Use The Import Utility To Create A Journal Entry For Payroll

System Location: Data Entry > G/L> Journals

This topic provides details on how to create a journal entry for payroll using the Import Utility. While the general process is the same, some information may vary based on the interface selected in Company Maintenance.

Click the appropriate Interface Option below to see information related to that import process.

ClosedQuickBooks Payroll Interface
  1. In the Journal Entries Navigator, click 'Import.'
  2. Click 'Upload Payroll File.'
    • This opens a file explorer menu.
  3. Locate the appropriate import file and select it by 'left clicking' on it one time.
    • The person importing the file must have access to the directory where the file is located.
  4. Click 'Open' to populate the file in JobBOSS2.
  5. Select the 'Bank Code' from the dropdown menu that will be used for payroll purposes.
  6. Click 'OK.'
  7. The utility creates a separate Journal Entry for each person included in the import file.
Import File Details

The import file contains information under the following Headers:

  • Date - Used as the date of the journal entry
  • Num - Represents the number of the payment item created for the employee (Typically would be a check number)
  • Type - Indicates the type of payment option used (Typically would be a check)
  • Source Name - The name printed on the check; displayed in the 'Comments' field of the journal entry
  • Payroll Item - Identifies the nature of each line item; displayed in the 'Explanation' field of the journal entry
  • Account - Identifies the GL Code debited or credited
  • Amount - Represents the dollar value to be debited or credited
    • Values preceded by a "minus sign" indicate a credit value
    • Values that do not have a "minus sign" indicate a debit value

Each person's pay is totaled and the utility uses the selected Bank Code for the final "cash" credit owed to the employee.

 

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