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Quickbooks Importing and Troubleshooting

Mapping Custom Fields During Import from QuickBooks Desktop

The Export Wizard will display special mapping screens that you can use to direct it how to handle your custom fields. The only items you need to map are the custom fields.

Please use the following steps to do the mapping.

Map W-2 Information During the Import

  1. Select a custom field from the QuickBooks Payroll Item list.
  2. Select the matching W-2 amount type.
  3. Click the Map button.
    • The wizard will automatically map QuickBooks supplied payroll items.
    • Disregard mapping any employer cost payroll items. This information is not required on the W-2.
  4. Once you have mapped the payroll items to their amount types, click on the Finish button.

Map 1099-MISC Information During the Import

  1. Select a 1099-MISC box type that corresponds to the displayed General Ledger Account (QuickBooks GL Account).
  2. Click on the Next or Finish button.

Importing QuickBooks W-2 Data

QuickBooks® must be open and a company must be selected in order to export data to Yearli.

  1. Click the Import Data button.
  2. Select Import via QuickBooks.
  3. Click OK.
  4. Click Export Forms.
  5. The Import Wizard Welcome screen will display. Click Next to continue.
  6. Choose the W-2 form type to be exported from QuickBooks.
    • Recipients marked as inactive can be exported by checking the "Export Inactive Recipient(s) with current year tax data." box.
  7. Click Next.
  8. If using transactions, the Select Transaction Date Range screen will display.
  9. Select the date range to be exported from QuickBooks.
  10. Click Next.
  11. The State ID Numbers screen will display.
    • The import utility will detect the states that have already been entered for the company in QuickBooks and add them to the list.
    • Verify the State ID numbers and if any are missing they will need to be manually entered in the Employer's State ID column.
    • This data is needed to populate box 15 on the W-2 forms.
    • The State ID numbers will be added to the states portion of the payer information.
    • If the payer has already been entered in Yearli, the IDs will automatically populate.
  12. Click Next.
  13. The State Unemployment screen will display.
    • The import utility will detect the states that have already been entered for the company in QuickBooks and add them to the list.
    • Verify the State Unemployment ID numbers and if any are missing they will need to be manually entered in the SUI ID column.
    • This data is needed to calculate state unemployment liabilities.
    • The State Unemployment ID numbers will be added to the states portion of the payer information in Yearli.
    • If the payer has already been entered in the software, the IDs will automatically populate.
  14. Click Next to continue.
  15. The W-2 Box 13 Check Information screen will display.
    • All employees being exported will display here.
    • The option to select 3rd Party Sick Pay or Retirement Plan check boxes for employees is given here.
    • Selections can be made for each employee individually by clicking the applicable check box next to the employee's name or for all employee's by checking the Check All boxes.
  16. When complete click Next to continue.
  17. The Employment Type Selection screen will display.
    • Select the appropriate employment type for each employee individually by selecting the corresponding check box to the right of the employee's name.
    • The employment type can be selected for all employees by selecting the employment type from the dropdown list and clicking the Check All button.
  18. Click Next.
  19. The Map QuickBooks Custom Payroll Items screen will display. At this screen the QuickBooks Custom Payroll Items need to be mapped to the appropriate W-2 amount type fields.
    • Select a custom payroll Item from the listview by checking the box next to the item.
    • Select W-2 amount type(s) from the center listview by checking all the boxes that apply.
    • Select the Add button to populate the mapped items listview with the selection.
    • Repeat these steps until all applicable items have been mapped.
    • If the custom payroll item listview contains more items than need to be mapped, skip them and only map those that are needed.
  20. Click Next when mapping is complete.
  21. The Confirm Items screen will display.
    • This screen will contain the previous mappings to allow you to review them prior to continuing.
    • If there are any errors select the row(s) to correct and click the Modify button.
    • To add additional mappings click on the Add button.
  22. If all mapped items are correct, click Finish.
  23. The W-3 Wages screen will display. Select the wages that are to be included on the W-3 form.
  24. Click Next.
  25. The Import Complete screen will appear to confirm that the import was successful.
  26. Click Finish.

Importing QuickBooks 1099 Data

QuickBooks must be open and a company must be selected in order to export data to Yearli.

  1. Click the Import Data button.
  2. Select Import via QuickBooks.
  3. Click OK.
  4. Click on Export Forms.
  5. The Import Wizard Welcome screen will display.
  6. Click Next.
  7. Choose the 1099-MISC form type to be exported from QuickBooks.
    • Recipients marked as inactive can be exported by checking the "Export Inactive Recipient(s) with current year tax data." box.
  8. Click Next.
  9. Click on the three dots to give the spreadsheet a name and a location to save.
  10. Enter a name in the File name field and choose where to save the spreadsheet.
  11. Click Save.
  12. Click Next.
  13. A window will display notifying where the spreadsheet is being saved.
  14. Click Next.
  15. If using transactions, the Select Transaction Date Range screen will display.
    • Select the date range to be exported from QuickBooks.
  16. Click Next.
  17. The 1099-MISC Box 9 Mappings screen will be display.
    • All Vendors being exported will be listed here.
    • You can set Direct Sales for each vendor individually by checking the box to the right of the vendor's name or for all vendors by checking the Check All box.
  18. Click Next.
  19. The Map 1099-MISC Information screen will display. At this screen the QuickBooks Account information can be mapped to the necessary 1099-MISC fields.
  20. Choose the 1099-MISC Box Type that corresponds to the displayed QuickBooks GL Account.
  21. Click Next to go to the next mapping.
  22. Click Finish to complete the mapping.
  23. The confirm items screen will display.
    • This screen will contain the previous mappings allowing you to review them prior to continuing.
    • If there are any errors, select the row(s) to correct and click the Modify button.
    • To add additional mappings click on the Add button.
  24. If all mapped items are correct, click Finish.
  25. The import will begin.
  26. Click Finish when complete.

Changing Company Information in QuickBooks

The following error displays when importing from QuickBooks:

"Company Name includes invalid special characters. A company name can contain the following special characters: periods, dashes, or ampersands."

  1. In QuickBooks, click on My Company on the left.
  2. Click the pencil icon in the Company Information section.
  3. Verify that the Company Name does not have any special characters.
    • If special characters are present, remove them.
  4. Click on Legal Information on the left.
  5. Verify that the Company Name does not have any special characters.
    • If special characters are present, remove them.
  6. Click OK.
  7. Attempt to import from QuickBooks.

Entering 1099 TIN in QuickBooks

The following error displays when importing from QuickBooks:

"Missing Vendor TIN for Vendor Name"

  1. In QuickBooks, click on Vendors on the left.
  2. Locate the vendor indicated in the import error message.
  3. Double click on the vendor's name in the list of vendors.
  4. Click Tax Settings.
  5. Enter a valid TIN, or uncheck the "Vendor eligible for 1099" checkbox.
  6. Click OK.
  7. Attempt to import from QuickBooks.

Editing State ID Information in QuickBooks

The following error displays when importing from QuickBooks:

"Employer's State ID cannot be more than 15 characters long"

To resolve this error, edit the State ID in the Employer State ID Mapping window. This information will not change the data in QuickBooks.

To change the State ID in QuickBooks:

  1. In QuickBooks, click in the Lists menu.
  2. Choose Payroll Item List.
  3. Double click the payroll item that contains the invalid Account ID.
  4. Click Next.
  5. Verify that the value in the "Enter the number that identifies you to agency filed" is no longer than 15 characters.
  6. Click Next.
  7. Click Next.
  8. Click Finish.
  9. Attempt to import from QuickBooks.

QuickBooks Export Cannot Continue

Showing Integrated Apps

  1. Open QuickBooks.
  2. Click Edit.
  3. Choose Preferences.
  4. Click on Integrated Applications.
  5. Click on Company Preferences tab.
  6. Yearli Export Wizard should be listed.

Changing Shortcut Properties

  1. Close QuickBooks.
  2. Right-click on the QuickBooks shortcut on the desktop.
  3. Choose Properties.
  4. Click on the Compatibility tab.
  5. Click on the Change settings for all users button.
  6. Check the Run this program as an administrator checkbox.
  7. Click OK.
  8. Click OK.
  9. Open Yearli and try the import again.

QuickBooks Opens Twice When Importing

When attempting to import information from QuickBooks to Yearli, QuickBooks is opened again and the import cannot continue.

Disable User Account Control Settings

    1. Access the Windows Run window by pressing the Windows key and R key on the keyboard.
    2. Type "useraccountcontrolsettings" without the quotes in the Open field.
    3. Click OK.
    4. Drag the slider to the Never Notify option.
    5. Click OK.
    6. Attempt the QuickBooks import again.

Check Account Privileges

Local Administrator privileges are required when importing from QuickBooks in the Yearli software.

  1. Access the Windows Run window by pressing the Windows key and R key on the keyboard.
  2. Type "compmgmt.msc" without the quotes in the Open field.
  3. Click OK.
  4. In the Computer Management screen, expand Local Users and Groups.
  5. Click on Groups.
  6. In the list on the right double click on Administrators.
  7. Verify that the active user account is listed in the Members section.
  8. Attempt the QuickBooks import again.
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