Question
If I'm syncing payroll information from Toast to my accounting system/software, what do I need to map or link to each of my GL codes?
Answer
When it comes to syncing your accounting information from Toast, use these definitions to identify key terms that will be used here.
Pay group: In Toast Payroll, a pay group is a portion of your organization grouped together for the purpose of payroll payment processing. One payroll is run per pay group each pay cycle.
Location: In Toast Web, Toast Payroll, and xtraCHEF, a location is a specific place you have a business at. In QuickBooks Online, a location refers to a specific account.
GL code: In Toast Web, Toast Payroll, xtraCHEF, and QuickBooks Online, a GL code is a numerical identifier assigned to an account for quick reference and organization.
Payroll journal entry: In Toast Web, xtraCHEF, and QuickBooks Online, a payroll journal entry contains data to submit to the general ledger in QuickBooks Online.
Account type: In Toast Web and QuickBooks Online, an account type is a setting to dictate how QuickBooks Online classifies your data for financial reporting.
Chart of accounts: In QuickBooks Online, this is a list of financial accounts and reference numbers, grouped into categories, such as assets, liabilities, equity, revenue, and expenses. It is used to record transactions in the organization's general ledger.
With a better understanding of the terms used in accounting syncing, take a look at an outline of the Payroll Summary report in Toast Payroll and all the categories you will need to map:
Toast Category | GL Type | GL Mapping Examples |
Earnings: These are the employee pay types. We commonly see things like Regular, Salary, Overtime, Tips Owed, etc. | Earnings: These are the employee pay types. We commonly see things like Regular, Salary, Overtime, Tips Owed, etc. | Earnings: These are the employee pay types. We commonly see things like Regular, Salary, Overtime, Tips Owed, etc. |
Regular, Salary, Overtime, etc. | Expense | Wages, Salary, Payroll |
Tips Owed, Tips Paid, Gratuity Owed, etc. | Other Current Liability | Tips, Gratuity |
Tip Makeup | Expense | Wages, Salary, Payroll |
Deductions: These are employee withholdings outside of taxes. We commonly see things like meal deductions, health care, 401(k), garnishments, etc. | Deductions: These are employee withholdings outside of taxes. We commonly see things like meal deductions, health care, 401(k), garnishments, etc. | Deductions: These are employee withholdings outside of taxes. We commonly see things like meal deductions, health care, 401(k), garnishments, etc. |
401(k) - Non-Vestwell | Other Current Liability | 401K |
Garnishment - No Vendor Set Up | Other Current Liability | Employee Tax Levy & Loan, Alimony |
Garnishment - Vendor Set Up in Toast Payroll | Bank | Employee Tax Levy & Loan, Alimony |
Child Support - No Vendor Set Up | Other Current Liability | Child Support Garnishments |
Child Support - Vendor Set Up in Toast Payroll | Other Current Liability | Child Support Garnishments |
HSA/Medical - Vendor Not Paid By Toast | Other Current Liability | Insurance |
SimplyInsured | Bank | Insurance |
Benefits/Dental/Medical/Vision | Expense | Insurance |
Life Insurance | Expense | Life Insurance |
Taxes Paid (Employee Contributions): These are paid by your employees. These funds are deducted from employee wages each pay cycle. | Taxes Paid (Employee Contributions): These are paid by your employees. These funds are deducted from employee wages each pay cycle. | Taxes Paid (Employee Contributions): These are paid by your employees. These funds are deducted from employee wages each pay cycle. |
State Withholding (if applicable) | Bank | Operating Account, Chase, BOA, etc. |
SDI Withholding | Bank | Operating Account, Chase, BOA, etc. |
Medicare | Bank | Operating Account, Chase, BOA, etc. |
Federal Income Tax | Bank | Operating Account, Chase, BOA, etc. |
FICA | Bank | Operating Account, Chase, BOA, etc. |
Employee Taxes Deducted | Bank | Operating Account, Chase, BOA, etc. |
Additional Medicare | Bank | Operating Account, Chase, BOA, etc. |
Toast Category | GL Type | GL Mapping Examples |
Employer Tax Expense: These are paid by the business as expenses on each pay cycle | Employer Tax Expense: These are paid by the business as expenses on each pay cycle | Employer Tax Expense: These are paid by the business as expenses on each pay cycle |
Employer FICA Tax (Federal Insurance Contributions Act) | Expense | FICA |
Employer Taxes | Expense | Employer Taxes |
FUTA - FED (Federal Unemployment Tax) | Expense | FUTA, Federal Taxes |
SUTA (State Unemployment Tax) | Expense | SUTA, State Taxes |
Other Expenses: These include, but are not limited to, tax corrections, stop payments, setup feed, shipping, and software fees | Other Expenses: These include, but are not limited to, tax corrections, stop payments, setup feed, shipping, and software fees | Other Expenses: These include, but are not limited to, tax corrections, stop payments, setup feed, shipping, and software fees |
Monthly SaaS Fees | Expense | Payroll Service, Software/Apps |
Shipping Fee | Expense | Postage, Payroll Service |
Payments: These are provided to employees via check, direct deposit, or Toast Pay Card | Payments: These are provided to employees via check, direct deposit, or Toast Pay Card | Payments: These are provided to employees via check, direct deposit, or Toast Pay Card |
Checks | Bank | Operating Account, Chase, BOA, etc. |
Direct Deposit (includes Toast Pay Card deposits) | Bank | Operating Account, Chase, BOA, etc. |
Fees | Bank | Operating Account, Chase, BOA, etc. |