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Contents
Requirements 1 - Requirements/Installation
Hardware & Software Requirements
Payroll Series version 13
Payroll Series version 14
Payroll Series version 15
Installing Top Pay

Company 2 - Company
New Company Setup
First time program launch
Setting Up Departments
Setting Up Groups

Default Information 3 - Default Information
New Employee Settings
Employee Information
Payroll Information
Add/delete Payroll Items
Income Items
Deductions
Employer Paid Items

Human Resources 4 - Human Resources
Cafeteria Plans
Pension Plans
Paid Time Off
Evaluate Employees
Loans

  Employees 5 - Employees
Create New Employees
Employee Info
Hours/Wage Info
Tax info
Employee Lists
Personal Information
Deleting /Renaming Employees

Payroll Information 6 - Payroll Information
Income Items
Deductions
Employer Paid Items

Linking to QuickBooks´ 7 - Linking Top Pay to QuickBooks
Exporting your Chart of Accounts from QuickBooks
Importing a QuickBooks Chart of Accounts
Linking Aatrix Top Pay and QuickBooks
Hints
Sample of the Required Links Setup

  Liabilities 8 - Liabilities
Creating the Liability Payment

Process Payroll 9 - Processing/Posting Payroll
Processing Payroll
Send/Post Payroll to QuickBooks

Process/Post Liability Payments 10 - Processing /Posting Liability Payment
Processing a Liability Payment
Send/Post Liability Payments to QuickBooks

Pay History 11 - Explanation of Pay History
Pay History Screen

Reports 12 - Reports
Generating Reports
Viewing/Printing Reports
Preview
Printing
Viewing in other applications
Other Report Features
Report Bundles

Backing Up Data 13 - Backing Up
Program Backup
Manual Backup

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SECTION 7 - Linking Top Pay to QuickBooks®

This section includes

  • Exporting your Chart of Accounts from QuickBooks®
  • Importing your Chart of Accounts in Top Pay
  • Linking Payroll Items
  • Sample of the Required Links Setup
  • Exporting your Chart of Accounts from QuickBooks®

Exporting Chart of Accounts from QuickBooks®

Launch QuickBooks®

Select File > Export > Lists to IFF File.

In the Export dialogue, mark the Chart of Accounts checkbox.

In the Export Save As dialogue, name the file COA.iff.

In the WHERE popup, select the DESKTOP.

Click OK. A message will appear telling you the file was exported successfully.

Importing a QuickBooks® Chart of Accounts

Open Top Pay.

Select QuickBooks > Send/Post Payroll.

In the dialog that appears, use the disclosure triangle (located on the lower left of the dialog) to open the Designate Account Links portion of the window. (Disregard this step if it is already open.)

Click the Import Chart of Accounts button.

In the dialog that appears, click the Desktop button; select the Chart of Accounts file you saved, then click Open.


Your Chart of Accounts should now be displayed in the Chart of Accounts scrolling list in the Designate Account Links portion of the Send/Post Payroll window. You can now establish the links between your payroll items and QuickBooks Chart of Accounts (refer to the next section).

Linking Aatrix Top Pay and QuickBooks®

Hints

  • Net pay is always a CREDIT to the account from which you write payroll checks.
  • Incomes are DEBITS to expense accounts.
  • Deductions are CREDITS to liability accounts.
  • Employer Paid items are CREDITS to liability accounts and DEBITS to expense accounts.

Select QuickBooks > Send/Post Payroll (or click the Send/Post Payroll button in the Process Payroll tab window).

In box #1, titled Payroll Variables, highlight a payroll Item. Example: Net Pay, which is always a credit to your Cash Account (usually checking)

In box #2, titled Chart of Accounts, highlight the account to which you want to link the Payroll Variable. Example: First Bank (Checking)/ type Bank

In box #3, select the correct entry type (Debit or Credit) that pertains to the payroll item.

In box #4, click the Link button

Repeat these steps for all your payroll variable items.

In the bottom right hand corner of the Designate Account Link section is a button titled Report. By clicking this button, a Link Report is generated. The Link Report lists any warnings, cautions, or missing items. It also gives you hints as to how to set up links. Please refer to this report before and after setting up links.

Note: You can also have your Gross Pay expensed by departments. This allows you to post to multiple G/L accounts in QuickBooks (refer to Gross Pay Expensing by Departments in the section of our Customer Friendly PDF file: other references in the Aatrix Top Pay User Manual 13.9)

Sample of the Required Links Setup:

  • Net Pay credited to Cash Account (CR) (usually the checking account)
  • Gross Pay (Not assigned or all) debited to a Payroll Expense account (DR)
  • Federal Withholding credited to a Payroll Liability account (CR)
  • State Withholding credited to a Payroll Liability account (CR) * if applicable*
  • Social Security credited to a Payroll Liability account (CR)
  • Medicare credited to a Payroll Liability account (CR)
  • Social Security Employer Match debited to a Payroll Expense account (DR)
  • Social Security Employer Match credited to a Payroll Liability account (CR)
  • Medicare Employer Match debited to a Payroll Expense account (DR)
  • Medicare Employer Match credited to a Payroll Liability account (CR)
  • Federal Unemployment debited to a Payroll Expense account (DR)
  • Federal Unemployment credited to a Payroll Liability account (CR)
  • State Unemployment debited to a Payroll Expense account (DR) if applicable
  • State Unemployment credited to a Payroll Liability account (CR) if applicable

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