General Ledger setup guide
Setup to begin mapping accounts:
Step 1) To access the General Ledger menu, navigate to the Setup menu, click on the Payroll heading, and select General Ledger.
Step 2) To create a new General Ledger, you will need to click the blue Add button in the top-right corner.
Step 3) Once you do so, you will need to fill in the Code and Description fields, which are used as identifiers for this specific General Ledger.
Step 4) Next, is the export type. Here you will select the version that corresponds to the version of Quickbooks that you use. For example, newer versions of Quickbooks Desktop will select Quickbooks Desktop above 2019. In the instance that you use Quickbooks Online, you will select Quickbooks Online.
Step 4a) If you are using Quickbooks Online, you will need to sync your Quickbooks Online account with your General Ledger before you can import data successfully. To do so, navigate to the Setup menu, click on the Payroll heading, and select Payroll Exports. Click the blue Add button in the top-right corner to begin creating an export type.
Step 4b) Code and Description can’t be the same as that of the General Ledger, so insert whatever values you wish so long as they don’t match. Once done, go to Export Type and select Quickbooks Online.
Step 4c) Find the field named QuickBooks Online API and click the green Connect to Quickbooks button. A window will pop up prompting you to sign into your Quickbooks account to authorize the synchronization of your General Ledger and your Quickbooks account. Once you have done so, you will be able to successfully export payroll data to your Quickbooks Online account.
Step 5) When concerning Calculation Type, please leave it as Summary. For Payee Name Display, you can select from FirstLast, LastFirst, or EmployeeNumber. We recommend that you leave it as FirstLast, to ensure that the process of importing the checks is as smooth as possible.
Step 6) After you have established those settings, you will need to select certain additional parameters to include as well. The necessary boxes to check are:
- Add Direct Deposit Summary
- Add Full Direct Deposit Offset
- Add Tax Service
- Add Agency Checks
Beginning to map your accounts
Step 7) Now, the next step is to begin adding the mappings for the accounts in Quickbooks. To do so, you will need to refer to your Chart of Accounts, which contains a list of all the accounts within your company’s Quickbooks. To find your chart, navigate to Lists at the top-left corner of the screen and select Chart of Accounts.
Step 8) Once you have your Chart of Accounts, you can begin to create mappings. To add a mapping, navigate to the top-right corner of the General Ledger Rules box and click the blue Add button. The different Transaction or Mapping types you can select from are:
Note: When mapping your Quickbooks accounts in your General Ledger, be mindful of the spelling as it must be exactly the same in order for it to successfully import.
Step 9) The first mapping you will need to make will be a Bank mapping. Following the instructions from the previous step, begin to create a mapping and select Bank as a Transaction Type. After clicking the green Continue button, navigate to the Segment Mapping section in the window that popped up. Priority and Transaction Type can remain the same. For Segment 1 Type you will select EnteredValue and for Segment 1 you will copy and paste the exact spelling of your bank account listed in your Chart of Accounts.
Step 10) The second mapping that you will need will be an Earnings mapping. This mapping type is designated to account for the gross wages of each payroll run. The transaction type will be Earnings. If you break up your employees’ gross wages by earning codes, you can specify which code the account applies to by selecting the earning code in the Specific Code field in the Filter section. Once specified, navigate to the Segment Mapping section and (as done in the step prior) you will copy and paste the exact spelling of your account listed in your Chart of Accounts.
Note: If you intend to use sub-accounts, you can differentiate between them by putting the name of the parent account, followed by a colon, followed by the name of the sub-account. For example, ParentAccount:SubAccount.
Step 11) Once your bank account and expenses have been mapped, you will need to map your Taxes next. When concerning taxes, the field Tax Withholding Type is needed to help differentiate between accounts for Employee and Employer portions of taxes. Alternatively, if you map accounts on a per-tax basis, you will use the Specific Code field to isolate which taxes belong in that account. You can select multiple tax codes at once for an account. As for mapping the account itself, as done with other mapping types, navigate to the Segment Mapping section to copy and paste the exact spelling of your account listed in your Chart of Accounts.
Step 12) If you have any Deductions associated with your company in Fingercheck, and you wish to also have them mapped in your Quickbooks account, you will need to map them in your General Ledger by following the same steps as listed previously. When isolating the deduction, you will need to select it in the Specific Code field, and input the account by navigating to the Segment Mapping section. Once there, for Segment 1 Type you will select EnteredValue and for Segment 1 you will copy and paste the exact spelling of your deduction account listed in your Chart of Accounts.
Step 13) The last mapping that you will be required to make is a Direct Deposit mapping. This mapping is designated to account for all direct deposit transactions within a payroll run, and serves as a clearing account to zero out once all payroll numbers are accounted for. If you don’t pay your employees via direct deposit, then you are not required to create this account. If you do pay employees via direct deposit, you can follow the same steps listed above to map the account in your General Ledger.
Step 14) Once all accounts have been mapped, click the green Save button in the bottom-right corner to preserve all the mappings.
Exporting your General Ledger
Step 15) Once the General Ledger has been fully set up, you can begin to export your payroll data to your Quickbooks account. To do so, first navigate to the Payroll Dashboard and click on General Ledger located on the right side of the screen within the Previous Payroll section. Then, select the payroll run that you wish to export. Finally, selected the ledger type that you just created and hit Export. The IIF file will download and be available for importing to your Quickbooks.
Step 16) Before importing the file into Quickbooks, we recommend creating a backup of your Quickbooks in order to safeguard against any errors. To import the file into Quickbooks, first navigate to File in the top-left corner of Quickbooks and select the Utilities tab. Next, select the Import option and choose the IIF Files option. Then, select the IIF file that you recently downloaded from your General Ledger in Fingercheck, and you’re done!