Accounting data export

The first step in loading your payroll data directly into your accounting package is to create a connection between the two systems. This step must be completed for the Powerpay user who will be exporting data from Powerpay.

Note: Only one Powerpay user may be connected to each QuickBooks account at a time. Administrator access rights in QuickBooks is required.

Once the connection is established, a token is created to automatically connect the two systems in the future. The token remains valid for 100 days after each use. If the token expires, repeat this process to re-establish the connection.

To create the connection between Powerpay and your accounting package:

1. Navigate to the Accounting Data page. From the Company menu, select Export > Accounting Data .
2. Click the Account Configuration tab.
3. In the Setup section, click Connect. The accounting package sign in page opens.
4. Complete the Email or user ID and Password fields with your QuickBooks administrator credentials.
5. Click Sign In.
6. If you have more than one QuickBooks online company, select the company to connect to by clicking on the company name. If you only have one company, this page does not display.
7. Click Connect.

A connection is now established between Powerpay and the selected QuickBooks online company.

Note: This step is required for new set ups and when G/L updates or an error occurs.

Only the Powerpay user connected the QuickBooks online company (the QuickBooks online admin user) can download the chart of accounts. Your chart of accounts is required by Dayforce to properly configure your accounting exports. Once the chart of accounts is downloaded your Dayforce Service Representative will work with you to map your payroll setup with your accounting package.

To download your Chart of Accounts (QuickBooks online admin user only):

1. Navigate to the Accounting Data page. From the Company menu, select Export > Accounting Data .
2. Click the Account Configuration tab.
3. In the Setup section, click Chart of Accounts. The Chart of Accounts report opens.

4. (optional) Click the Print button on the Powerpay toolbar to save the report as a PDF.

   For new setups, Dayforce may request a copy of this printout with the QuickBooks ID numbers that require mapping highlighted.
   

Tip: The date the chart of accounts was retrieved from the accounting package displays at the top of the report.

Note: This step is required for new set ups. Before using this functionality, you must retrieve a Chart of Accounts.

Including the Dayforce fees and taxes in the journal entry allows for automated bank reconciliations in QuickBooks.

To map fees and taxes to your Chart of Accounts:

1. Navigate to the Accounting Data page. From the Company menu, select Export > Accounting Data .
2. Click the Account Configuration tab.

3. Select the fee and tax options from the drop-down lists as appropriate for your needs.

4. Click Save.

Changes made to the Account Configuration page are audited and available in the Company Information – Accounting Data Configuration section of the audit.

Each time you run your payroll, G/L data is available to load into your accounting package.

1. Navigate to the Accounting Data page. From the Company menu, select Export > Accounting Data .
2. Click the Data Export tab.

3. In the Journal Entries section, click View for the desired pay period to view the payroll data before posting.

   The header displays:

   • Journal Date (defaults to the date the payroll was run but can be edited)
   • Pay Period Ending Date
   • Reference Number
   • Date the Chart of Accounts was last retrieved.

   The information in the table includes:

   • ID Number: used by QuickBooks to identify the account
   • Account Name: the QuickBooks account the payroll data is posted to
   • Debit
   • Credit
   • Description: the Powerpay Description for the debit or credit being posted
   • Distribution: the Powerpay distribution

   Important: Review all data for accuracy. Each journal entry can only be posted once to your accounting package. If there are errors, make the necessary corrections to your payroll before posting to your accounting package.

4. (optional) Select a Journal Date for posting the data. By default, the cheque date displays.
5. Click Post to load the data for the selected pay period.

Note: The Post option is only available for the Powerpay user connected to QuickBooks. Only one Powerpay user can utilize the connection between Powerpay and QuickBooks at one time. If a second user attempts to access the Powerpay connection to QuickBooks, the Post button is greyed out.

Note: This feature is not available for year-end runs.

Only one Powerpay user may be connected to a QuickBooks account at any one time. If a new or second user requires access, the first Powerpay user must be disconnected.

If more than one payroll is connected to QuickBooks for the first use, you must disconnect them all.

To disconnect a user:

1. Navigate to the Accounting Data page. From the Company menu, select Export > Accounting Data .
2. Click the Account Configuration tab.
3. Click Disconnect.

4. Repeat the connection process for the new Powerpay user. See Connect Powerpay and your accounting package .

A mismatch may occur if a QuickBooks account mapped to Powerpay is deleted in QuickBooks. If this occurs, Powerpay displays an error and the entry with the missing QuickBooks account displays in red.

To correct the error, a new Chart of Accounts must be retrieved and you must contact your Customer Support Team to complete the new configuration.

For Powerpay Plus customers, role-based security is available to select the type of Powerpay users with access to the accounting integration feature.

To disable accounting integration functionality for a user:

1. Navigate to the Security Roles page. From the Company menu, select Security Roles.
2. Select the role for which to disable access.
3. Clear the Accounting Data checkbox (Page Access > Company > Export > Accounting Data).
4. Click Save.