Pensoft Payroll How To's

How do I do my payroll in OneSource?

• OneSource integrates with a 3rd party payroll application called PenSoft Payroll.  PenSoft simplifies the process of calculating and printing payroll checks, tax deposits, payroll tax reports, etc.
• If you elect to purchase and use PenSoft Payroll software to perform you payroll functions, you can click a few buttons to export your payroll checks and GL information from PenSoft into OneSource.  

How to PREPARE Pensoft to export payroll data

Prior to creating a PenSoft Data Export file it is necessary to setup the default General Ledger accounts (to automate the import of the data into the proper GL accounts in OneSource).  

To setup and prepare PenSoft to create an export file, follow these steps:

• With your Pensoft Payroll company data file opened, click on the Export button on the tool bar
• Select on the Yes! I Can Run My Business mapping option (OneSource has selected this map to integrate with Pensoft Payroll data)
• Place a check mark next to each of the applicable types of data that you would like to include in the export file.
• Click on the Setup Accounts... button to the right of the first option with a check mark
• Enter the General Ledger (GL) account number in the column labeled Yes! I Can Account for each item in thePayroll Data column that you are using in Pensoft. (The items in the Payroll Data column are the items that you have setup in Pensoft to classify the various types of incomes, taxes, deductions, leaves, etc.)
• If you are using OneSource General Sub-Accounts enter the sub-account number to the right of the GL Account number with a "-" in between the numbers (without any spaces).  Click here to view an example.  (Note: You do not need to fill in all of the fields in the Yes! I Can Account column.  You only need to enter an account for the Payroll Data types in use).
• Click OK when you are finished entering the appropriate OneSource GL Account numbers.
• Repeat the process clicking on the Setup Accounts... button for each of the options checked.
• Click OK to close the Setup window
• Click Close to close the Export Data window

How to EXPORT Pensoft Payroll Data (Out of Pensoft)

After you have completed the set above initial steps above (How to Prepare Pensoft to Export Payroll Data) to setup Pensoft for exporting/mapping your data to the proper GL accounts, follow these steps to create an export file of your payroll data:

• With Pensoft open (and at least one payroll completed) click on the Export button on the tool bar.
• Click on the Yes! I Can Run My Business option and then press OK.
• Select a Start Date and anEnding Date. (Be sure to include a range of dates that include the payroll(s) that you are intending to export.  (Note: Be careful not to duplicate the export by overlapping the date range from a previous export.  There is currently no functionality to prevent this type of user error).
• Place a check next to the Include check data option and make note of the path automatically inserted in the Check File text box.  Click here to see additional notes.
• Repeat the process to Include general ledger data.
• Click Create File to proceed with the creation of the file.  (If necessary, you can repeat the process to delete and recreate a file with the same file name).  
• Double check the export by viewing and/or printing the Export Log that will be immediately displayed.  (Take note of the date range selected, the number of payroll items exported, the number of tax deposit items exported, and the number of deduction payment items exported.  If any of the numbers are not as expected, you may want to double check that the steps have been completed properly or contact Pensoft for additional tech support.

How to IMPORT PenSoft Payroll Data (Into OneSource)

OneSource provides a Payroll Link to import payroll checks and General Ledger data created in PenSoft Payroll.  After you have setup Pensoft to properly export payroll data and have created a PenSoft export file, you can import payroll data by following these steps:

• With OneSource open, click on the Payroll Link option on the Accounting menu
• Select Import from PenSoft Payroll from the Choose Source of Data option group
• In the Import Selection option group, place a check mark next to the Checks box to setup the process to import your payroll checks.  If necessary, browse to the location of the file by clicking on the button to the right of the path text box.
• In the Import Selection option group, place a check mark next to the GL box to setup the process to import your payroll General Ledger debits and credits.  If necessary, browse to the location of the file by clicking on the button to the right of the path text box.
• Press the Get Data button to import the payroll data
• Click on the View/Edit Checks tab to view a listing of the checks that are ready to be verified and imported into the OneSource Check Register
• Click the Verify button to check for any duplicate check numbers
• Click Create Checks button when you are ready to proceed to import the checks into the OneSource Check Register
• Click on the View/Edit General Ledger tab to view a listing of the General Ledger debit and credit entries that are ready to be verified and imported into the OneSource General Ledger
• Click the Verify button to double check for a proper balance of the debit and credit entries
• When you are ready to proceed to post the GL entries, click the Post button
• Click Close when you are finished