UZIO’s Payroll system can generate a general ledger file in a specific format - Intuit Interchangeable Format (IIF), and can be uploaded to the QuickBooks Desktop and QuickBooks Enterprise Accounting Software.
What is an IIF File?
Intuit Interchange Format (.IIF) files are ASCII text, TSV (Tab-Separated Value) files that QuickBooks Desktop uses to import or export transactions. These files make it easier to transfer data to and from different platforms to better manage company payroll records in QuickBooks.
How can I set up a general ledger in UZIO?
The general ledger feature is available on the Payroll Dashboard menu. Simply click General Ledger to begin the setup process.
How do I configure my General Ledger/IIF?
In UZIO, the general ledger Setup is a two-step process i.e., File Setup, then chart of accounts mapping.
Step 1 - File Setup:
This section determines the structure and content of the file generated by the UZIO system.
- File Group By: This field determines if the IIF file will have classes or not. In QuickBooks, class tracking lets you track account balances by department, business office or location.
- For example, if your business has 3 departments and you are maintaining classes as departments in QuickBooks, you can choose the file group method as Department to track account balances by department in quick books. If None is selected, the GL file will not have any tracking.
Step 2 - Chart of Accounts:
Chart of accounts mapping is another step in the general ledger set up. Click on the Add Account button to begin adding your accounts and map it with the payroll components.
- Account Type: Select whether your account is a debit account or a credit account.
- Account Number: Enter an account number. Please ensure this number matches with the number on your accounting platform. For e.g., the account number in your accounting books is 24001 for Income withholding then ensure the account number mapped to in Uzio is also 24001.
- Account Name: Enter any account name for your reference. Not to be used on the file. However, it is recommended to keep the account names the same as in your accounting software for easy reference.
- Department / Work Location State: This field is dependent on how you have set up the Accounts Code Group under file set up. There,
- if you have selected None, this field will not appear.
- If Department selected, the label of the field will be Department with all the departments populated in the drop list along with ALL. Employers will have the option of selecting one or more departments.
- Similarly, if Work Location State was selected, then state codes of all the states in which your business has work locations will appear along with ALL.
- Pay Type: Select the pay component i.e., Earnings, Deductions, Contributions, Taxes, Workers’ Comp, Net Pay to set up your chart of accounts. You must set up the chart of accounts for each of the pay components applicable to your company.
- Pay Type “Direct Deposit Net Pay” is for employee salaries paid through direct deposits, while “Check Net Pay” is for employee salaries paid through checks. If you have the same liabilities account for both direct deposits and check payments, you can create two accounts with the same account number and map them to each of the two pay types mentioned above.
- If you select Earnings, Deductions, Contributions or Workers’ Compensation Classes, a grid appears with all the Company Earnings, Deductions, Contributions or Workers’ Compensation Classes (depending on your selection). You can select one or more items from the grid and map to the account.
- Similarly, if you select Taxes, another drop list appears with Options Federal and State. If you select Federal, a grid appears with all the federal taxes. You can select one or more taxes from the grid and map to the account.
- If you select State in Tax Type, another drop list appears with state codes for all the states where your company has work locations or your employees have home locations. On selection on a state, the grid appears with all the taxes for the selected state.
Can I upload the IIF file to any other platform?
While the chart of accounts setup is Accounting Platform agnostic, this report is in QuickBooks IIF format and cannot be uploaded on any other platform.
Can I map different accounts for different types of local taxes?
You would not get to map the accounts with each possible individual tax rather you can do the set up on the available tax categories.
While adding the account, after you select Pay Type as Taxes and the Tax Type as Federal or State, the system will list all the possible tax categories that may be applicable to your state location. For e.g., EIT (Earned Income Tax) and LST (Local Service Tax) for PA. If you select EIT and map it to an account, all the EITs in PA will get mapped to the account. Similarly, in MD all the county taxes will have to be mapped to one account code.
Many taxes or categories are not applicable to my company. How do I ensure the tax would not be applied to my company? Do I need to select or not select the particular category?
Only the taxes processed in the payroll will be considered in the GL file, irrespective of the tax categories mapped to account codes. So, if you are not sure about which tax categories are applicable to your company, you can safely map all the tax categories to one or more account codes.
Can I add all my federal taxes and state taxes to same account?
You can add all your federal and state taxes to different accounts with same account number, but you can not map them to same account. System will allow you to create multiple accounts with same account number that you can map to different federal and state taxes.
There will be an enhancement in the set up by end of February and you will be able to map all the state taxes to one account.
If I add a new earning, deduction, or contribution after setting my chart of accounts, will it automatically reflect in my GL file?
No. You will need to revisit the chart of accounts and map the newly added earning/deduction/contribution to an account code. In the current UZIO version, if you map ALL earnings in the grid to an account code, any new earning added in the system will automatically get added to the account. Same for contributions, deductions, and workers’ comp classes.
How do I download the General Ledger File?
Once the setup is complete, after every payroll runs, a General Ledger file can be downloaded from the Payroll reports section. For example, if you choose Regular, Special and Contractor payroll types processed between a date range, 11/02-11/08, and a consolidated GL for all the approved regular, special and contractor payrolls with pay dates falling in between 11/02-11/08 will be created.
What if my GL is not balanced? What are some troubleshooting steps to fix?
Incorrect chart of accounts set up would result in an unbalanced GL. The reason for incorrect chart of accounts could be
- A pay component considered in payroll but not mapped to any account code
- A pay component mapped to a debit account but not to an equivalent credit account or vice versa
- A pay component mapped to two debit or credit accounts resulting in double counting.
If you fix the above issues, your GL should be balanced.