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QuickBooks export: Detail vs. Summary

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Jacob Thomas
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When setting up your OnPay and QuickBooks integration, you have the option to export your payroll information either “In Detail” or “In Summary.” 

In Summary

This option streamlines the transaction so only two journal entries from OnPay pass to QuickBooks. 

  • The first details the wages, deductions, and taxes withheld from the employees.
  • The second is the “Tax Sweep”, which details the employee and employer taxes that OnPay debits from your bank account.

You can:

  • Map your payroll wages by pay type or by department
  • Use QuickBooks Classes or Locations

You cannot:

  • View employee salary information in QuickBooks

 

Here’s what a summary transaction looks like in QuickBooks.

Journal Entry (Payroll)

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Note that the memo field includes only the pay run ID and check dates.

 

Journal Entry (Tax Sweep)

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In Detail

Selecting "In Detail" means OnPay will send:

  • A journal entry for each employee
  • The Tax Sweep (mentioned above)
  • The Direct Deposit Sweep 

This makes it easy to:

  • Reconcile the Tax Sweep and Direct Deposit Sweep with the debits OnPay makes to your bank account
  • See any uncashed employee paychecks and reconcile them with your bank feed

 

Here’s what detailed transactions look like in QuickBooks.

Journal Entry (per employee)
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Note that the memo field includes the employee name and number, as well as the run ID and check dates.

 

Journal Entry (Tax sweep)

QBO_In_detail_.png

Employee journal entries

QuickBooks Classes, Locations, and custom mapping details will show under each employee’s journal entry. Please note, the bank account register will not show the individual employees paid by direct deposit. This is because the net pay is considered " $0.00" and QBO automatically reconciles these entries. 

If you'd like to view employee-level detail for the expenses or liabilities, you can do so in the applicable account. For example, if you wanted to see the wage expense breakdown by each employee, you can look at the expense account used for wages.

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