This guide walks you through how to grant access to QuickBooks Online (QBO), OR extract the required data so we can complete your setup successfully.
When migrating to Salaris Payroll, there are two options to migrate data. You may choose to:
Grant access to our payroll administrators or
Pull the required reports yourself
Option #1: Granting Access to QuickBooks Online
Sign in to QuickBooks Online as a primary Admin.
Go to Settings and select Manage Users.
Select the Accounting firms tab.
Select Invite.
Enter the information below and select Save.
First and Last Name: Payroll Setup
Email Address: [email protected]
Our team will accept the invitation and take it from there.
Option #2: QuickBooks Online Data Extraction
Pull the following reports from QuickBooks Online:
Employee Demographics
Contractor Demographics
Historical Payrolls
Contractor Payments
Employee Payrolls for Open Quarter (one report for the full quarter)
Employee Payrolls for Closed Quarters (one report for each quarter)
Company Tax Information
Tax Returns
Employee Demographics
On the left menu, select Reports.
Scroll down to the Payroll section and run the following reports:
Employee Details
Unmask DOB and SSN for employees by clicking "View" next to either of those.
Under Customize, check the filters to make sure you are including ALL employees.
Export to Excel.
Employee Directory
Unmask DOB by clicking "View".
Under Customize, check the filters to make sure you are including ALL employees.
Export to Excel.
Contractor Demographics
On the left menu, select Reports.
Scroll down to the Expenses and Vendors section and run the following report:
Vendor Contact List
Switch to classic view (three dots). This allows you to add the Tax ID.
Select the Gear Icon → Show more → check the Tax ID box.
Under Customize, check the filters to make sure you are including ALL contractors.
Export to Excel.
Historical Payrolls: Contractor Payments
On the left menu, select Reports.
Scroll down to the Payroll section and select Contractor Payments.
Click the Date Range filter and select "This Year" from the drop-down.
Export to Excel.
Historical Payrolls: Employee Payrolls for the Open Quarter
The open quarter is the current quarter that has not yet ended.
On the left menu, select Reports.
Scroll down to the Payroll section and select Payroll Details.
Click the Date Range filter.
Select the dates for the current quarter, or choose "This Quarter" from the drop-down. This puts every check date in the open quarter on one file, broken out by worker and check date.
Under Customize, check the filters to make sure you are including ALL staff paid in the current year.
Click Apply.
Export to Excel.
Historical Payrolls: Employee Payrolls for Closed Quarters
Please extract 1 report per closed quarter.
On the left menu, select Reports.
Scroll down to the Payroll section and select Payroll Summary by Employee.
Click the Date Range filter. Enter the dates for each quarter, or choose the quarter from the drop-down (First Quarter, etc.):
Q1 (1/1–3/31)
Q2 (4/1–6/30)
Q3 (7/1–9/30)
Under Customize, check the filters to make sure you are including ALL staff paid in the current year.
Click Apply.
Next to Customize, select the horizontal orientation.
Export to Excel.
Company Tax Information
Click the Gear Icon in the top right and select Payroll Settings.
Click the pencil icon to view the Federal or State tax setup.
Take screenshots to capture all Tax IDs and Rates.
Tax Returns
On the left menu, select All Apps → Payroll → Payroll Taxes → Filings → Archived forms and filings (scroll to the bottom).
Click View next to the form you want to download.
If starting in Q1, pull the prior quarter's return (Q3 or Q4) to confirm tax information.
If starting mid-year, pull every closed quarter's return in the current year.
Obtaining closed quarter tax filings is required. It allows Salaris to tie out each quarter to ensure balancing with the transfer of historical data.
Tax documents serve a dual purpose for setup:
Allows the tie out of closed quarters in the current year when importing the historical data.
Provides required information to complete the Tax Parameters.