After Import:

Once you have completed the import, sign in to your QuickBooks Online account.

2 things are vital to verify on your reports:

  1. Run the report by "All Dates" in both products.
  2. Your accounting method must be set to Accrual.

Expected Report Discrepancies:

Cash Basis - Reports may not necessarily match using this accounting method simply because the Desktop and Online programs don't consider transactions as paid the same way.
Inventory Recalculation - Your reports may not match up if you imported your inventory information due to FIFO recalculations that may have taken place. There will be a task on your homepage that has a form which will need to be filed with the IRS stating the Inventory Accounting changes that took place. 
Multicurrency - Transactions with 3 different types of currencies involved do not convert to QuickBooks Online at this time.

If you imported Inventory:

If you chose to import inventory, your accounting method will have switched FIFO, using the "as of" date that you chose during your import.

  • What this means for your business: You will need to file form 3115 with the IRS to notify them that you made this change in accounting, using the "as of/effective" date that you chose while importing. This form and further information on Inventory in QuickBooks online can be found on the master inventory import article: Moving your inventory over from Desktop
 

If you have Payroll data (QB Windows Users):

Notes about imported payroll information:

  • Transactions and payroll accounts are converted in order to balance your books, but details behind the transactions (such as, payroll item breakdowns and employee year-to-date numbers) do not convert.
  • Paychecks and liability payments convert as regular checks.
  • Liability refunds, adjustment transactions, and opening balance transactions that affect accounts convert to journal entries.

To complete your payroll setup:

  1. Select Workers from the left menu.
  2. In the Paid in [Year] column, be sure each employee who received a paycheck this year is switched to Yes.
    • Employees who have not been paid in the current year will automatically be listed as No.
  3. Click Complete payroll setup to enter and/or verify your year-to-date payroll totals, and employee information.
  4. Continue through the prompted flow to complete your setup, then use Run Payroll when you're ready to pay your employees.

Regarding Pay History and Certain Pay Types :

  • When supported, your payroll history (the setup screen) will come over, and you will only need to verify the totals. If your payroll history does not convert, we will guide you on how to enter these year-to-date totals in order to get going again.
  • If you reported Group Term Life Insurance or S-Corp Owners Health Insurance, our system will recalculate net pay as per the calculations for QuickBooks Online Payroll. Be sure to keep this in mind when comparing your QuickBooks Online Payroll Summary reports to your QuickBooks Desktop Summary reports

Last steps: 

  • If you were using E-services to pay/file your taxes electronically, you will need to re-enroll for this service in QuickBooks online. Simply login, and follow the steps in the Payroll Settings page (Gear icon > Payroll Settings), to enroll for Electronic Services.
  • If you were using or want to use Direct Deposit for your employees, you will need to add your employer and employee's individual bank account information. This can be done from the Payroll Settings page, or from the Employee setup screen. 
  • Finally, you will need to enter/reconcile any historical tax payments you made so far this year. On the left navigation panel click Employees > Payroll Tax. From here, click Enter prior tax history and begin to add all of the past tax payments that you made for various agencies so far this year. They should balance out against your liabilities (excluding any current unpaid tax liabilities) so far this year.

If you have Payroll data (QB Mac Users):

If you are using Intuit Online Payroll to bring transactions into QB Mac:

  • Typically QB Online accounts start with having payroll attached, so if you want to continue to use your standalone payroll, you'll have to cancel QB Online Payroll first.
    1. In QB Online go to the "Gear" icon in the upper right.
    2. Select the "Account and Settings" option.
    3. Click the "Billing and Subscription" tab.
    4. In the Payroll section, select Cancel.
      • Note: If you only have the option to cancel QuickBooks Online, and not just payroll, then please contact us.
      • This could mean that we will have to alter the billing from our end to ensure your existing discounts are not affected.
  • After cancelling QB Online payroll, you change the export preferences in IOP and begin sending the transactions straight to QB Online.

If you want to start using QB Online Payroll:

  1. Select Workers from the left menu.
  2. In the Paid in [Year] column, be sure each employee who received a paycheck this year is switched to Yes.
    • Employees who have not been paid in the current year will automatically be listed as No.
  3. Click Complete payroll setup to enter and/or verify your year-to-date payroll totals, and employee information.
  4. Continue through the prompted flow to complete your setup, then use Run Payroll when you're ready to pay your employees.

 


Custom Pay Item Mapping

If your paytypes from QB desktop were not mapped with a standard QB online payroll pay type, then you may see a screen appear that asks you to match your company's payroll items:

Steps to map your QB desktop company file pay types to your QB online pay types:

  1. In the QuickBooks Online column, select the dropdown arrow.
  2. Select the paytype that closely matches how the item was setup in your desktop company file.
    • We recommend you check your desktop file to see how your items are setup so they match QB online perfectly.
    • Example - Match 'S Corp' to 'S Corp Insurance' pay type.
  3. After completing the mapping the 'Save and Next' button will become active.
  4. Follow this same process for each item that needs to be mapped, then select 'Continue'.

Why don't I have any options to choose from?

  • Some paytypes imported are not supported in QuickBooks Online payroll.
  • If this is the case, you can select the "Skip for Now" option in the bottom right of the screen.

 

  • Note: You cannot go back and map your pay types if you select "Skip for Now".
  • After selecting the "Skip for Now" option you will have to manually create pay types for your employees to complete the payroll setup.

 


 

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