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Export QB Desktop (Windows) Payroll Data Only to QB online (Mac)

I only do payroll for a client using QB Desktop (Windows 10).  He uses QB online for Mac.  I want to export only the payroll data to his affected accounts.

Solved
Best answer 05-28-2018

Accepted Solutions
QuickBooks Team

Re: Export QB Desktop (Windows) Payroll Data Only to QB online (Mac)

Welcome, Turk1954.


Glad you joined us here in the Community. Let me address your concern about exporting payroll data from QuickBooks Desktop (QBDT) to QuickBooks Online (QBO).


Currently, the option to export payroll data is not possible. You can only export list data from QBDT to QBO.


Check out this article for additional information: Export then import list data into QuickBooks Online.


Details behind transactions such as payroll item breakdown and employee year-to-date numbers do not convert when importing payroll data.


To know more about payroll and how it converts from Desktop, please refer to this article: Import Limitations - QuickBooks Desktop to QuickBooks Online.


That’ll be it but please let me know if you need anything else. I’ll be here to help. Have a good day!

View solution in original post

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Pen
Level 5

Re: Export QB Desktop (Windows) Payroll Data Only to QB online (Mac)

I just wanted to take a moment and expound a bit on what Khim was saying. She is absolutely correct on all points. I feel however it is important to mention a few other pieces of information. 

 

Even during a full Quickbooks Desktop (QBDT) to Quickbooks Online (QBO) conversion, the payroll information very rarely comes over. It will usually just have the employee details, but no actual payroll information. The only time all of the payroll data comes over during a conversion is when everything in payroll is able to come over perfectly. This rarely happens for two reasons:

 

1. QBO uses the Percent method to calculate taxes, while QBDT uses the Wage Bracket method. A lot of times taxes will be off by a few cents and this will cause payroll not to migrate successfully.

 

2. QBO does not have all of the features QBDT has. If you are using a feature in QBDT that is not in QBO, then payroll will not migrate successfully. 

 

The good news is that because of this, there is a known way around it and that is to enter Prior Payroll. All of the information you will need to enter Prior Payroll can be found on the Tax & Wage Summary report in QBDT and in the Payroll Summary Report in QBDT. 

 

When you enter in Payroll as Prior information, it will not be applied to the accounting side of QBO. It will only affect the Payroll side. This is because when you enter in payroll as historical information, QBO assumes that you have already applied it to your register, so keep that in mind if this is not the case. Honestly, if the payroll checks have not already been applied to the register, your best bet may just to run backdated payroll in QBO, just make sure you do it as paper checks, not direct deposit. Additionally, if your client has already run payroll in QBO, you will be unable to enter prior payroll. Again, there are solutions: 

 

1. If your client has only run payroll once or twice, does not have many employees and ALL of the checks were ran as paper checks, you can delete the checks out of payroll and then call Support. Support can then retrigger your ability to put in Prior Payroll. 

 

2. Put in the missing payroll checks as backdated checks. Since Constructive Receipt says Uncle Sam doesn't really care about when employees worked for their money, they only care about when they got paid their money, you really only have to worry about getting the pay date right. So when you are backdating your checks if it will not let you change the Pay Period to the appropriate time frame, just remember that this is for recording purposes only. As long as the pay date is correct, you are good. If you really want the pay periods to be correct, support can help you out with that too once the paychecks have been entered with correct pay dates. 

 

3. If you run into an error message while going through either of the above options, you can reach out to support and they can send it off to the payroll corrections team to be properly entered. You will need a spreadsheet detailing the Prior Payroll (Run the Tax & Wage Summary Report and the Payroll Summary Report for each quarter of 2018 and for each payroll ran during the current quarter and then export it to Excel). Please be aware that this process can take up to 5 business days and will depend on what they need to do, it can take longer. 

 

This article will go into detail about how to enter prior payroll

 

I hope this helps! 

 

Sincerely, 


Your Personal Penguin

View solution in original post

2 Comments
QuickBooks Team

Re: Export QB Desktop (Windows) Payroll Data Only to QB online (Mac)

Welcome, Turk1954.


Glad you joined us here in the Community. Let me address your concern about exporting payroll data from QuickBooks Desktop (QBDT) to QuickBooks Online (QBO).


Currently, the option to export payroll data is not possible. You can only export list data from QBDT to QBO.


Check out this article for additional information: Export then import list data into QuickBooks Online.


Details behind transactions such as payroll item breakdown and employee year-to-date numbers do not convert when importing payroll data.


To know more about payroll and how it converts from Desktop, please refer to this article: Import Limitations - QuickBooks Desktop to QuickBooks Online.


That’ll be it but please let me know if you need anything else. I’ll be here to help. Have a good day!

View solution in original post

Highlighted
Pen
Level 5

Re: Export QB Desktop (Windows) Payroll Data Only to QB online (Mac)

I just wanted to take a moment and expound a bit on what Khim was saying. She is absolutely correct on all points. I feel however it is important to mention a few other pieces of information. 

 

Even during a full Quickbooks Desktop (QBDT) to Quickbooks Online (QBO) conversion, the payroll information very rarely comes over. It will usually just have the employee details, but no actual payroll information. The only time all of the payroll data comes over during a conversion is when everything in payroll is able to come over perfectly. This rarely happens for two reasons:

 

1. QBO uses the Percent method to calculate taxes, while QBDT uses the Wage Bracket method. A lot of times taxes will be off by a few cents and this will cause payroll not to migrate successfully.

 

2. QBO does not have all of the features QBDT has. If you are using a feature in QBDT that is not in QBO, then payroll will not migrate successfully. 

 

The good news is that because of this, there is a known way around it and that is to enter Prior Payroll. All of the information you will need to enter Prior Payroll can be found on the Tax & Wage Summary report in QBDT and in the Payroll Summary Report in QBDT. 

 

When you enter in Payroll as Prior information, it will not be applied to the accounting side of QBO. It will only affect the Payroll side. This is because when you enter in payroll as historical information, QBO assumes that you have already applied it to your register, so keep that in mind if this is not the case. Honestly, if the payroll checks have not already been applied to the register, your best bet may just to run backdated payroll in QBO, just make sure you do it as paper checks, not direct deposit. Additionally, if your client has already run payroll in QBO, you will be unable to enter prior payroll. Again, there are solutions: 

 

1. If your client has only run payroll once or twice, does not have many employees and ALL of the checks were ran as paper checks, you can delete the checks out of payroll and then call Support. Support can then retrigger your ability to put in Prior Payroll. 

 

2. Put in the missing payroll checks as backdated checks. Since Constructive Receipt says Uncle Sam doesn't really care about when employees worked for their money, they only care about when they got paid their money, you really only have to worry about getting the pay date right. So when you are backdating your checks if it will not let you change the Pay Period to the appropriate time frame, just remember that this is for recording purposes only. As long as the pay date is correct, you are good. If you really want the pay periods to be correct, support can help you out with that too once the paychecks have been entered with correct pay dates. 

 

3. If you run into an error message while going through either of the above options, you can reach out to support and they can send it off to the payroll corrections team to be properly entered. You will need a spreadsheet detailing the Prior Payroll (Run the Tax & Wage Summary Report and the Payroll Summary Report for each quarter of 2018 and for each payroll ran during the current quarter and then export it to Excel). Please be aware that this process can take up to 5 business days and will depend on what they need to do, it can take longer. 

 

This article will go into detail about how to enter prior payroll

 

I hope this helps! 

 

Sincerely, 


Your Personal Penguin

View solution in original post

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