Thank you for using QuickBooks Desktop Payroll. These help pages will support your move to QuickBooks Online with Advanced Payroll.
Should you need any help please contact us via messaging.
Whilst you will now be able to access the payroll centre until August 01, 2020 (previously April 19), you will be unable to run payroll in desktop after March 2020. The Desktop UK Payroll Discontinuation FAQ article has frequently asked questions.
- Intuit will not charge you for desktop payroll after March 2020 and you will be automatically moved to a similar subscription without payroll. Based on the described billing change you will receive a standard billing notification with no reference to the payroll discontinuation during April. To talk to us about your subscription call our Customer Success billing team on 0808 164 2373.
- You must update to QuickBooks for Desktop 2020 R6 on or shortly after March 24, 2020 (previously March 19). Please ensure automatic updates are enabled.
- You will be able to download the majority of your payroll data but not your P60's or customised payroll reports. Please ensure P60's and customised reports are printed/saved as they will not be available after August 1, 2020.
Run your March payroll, complete year-end 2019/20 and then export your payroll data. You will need QuickBooks for Desktop 2020 R6 which will be available from March 24, 2020 (previously March 19).
Exporting Your Data
Downloading payroll data can take some time. For large payrolls, this can be in excess of 20 minutes. If you cancel the data download no data will be downloaded.
If you cancel the data export no data will be exported.
- Ensure you are logged in as Admin User and QuickBooks is in single-user mode. To switch between modes, go to the QuickBooks File menu, then select Switch to Single-user Mode/Switch to Multi-user Mode
- From the File menu select Utilities, then Export and finally Payroll Data
- The next step informs you there will be no access to the payroll centre after April 19, 2020. Confirm you have read the notice and then select Begin payroll data export.
- Next, create a password to protect your data. You will be asked for this password when unzipping/accessing the unzipped folder(s) once exported
- Choose the desired destination folder for your data and select OK. The export will begin.
- Exported Successfully will be displayed when the export has completed. There will also be a link to the destination folder you selected
- When in the folder the data has been saved it can then be extracted from the password-protected zipfile
Your exported payroll data will include:
- FPS (used to move to QuickBooks Online Payroll)
- Payslips (current year)
- All Payroll Reports (not customized)
- Sign up to QuickBooks Online with Advanced Payroll. Please complete this form if you would like to discuss your payroll options with a member of the QuickBooks. See payroll comparison pages if required.
- Importing into Advanced payroll requires information you can export from QuickBooks Desktop. In desktop go to Reports, then List, and select Employee Contact List. Next, Customise the report and add all available fields required (see below or for the minimum data requirements please see the Advanced Payroll Import guide) and click OK. Export by selecting Excel, Create New Work Sheet and click Export in the window that appears. You can then cut and paste into the template you can download from Advanced Online Payroll. Alternatively, you use “The Pension Status” report in desktop which has the majority of the required information. Then, simply having desktop open to view, the remainder can be manually entered into the CSV template.
- For the minimum data requirements please see the Advanced Payroll Import guide. The following is a more detailed review of the data that can be imported into Advanced Payroll. Some columns have a drop-down (which is specified below) where you need to select the appropriate option. Otherwise copy the data from the appropriate files:
- Column B = Title - select as appropriate from drop down (Dr, Miss, Mr, Mrs, Ms or Blank)
- Column D = First Name
- Colum E = Middle Name
- Column F = Surname
- Column H = Date of Birth
- Column I = Gender - select as appropriate from drop down (Male or Female)
- Column K = Residential Street Address
- Column L = Residential Address Line2 (if applicable)
- Column M = Residential City
- Column K = Residential County
- Column L = Residential Post Code
- Column M = Residential Country
- Column R through Column W is the postal address which is usually the same as the residential address
- Column Y = Email Address – if applicable. This will be needed if you wish to email payslips to employees
- Column AC = Start Date
- Column AH = Pay Schedule – set-up the pay schedule first and if you have more than one then select the appropriate one for each employee.
- Column AI = Primary Pay Category - select as appropriate from drop down (salary, hourly pay, Annual leave taken, Sick leave taken)
- Column AK = Payslip Notification Type - select as appropriate from drop down (email, manual or none – do not use SMS as this is not enabled)
- Column AM = Rate - being the value paid per annum or per hour or per day
- Colum AN = Rate unit - select as appropriate from drop down (annual, hourly or daily)
- Column AO = Hours per week - enter the “contracted hours per week”
- Column AP = Automatically Pay Employee - from drop down to select the appropriate statement. Being either “True” or “False”. Note this should be True the majority of the time.
- Column AU Is Enabled For Timesheets – select as appropriate from drop down (Disabled, Enabled or Enabled for exceptions)
- Column BG to BI being bank details if you pay via internet banking or BACS.
- Column BJ & BK if paying by cash/cheque. BK should be 100 if you only pay into one bank account for each employee which is usual in the UK
- Column BY = National Insurance Number e.g. “TA352166D” or “NINUnknown” (if the NI Number is not known)
- Column BZ = National Insurance Calculation Method – from drop down to select either “Monthly calculation basis” (a.k.a per period or alternative) or “standard annualised earnings period method” (a.k.a annualised)
- Column CA = National insurance Category – from drop down to select appropriate NI Letter (A, B, C, H, J, M, X or Z)
- Column CB = Payroll ID – being the payroll ID from Desktop
- Column CC = Tax Calculation Method - from drop down to select appropriate taxation method either cumulative or week 1/month 1
- Column CD = Tax Code
- If you are entering the tax code before 6 April use the one for tax year 2019-20. It will then be automatically uplifted when the new tax year starts.
- If you are entering after 6 April then enter the tax code for 2020-21
- Column CE = Employee Statement - from drop down to select the appropriate statement. Being either “More than one income”, “Only Job (started after 6 April)”, or “Only Job (started on or before 6 April)”
- Column CF = Is Company Director - from drop down to select the appropriate statement. Being either “True” or “False”
- Column CG = Employee Paid Irregularly - from drop down to select the appropriate statement. Being either “True” or “False”. This should be usually “False” unless the employee is not being paid regularly (for example, they’re a casual employee or on long-term sick leave) or if you’re not going to pay them for 3 months or more.
- Column CH = Student Loan Type - use drop down to select the appropriate statement. Being either blank. Plan 1 or Plan 2. Leave Blank if no Student Loan is applicable
- Column CI = Has PostGrad Loan - use drop down to select appropriate statement. Being either “True” or “False”.
- Column CJ = Pension Assessment Option - use drop down to select the appropriate option. Being either “Automatic”, “Manual” or “None”. The most common is Automatic
- Column CK = Pension Contribution Group – set-up Pension first and if you have more than one then select the appropriate one for each employee.
- Column CL = Assessment Date - enter the date as per the pension report
- Column CM = Assessment Status – use drop down to select the appropriate option as per the pension report. Being either “Eligible Job Holder”, “Entitled worker”, “Non-Eligible Job Holder”, “Not Assessed” or “Postponed2)
- Column CN = Opt-In Date – if you have any employees who have Enrolment Status on your pension report of opt-in add the date here
- Column CO = Employee Starter Type- use drop down to select the appropriate option. Being either “Existing Employee” or “New Starter”.
- Column CP = Is Exempt From Minimum Wage - use drop down to select the appropriate option. Being either “True” or “False”. The majority of the time this should be False.
- Column CQ = Is Apprentice - use drop down to select the appropriate option. Being either “True” or “False”.
- Column CR = Postponement Option - use drop down to select appropriate option. Being either “Do not postpone”, “Postpone until the following date” “Postpone using pension scheme's postponement rules” or “blank”. Unless you have a new starter your employees should use “blank”.
- Column CS = Deferral Date. Only use this if you have employees who are currently under postponement rules. This date should be in the new tax year
- Column CT to DC all relate to “Previous employer data “is not relevant but you must put data in the following columns:
- Column CY = Previous Employer Student Loan Deductions. Enter “True” or “False”. If the employee currently has a Student Loan then select “True” otherwise it should be “False”.
- Column CZ = Previous Employer W1M1- use drop down to select appropriate taxation method either cumulative or week 1/month 1
NOTE: Please ensure you move your core desktop bookkeeping data before importing/entering your employee payroll data. When importing bookkeeping data from desktop to QuickBooks Online, any data already entered in QuickBooks online WILL BE DELETED.
- Migrate core bookkeeping data from desktop
- Next import or manually enter your employee payroll data. You can import your employees via Excel / CSV in QuickBooks Online Advanced Payroll
- Finally, contact Desktop Customer Success on 0808 164 2373 to cancel your Desktop subscription when not required. We recommend running desktop in parallel to QuickBooks Online for 1-2 months.