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Configuring Payroll Export

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With SpringAhead, you have the option to bring timecard information directly into your accounting software and also create a file that can be uploaded or sent to a third party payroll provider. Using this article, you will:

  • Become familiar with the different settings
  • Configure your payroll export

Reviewing the Options

  • Log in as an administrator.
  • Click on Settings, then click My Company.
  • Scroll down to the Payables section. payroll_export_1.jpg

Here is an overview of what the above settings mean:

  • No Payables
    • Check this box if you never want to export from the payables area.
      • This includes:
        • Time
        • Expense Reimbursements
          • Reimbursements are exported as either bills or checks.
        • Vendor Payments for 1099 and Corp2Corp contractors
          • Vendor payments are exported as checks.
  • Payables Cycle
    • This setting usually corresponds with your payroll cycle and can be overridden at the user level.
  • Contractor Payments
    • Direct means payments will be exported to your accounting system as bills.
    • Payroll means payment will be exported to your payroll provider as part of a CSV file
  • Expense Payments
    • Direct means payments will be exported to your accounting system as either checks or bills.
    • Payroll means payments will be exported to your payroll provider as part of a CSV file.
  • Payables: Payroll Export
    • Checking this box brings hourly and salary timecards into your accounting system.
      • Note: If you are exporting to a third party payroll provider, do not check this box.
  • Payroll Software
    • Generally, this determines where you send your timecards. If you are using QuickBooks or QuickBooks Online Edition, you will want to select Archive (None). Selecting "QuickBooks" will create a journal entry.
  • Payroll ID
    • If using a third party payroll provider, enter your company ID number here.
  • Payables: Accounting Export
    • Checking this box brings 1099 Contractor time cards into your accounting system.
  • Payroll Software
    • Generally, this is where you will be sending your timecards.
  • Bank Account For Checks
    • If reimbursing expenses through your accounting system, this is the bank account that reimbursable checks would hit.

If you will be paying your vendors through your accounting system, click More Settings.

  • Contractor Payments
    • Sets up these transactions to export to your account system as bills
  • Bill Details
    • By Expense Account
      • Bill Liability Account is generally Accounts Payable.
      • Bill Expense Account is where you select which expense account you have set up for contractor time payments (e.g. payments for subcontractors).
    • By Item
      • Bill Liability Account is generally Accounts Payable.
      • Bill Expense Account is left blank. payroll_export_2.jpg

Reviewing Sample Setups

In the example below, these settings are defined: payroll_export_3.jpg

This setup will export a CSV file for a third party payroll provider.

  • This file will be exported to your desktop: payroll_export_4.jpg

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