The Ultimate Guide to Connecting Your UZIO and QuickBooks Online Accounts

Basic Mapping is applicable when UZIO debits taxes amount at the end of each pay cycle from your bank account, and then makes the payment from its own bank account, as and when due. In this process, since taxes are no longer your liability, you are not required to map your taxes and deductions to a liability or credit account.

No. Once the connection is established between UZIO and QuickBooks Online account, any user with payroll access on UZIO will have access to integration set up and will be able to sync payroll data with QuickBooks Online without having to login into the QuickBooks Online account.

It is useful for employers who do the granular level of accounting. This mapping allows you to map each and every payroll item to a separate account for each pay component like earnings, employee deductions, employer contributions, employee, and employer taxes to different accounts. For example you can map regular wages, overtime wages and bonus to three separate accounts. Similarly, you can map employee’s medical deduction and 401K deduction to two separate accounts.

Advance Mapping is more applicable for a situation when UZIO doesn’t debit taxes for your company with every payroll. The tax payments are being made from your bank accounts, as and when due. In this process, taxes remain your liability until they are paid to the respective agencies, hence you are required to map them to a liability or credit account. If you do not wish to track individual taxes as separate liabilities, you can choose to map all your employee taxes to one liability account, without breaking them into individual taxes.

In Basic Mapping, you will need to map Not Applicable to the payroll item category that you are not using.

In Advanced Mapping, you can leave the payroll item unmapped if you are not using it. However, when you start using that payroll item, you must revisit the mapping screen and map that item to an account to ensure accurate accounting. We recommend that you map all the payroll items listed irrespective of whether you use them or not, the system will only  sync those items which are processed in the payroll.

Yes. Mapping of charts of accounts to QuickBooks Online Classes or Location provides another way to add additional granularity.

When you are setting up your mappings in UZIO, you will simply provide if you have tracking enabled by Classes or location and choose how from the following on align your QBO class or locations in UZIO.i.e.

• By Department
• By Division
• By Work Location – This is location alias name in UZIO
• By Work Location State – This is the location For example VA, FL, WA, etc.

To elaborate the above, with department mappings you can use different accounts for different departments for the same payroll item or category. This means you can have the earnings of one department go to one account and the earnings of a second department go to a different account.  This will expand the entry we send over into the accounting software. The payroll entry will then tie to your dimensional reporting as per your business needs to be either by Classes or Locations.

The same applies to mapping by Division, Work Location and Work Location State.

To find out if class or location tracking is enabled in your QuickBooks Online, click on the wheel icon on the top right and go to Account and Settings > Advance. There you can see if class or location tracking is enabled or not.

To find out what your classes are set up as, go to Bookkeeping > Chart of Accounts > All Lists > Classes

Similarly, to find out what your locations are set up as, go to Account and Settings > Advanced

If you have enabled class or location tracking in your QuickBooks Online account, you must do the same on UZIO for accurate journal entries by choosing the correct mapping method for your company.

With QuickBooks class or location tracking enabled, firstly, you need to map accounts to the payroll items at a company level which serves as the default mapping. At department level, you only need to complete account mapping for those departments, for which the accounts are different from ones at company level.

For example, you have 5 departments, R&D, HR, Finance, IT and Sales. You want to track regular wages for R&D and Sales through two expense accounts, i.e. “R&D Wages” and a “Sales Wages” expense account. Regular wages for remaining departments are tracked through one expense account “Wages”

In this situation, you would map Regular Wages to “Wages” at a company level. At department level, you would only need to map for R&D and Sales departments, since they are tracked through separate accounts. For the rest, you may leave Regular Wages unmapped, and the system will automatically sync regular wages for those departments through account mapped at company level. However, please note that since regular wages for these departments are not mapped to separate accounts per department, hence, they will sync in QBO as one consolidated amount.

The same logic is applicable for divisions, work locations and work location states.