MPI_6203 QuickBooks GL Export

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

For more information, see The Report Properties Dialog.

Overview

The QuickBooks GL Export report is designed 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.

The steps that are required to configure this export in Millennium® are as follows:

1. Set up the report’s formulas. See Additional Formulas below.
2. Setting Up the Company describes how to configure a company for this export in Millennium®.
3. Configure the report’s output. See Output below.
4. Read Technical Details to understand how Millennium® gets the data used for the export.

This topic 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.

Date Selection

In the Report Properties dialog, click on the Date Selection tab. The system displays the Date Selection page.

As explained in Date Selection, you can use Override Dates  to select specific check date/process number combinations. Millennium® actually bases each report on one or the other: the date or the process number.

This report is based on the process number.

This report uses the company-style default date ranges, which are:

• Most Recent Pay Period [default]
• Current Month
• Current Quarter
• Year-to-Date
• Override Dates
• Quarters 1–4

Data Selection

As explained in Data Selection, you can use this page to include company filters to narrow down the selected data for this report. However, you can not create a filter for this export.

Subtotals/Breaks

As explained in Subtotals/Breaks, you can use this page to determine a report’s groupings and sort orders. However, this report does not use groups or sorts.

Additional Formulas

In the Report Properties dialog, click on the Additional Formulas tab. The system displays the Additional Formulas page:

Figure 2-478: Additional Formulas page

For more information about using additional formulas, see Additional Formulas.

The additional formulas for this report are explained below:

Bank Account Selection

Enter the appropriate text in this text field 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:

• AccountDescription—Millennium® uses the account description setup.
• AccountID—The system uses the account ID setup.
• any other value—Millennium® uses the value you enter.

For example, using the example shown in Figure 2-479 below (which you access by selecting Master Company Setup > Bank Accts tab), if you enter:

• AccountID in the Formula Value column, Millennium® uses the QuickBooks account name ClientAcct for the bank account.
• AccountDescription in this field, QuickBooks uses ClientBankAccount.
• Checking in this column, QuickBooks uses Checking.

Figure 2-479: Bank Accounts page (Master Company Setup)

Trust Check Account

Enter a service bureau account that is used for employee checks. Use this formula if the client has checks drawn from a service bureau bank account (and therefore a paychecks transfer); in such cases, this export must credit those checks to a “flow through” account, which is this trust check account.

Note: Before you can use this additional formula, ensure both the Bank Account Selection and Trust Check Account are defined as account IDs.

Check Posting Method

Select the appropriate entry from this drop-down list to determine how the payroll data in Millennium® is posted to QuickBooks. Valid entries are:

• 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.

Direct Deposit Liability Account Selection

Enter a descriptor in this text field of what the name you choose to represent your QuickBooks direct deposit liability account for this export. For example, you can enter QBBankAccount or something similar.

This additional formula is used to specify the QuickBooks account to use for direct deposit liability.

class codes

The list of formulas that pertain to this description include:

• Class Code
• Direct Deposit Class
• QuickBooks Suspense Account
• Agency Class
• Billing Class
• Tax Class
• WC Class
• Direct Deposit Transfer Class
• Paychecks Transfer Class
• Agency Check Account
• Billing Check Account
• Tax Check Account
• WC Check Account
• Paychecks Transfer Account
• Direct Deposit Transfer Account
• Account ID
• Account ID

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:EmployeeChecks 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.

Class code wildcards lists the available wildcards for class codes::

Table 2-458: Class code wildcards

Wildcard	Description	Pay	Agency	Billing	Tax	WC
[CC1]	Cost Center Level 1	X
[CC1Name]	Cost Center Level 1 Name	X
[CC2]	Cost Center Level 2	X
[CC2Name]	Cost Center Level 2 Name	X
[CC3]	Cost Center Level 3	X
[CC3Name]	Cost Center Level 3 Name	X
[CC4]	Cost Center Level 4	X
[CC4Name]	Cost Center Level 4 Name	X
[CC5]	Cost Center Level 5	X
[CC5Name]	Cost Center Level 5 Name	X
[JOB]	Job Code	X
[JOBName]	Job Description; for employees working in multiple locations or multiple jobs, the class will be broken out for each location or job.	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

Use Labor Distribution

This check box 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 Cost Center — Synonymous with "department" in the conceptual, logical hierarchy of levels within an organization. Up to five cost center levels (CC1–CC5) are allowed per company.#] wild cards in the class formulas.

QuickBooks Suspense Account

Use this text field to enter your QuickBooks Suspense account ID. 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.

Hide Misc Checks

Put a check in this check box to exclude the miscellaneous checks portion from the export.

Custom Formula

Use this field to create your own formula to include information that your organization requires. For example:

if {EPayHist.cc1}= '1' then'Zip' else {EPayHist.cc1}

Suppress Billing Transfer

Put a check in this check box to suppress billing transfer records from the export. 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.

Invoice Type List

Use this text field to enter a comma-separated list of invoice types to include in the export, 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 Date

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

The default setting (an empty check box) is to post by check date.

Override Trans Type

Put a check in this check box to suppress Billing Transfer records from the export.

Override Trans Type Text

Use this text field to enter the text to be displayed when Override Trans Type is checked.

Use Job Code

Put a check in this check box to include the job code in the export.

Output

In the Report Properties dialog, click on the Output tab. The system displays the Output page:

Figure 2-480: Output page

For more information about fields on this page, see Output.

1. Select TXT from the Output Format drop-down list.
2. In the Destination area, select the File  radio button.
3. In the Directory area, select the Specific Directory  radio button and enter the exact path to the directory in which the file will go.
4. In the Filename are, select the Specific Filename  radio button and enter the name you want to system to use when it creates the file.

5. Click the OK button.

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