QuickBooks has been added as one of our financial integrations. This integration will allow you to transfer your employee data and journal entries from ZenHR to your QuickBooks account based on your defined Journal Entries Structure.
Note: To set up or edit how you would like your journal entries to be created, including how to match your journal entries, how many employees you wish to include, and how to group and generate them, follow the steps in this support article Journal Entries Structure article.
TABLE OF CONTENTS
- Integrate Your ZenHR Account With QuickBooks
- How to Activate This Integration
- Using the QuickBooks Integration
- QuickBooks Event Viewer
Integrate Your ZenHR Account With QuickBooks
User Menu → System Preferences → Integration Setup → Marketplace Integrations → QuickBooks Setup
The new integration setup page, QuickBooks Setup, allows you to integrate your ZenHR account with QuickBooks using Oauth 2 authentication. This page will allow you to send and update all your employee data, as well as send journal entries to QuickBooks.
How to Activate This Integration
To activate QuickBooks on ZenHR, first set up your Journal Entries Structure and generate the needed API keys to proceed with the integration process.
Step 1: Set Up Journal Entries Structure
To set up your Journal Entries Structure, follow these steps:
On ZenHR, click your user icon on the upper right corner and go to System Preferences → Integration Setup → Journal Entries Structure.
Set up the way you would like your journal entries structured by completing the following fields, then click “Save”.
Step 2: Generate API Keys
To generate the API keys, follow these steps:
Retrieve your Client ID and Client Secret from your QuickBooks account by following these steps:
Go to Intuit Developer website and log in to your QuickBooks account.
Click on “Dashboard”.
Click “Create an app”.
Select “QuickBooks Online and Payments”.
Enter the name of your application and check the box “com.intuit.quickbooks.accounting”.
Click on the “Create app” button.
On the left side menu, under Production Settings, click Keys & credentials.
Here, add details of your app and complete the app assessment questionnaire to get the Client ID and Client Secret.
Copy and save your Client ID and Client Secret.
Click on the “Add URI” button and enter the below redirect URIs:
https://app.zenhr.com/integration/v1/integration/oauth_callback?locale=ar
https://app.zenhr.com/integration/v1/integration/oauth_callback?locale=en
Then on ZenHR, click your user icon on the upper right corner and go to System Preferences → Integration Setup → API Keys.
On the API Keys page, click on the “Add API Key” button.
Then add the API key name and select your desired Permissions.
Add the IP addresses and select Oauth 2 as the Authentication type.
Under Oauth 2, paste your Client ID and Client Secret from QuickBooks.
Click “Create” to generate the API key.
Step 3: Setup QuickBooks
On ZenHR, click your user icon on the upper right corner and go to System Preferences → Integration Setup →Marketplace Integrations → QuickBooks Setup.
Select the API key that you created from the drop-down list.
Activate the toggles in the Employee Data and Journal Entry sections.
Then click “Save”.
Click on the “Connect to QuickBooks” button.
Click “Connect” to allow the transfer of data between ZenHR and Xero.
Step 4: Adding QuickBooks GL Account Identifiers:
Add Payroll GL Accounts on ZenHR by following these steps:
Click your user icon on the upper right corner and go to System Preferences → Financial Setup → Payroll Setup
Select the relevant GL Accounts.
Then click “Update”.
Add Financial Transactions GL Accounts:
Click your user icon on the upper right corner and go to System Preferences → Financial Setup →Financial Transaction Types →Incomes & Deductions.
Open the Financial Transaction Type by clicking “Edit” on the Transaction Type record.
Enter the GL Account Number, and Clearance Account.
Then click “Update Financial Transaction Type”.
Add Loans GL accounts by following these steps:
click your user icon in the upper right corner and go to System Preferences → Financial Setup →Financial Transaction Types → Loan Types
Open the Loan Type by clicking “Edit” on the Loan Type record.
Enter GL Identifier and Clearance account.
Then click “Update”.
Add Overtime GL Accounts by following these steps:
Click your user icon in the upper right corner and go to System Preferences → Financial Setup →Financial Transaction Types → Overtime Types
Open the Overtime Type by clicking “Edit” on the Overtime Type record.
Enter GL Identifier and Clearance Account.
Then click “Update Overtime Type”.
Add Vacation in-advance salaries GL account:
Click your user icon in the upper right corner and go to System Preferences → Financial Setup → Vacation In-Advance Salary Setup
Enter GL Identifier and Clearance Account.
Then click “Update Setup”.
That’s it; your QuickBooks Integration will now be complete! You can now post journal entries directly from ZenHR.
Using the QuickBooks Integration:
Posting Salaries From ZenHR to QuickBooksTo post salaries from ZenHR to QuickBooks, follow these steps:
On the left side of the page, go to Main Menu → Payroll → Manage Financials → Manage Salaries.
Filter the desired salary year and month for all employees, and click “Filter”.
Then click “Send to QuickBooks”, and your salaries will be transferred as journals.
Posting Off-Cycle Payments From ZenHR to QuickBooks
To auto-generate separate journals for off-cycle payments and post them with your payroll journal entries, follow these steps:
Click your user icon in the upper right corner and go to System Preferences → Integration Setup →Marketplace Integrations → Journal Entries Structure.
Activate the Auto-generate separate journals for off-cycle payments checkbox and click “Save”.
You can then post salaries from ZenHR to QuickBooks, and the transferred journals will include separate journal entries for your off-cycle payments.
To manually generate your off-cycle payments journal entries, follow these steps:
Click your user icon in the upper right corner and go to System Preferences → Integration Setup →Marketplace Integrations → Journal Entries Structure.
Clear the Auto-generate separate journals for off-cycle payments checkbox and click “Save”.
Go to Main Menu → Payroll → Manage Financials → Manage Financial Transactions → Off-Cycle Payments
Use the “Date from” and “to” filters to filter out the duration of the transactions you wish to include in your journal entries, and click “Filter”.
In the Employee ID column, select the transactions you wish to include in your journal entries.
Then click “Send to QuickBooks”, and your off-cycle payments will be transferred as journals.
Post Off-Cycle Vacation In-Advance Salaries From ZenHR to QuickBooks
To auto-generate separate journals for off-cycle vacation in-advance salaries and post them with your payroll journal entries, follow these steps:
Click your user icon in the upper right corner and go to System Preferences → Integration Setup →Marketplace Integrations → Journal Entries Structure
Activate the Auto-generate separate journals for off-cycle vacation in-advance salaries checkbox and click “Save”.
You can then post salaries from ZenHR to QuickBooks, and the transferred journals will include separate journal entries for your off-cycle vacation in-advance salaries.
To manually generate your off-cycle vacation in-advance journal entries, follow these steps:
Click your user icon in the upper right corner and go to System Preferences → Integration Setup →Marketplace Integrations → Journal Entries Structure.
Clear the Auto-generate separate journals for off-cycle vacation in-advance checkbox.
Then click “Save”.
Go to Main Menu → Payroll → Manage Financials → Manage Vacation In-Advance Salary.
Filter out the vacation in-advance salaries that fall within a specific time period by using the “In-advance from date” and “In-advance to date” filters.
Select “Off-cycle” under Payroll status and click “Apply Filters”.
Then, under the Employee No. column, select the in-advance salaries you wish to include in your exported journal entries. Or you can select all the filtered salaries by clicking the “Select all” checkbox.
Then click “Send to QuickBooks”, and your off-cycle vacation in-advance salaries will be transferred as journals.
Posting Provisions From ZenHR to QuickBooks
To auto-generate journals for provisions and post them with your payroll journal entries, follow these steps:
Click your user icon in the upper right corner and go to System Preferences → Integration Setup →Marketplace Integrations → Journal Entries Structure
Activate the Calculate employees' provisions toggle.
Activate the Auto-generate journal entries for employees' provisions toggle.
Then select the desired option under “How to generate provision journal entries”.
click “Save”.
You can then post salaries from ZenHR to QuickBooks, and the transferred journals will include journal entries for your provisions.
To manually generate provisions journal entries, follow these steps:
Click your user icon in the upper right corner and go to System Preferences → Integration Setup →Marketplace Integrations → Journal Entries Structure.
Activate the Calculate employees' provisions toggle.
Deactivate the Auto-generate journal entries for employees' provisions toggle.
Then select the desired option under select “How to generate provision journal entries”.
Click “Save”.
On the left side of the page, go to Main Menu → Payroll → Manage Financials → Manage Salaries.
Filter the desired salary year and month for all employees, and click “Filter”.
Then click the“Send to QuickBooks” drop-down menu and click on “Provisions journal entries” and your provisions will be transferred as journals.
QuickBooks Event Viewer
To view all events and retry sending failed posts, go to User Menu → System Preferences → Integration Setup →Marketplace Integrations →QuickBooks.
On the Event Viewer page, click “Retry” to send journal entries again.
