This guide includes the following topics:

 

  • Overview
  • Manual Import Option 1
  • Manual Import Option 2
  • Payroll Import Log




Overview


Payroll Import Methods

 

Inn-Flow has two payroll import methods: automated and manual import.   

 

  • Automated Payroll Import:  If you are using Inn-Flow to process your payroll then your payroll will follow the Automated Payroll Import process.  Your payroll will automatically be prorated by department, prorated by accounting period, and imported into your general ledger. You will receive an e-mail notification each time this process is completed.

 

  • Manual Payroll Import: If you are using a third party to process your payroll, you can still import payroll into Inn-Flow using the Manual Payroll Import process, which is explained below.

 

Manual Payroll Import Options

 

  • Option 1: Import payroll as COA-wise transactions: Import payroll transactions by COA only. These transactions are imported into the primary Operating Account and should be offset to a clearing chart of account.

 

  • Option 2: Import payroll as COA-wise transactions and Check-wise transactions: This option will allow you to import and reconcile each paycheck as well as record the payroll prorated by COA. The COA-wise payroll transactions will pull to your operating statement. This option will create the COA-wise transactions in your Operating Account and the check-wise transactions in the Payroll Account. To perform this option, you will need to have a payroll bank account created from the Accounts Management page for this E/HID.

 

Manual Payroll Import Procedure for Option 1: Enter payroll as COA-wise transactions

 

  1. Go to: Accounting>Cash Management>Operating Accounts
  2. Select the E/HID.
  3. Select the primary Operating Account.
  4. Select the Payroll Import button.
  5. Select the Blank Form button. This will download the ImportPayrollChecks.xls spreadsheet.
  6. Have your payroll processor provide your entire payroll prorated by COA.  The COA’s must match your Inn-Flow COA’s. Copy and paste your prorated payroll into the ImportPayrollChecks.xls file. All columns must be completed as follows:
    • Date: enter the last date of the pay period in MM/DD/YY format.
    • ActPer: enter the accounting period in MM/DD/YY format
    • Vendor: enter “PAYROLL” as the vendor name.
    • EHID: enter the proper Inn-Flow E/HID for this business account.
    • COA: chart of account number. This must match an existing, active COA.
    • CkNo: this is the check number field. Leave this blank.
    • Payment: enter the total amount of the payroll expense.
  7. Go to:  Accounting>Cash Management>Operating Accounts 
  8. Select the Import Payroll button.
  9. Select the Choose File button; browse and select the completed ImportPayrollChecks.xls file. 
  10. If the import was successful you can view the imported transaction from the operating account general ledger or the Payroll Import Log. If the import was unsuccessful and you received an error message, confirm that all required fields were completed, and the data entered followed the proper format.   



Manual Payroll Import Procedure for Option 2: Import payroll as COA-wise transactions and Check-wise transactions

 

  1. Go to: Accounting>Cash Management>Operating Accounts.
  2. Select the E/HID.
  3. Select the primary Operating Account.
  4. Select the Payroll Import button.
  5. Select the Blank Form button. This will download the ImportPayrollChecks.xls spreadsheet.
  6. Have your payroll processor provide your entire payroll prorated by COA. The COA’s must match your Inn-Flow COA’s. Copy and paste your prorated payroll into the ImportPayrollChecks.xls file. All columns must be completed as follows:
    • Date:  enter the last date of the pay period in MM/DD/YY format.
    • ActPer:  enter the accounting period in MM/DD/YY format.
    • Vendor:  enter “PAYROLL” as the vendor name.
    • EHID:  enter the proper Inn-Flow E/HID for this business account.
    • COA:  chart of account number. This must match an existing, active COA.
    • CkNo:  this is the check number field. Leave this blank.
    • Payment:  enter the total amount of the payroll expense.
  7. Have your payroll processor provide your entire payroll check-wise. Copy and paste your prorated payroll into the same ImportPayrollChecks.xls file used in step 6 above. All columns must be completed as follows:
    • Date:  enter the last date of the pay period in MM/DD/YY format.
    • ActPer:  enter the accounting period in MM/DD/YY format.
    • Vendor:  enter the Payee name list on the check.
    • EHID:  enter the proper Inn-Flow E/HID for this business account.
    • COA:  chart of account number. Leave this blank. Inn-Flow will automatically assign the liability COA, “Accrued Payroll Overhead”, to all check-wise transactions.
    • CkNo:  enter the check number.
    • Payment: enter the total amount of the check.
  8. Go to:  Accounting>Cash Management>Operating Accounts.
  9. Select the Import Payroll button.
  10. Select the Choose File button; browse and select the completed ImportPayrollChecks.xls file. 
  11. If the import was successful you can view the imported transaction from the operating account general ledger or the Payroll Import Log. If the import was unsuccessful and you received an error message, confirm that all required fields were completed, and the data entered followed the proper format.   

Payroll Import Log

 

Use the Payroll Import Log to view all of the transactions that were imported for each prior payroll. Individual payroll transactions that were imported cannot be edited. If you need to make changes to these transactions, you will need to delete the entire payroll import, edit the original ImportPayrollChecks.xls file, and re-import payroll.