Evosus Payroll Services - Integration Overview

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Evosus Payroll Services - Integration Overview

We partnered with AccountantsWorld Payroll Relief to bring you complete payroll functionality. The diagram below outlines how to use Evosus Payroll Services to turn timesheets into paychecks that you can reconcile with your bank statement and journal entries that are ready to post.

If you have any questions about Evosus Payroll Services, please contact Payroll@evosus.com.

overview

Setting up Evosus Payroll Services

When you purchase Evosus Payroll Services, we set up your company and employee information in Payroll Relief, and we configure the integration information in Evosus Business Management Software using the Payroll Link Setup screen. Generally, you will not change any of these settings. Please contact Payroll@evosus.com if you want to change these settings, or have questions about setting up  Evosus Payroll Services,

Step 1: Input/process timesheets in Payroll Relief

step-1

Once Evosus Payroll Services is set up, you are ready to input and process the timesheets in Payroll Relief. Generally, we will walk you through your first payroll, but Payroll Relief has several resources if you have additional questions:

Online help

Training Videos - Select Resources > Training in the Payroll Relief main menu.

resources-training

A. Input timesheets

There are two ways to input time in Payroll Relief:

Manually input time - Manually input the hours of each employee in Payroll Relief. See the Payroll Relief online help or training for detailed information.

Import time using an MS Excel template - You can download an MS Excel spreadsheet template from Payroll Relief, generate a Timecard Report (Admin > Timecards > Timecard Report) for a specific pay period and complete the template, and then import the template back into Payroll Relief. The screenshot below illustrates where you can download the template in the current version of Payroll Relief. See the Payroll Relief help on importing payroll data for more detailed information.

payroll-relief-step1-import

B. Calculate and approve payroll

See the resources in Payroll Relief for detailed information about processing payroll.

Online help

Training Videos - Select Resources > Training in the Payroll Relief main menu.

C. Print checks

Do not print the checks in Evosus Business Management Software.

DIY Customers - If you are a Do-It-Yourself customer, you will generate a PDF of the physical paychecks in Payroll Relief, and then print the PDF on your own check stock. If you need to reprint a check, reprint the check in Payroll Relief.

Full Service Customers - If you are a Full Service customer, we will email you a PDF of the physical paychecks and you can print the PDF on your own check stock.

Step 2: Import the paycheck data into Evosus

step-2

After you process the timesheets in Payroll Relief, you can import the paycheck data into Evosus. The paycheck data includes the paychecks so you can reconcile your bank statement and the journal entries that are ready to post.

You can either manually import the paycheck data, or you can set up the import to automatically run each day. The paycheck data is batched by check date and then processed one day at a time. The status of each imported batch appears on the Summary tab of the Payroll Dashboard (Administration > Evosus Payroll Services > Payroll Dashboard).

Default Option - Automatically import paycheck data (most customers will select this option)

By default, the Automatically Import My Payroll Data Daily box is checked on the Summary tab of the Payroll Dashboard (Administration > Evosus Payroll Services > Payroll Dashboard). This means paycheck data is automatically imported each day. See Set up Evosus Payroll Services for more detailed information about this feature.

Option 2 - Manually import paycheck data

Click the Import Payroll Now button on the Summary tab of the Payroll Dashboard (Administration > Evosus Payroll Services > Payroll Dashboard) to manually import the paycheck data.

What if you have already imported a regular payroll, and you need to import an additional payroll with the same check date?

When you import the additional payroll, the import includes both the additional and the regular payroll. That means the regular payroll GL and payables generated by the original import must be deleted/voided. See Process additional payroll with same check date for more detailed information.

What if there are errors when importing the payroll data?

The Status field on the Summary tab of the Payroll Dashboard (Evosus Administration > Evosus Payroll Services > Payroll Dashboard) displays the status of the import.

Imported - The paycheck data successfully imported into Evosus Business Management Software. Proceed to the Step #3.

Failed - A batch is assigned a Status of Failed if there are any errors. For example, an import batch will fail if it includes an employee that does not have an SSN set up in Evosus Business Management Software. Correct the errors and then manually import the batch again using the Import Payroll Now button on the Summary tab of the Payroll Dashboard.

payroll-dashboard-summary-failed

How do you fix an error?

When paycheck data is not imported, the reason displays in the Error Messages column on the Summary tab of the Payroll Dashboard. Click on the batch and open the Raw Data tab for even more detailed information about the error. Use this information to correct the error, and then manually import the paycheck data using the Import Payroll Now button on the Summary tab of the Payroll Dashboard.

See Fix import errors for solutions to common errors.

Step 3: Post the journal entries

step-3

Once the paycheck data is imported into Evosus Business Management Software, you can view the checks and journal entries using the Payroll Dashboard (Administration > Evosus Payroll Services > Payroll Dashboard). Viewing the checks and journal entries is an optional step. If the paycheck data batch has a status of Imported, the information imported into Evosus Business Management Software is identical to the information that you reviewed in Payroll Relief when you processed the payroll.

The journal entries are imported with a status of Hold Posting, so they are not automatically posted to the General Ledger.

A. (optional) View the checks

This is an optional step and just illustrates how to view the detailed information about the imported checks.

Double click on the imported batch on the Summary tab of the Payroll Dashboard (Administration > Evosus Payroll Services > Payroll Dashboard) to view the checks. This opens the Evosus Transactions tab. There are three kinds of checks that can appear in the Checks section: physical(printed) employee checks, direct deposit employee checks, and state and/or federal tax payments.

payroll-dashboard-transactions

Double click on a check to view detailed information. The Check screen displays the bank and payroll clearing account applied to the check, which was set up on the Payroll Setup screen (Administration > Evosus Payroll Services > General Setup > Payroll Setup).

By default, the Print this Check box is not checked. This means the checks are not included in the Print Checks Queue (Administration > Accounting > Banking > Print Checks). Remember, paychecks processed in Payroll Relief should be printed or reprinted using Payroll Relief. Do not process checks in Payroll Relief and print them in Evosus Business Management Software.

minus-24Physical(printed) employee checks
minus-24Direct deposit employee checks
minus-24State and/or federal tax payments

B. (optional) View the journal entries

This is an optional step and just illustrates how to view detailed information about the imported journal entries.

All journal entries are imported with a hold status. You can see the imported journal entries using the Evosus Transactions tab on the Payroll Dashboard (Administration > Evosus Payroll Services > Payroll Dashboard).

By default, the system imports three journal entries. The Federal, State, Local, Social Security, and Medicare withholding GL accounts used in the journal entries are set up in Payroll Relief. The deduction GL accounts used on 3rd party checks are also set up in Payroll Relief. See the Payroll Relief help documentation on setting up GL accounts for more information.

PR-1 - Wages, and commissions are debited, and deductions/withholdings are credited.

PR-2 - Social security and Medicare expenses are debited, and Social Security and Medicare withholdings payable are credited.

PR-3 - Federal and state unemployment is debited, and unemployment withholdings payable is credited.

If you want to import the journal entries as a single entry, uncheck the Import Journal Entries By Section box on the Payroll Link Setup screen.

journal-entries

Double click on a journal entry to view detailed information.

journal-entries-detail

C. Post the journal entries

The journal entries are imported with a status of Hold Posting, so they are not automatically posted to the General Ledger.  When you are ready to post the journal entries, remove the Hold Posting.

Using the Payroll Dashboard - Open the Evosus Transactions tab on the Payroll Dashboard (Administration > Evosus Payroll Services > Payroll Dashboard), double click on a journal entry in the Journal Entry section, and make sure the Hold Posting box at the bottom of the screen is not checked.

Pending Held Posting Transactions - Open the Pending Held Posting Transactions screen (Administration > Accounting > Accounting Desk > Pending Held Posting Transactions), double click on a journal entry by Evosus Payroll Services, and make sure the Hold Posting box at the bottom of the screen is not checked.

See Posting Overview for information on posting journal entries to the General Ledger. Once the journal entries are posted, the payroll process is complete.

Even more information about the Payroll Dashboard

Payroll Dashboard - Summary tab

Use the Summary tab on the Payroll Dashboard (Administration > Evosus Payroll Services > Payroll Dashboard) to view the payroll batch history.

On this tab you can also manually import a payroll batch, or check the Automatically Import My Payroll Data Daily box if you want the application to automatically import the payroll every day.

Payroll Dashboard - Evosus Transactions tab

View the journal entries and checks in a batch

Use the Evosus Transactions tab on the Payroll Dashboard (Evosus Administration > Evosus Payroll Services > Payroll Dashboard ) to view the checks and journal entries created by an payroll batch.

If a batch failed, there is no information on this screen.

1.Open the Evosus Transactions tab on the Payroll Dashboard (Evosus Administration > Evosus Payroll Services > Payroll Dashboard).

2.Select a batch in the Payroll Batch field. The journal entries and checks populate in the screen.

3.Double click on a journal entry or check for detailed information.

In previous versions, the application created a single journal entry. In the current version, the journal entries match the imported data, so more than one journal entry may be created.

Payroll Dashboard - Raw Data tab

Use the Raw Data tab on the Payroll Dashboard (Evosus Administration > Evosus Payroll Services > Payroll Dashboard) to see the raw data that was downloaded from Accountants's World Payroll Relief. This tab displays both imported and failed payroll batches. If the payroll batch failed, the error message of each line displays in the Error Message column.

Use this tab to track down the source of error messages. For example, if you got an Payee ID Number is not valid XXX-XX-XXXX error message when importing the paycheck data, use the Raw Data tab to track down the employee in the import batch does not have an SSN set up in Evosus Business Management Software.

View the raw data

1.Open the Raw Data tab on the Payroll Dashboard (Evosus Administration > Evosus Payroll Services > Payroll Dashboard).

2.Select a Payroll Batch. The status of the payroll batch is either IMPORTED or FAILED.The journal entries and checks populate in the screen.

3.The Journal Entries section displays the journal entries created by the payroll batch.

4.The checks section displays the checks created by the batch.

Payroll Dashboard - Audit tab

Use the Audit tab on the Payroll Dashboard (Administration > Evosus Payroll Services > Payroll Dashboard) to view a log of transactions created by the Accountant's World Payroll Relief integration.

Payroll Batch - Select an import batch to see a specific import batch. The Audit column includes the information about the journal entries and checks in the batch, including if a payroll check was voided.

View Payroll Dashboard Log - View all log transactions. You can also select **Payroll Dashboard Audit** from the Payroll Batch field.

Payroll Dashboard - Whiteboard tab

Use the Whiteboard tab on the Payroll Dashboard (Administration > Evosus Payroll Services > Payroll Dashboard) to write payroll related notes.

Related Topics

Payroll Setup

Fix import errors

Timecard Report

Posting Overview

Print Checks Queue

Search Checks