Available to Basic Payroll, Full Service Payroll
When you integrate your Patriot Software account with your QuickBooks Online account, you can view a report that shows the status of each payroll transmission as a journal entry to QuickBooks. For more details on connecting your two accounts, see the help article, “Integrating Patriot Software with QuickBooks Online.”
Payroll integration settings in Patriot Software apply to payrolls processed after the integration is set up. Historical payrolls are not automatically included in the integration and may require manual intervention or reimporting to appear in QuickBooks. Future payroll runs will automatically use the updated integration settings.
How to View Your QuickBooks Integration Status
Reports > Payroll Reports > QuickBooks Integration Status
The report start and end pay dates default to the current month, but you can change these to see any pay date range.
Each payroll and voided check will be listed in the QBO Integration Status Report.
Integration statues:
Not Sent – this means the journal entry transmission was not attempted due to missing information at the time payroll was run. If your Payroll Integration Options page is missing information, you will need to first complete the missing info before you send any transmissions that weren’t automatically sent.
Click the “Send” link to manually send the journal entry to your QBO account.
You can also send past payrolls that were run before your integration was set up.
Error – the journal entry transmission was attempted, but could not be completed, due to connectivity or some other issue. See our help article for QBO Integration Error reasons and corrective actions.
Click the “Retry” link to attempt to send the journal entry again.
If a payroll run is showing as failed and you need to keep your QBO books up to date while the issue is being resolved, you can download a PDF of the journal entry and enter it into QuickBooks Online manually.
PDF Option: Next to the Retry button on any failed payroll run, click the “Download PDF” for Manual Entry link. This will generate a pre-formatted PDF you can use to manually create the journal entry in QBO.
Note: This option is only available for users on the standard QBO integration. If you’re on the enhanced QBO beta integration, the PDF download is not available.
Once successful, the payroll status will change to “Sent” and will show the time sent.
A Transaction ID number will display for all successfully sent payrolls. This is the QBO transaction number that is sent back to Patriot. You can search QBO by the transaction number if you need to find the payroll entry.
To search for a journal in QBO by Transaction ID:
Go to Reports > Standard Reports > Journal
Click Customize at the top right and filter Transaction ID by the number.
Customers who integrate with Patriot Accounting Software have a similar report to use. Please see our help article, “Payroll Ledger Transactions Report,” for more information.
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