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Import data into QuickBooks Online Advanced Payroll and QuickBooks Bureau Payroll

SOLVEDby QuickBooks1Updated December 15, 2023

One of the great features of QuickBooks Online Advanced Payroll and QuickBooks Bureau Payroll is that your can import FPS (Full Payment Submission) and Excel files from most payroll softwares.

The steps you need to follow will depend on the type of file you're importing. Select the relevant heading to show the steps.

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.

Step 2. Import your FPS payroll data into QuickBooks

  1. In QuickBooks, got to Payroll.
  2. Select the Employee tab.
  3. Next to Add employee, select the ▼dropdown arrow.
  4. Select Import Employees.
  5. For the File type, select FPS file upload from the dropdown options.
  6. Then, Select file... and then choose your saved FPS file.
  7. 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.

Using the Sage50 payroll import will allow you to import the following data:

  • Company pension details
  • Employee details
  • Opening balances

Step 1. Exporting from Sage50

First, you will need to export the data you require from Sage50.

  1. In Sage50, go to Wizards, choose Data Export, then Payroll Data Export.
  2. Within the wizard, you'll be able to choose your template.The 3 templates supported by the QuickBooks Advanced Payroll are:
    • Company Pension Schemes
    • Employee Details
    • Employee Year to Date Figures
  3. Within the Sage50 wizard, you'll also be asked where you want to save your exported data. At this point you need to tick the Create a CSV file with Payroll fields as column headings? box.

Now that you're ready to import your data into the system, the order of importing the data needs to be:

  1. Company pension scheme
  2. Employee details
  3. Opening balances

Step 2. Importing Sage50 data into QuickBooks

Import your Sage50 payroll data using these steps:

  1. In QuickBooks, go to Payroll.
  2. Select the Employees tab.
  3. Next to Add Employee, select the ▼dropdown arrow and select Import Employees.
  4. For the Import Employees from section, select Sage50 File Import.
  5. Choose the File Type you would like to import, making sure you do this in the correct order:
    1. For Sage50 Company Pension Scheme CSV file, select Pensions.
    2. For Sage50 Employee Details CSV file, select EmployeeImport.
    3. For Sage50 Opening Balances CSV file, select OpeningBalances.
  6. Next, choose Select File and navigate to where you saved your Sage50 CSV files to select the file you need.
  7. Select Confirm upload?.

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