line)• Direct deposits (Direct Deposit Class, 5th line)• Agency checks (Agency Class, 8th line)• Billing checks (Billing Class, 9th line)• Tax checks (Tax Class, 10th line)• Workers’ Compensation impounds (WC Class, 11th line)• Direct deposit transfers (Direct Deposit Transfer Class, 12th line)• Paycheck transfers (Paychecks Transfer Class, 13th line)

The text you enter into each of these formulas will be included in the QuickBooks export as the class code associated with each particular item.

For example, if you wanted to use a class of “Payroll:Employee Checks” as a class for all paycheck entries you would enter Payroll:Employee Checks in the Formula Value column of the Class Code line.

The report is designed to allow specific wildcard values in the class codes. Wildcards are values that will be replaced when the report is run with specific information about the individual check being exported.

Table 1 lists the available wildcards for class codes:Table 1: Class code wildcards (1 of 2)

Wildcard Description Pay Agency Billing Tax WC

[CC1] Cost Center Level 1 X

[CC1Name] Cost Center Level 1 Name X










Chapter 2

For example, you place employee paychecks into a class code that is based on each employee’s department. You decide to use the Payroll:[CC1] class code. When you run the report, the system replaces [CC1] with the actual department code.

Use Labor DistributionThe next formula you can set up is Use Labor Distribution (listed on line 6 in Figure 4 on page 9), which indicates whether the export uses home cost centers or labor cost centers for Class Code and Direct Deposit Class. If you:

• Leave the check box unchecked, the system exports home cost centers.• If you put a check in the check box, the system uses labor cost centers.Continue to use the [CC#] wild cards in the class formulas.

QuickBooks Suspense AccountThe next formula to set up is the QuickBooks Suspense Account (listed on line 7 in Figure 4 on page 9). When posting checks, the report gets the net check amount off of the paycheck record and it gets all of the splits out of Millennium’s client general ledger. These numbers should always be in balance.

If the report ever comes across a difference in these numbers, it will post that amount to the suspense account. Use this additional formula to specify the QuickBooks account that represents the suspense account.

Agency, Billing, Tax, and Workers’ Comp Check AccountsThe next formulas to define are the offset (liability) accounts for agency, billing, tax, and Workers’ Compensation checks (listed on lines 14–17 in Figure 4 on page 9, respectively).

These are the accounts that will be used on the Split line for miscellaneous transactions dealing with agency checks, tax checks, billing checks, Workers’ Compensation impounds, paycheck transfers, and direct deposit transfers.

[JOB] Job Code X

[CO] Company Code X X X X X

[ID] Different meanings: Employee ID, Tax Code, Agency ID, and so on

X

Employee ID

X

Agency ID

X

Billing ID

X

Tax Code

X

W/C Code

[CHECKTYPE] Different meanings: Check Attributes, Check Type, and so on

X

Check Type

X

Check Type

X

Check Type

X

Check Type

X

Check Type

Table 1: Class code wildcards (2 of 2)

Wildcard Description Pay Agency Billing Tax WC

Release 3.29 13


The report has the following settings for offset accounts:

• Agency checks (Agency Check Account, 14th line)• Billing checks (Billing Check Account, 15th line)• Tax checks (Tax Check Account, 16th line)• Workers’ Compensation impounds (WC Check Account, 17th line)• Paycheck transfers (Paychecks Transfer Account, 18th line)• Direct deposit transfers (Direct Deposit Transfer Account, 19th line)You can use the wildcards listed in Table 2 for setting up the accounts for Agency, Billing, Tax, and Workers’ Compensation check accounts:

For example, you define the account for tax checks as:

Tax Liability:[ID]

When the tax check is for FITW, the system will create the following account code:

Tax Liability:FITW

Hide Miscellaneous ChecksThe next formula you can set up is Hide Misc Checks (listed on line 20 in Figure 4 on page 9), which allows you to exclude the Miscellaneous check portion of the report.

Custom FormulaThe next formula you can set up is CustomFormula (listed on line 21 in Figure 4 on page 9), which allows you to create your own formula to include information that your organization requires.

Suppress Billing TransferThe next formula you can set up is Suppress Billing Transfer (listed on line 22 in Figure 4 on page 9), which allows you to suppress billing transfer records. If you:

• Leave the check box unchecked, the system includes the Billing Transfer section in the export.

• If you put a check in the check box, the system excludes the entire Billing Transfer section from the export.

Table 2: Check account wildcards

Wildcard Description

[CO] CMiscCheckHist.co

[ID] CMiscCheckHist.id

[CHECKTYPE] CMiscCheckHist.checkType


Chapter 2

Invoice Type List

Note

This additional formula pertains to the Millennium multi‐tiered billing feature.

The last formula you can set up is Invoice Type List (listed on line 23 in Figure 4 on page 9), which allows you to filter transactions by invoice type. If you utilize:

• Single‐level (legacy) billing, leave this formula value blank.The formula will select all legacy billing invoices with no invoice type and invoices with an “End Client” payor.

• Multi‐level (multi‐tiered) billing, enter one or more invoice types.You can filter the report output by entering a:

• Single invoice type, –or–• Comma‐separated list of invoice types

All non‐billing records will print as usual, regardless of which billing feature you use.

Use Pay Period End DateThe default setting for the export (empty check box) is to post by check date.

Put a check in this check box to post by the pay period end date.

M3-MPI6203-UG-SB-647-01 15

Chapter 3Setting Up the Company

Important

The report makes use of the client’s general ledger that is defined in Millennium. It only works if a general ledger is set up for the company.

To set up a company’s general ledger, select Company Maintenance > Company Setup > General Ledger tab. The system displays the General Ledger page, as shown in the example in Figure 6:

Figure 6: General Ledger tab

The report uses:

• The GL codes and some of the XGL codes created during processing to determine how the paycheck details are included in the report.


Chapter 3

• The chart of accounts set up in Millennium 3 to map Millennium’s GL codes to the chart of accounts in QuickBooks.

Note

All of the accounts created in Millennium must be added to the accounts table and they must have the corresponding QuickBooks account entered in the Description field.

How to Set Up a General LedgerFor instructions on how to set up a company general ledger in Millennium, please refer to the general ledger presentation that was included in the 2004 User Conference. You can download it directly from Knowledge Base article 167 on the MPAY web site.

Indicating Accounts and SubaccountsWhen you run the QuickBooks Export, QuickBooks creates regular accounts to match the data. It is not capable of knowing when to post the data to subaccounts—unless you use a “shorthand” method.

If you need to have the export post to a subaccount, you must use account descriptions that follow this format:

account:subaccount

Do not include spaces on either side of the colon.

For example, a company has an account called “Salaries” and a subaccount called “Regular Wages.” Instead of setting up an account in Millennium named Regular Wages, you can set an account as Salaries:Regular Wages, which indicates to QuickBooks that it should be an account/subaccount combination.

In Figure 6 on page 15, any pay item with a GL1 of 0001 and a GL2 of Sales would map to the QuickBooks account Salaries:Sales.

M3-MPI6203-UG-SB-647-01 17

Chapter 4Configuring the Report’s Output

Before you run the report for the first time, be sure to define its output properties.

To return to the report properties, perform the following:

1. Select [company] > Reporting.

The system displays the Reports page in the Content Area.

2. Right‐click on the MPI_6203 report (QuickBooks GL Export) and select the Properties option, as shown in Figure 7:

Figure 7: Selecting the report’s Properties option

The system displays the Reports Properties pop‐up dialog, as shown in Figure 8:


Chapter 4

Figure 8: Report Properties pop-up dialog

3. Select the Output tab.

The system displays the Output page, similar to the example shown in Figure 9:

Figure 9: Output page

4. In the Output Format field, select TXT from the drop‐down list.

5. In the Destination field, select the File radio button.

Release 3.29 19

Configuring the Report’s Output

6. In the Directory field, select the Specific Directory radio button and enter the exact path to the directory in which the file will go.

7. In the Filename field, select the Specific Filename radio button and enter the name you want to system to use when it creates the file.

Note

You must include the file name extension .iif in order for QuickBooks to recognized it.

8. Click the OK button.

After you create the export file, you can import it into QuickBooks.

Important

It is strongly recommended that you back up your QuickBooks data prior to importing.


Chapter 4

M3-MPI6203-UG-SB-647-01 21

Chapter 5Technical Details

This section describes how the report handles the pay data and how it uses that data to create an IIF file—the file used by QuickBooks for importing data.

The IIF files contain and refer to a couple of record types. The record types are abbreviated and are listed below so you recognize them:

• TRNS — transaction• SPL — split

Posting Employee Paychecks By CheckIf you choose to post entry by check (automatic), Millennium uses a combination of pay history and general ledger coding to create the entries to post.

Millennium makes two passes through the history in order to post the records:

• On the first pass, it will create IIF records for all checks drawn off of client accounts.• On the second pass, it will create IIF records for all checks drawn off of service

bureau accounts (if there are any).

Pass 1: Checks from Client AccountsThe records posted will depend on how the payment was made (by check or by direct deposit).

Pass 1a: paper checks (without direct deposit)

Millennium will group the data by check and post one QuickBooks (QB) transaction per check. The transactions are formatted using the following QuickBooks template, shown in tabular format:

The system writes one transaction (TRNS) record per check. Table 4 describes how Millennium formats the data for the TRNS line:

Table 3: QuickBooks file format generated by Millennium

!TRNS TRNSID TRNSTYPE DATE ACCNT NAME CLASS AMOUNT DOCNUM MEMO

!SPL SPLID TRNSTYPE DATE ACCNT NAME CLASS AMOUNT DOCNUM MEMO

!ENDTRNS


Chapter 5

The system creates one or more SPL (distribution) records per check. The number of records will be determined as follows:

• For all non‐memo earnings, the system enters one record for each unique GL1 through GL6 combination. Because these are based on GL1–GL6, you have control over the level of detail that gets posted.The records will be posted with the following data:

Table 4: How Millennium formats data from the TRNS line

Entry Description

TRNSID leave blank

TRNSTYPE “CHECK”

DATE Check Date

ACCNT Millennium uses the QB account code associated with the bank account from which the check is drawn

NAME Last Name, First Name

CLASS based on the class setup report, Additional Formulas

AMOUNT (Net Check) * -1

DOCNUM Check Number

MEMO “Check Data From M3”

Table 5: How Millennium posts GL1–GL6 combinations for non-memo earnings

Entry Description

SPLID leave blank


DATE Check Date

ACCNT Millennium uses the QB account code associated with the GL1–GL6 codes

NAME leave blank

CLASS based on the class setup in report additional formulas

AMOUNT Labor Amount

DOCNUM Check Number

MEMO “Earnings Imported From M3”

Release 3.29 23

Technical Details

• For all memo earnings, the system enters one record for each unique GL1 through GL6. Because these are based on GL1–GL6, you have control over the level of detail that gets posted.The records will be posted with the following data:

• All employer taxes will also have a second record imported to handle the tax liability for the employer taxes (the first record was for the expense). We will post one record per unique XGL1–XGL6:

Table 6: How Millennium posts GL1–GL6 combinations for memo earnings

Entry Description

SPLID leave blank


DATE Check Date


NAME leave blank


AMOUNT Labor Amount

DOCNUM Check Number

MEMO “Memo Earnings Imported From M3”

Table 7: How Millennium posts XGL1–XGL6 combinations for employer tax liabilities

Entry Description

SPLID leave blank


DATE Check Date

ACCNT Millennium uses the QB account code associated with the XGL1–XGL6 codes

NAME leave blank


AMOUNT (Labor Amount) * -1

DOCNUM Check Number

MEMO “ER Taxes and/or Memo Earnings Imported From M3”


Chapter 5

• For all deductions, there will be one record entered for each unique GL1–GL6 combination. Because these are based on GL1–GL6, the user will have control over the level of detail that gets posted. The records will be posted with the following data:

• For all employee taxes, there will be one record entered for each unique GL1–GL6 combination. Because these are based on GL1–GL6, the user will have control over the level of detail that gets posted. The records will be posted with the following data:

Table 8: How Millennium posts XGL1–XGL6 combinations for deductions

Entry Description

SPLID leave blank


DATE Check Date


NAME leave blank



DOCNUM Check Number

MEMO “Deductions Imported From M3”

Table 9: How Millennium posts GL1–GL6 combinations for employee taxes

Entry Description

SPLID leave blank


DATE Check Date


NAME leave blank


AMOUNT (Tax Amount) * -1

DOCNUM Check Number

MEMO “EE Taxes Imported From M3”

Release 3.29 25

Technical Details

• For all employer taxes, there will be one record entered for each unique GL1–GL6 combination. Because these are based on GL1–GL6, the user will have control over the level of detail that gets posted. The records will be posted with the following data:

• All employer taxes will also have a second record imported to handle the tax liability for the employer taxes (the first record was for the expense). We will post one record per unique XGL1–XGL6:

Table 10: How Millennium posts GL1–GL6 combinations for employer taxes

Entry Description

SPLID leave blank


DATE Check Date


NAME leave blank


AMOUNT Tax Amount

DOCNUM Check Number

MEMO “ER Taxes Imported From M3”

Table 11: How Millennium posts XGL1–XGL6 combinations for employer tax liabilities

Entry Description

SPLID leave blank


DATE Check Date

ACCNT Millennium uses the QB account code associated with the XGL1–XGL6 codes

NAME leave blank



DOCNUM Check Number

MEMO “ER Taxes and/or Memo Earnings Imported From M3”


Chapter 5

• Once all of the records have been posted for the check, Millennium will compare the data posted for all earnings, deductions, and employee taxes to the amount posted for the net check. If these amounts do not tie out, Millennium will post a suspense account entry:

Example of Employee Pay using the Check Method, Pass 1:

• Bank Account Selection: Fixed, Checking • Suspense Account Selection: Payroll: Suspense • Class Selection: Paycheck Class = [CC1] For this example, the configuration of the general ledger is shown in Table 13:

Table 12: How Millennium posts XGL1–XGL6 combinations for a suspense account

Entry Description

SPLID leave blank


DATE Check Date

ACCNT Millennium uses the suspense account

NAME leave blank

CLASS leave blank

AMOUNT Amount needed to tie earnings, deductions, and employee taxes

DOCNUM Check Number

MEMO “Amount needed to tie earnings, deductions, and employee taxes to net check”

Table 13: General Ledger account setup

GL1 GL2 GL3 Description

100 001 000 Salary Expense

100 002 000 Overtime Expense

200 001 000 Deduction Liability: Fidelity

300 001 000 Tax Liability: FITW

300 002 000 Tax Liability: MA

300 003 000 Tax Expense: MASUI

300 003 111 Tax Liability: MASUI

Release 3.29 27

Technical Details

Check 1000 is dated 1/1/2008 and has NET = 810 and CC1 = Support. Table 14 shows its labor distribution:

Check 1001 is dated 1/1/2008 and has NET = 810 and CC1 = Support. Table 15 shows its labor distribution:

When you run the QuickBooks GL Export, Millennium creates a file (an example is shown in Table 16). It contains a three‐row header, followed by two transaction records and their associated split records. You import this file into QuickBooks. The file is shown in tabular format for easy reading:

Table 14: Labor Distribution for check 1000

Det Code Amount GL1 GL2 GL3 CC1 XGL1 XGL2 XGL3

E Reg 900 100 001 000 Sales

E Sal 100 100 001 000 Sales

E OT 200 100 002 000 Sales

D 4K 140 200 001 000 Support

T FITW 150 300 001 000 Support

T MA 100 300 002 000 Support

T MASUI 50 300 003 000 Support 300 003 111


Det Code Amount GL1 GL2 GL3 CC1 XGL1 XGL2 XGL3

E Reg 900 100 001 000 Sales

E OT 200 100 002 000 Sales

D 4K 140 200 001 000 Support

T FITW 150 300 001 000 Support

T MA 100 300 002 000 Support

T MASUI 50 300 003 000 Support 300 003 111

Table 16: File generated by Millennium (1 of 2)



!ENDTRNS

TRNS CHECK 1/1/05 Checking Smith, Joe

Support -810 1000 Check...

SPL CHECK 1/1/05 Salary Expense Sales 1000 1000 Earnings...

SPL CHECK 1/1/05 Overtime Expense Sales 200 1000 Earnings...


Chapter 5

Pass 1b: direct deposit only

This method will use the same QuickBooks template described in “Pass 1a: paper checks (without direct deposit)” on page 21. The major difference is that the items will be posted as journal entries instead of checks. The system posts the entries using the Direct Deposit Liability account specified by the user, as well as post an additional set of transaction/split records for each bank account (in order to debit the direct deposit liability and credit the bank).

Table 17 describes how Millennium formats the data for the initial transaction record:

SPL CHECK 1/1/05 Deduction Liability:F...

Support -140 1000 Deductions...

SPL CHECK 1/1/05 Tax Liability:FITW Support -150 1000 EE Taxes...

SPL CHECK 1/1/05 Tax Liability:MA Support -100 1000 EE Taxes

SPL CHECK 1/1/05 Tax Expense:MASUI Support 50 1000 ER Taxes...

SPL CHECK 1/1/05 Tax Liability:MASUI Admin -50 1000 ER Taxes

ENDTTRNS

TRNS CHECK 1/1/05 Checking Jones, Sue

Support -810 1001 Check...

SPL CHECK 1/1/05 Salary Expense Sales 900 1001 Earnings...

SPL CHECK 1/1/05 Overtime Expense Sales 200 1001 Earnings...

SPL CHECK 1/1/05 Deduction Liability:F...

Support -140 1001 Deductions...

SPL CHECK 1/1/05 Tax Liability:FITW Support -150 1001 EE Taxes...

SPL CHECK 1/1/05 Tax Liability:MA Support -100 1001 EE Taxes

SPL CHECK 1/1/05 Tax Expense:MASUI Support 50 1001 ER Taxes...

SPL CHECK 1/1/05 Tax Liability:MASUI Support -50 1001 ER Taxes

SPL CHECK 1/1/05 Payroll: Suspense 100 1001 Amount...

ENDTTRNS

Table 17: Initial TRNS record

Entry Description

TRNSID leave blank

TRNSTYPE “GENERAL JOURNAL”

DATE Check Date

ACCNT Millennium uses the QB account selected for direct deposit liability

NAME Last Name, First Name


AMOUNT (Direct Deposit Amount) * -1

DOCNUM Voucher Number

MEMO “Direct Deposit Data Imported From M3”

Table 16: File generated by Millennium (2 of 2)

Release 3.29 29

Technical Details

Millennium enters the split records exactly as described in “Pass 1a: paper checks (without direct deposit)” on page 21. The only difference is the DOCNUM field, which uses the voucher number instead of the check number.

Millennium posts one transaction (or more) for each unique bank account with which the direct deposit vouchers are associated. These transactions are formatted using the following QuickBooks data, shown in tabular format (Table 18 and Table 19):

• The system writes transaction (TRNS) records using the format shown in Table 18:

• The system produces an SPL record as follows:

Table 18: TRNS record

Entry Description

TRNSID leave blank


DATE Check Date

ACCNT Millennium uses the QB account code associated with the bank account

NAME leave blank

CLASS leave blank

AMOUNT (Total Amount associate with the bank) * -1

DOCNUM leave blank


Table 19: SPL record

Entry Description

SPLID leave blank


DATE Check Date


NAME leave blank

CLASS leave blank

AMOUNT Total Amount associate with the bank

DOCNUM leave blank



Chapter 5

Pass 1c: combination checks (part paper & part direct deposit)

The check will be posted using the same method as described for posting paper checks in “Pass 1a: paper checks (without direct deposit)” on page 21 with the following two changes:

• The suspense account entry will only be made if the data posted for all earnings, deductions, and employee taxes does not equal: (the amount posted for the net check) + (the direct deposit amount).

• There will be an additional split amount posted for the direct deposit amount.It will be posted using the following transaction:

Millennium will also post one (or more) transactions for each unique bank account that the direct deposit amounts were associated with. These transactions will be posted using the method described in “Pass 1b: direct deposit only” on page 28, (debiting the Direct Deposit Liability and crediting the Bank account).

Pass 2: Checks from Service Bureau AccountsAll of the data for these checks will be posted by journal entry, as opposed to by check. The method of posting by journal entry is fully described in the next section, “Posting Employee Paychecks By Journal Entry”. The only difference is that pass 2 uses service bureau accounts, whereas employee paychecks use client accounts.

Posting Employee Paychecks By Journal EntryMillennium will only post checks using this method if the user selects “Journal Only” in the Check Posting Method additional formula, or if the check is drawn off of a service bureau account.


Entry Description

SPLID leave blank


DATE Check Date


NAME First Name, Last Name


AMOUNT (Direct Deposit Amount) * -1

DOCNUM Check Number

MEMO “Check Data Imported From M3”

Release 3.29 31

Technical Details

Millennium will group the data by GL, XGL, CD (credit/debit field), checkDate, and class fields (fields used as wild characters in class definitions). Millennium posts one set of transactions for each unique combination of GL, XGL, CD, checkDate, and class fields. The system uses the following QuickBooks template to post the transactions:

The system creates one TRNS record per transaction. Table 21 describes how Millennium will get the data for the TRNS line:

The system creates one SPL record per transaction. The following table describes how the transaction is formatted:

Example of Employee Pay using the Journal Method:

• Bank Account Selection: Fixed, Checking • Suspense Account Selection: Payroll: Suspense • Class Selection: Paycheck Class = [CC1]


Entry Description

SPLID leave blank


DATE Check Date

ACCNT Millennium uses the account name associated with the GL1–GL6 codes.



AMOUNT If the amount is a credit, multiply the credit amount by -1; otherwise, return the amount.

NOTE: The amount is a sum of all records that are in the unique group.


Table 22: SPL record

Entry Description

SPLID leave blank


DATE Check Date

ACCNT Millennium uses the account name associated with the XGL1–XGL6 codes.



AMOUNT If the amount is a credit, return the amount; otherwise, multiply the credit amount by -1.

NOTE: The amount is a sum of all records that are in the unique group.



Chapter 5

For this example, the configuration of the general ledger is shown in Table 23:

Check 2000 is dated 1/1/2008 and has NET = 810 and CC1 = Support. Here is its labor distribution:

Check 2001 is dated 1/1/2008 and has NET = 810 and CC1 = Support. Here is its labor distribution:

Table 23: General Ledger account setup

GL1 GL2 GL3 Description

000 999 999 Payroll Expense

100 001 000 Salary Expense

100 002 000 Overtime Expense

200 001 000 Deduction Liability: Fidelity

300 001 000 Tax Liability: FITW

300 002 000 Tax Liability: MA

300 003 000 Tax Expense: MASUI

300 003 111 Tax Liability: MASUI


Det Code Amount CD GL1 GL2 GL3 CC1 XGL1 XGL2 XGL3

E Reg 900 D 100 001 000 Sales 000 999 999

E Sal 100 D 100 001 000 Sales 000 999 999

E OT 200 D 100 002 000 Sales 000 999 999

D 4K 140 C 200 001 000 Support 000 999 999

T FITW 150 C 300 001 000 Support 000 999 999

T MA 100 C 300 002 000 Support 000 999 999

T MASUI 50 D 300 003 000 Support 300 003 111


Det Code Amount CD GL1 GL2 GL3 CC1 XGL1 XGL2 XGL3

E Reg 900 D 100 001 000 Sales 000 999 999

E OT 200 D 100 002 000 Sales 000 999 999

D 4K 140 C 200 001 000 Support 000 999 999

T FITW 150 C 300 001 000 Support 000 999 999

T MA 100 C 300 002 000 Support 000 999 999

T MASUI 50 D 300 003 000 Support 300 003 111

Release 3.29 33

Technical Details

You run the QuickBooks GL Export. Millennium creates the file that follows, which contains a three‐row header, followed by two transaction records and their associated split records. You would import this file into QuickBooks. The file is shown in tabular format for easy reading:

Posting Miscellaneous ChecksThe report reviews all miscellaneous checks for the specified period and it selects all items drawn off of a client’s account.

All items will be posted using the following QB template:

• The system creates one TRNS record per check. Table 27 describes how Millennium formats the data for the TRNS line:

Table 26: File generated by Millennium

!TRNS TRNSID TRNSTYPE DATE ACCNT CLASS AMOUNT MEMO

!SPL SPLID TRNSTYPE DATE ACCNT CLASS AMOUNT MEMO

!ENDTRNS

TRNS GENERAL JOURNAL 1/1/05 Salary Expense Sales 1900 Check...

SPL GENERAL JOURNAL 1/1/05 Payroll Expense Sales -1900 Check...

ENDTRNS

TRNS GENERAL JOURNAL 1/1/05 Overtime Expense Sales 400 Check...

SPL GENERAL JOURNAL 1/1/05 Payroll Expense Sales -400 Check...

ENDTRNS

TRNS GENERAL JOURNAL 1/1/05 Deduction Liability:Fidelity

Support -280 Check...

SPL GENERAL JOURNAL 1/1/05 Payroll Expense Support 280 Check...

ENDTRNS

TRNS GENERAL JOURNAL 1/1/05 Tax Liability:FITW Support -300 Check...


ENDTRNS

TRNS GENERAL JOURNAL 1/1/05 Tax Liability:MA Support -200 Check...


ENDTRNS

TRNS GENERAL JOURNAL 1/1/05 Tax Liability:FITW Support -300 Check...


ENDTRNS

TRNS GENERAL JOURNAL 1/1/05 Tax Expense:MASUI

Support 100 Check...

SPL GENERAL JOURNAL 1/1/05 Tax Liability:MASUI

Support -100 Check...

ENDTRNS


Chapter 5

Each item will have a single split record. The following table describes how Millennium formats the data for the SPL line:

Table 27: TRNS data

Entry Description

TRNSID leave blank

TRNSTYPE Based on the check posting selection you made. If it is “Automatic,” then use “CHECK”; if “Journal Only,” then use “GENERAL JOURNAL.”

DATE Check Date

ACCNT Millennium uses the QB account code associated with the bank account from which the check is drawn.

NAME If the check type is not equal to Transfer, then the system uses Misc Check Name. For transfers, if the destination account is a service bureau account, then the system uses Service Bureau Name; if it is a client account, then the system uses Company Name.


AMOUNT (Amount) * -1

DOCNUM Check Number (for checks)

Voucher Number (for direct deposit)

MEMO “<ID> <check type> Imported From M3”

• The ID variable represents FUTA, Tax, and so on.

• If the check type is transfer, then the check type variable is “Transfer”; otherwise, use “Payment.”

Example: “FUTA Payment Imported from M3”

Table 28: SPL data (1 of 2)

Entry Description

SPLID leave blank

TRNSTYPE Based on the check posting selection you made. If it is “Automatic,” then use “CHECK”; if “Journal Only,” then use “GENERAL JOURNAL.”

DATE Check Date

ACCNT Millennium uses the account you specify. If the Misc Check Type is “Transfer,” the system selects the appropriate account by the Misc Check ID (Tax, WC, Billing, or Agency); otherwise, the system uses the check type (Tax, Billing, WC, or Agency) to determine the account.

NAME If the check type is not equal to Transfer, then the system uses Misc Check Name. For transfers, if the destination account is a service bureau account, then the system uses Service Bureau Name; if it is a client account, then the system uses Company Name.


Release 3.29 35

Technical Details

Example of a Miscellaneous Check:

• Check Posting Method: Automatic • Bank Account Selection: Fixed, Checking • Check Account Selection:

• Tax Check = Tax Liability:[ID] • Agency Check = Deduction Liability:[ID] • Billing Check = Payroll Fees

• Class Selection:• Tax Check Class = Shared • Agency Check Class = Shared • Billing Check Class = Shared

For example, you produce a miscellaneous check from a service bureau named “The Payroll Company.” Table 29 is an example of data in Millennium:

You run the QuickBooks GL Export. Millennium creates the IIF file that follows, which contains a three‐row header, followed by four transaction records and their associated split records. You would import this file into QuickBooks. The file is shown in tabular format for easy reading:

AMOUNT Misc Check Amount

DOCNUM Misc Check Number (for checks)

Misc Check Voucher Number (for direct deposit)

MEMO “<Misc Check ID> <check type> Imported From M3”

• The Misc Check ID variable represents Billing, Tax, WC, or Agency.

• If the check type is transfer, then the check type variable is “Transfer”; otherwise, use “Payment.”

Example: “Agency Payment Imported from M3”

Table 29: Misc Check

ID Check Type Name Check

DateCheck

Number Amount Destination Account

FITW Tax Sam, Uncle 1/1/2008 3002 300

MA Tax MA DOR 1/1/2008 3003 200

Fidelity Agency Fidelity Investments

1/1/2008 3004 280

Transfer Billing 1/1/2008 Voucher A 125 SB

Table 28: SPL data (2 of 2)

Entry Description


Chapter 5

Table 30: File generated by Millennium



!ENDTRNS

TRNS CHECK 1/1/05 Checking Sam, Uncle Shared -300 1002 Tax Payment...

SPL CHECK 1/1/05 Tax Liability:FITW

Sam, Uncle Shared 300 1002 Tax Payment...

ENDTRNS

TRNS CHECK 1/1/05 Checking MA DOR Shared -200 1003 Tax Payment...

SPL CHECK 1/1/05 Tax Liability:MA MA DOR Shared 200 1003 Tax Payment...

ENDTRNS

TRNS CHECK 1/1/05 Checking Fidelity Investments

Shared -280 1004 Agency Payment...

SPL CHECK 1/1/05 Deduction Liability:Fidelity

Fidelity Investments

Shared 280 1004 Agency Payment...

ENDTRNS

TRNS CHECK 1/1/05 Checking The Payroll Company

Shared -125 Vchr A Billing Transfer...

SPL CHECK 1/1/05 Payroll Fees The Payroll Company

Shared 125 Vchr A Billing Transfer...

ENDTRNS

M3-MPI6203-UG-SB-647-01 37

List of ReferencesImported Graphics

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common/MPAYlogo.gif @ 325 dpi i

images/selecting_the_reports_Properties.png @ 120 dpi 7

images/Report_Properties_pop-up.png @ 120 dpi 8

images/Additional_Formulas.png @ 120 dpi 8

images/Additional_Formulas_exploded.png @ 120 dpi 9

images/Bank_Accts_tab.png @ 120 dpi 10

images/General_Ledger_tab_Accounts.png @ 120 dpi 15

images/selecting_the_reports_Properties.png @ 120 dpi 17

images/Report_Properties_pop-up.png @ 120 dpi 18

images/Report_Properties_Output.png @ 120 dpi 18


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quickbooks gl export guide - mpay software quickbooks gl export guide chapter 1 intended audience...

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