"The transaction is not in balance..." when importing a Payroll Premier Export File where Reimbursab

Legacy KB ID: 3629

Question

Why do I get the error "The transaction is not in balance...” when importing a Payroll Premier Export File where Reimbursable Expenses are used? 

Answer

This problem occurs when exporting with the Advanced Option Export totals Only.  It is being investigated by our Development Department

 

Workaround

  1. When processing pays, leave the GST portion of Reimbursable Expenses at 0.00;
  2. Open the export file and change the tax code associated with the reimbursable expense from NCG to NCF;
  3. In QuickBooks, modify the General Journal with the Reimbursable Expense entry for the tax code.

 

Detailed Instructions

 

Preparing Pays in Payroll Premier

When entering a Reimbursable Expense:

  • In the Amount column, enter the Gross Amount of the Reimbursable Expense
  • In the GST Portion column, change the amount to 0.00;
  • In the Ex Tax column, leave at YES.

Complete the payrun and create the export file for QuickBooks.

 

Modify the Export File

1. Click on the Windows Start button, then Computer, then browse to C:\QPRollv19\Export;

2. Right-click on the file QPExport.iif and select Open With;

3. Select Microsoft Office Excel (or any other Spreadsheet application);

4. On the top menu line select Find:

a. Excel 2007: Home > Find & Select > Find

b. Excel 2003: Edit > Find

5. Click on the Replace tab

6. Enter NCG in the Find what box;

7. Enter NCF in the Replace with box;

8. Click on Find Next;

9. Check that the item found relates to Reimbursable Expense then click on Replace;

10. Click on Find Next and replace each instance of NCG that relates to Reimbursable Expense. When complete click on Close;

11. Scroll down to the data section and for each NCF entry relating to Reimburseable Expenses, change the N in Column O (Taxable) to Y;

12. Click on File then Close, select Yes to save changes and Yes to keep the file in the IIF format.

You can now import this file into QuickBooks.

 

Adjust the General Journal for the Tax Code

Open the General Journal that contains the Reimbursable Expense

  • Adjust the Reimbursable Expense entry Amount column from the Gross amount to the Net amount;
  • Add NCG in the Tax Item column; the correct amount of tax should be calculated;
  • If an additional line for the tax amount was created, delete it;
  • Click on Save & close;
  • Repeat for each employee who has a Reimbursable Expense.

 

How did we do?

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