Import Alayacare data into QuickBooks

If you use Alayacare - the healthare software platform and are looking to import Payroll and Billing data into QuickBooks then using the Zed Axis import utility and the steps outlined in this article make it possible.  
 
 
Before attempting to import we recommend that you consider the following:
 
  • QuickBooks Online does not support Pay Codes only Pay Rates, this means OT and Holiday Pay via AlayaCare OT Rules are to be ignored, Employee’s assigned Rates are what is used.
  • Premiums are not supported in QuickBooks as Additions, they must be configured in QuickBooks along with regular Pay Items Or manually entered after using the Premiums filter in AlayaCare Payroll Details to provide users with a list of just premiums
 
The process has been broken into two distinct steps:
 
Step 1: Export your billing and Payroll data from Alayacare.
 
To generate invoices.
  1. Login to Alayacare.
  2. From the dashboard menu select Accounting > Billing.
  3. Click on the Aggregate Export and select the Type as QuickBooks and the file format as CSV (comma separated value) and click OK, you can then save the downloaded file to your desktop
 
 
To export Payroll data
  1. From the dashboard menu select Accounting > Payroll.
  2. Click on the View/Prepare button next to the Payroll report you want to export.
  3. Select the option to Run Payroll & Export, and then click the Export button
  4. Select the Report Export type as QuickBooks and the Format as CSV (Comma separated value) 
  5. Click Export and Save the downloaded file to a folder on your PC
 
Step 2: Import billing and payroll data into QuickBooks Desktop and Online
 
  1. Open Zed Axis on your desktop and select the connections tab and click Connect to QuickBooks
  2. Click on the Import tab and browse to the location you saved file containing the data you exported from Alayacare
  3. The data will open in the preview screen.
  4. If this is the first time importing select the option to Create a new mapping
  5. In the import type select Invoice
  6. Now map the columns in your import file to the corresponding fields in QuickBooks.  We recommend the basic mapping as follows:
  7. Next click Import and your data will be imported directly into QuickBooks
 
 
 
Mapping Billing to Invoices in QuickBooks Desktop
 
QuickBooks fields Alayacare field Notes
Customer Ref Client Name  
Txn Date Date Created  
Invoice Ref Number Invoice ID  
Item Ref Full Name Service Code  
Description Service Code Description  
Quantity Quantity  
Amount Total Cost  
Service Date Visit Date  
 
Click here for more detailed information about importing invoices into QuickBooks desktop
 
Mapping Billing to Invoices in QuickBooks Online
 
QuickBooks fields Alayacare field Notes
CustomerFullyQualified Name Client Name  
TxnDate Date Created  
Doc Number Invoice ID  
Line SalesItem Ref Service Code  
Line Description Service Code Description  
Line Sales Item Qty Quantity  
Line Amount Total Cost  
Line SalesItem Service Date Visit Date     
Global Tax Calculation TaxIncluded Set as constant Non-US QBO only
 
 Click here for more detailed information about importing invoices into QuickBooks Online
 
Mapping Payroll to Timesheets in QuickBooks Desktop
 
QuickBooks fields Alayacare field Notes
Txn Date Date  
Entity Name Employee Name  
Service Item Service Code  
Payroll Item Pay Code    
Duration Quantity    
Notes Description    
     
 
Click here for more detailed information about importing Timesheets into QuickBooks desktop
 
Mapping Payroll to Timesheets in QuickBooks Online
 
QuickBooks fields Alayacare field Notes
Txn ID Visit ID  
TxnDate Visit Date  
Entity Name Full Name  
Customer Customer Name    
Service Item Service Code    
Payroll Item Pay Code    
Duration Duration  
Notes Comments  
 
Click here for more detailed information about importing Timesheets into QuickBooks online
 
Notes for setting up and matching:
 
 
 

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