PayWindow / Quickbooks Annoyance

[wpedersen]

Hello -

First, I want to make it clear that I have followed the directions at http://zpay.com/pdf-files/PaywinQuickBooksIntegration.pdf and have my export working properly.

Next, I understand that 'real' payroll transactions are not supported via the data link as noted in http://zpay.com/vbulletin/showthread.php?2882-change-check-number&highlight=quickbooks.

I also use journal entries for daily sales as I use an external point-of-sale system to manage sales and inventory. Quickbooks is only a financial manager.

To the PayWindow point:
Every time I export payroll data, for example for myself, the QB journal entry counter is reset to my employee number. I believe this is the case because Paywindow uses the employee number (101 in my example) when exporting to Quickbooks as the Journal entry number.

This means that if the next journal entry was to be entry 178, and then I wrote a paycheck via PayWindow and exported it, the journal number for the paycheck would be 101 and, my next entry would be 102. While Quickbooks allows this, it creates duplicate entries in the paper trail which is generally frowned upon.

Is there a way to have PayWindow use the next Quickbooks assigned journal entry? I would gladly accept a manual field, such as PayWindow's check number field in a manual entry.

I hope I was clear in my understanding and request.

Thanks -

Wayne

[Paul Mayer]

Unfortunately we use the Intuit tools and can only post the way we do. You have to remember that Intuit wants your money so they limit what a 3rd party like us can do. :-(

[wpedersen]

Unfortunately we use the Intuit tools and can only post the way we do. You have to remember that Intuit wants your money so they limit what a 3rd party like us can do. :-(

Paul,

I think the tools are available, so perhaps this could be considered for a future enhancement:

Part of the JournalEntryAdd request of the Quickbooks SDK includes a field called RefNumber. I believe that this field could prove useful during the data connection.

Based on the behavior I am experiencing , I think that sEmpCode is being populated into this field.

Just as when printing checks, there is a field to override the check number, a field could be added to override the journal entry (perhaps on the Check Printing screen, as that is where the work is being done).

Then, the value of the journal field could then be incremented for each payroll transaction, just as with check number.

Finally, when sending the transaction data to Quickbooks, instead of populating the Journal Entry with the Employee Code, we could then put in the journal number instead.

I also see another solution as well, the SDK documentation reads: "When RefNumber is left blank in an SDK transaction add request (that is, <RefNumber/> or <RefNumber></RefNumber>), the RefNumber will be left blank in QuickBooks. This behavior is new as of QBFC3. It used to select the next sequential reference number since the last one used by QuickBooks, as though no RefNumber had been provided." https://member.developer.intuit.com/qbSDK-current/Common/newOSR/index.html

Based on that information, perhaps the easiest solution is not to populate the field at all, thus the next internal Journal number will be used (which would be the desired output). This seems like it would be compatible with PayWindow and QB 2002 (QBFC v3) through QB 2010 (QBFC v8).

Thanks -

Wayne

[Paul Mayer]

We poke the check number into the RefNumber as you can see in the screenshot near the bottom of this page:

http://zpay.com/pdf-files/PaywinQuickBooksIntegration.pdf

[wpedersen]

We poke the check number into the RefNumber as you can see in the screenshot near the bottom of this page:

http://zpay.com/pdf-files/PaywinQuickBooksIntegration.pdf

I'm sorry, I don't see that. According to the documentation that you just pointed me too, step 3 after data import the USER is changing the entry to the check number: "3. Once you modify the check number, and save the changes."

If that is the case that you really ARE submitting the check number, then the question raised in this post http://zpay.com/vbulletin/showthread.php?2882-change-check-number&highlight=quickbooks was answered incorrectly.

Please advise -

Thanks

[Paul Mayer]

No that was answered correctly as you *must* enter the starting check number in PayWindow *before* printing checks.

See the item number 8 in this page of the on-line help system:

http://zpay.com/pw-online-help/module_12_3.htm?MenuState=AcOXw5VVXXXDlcOdVVd1XVfD l--0jVXvtIRVAcOnAAHDqAE=

[wpedersen]

Paul -

I am confused then, and likely do not have the software setup correctly. I do have check numbers in place where you indicate.

May I request a GotoMeeting support session to ensure it is setup properly? I should be getting better results based on what you are saying, and my results have not been good at all.

Thanks -

Wayne

[Paul Mayer]

I'm sorry, I didn't read the instructions that the QuickBooks user created close enough. I just went through them again and see that he actually manually entered the check number:


You can see the detail break down. You may wish to check with your accountant to ensure yours
is properly classifying the items. This screen shot is one that I modified.
a. You can see the Entry number I change this to match the Check number written upon.

A GotoMeeting would not help as the tool was created for us and the instructions created by a QuickBooks expert. Even though we use QuickBooks for our accounting software, we do not use the tool but simply enter the General Journal entries by hand for the total payroll and total payroll taxes.

So I'm sorry as I can't help you in this area any more than pointing out the instructions that the user created for us.

The Integration is NOT going to be seamless like QuickPay was, but that is the trade off, you pay the $200.00 to over $2,000.00 a year to Intuit or pay only $45 a year for PayWindow and do a little extra work to save the big bucks.

We've had hundreds of Intuit users switch to PayWindow over the years and are using the tool or using the method we do to put the information into QuickBooks.

[wpedersen]

Paul -

I did not see the new screenshot you spoke of. Was it a link or attached to the post?

Thanks -

Wayne

[Paul Mayer]

The screenshot is in the PDF file that I gave you the link for, right above the text that I pasted into that last reply. Here is the link again of the instructions created by a PayWindow user that is a QuickBooks Professional.

http://zpay.com/pdf-files/PaywinQuickBooksIntegration.pdf