Create accounting entry and send to QBooks

What will you learn?

• Prepare a spreadsheet for its consolidation.
• Verify the accounting accounts of the items.
• Consolidate a spreadsheet correctly.
• Identify accounting configuration errors.
• View the generated accounting entry.
• Check that Debit and Credit are balanced.
• Download the accounting entry in Excel.
• Send the entry to QuickBooks Online.
• Update an entry after correcting a spreadsheet.

Before starting

Log in to Payroll Plus
with a user who has the permissions
necessary to manage spreadsheets,
generate accounting entries
and use the integration with QuickBooks.

Before performing the procedure,
check the following requirements:

• The spreadsheet you want to consolidate
  must be registered in Planillas Plus.
• The items used in that spreadsheet
  must be correctly related
  their accounting accounts.
• The company must have the connection
  corresponding to
  QuickBooks Online
  to be able to send the entry directly.
• You must check the amounts
  and the payroll movements
  before consolidating it.

Step 1. Enter the Payroll module

1. From the left side menu,
   select Payrolls.
2. Locate the spreadsheet for which
   you need to generate the accounting entry.
3. Check that it is the correct spreadsheet
   and review the recorded information.
4. On the right side of the list,
   locate the column
   Consolidate.

This column contains the option
that allows starting the consolidation
of the spreadsheet and generate
the information for the accounting entry.

Step 2. Consolidate the spreadsheet

Once the spreadsheet is identified,
you can start the consolidation process.

1. Locate the spreadsheet
   what you want to consolidate.
2. In the corresponding column,
   select
   Consolidate spreadsheet.
3. The system will display
   a confirmation to verify
   that you want to continue.
4. Select
   Consolidate
   to confirm the operation.
5. Wait for Planillas Plus
   complete the process.

When the consolidation is performed
correctly, the system shows
a green confirmation.

Step 3. Resolve warnings
during the consolidation

In some cases, Planillas Plus
may display a warning
that prevents completing correctly
the consolidation.

The demonstration presents
an example related to an item
that does not have an accounting account configured.

How to correct an item without an accounting account?

1. Identify the name of the item
   that appears in the warning.
2. From the left side menu,
   enter the module
   Items.
3. Search for the indicated item
   by the system.
4. Access the option
   Accounting account.
5. Select
   Configure
   for that item.
6. Assign the accounting account
   that corresponds according to
   the nature of the movement.
7. Save the configuration.
8. Return to the module
   Payrolls
   and tries to consolidate again.

Before selecting the account,
verify that it corresponds to the treatment
accountable of the concept.

If you use the connection with QuickBooks,
the account must be available
in the accounting catalog
of Planillas Plus.

If it does not appear, check the catalog
and use the option
Update catalog
when applicable.

Step 4. Consult the entry
generated accounting

After consolidating correctly
the spreadsheet, you can consult
the entry from the module
corresponding.

1. In the left side menu,
   locate the option
   Accounting entries,
   located below the module
   of Payroll in the interface
   shown in the tutorial.
2. Enter the module
   Accounting entries.
3. Search for the generated entry
   for the consolidated spreadsheet.
4. Select
   View.

How is the entry identified?

Planillas Plus automatically generates
a name for the entry
using as reference
the name of the spreadsheet.

For example, if the spreadsheet
is called
Test Sheet,
the entry may appear
identified as:

This allows relating
the generated accounting entry
with the spreadsheet that gave rise to it.

Step 5. Verify Debit and Credit

When opening the option
View,
the system will display
the accounting detail of the entry.

On this screen you can review:

• The accounting accounts used.
• The recorded amounts
  in the Debit.
• The recorded amounts
  in the Credit.
• The corresponding totals
  on both sides of the entry.
• The balancing state
  that the system presents.

What does it mean that an entry
is balanced?

An accounting entry is balanced
when the sum of the amounts
recorded in the Debit
is equal to the sum
of the recorded amounts
in the Credit.

What happens if the seat
is misaligned?

If there is a difference
between Debit and Credit,
the system may display
a warning
in red.

In that case:

1. Check the accounting accounts
   associated with the items.
2. Check the amounts
   recorded in the spreadsheet.
3. Identify the differences
   among the totals
   of Debit and Credit.
4. Correct the information
   that is incorrect.
5. Review again
   the generated entry.

Step 6. Download the entry
accounting in Excel

Planillas Plus allows
obtain a copy
of the accounting entry
in Excel format.

1. Enter the module
   Accounting entries.
2. Locate the seat
   that you want to consult.
3. Select the option
   download in
   Excel.
4. Save the file
   in the location
   that you prefer.
5. Open the document
   to review
   your information.

This function allows
keep a backup
of the information
of the entry and facilitate
its review outside the system.

Step 7. Send the entry
accounting to QuickBooks Online

When you have verified
that the entry has
the correct accounts and amounts,
you can send it to QuickBooks
through the integration.

1. From
   Accounting entries,
   locate the generated entry.
2. Select the option
   Send QuickBooks entry.
3. Wait for the system
   process the request.
4. Check that it appears
   the confirmation message
   of the shipment.
5. Check the identification
   of the associated entry
   to the QuickBooks record.

The tutorial shows
an example in which
the system assigns
an identification
as AS-005.

That identification corresponds
to the example of the demonstration.
The numbering of other seats
will depend on the records
and on the configuration
used by the company.

Step 8. Check the entry
in QuickBooks Online

After sending,
it is recommended to review
the entry directly
in the QuickBooks company
that is connected
with Planillas Plus.

1. Log in to
   QuickBooks Online.
2. Make sure you are
   working at the company
   correct.
3. Find the seat
   using the identification
   or the information
   that the record presents.
4. Open the accounting entry.
5. Review the accounts
   and their movements
   of debit and credit.
6. Verify that the amounts
   match the entry
   generated in Planillas Plus.

Entry currency

In the demonstration
an entry is presented
recorded in colones.

The tutorial also mentions
that the seats can
be handled in dollars,
according to the currency used.

That's why, before giving
once the review is finished,
verify that the currency
and the amounts reflected
in QuickBooks correspond
to the expected information.

Step 9. Correct a spreadsheet
after consolidating it

If you identify an error
after generating
the accounting entry,
Planillas Plus provides
of a function to
deconsolidate the spreadsheet.

This allows to perform
the necessary corrections
before consolidating it
again.

1. Enter the module
   Payrolls.
2. Locate the form
   that you need to correct.
3. Select
   Unconsolidate.
4. Enter the edition
   of the spreadsheet.
5. Make the adjustments
   that correspond.
6. Save the information.
7. Review again
   the movements
   and its amounts.
8. Select
   Consolidate spreadsheet
   to generate the information
   corrected.

After consolidating
the spreadsheet again,
you must review the entry
before updating it
in QuickBooks.

Step 10. Update
an entry sent to QuickBooks

When the entry
has already been sent to QuickBooks
and later
corrections were made
to the spreadsheet,
the tutorial shows
the option to update it.

1. Check that the spreadsheet
   corrected has been
   consolidated again.
2. Enter the module
   Accounting entries.
3. Locate the seat
   associated with that spreadsheet.
4. Review the new
   amounts and accounts.
5. Select
   Update QuickBooks entry.
6. Wait for confirmation
   of the process.
7. Enter again
   to QuickBooks Online.
8. Check that the entry
   previously sent
   reflect the changes
   made.

Procedure summary

Important recommendations

• Verify that the company
  of QuickBooks connected
  be the correct one.
• Keep updated
  the accounting chart of accounts.
• Check the relationships
  accounting of the items
  used in each spreadsheet.
• Check the warnings
  before consolidating again.
• Verify that the entry
  is balanced and that
  the accounts are correct.
• Check that the amounts
  match the spreadsheet
  that you are accounting.
• Review the entry
  in QuickBooks after sending.
• Before updating
  an existing entry,
  check if the period
  accounting has already been closed
  or reconciled.
• Check that the
  updates
  do not generate duplicates.

Do you need additional help?

If you have questions
about the consolidation
of spreadsheets, the configuration
of accounting accounts,
the generation of entries
or its integration
with QuickBooks Online,
communicate with our
technical support team
of Mondragón & Associates.