Get Help With Payroll Accounting Sync

In this Article:

• Basic Troubleshooting for Payroll Accounting Sync in Toast Web
• Basic Troubleshooting for the xtraCHEF and Toast Payroll Integration
• Error Messages
• Additional Resources

Basic Troubleshooting for Payroll Accounting Sync in Toast Web

I tried accessing the Payroll Accounting Sync feature in Toast Web, but I don't see any of the Accounting pages under Financial Products.

If you're looking for the Financial product or Accounting pages in Toast Web and cannot navigate to them OR if you select Accounting from the left-hand navigation in Payroll and you receive an error, you potentially don't have the correct permission and/or security role. Contact the owner or system admin at your restaurant to make sure you have both:

• • A Toast Web account with permission 8.1 Financial Accounts AND
  • A Toast Payroll account with the HR+ security role.
  • Note: The Primary Admin permission in QuickBooks Online is only required for the initial connection. Once QuickBooks Online and Toast Payroll are connected, users with permission 8.1 and the HR+ security role can access the Payroll Accounting Sync feature in Toast Web.

If you know you have the correct permission and security role and you still don't see the Accounting pages in Toast Web, contact Customer Care.

Why are some of the payroll journal entries on my Activity calendar color-coded red?

Occasionally, when the system attempts to sync a journal entry, it will be unsuccessful and you will see a red banner stating "payroll sync errors were found". Tor resolve the banner's request to "assign a GL to the new categories found to successfully sync to QuickBooks Online," follow these steps:

1. 1. Select the day on the Activity calendar.
   2. Select the hyperlink in the Payroll journal column for any syncs with a Failed status.
   3. This will open the payroll journal details for that day where you can select the link to Assign a GL.
   4. You'll be taken to the Payroll assignments page for that pay group. Look for any missing GL code assignments here; they will have a blank drop-down menu next to the GL description that reads "Select a GL code". You can easily recognize how many you assignments are necessary by checking the "X incomplete" note in each section.
   5. Select a GL code from your connected QuickBooks Online account to match to the payroll expense/liability. Use Match Toast Payroll Categories to Your Accounting System's GL Codes to see recommended mapping suggestions.
   6. Select Save.

What if each of my locations use their own individual Toast Payroll company code?

All company codes associated with your Toast POS management group are available to set up for syncing to QuickBooks Online.

What if one of my Toast Payroll locations is not associated with a restaurant GUID?

While Payroll Accounting Sync is not offered to legacy Stratex customers who do not use Toast POS, as long as the company code is associated with at least one Toast POS restaurant GUID in a management group, we can accommodate all pay groups and locations within that company code.

What if I process payroll for all my locations together in a single pay group?

You have a choice in Payroll Accounting Sync to post the payroll as a sum of all locations or to breakout locations within a single pay group for posting. This setting can be found in Toast Web by navigating to Financial products > Accounting > Payroll assignments and toggling Breakout by location on or off. You can navigate between pay groups by using the drop-down menu at the top of that page. With either choice, a single journal entry is posted for that pay group.

I use classes in my QuickBooks Online account, but I'm getting errors syncing. What's could be causing this?

There is a potential issue if your QuickBooks Online account has classes set up by job instead of by location. The Payroll Accounting Sync defaults to syncing locations to classes, so the system may not be able to match things correctly. There are three options here:

1. 1. Reorganize your class tracking by location instead of jobs.
   2. Update your QuickBooks Online account to use location tracking instead of class tracking.
   3. Skip class tracking altogether. However, you assume the risk of errors with syncing.

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Basic Troubleshooting for the xtraCHEF and Toast Payroll Integration

Why am I not seeing Payroll in the settings (gear icon) menu?

You must be a Toast Payroll customer for this setting to appear. If you use Toast Payroll and you do not see the Payroll setting, contact Customer Care so we can make the connection between Toast Payroll and xtraCHEF.

Why is the Operating Summary not displaying Prime Cost?

Labor will only appear in the Operating Summary when labor groups have been assigned.

Why do I need to choose a vendor or customer after assigning a GL?

Generally, when integrating Toast Payroll with your accounting system in xtraCHEF, you'll link your payroll data to either an expense or liability GL code. If you prefer to map to an accounts payable or accounts receivable GL code, you'll also need to select a corresponding vendor within QuickBooks Online.

Do I have to sync my payroll data to my accounting platform?

No, you can choose to have sales only come into xtraCHEF. Navigate to the gear icon > Payroll setup > Sync to accounting system and toggle off the Payroll sync option.

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Error Messages - Specific Troubleshooting for Payroll Accounting Sync in xtraCHEF and Toast Web

Journal Sync Failed. Please try again to Sync to QuickBooks Online.

• • • Context: This is a generic system issue that can occur for many reasons, but commonly appears when a large amount of data is added at once.
    • Solution: Sync each instance at once or initiate a manual sync.

The journal entry you're trying to update is already matched to a bank transaction in QuickBooks Online. To update this entry, you must first unmatch the transaction from the Bank Transactions menu in QuickBooks Online.

• • • Context: This is a QuickBooks Online security measure that doesn't allow edit to entries that are already matched to others in QuickBooks Online.
    • Solution: Access your QuickBooks Online account directly. Navigate to the Bank Transactions page and unmatch any/all items matched to that journal entry. Once complete, return to Toast and initiate the sync manually.

Account X does not exist in QuickBooks.

• • • Context: This occurs when a user has previously assigned a GL code to a line item, but that GL code no longer exists in QuickBooks Online or has been made inactive.
    • Solution: Reassign the line item (and any other line items) that were previously assigned to that GL code. Once reassigned to a different GL code, initiate a manual sync.

Subscription period has ended or canceled or there was a billing problem: You can't add data to QuickBooks Online because your trial or subscription period ended, you canceled your subscription, or there was a billing problem.

• • • Context: This occurs when the QuickBooks Online account is no longer active.
    • Solution: Resolve this issue with QuickBooks directly.

The accounting period has closed. Txn date=xx/xx/xx is before book closing date=xx/xx/xx.

• • • Context: Accounting periods (a.k.a. fiscal periods) are specific segments of time (usually months) used by businesses to track and report financial transactions. Accounting softwares allow you to lock them down once the month-end close happens so that your financials cant be edited/changed in any way since they've likely been reported out.
    • Solution: Navigate to your QuickBooks Online account and open/unlock the accounting period in order to post entries from Toast within that date range.

Business Validation Error: When you use Accounts Payable, you must choose a vendor in the Name field.

• • • Context: GL codes have different types, one of which is Accounts Payable. When you use a GL code of that type within a journal entry, QuickBooks Online asks you to select which vendor that line item is associated with.
    • Solution: Select a vendor from within your GL Assignments page in QuickBooks Online for GL codes that are of the type Accounts Payable.

Business Validation Error: When you use Accounts Receivable, you must choose a customer in the Name field.

• • • Context: GL codes have different types, one of which is Accounts Receivable. When you use a GL code of that type within a journal entry, QuickBooks Online asks you to select which vendor that line item is associated with.
    • Solution: Select a vendor from within your GL Assignments page in QuickBooks Online for GL codes that are of the type Accounts Receivable.

Customer X configured for the GL X is not available in QuickBooks.

• • • Context: If the customer you originally assigned to the line item mapping no longer exists in QuickBooks Online, this message appears.
    • Solution: Select a different customer in the QuickBooks Online GL Assignments page.

Vendor X configured for the GL X is not available in QuickBooks.

• • • Context: If the vendor you originally assigned to the line item mapping no longer exists in QuickBooks Online, this message appears.
    • Solution: Select a different vendor in the QuickBooks Online GL Assignments page.

Warning - Class X is not available in QuickBooks.

• • • Context: A class is a QuickBooks Online term used to categorize transactions. This errors appears when the class you originally assigned no longer exists in QuickBooks Online.
    • Solution: You may either remove the class assignment in the GL Assignments page or change it to a different class.

Assign a GL to the new categories found to successfully sync to QuickBooks.

• • • Context: When a new expense or liability is created in Toast Payroll (such as a new earning or deduction), a new line item will appear in Payroll Accounting Sync.
    • Solution: Navigate to the Payroll assignments page and select a GL for the new expense or liability.

You and X were working on this at the same time. X finished before you did, so your work was not saved.

• • • Context: QuickBooks Online doesn't allow more than one user to edit a single transaction in QuickBooks Online (or Payroll Accounting Sync).
    • Solution: Communicate with the other user to confirm changes made. If you need to, retry your work from the Activity page.

Journal entry has been deleted in QuickBooks. This original journal entry has been deleted in QuickBooks Online. Syncing to QuickBooks Online will post a new journal entry.

• • • Context: In order to prevent repeating an action that you undid previously, duplicating an action, or other unwanted activity, this warning confirms that you intend to post a new/additional entry.
    • Solution: Decide to proceed with posting or close out.

Journal entry has previously been edited in QuickBooks Online. Edits have been made to this journal entry in QuickBooks Online. Syncing to QuickBooks Online will overwrite those edits.

• • • Context: A user has edited the original journal entry within QuickBooks Online. If you resync it now, it will overwrite those changes. This helps prevent unwanted activity (assuming the original user likely had a good reason to edit).
    • Solution: Double-check before proceeding. Decide to proceed with posting or close out.

Payroll journal is out of balance.

• • • Context: The debits and credits for an entry don't match. This is a system error.
    • Solution: Attempt to resync manually. If that fails, contact Customer Care.

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Additional Resources

• Get Started With Payroll Accounting Sync
• Match Toast Payroll Categories to Your Accounting System's GL Codes
• Manage the Payroll Accounting Sync

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