With most payroll solutions, you'll get your latest FPS. QuickBooks lets you to import all the HMRC and employee details from the FPS, including some of the opening balances.
If you are importing IRIS Payroll Professional (formally known as Star Payroll) data, your FPS will include employee details and opening balances only.
Step 1. Export the data from your previous payroll provider
You'll need to download the latest FPS sent to HMRC. Make sure you save the file as an .xml file.
Refer to your previous payroll provider for help exporting and saving the last FPS you sent to HMRC in an XML format.
From IRIS Bureau you can save an FPS .xml file and import directly.
- In IRIS payroll go to Online Services, then select Send FPS Submission
- The Submission Type should be changed to File Only, then select Next
- On the next screen select Create File
- Finally take a note of the location the file has been saved and move to Step 2 below
Moneysoft saves an FPS .xml file locally.
- Locate the latest FPS file in C:\ Users\ \ Documents\ Payroll\ Online Filing XML Files.
- Take a note of the file path and move to Step 2 below
When moving from Brighpay you will need to create a .xml file by copying the latest submission from Brightpay, then paste the text into an application like Microsoft Windows Notepad and then saving it as an .xml file.
- In Brightpay go to the RTI tab
- Select the latest submission and then Submission XML if using Brightpay Online, or if using Brightpay Desktop select XML tab
- Next highlight and copy all the .xml text
- Finally paste into notepad and save as a .xml file
- Take a note of the location the file has been saved and move to Step 2 below
Step 2. Import your FPS payroll data into QuickBooks
- In QuickBooks, go to Payroll.
- Select the Employee tab.
- Next to Add employee, select the ▼dropdown arrow.
- Select Import Employees.
- For the File type, select FPS file upload from the dropdown options.
- Then, Select file... and then navigate and choose your saved FPS file.
- Select Confirm upload?.
When you import FPS and Excel files into Advanced Payroll, you'll still need to fill in some employee information manually. This is because the FPS and Excel files don't contain all of the data needed to set up an employee fully.
You can find the missing data by completing certain parts of the employee setup wizard. Simply select the employee's name which will take you to their profile where you can finish setting up the employee. You'll need to provide the following info:
- Email address
- Employee start date
- Pay rate
- Hours worked
- Employee bank details
- Pension details
- After you have successfully set up the employee, you can repeat these steps to set up the rest of your employees.