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How to Set Up and Export a General Ledger
How to Set Up and Export a General Ledger

Setting up the payroll accounting record of a company or organization.

Gina Schrandt avatar
Written by Gina Schrandt
Updated over a week ago

Fingercheck is always striving to make payroll and HR easier. We have made setting up and running a General Ledger easier with a new automated wizard. Now you can quickly and easily connect to QuickBooks Online and upload a file from QuickBooks Desktop or Rent Manager for General Ledgers. With two-way integration between Fingercheck and QuickBooks Online, you can automatically send payroll to QuickBooks Online. Fingercheck still supports all accounting programs, but the General Ledger Setup Wizard is mainly for QuickBooks and Rent Manager.

Please contact our support department if you use different software or need a custom general ledger set up.

Getting started

  1. Start at the SETUP tab.

  2. Select General Ledger.

  3. Choose Add.

  4. Complete the wizard to download an iif file (for QuickBooks) or csv file (for Rent Manager).

Using the General Ledger Setup Wizard

The General Ledger Setup Wizard consists of the following steps:

Step 1: Accounting program

QuickBooks Desktop

Connect to QuickBooks Desktop from Fingercheck

  1. Select QuickBooks > QuickBooks Desktop.

  2. Export an Intuit Interchange Format (IIF) file from QuickBooks.
    Select the options to be mapped. Chart of Accounts is the minimum to be exported; classes, jobs, and items are optional.

  3. Upload the IIF file into Fingercheck with the Attach button.

    The IIF file will be scanned, analyzed, and uploaded into Fingercheck. You will receive a confirmation message, and then it’s time to choose the options.

QuickBooks Online

Connect to QuickBooks Online

  1. Select QuickBooks > QuickBooks Online > Connect.

    Fingercheck automatically detects an active connection and integrates with QuickBooks Online.

With our two-way integration with QuickBooks Online, we can automatically pull your chart of accounts and any classes, jobs, and items that are available. These will be used in the account mapping process. Once the mapping setup is complete, you can opt-in to have your General Ledger automatically sync back to QuickBooks Online each time you run payroll.

If you use QuickBooks or Rent Manager and are setting up your General Ledger in Fingercheck, you can enter your account names manually. You are not required to upload a file of accounts. After connecting to your accounting program, select the General Ledger option.

Rent Manager

Connect to Rent Manager

  1. Select Rent Manager > Next.

  2. Import a .CSV or .XLSX file from Rent Manager.

    The Chart of Accounts is the bare minimum that should be exported. You also have the option to select Property Name, Property Short Name, and Unit to be mapped.

  3. Upload the .CSV or .XLSX, and select Attach.

  4. Once a proper .CSV or .XLSX file has been uploaded to Fingercheck, select Next to start choosing the options.

Step 2: Options

The next step is setting up the overall options for the General Ledger. It is divided into two sections: Basic options and Advanced options.

Basic options

Select the basic options:

  • General Ledger Name (required)

  • Calculation Type (Options are Detail and Summary)

  • Payee Name Display Format

  • Transaction Date (Options are Check Date, Period Begin/End, and Process Date.)

Advanced options

Under Advanced Options, you can turn on several options:

  • The first four options are the default settings and the most commonly used.

    A brief explanation is listed under each option.

  • To turn on the Workers Comp option, you must ask Fingercheck to enable the Workers Comp Premium Calculation Service.

  • Group Results exclude individual paychecks and are used only under specific circumstances.

Step 3: Account mapping

The third step of the General Ledger Wizard is the detailed account mapping from Fingercheck to QuickBooks. Each section allows you to choose the codes for each rule and filter to be mapped, and it also allows you to set the priority.

The rules to be mapped to accounts are:

  • Bank Accounts

  • Earnings

  • Deductions

  • Taxes

  • Direct Deposit

  • Workers Compensation

To ensure the accurate mapping of account types within your accounting software, we suggest referring to the table in this article.

Account Mapping requires you to edit the rule to select an account. Select Add <Name> Rule to open an editor window and select the code and account to be mapped.

Priority determines the order in which the codes are mapped to accounts, starting with the highest priority (for example, 10) to the lowest (for example, 1).

Optional filters for each rule allow you to specify the type of codes that will be mapped. The most specific rules should start with the highest priority and descend to the broadest rules with the lowest priority. To change the priority order, you can drag and drop the rules.

You can also select advanced optional filters. Optional filters specify types that will be mapped to accounts.

The default rule is listed in each category and remains the lowest priority (#1). The default rule is a catch-all that automatically includes all codes for that category to be mapped, but the user must select the specific account for codes to be mapped. To map an account, the default rule must be changed (using the pencil icon) and the correct account must be chosen. Any new codes added after the last GL run are automatically placed in the default rule unless it is mapped as a custom rule. The default rule cannot be filtered, moved, or deleted. Any codes added to the custom rules override the default rule.

You cannot select the optional filters for the default rule. To apply filters, you must create a custom rule to be mapped, which will be prioritized. If you add your own rules, those rules take priority, and any unmapped codes or any new codes that are not manually mapped will fall under the “all codes” default rule.

Advanced options allow for even more customization for mapping codes. It allows for classes, jobs, and items to be selected and mapped.

Step 4: Summary

The last step of the General Ledger Setup is the final summary page, which details the number of fields mapped. An IIF file will be available for download to import into QuickBooks.

  • After the confirmation page, click Finish to return to the General Ledger page. There you will see your General Ledger listed with the name. From that page, you can access and edit the General Ledger mapping.

  • Next time you run payroll, the option to export a Fingercheck IIF file into your QuickBooks Desktop account will be available on the PAYROLL tab. When you run payroll, you can export the mapped codes (wages, taxes, benefit deductions, contributions, reimbursements, and payments to contractors) to your QuickBooks Desktop account.

  • For QuickBooks Online, navigate to the PAYROLL tab and access the previous payroll section. From there, select the general ledger option and follow the steps to synchronize your payroll data with your QBO account.

  • Audit logs are available for each General Ledger. You can track what and when changes were made and who made them. Simply click the Audit button when you are editing your ledger in Fingercheck.

Sync and export

QuickBooks Desktop and Rent Manager

  1. Sign in to your account.

  2. Go to the Payroll tab.

  3. Click on the "Previous Payroll" section.

  4. Find the "General Ledger" button and click on it to download the file.

QuickBooks Online

Once you've processed the payroll, navigate to the Payroll tab and access the previous payroll section. From there, select the general ledger option and follow the steps to synchronize your payroll data with your QBO account.

Custom GL

  1. Sign in to your account.

  2. Go to the Payroll tab.

  3. Click on the "Previous Payroll" section.

  4. Find the "General Ledger" button and click on it to download the file.


Fingercheck offers a convenient feature that allows you to schedule automatic email delivery of your General Ledger file once payroll processing is complete. This eliminates the need for manual exporting and sending, as our system takes care of it for you through scheduled tasks. For more information, please click here.

Adding new employees to QuickBooks Online and Fingercheck

Employees in Fingercheck are synced to QuickBooks Online using the following rules:

  • If the employee already exists as an employee or vendor category in QuickBooks Online, they are synced by using the existing category.

  • If the employee does not yet exist in QuickBooks Online, they are added to QuickBooks Online as an employee during the sync.

  • If the employee does not yet exist in QuickBooks Online, but you want to sync them as a vendor, first add them as a vendor in QuickBooks Online before syncing.

When you add a new employee to Fingercheck, that person is added as an employee to QuickBooks Online automatically during the last sync. If you want to sync them as a vendor in QuickBooks Online, that person must first be added as a vendor in Fingercheck. Whatever category they are added to in Fingercheck is the same category they will be added to in QuickBooks Online.

Mapping your Fingercheck accounts to your accounting software’s general ledger

If you want to integrate your accounts in Fingercheck into your accounting software’s general ledger, you’ll need to know how to map the accounts properly. The four main accounts in a general ledger should be:

  • Bank Account: The bank accounts used for the transactions of your business.

  • Expense: This account includes items you pay for to fund basic operations (generally monthly). Costs include payroll, employer taxes, and employer-paid benefits.

  • Liability: Liabilities are debts you owe and costs that must be paid to keep the company running. Costs include employee taxes, employee-paid benefits, and loans.

  • Workers Comp: The workers' compensation insurance expenses you incur

Here's a brief demo video showing you how to set up and export your GL.

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