Your payroll provider runs payroll. kBooks records it. Bring each pay date into the books from the provider's own report, mapped once, and every pay date becomes one balanced journal entry. Nothing is filed and no pay is computed here.
Where it is
Open Books settings, then Connections, then Payroll import, then Import a payroll report.
Two shapes of report
- Journal report. Rows carry a date, an account or category word, a debit and a credit. The provider has already written the entry; you tell the books which of your accounts each of its words means. Gusto's journal report and the QuickBooks Payroll journal are this shape.
- Payroll register. One row per employee (or per pay date) with amount columns: gross pay, employee taxes, employer taxes, deductions, net pay. You point each column at an account and a side, and the rows are summed per pay date. ADP's register and most spreadsheets are this shape.
A register lists employer taxes once, but they are an expense and a liability until the deposit is made. Give that column a second target, and the same figure posts on the other side too.
How it works
- Pick the provider and the shape, and drop the file (.csv or .xlsx). The columns map themselves where the words are recognised.
- Point every category word (journal shape) or every amount column (register shape) at an account. Press Save mapping so the next report from this provider is one pick.
- Check the report. You see each pay date with its lines and both sides. A pay date whose debits and credits differ is refused by name with the difference; nothing is nudged to fit.
- Post. One journal entry per pay date, dated the pay date, with the provider and the date in its memo.
What it protects
- A pay date is posted once per provider. Upload the same report twice and the check refuses the dates it already posted. If the report was wrong, void the entry first; the date is free again.
- Everything or nothing. Every pay date in the file posts, or none does.
- Every account is yours. A mapping that names an account outside this company's chart is refused.