Setting Up and Using PaymentEvolution - Canadian Payroll

Last Updated: Jan 18, 2016 02:36AM PST

Learn how to import PaymentEvolution’s payroll data into Kashoo. This article is assuming you are an exisiting customer of PaymentEvolution. If you have not started to use PaymentEvolution, you can sign up here.

Step 1 - Set up your payroll accounts in Kashoo

The first thing you will want to do is to make sure you have payroll accounts set up in Kashoo.

To create these accounts, in the left-hand navigation menu in the Settings section, choose Accounts.

Then in the Add New Account section, make sure the 6 accounts outlined below are created (The following example is for a basic setup for Canadian payroll taxes).

Number Name Description Type
Kashoo will generate Payroll Expense* Total employee expense including gross pay, vacation pay, employer CPP portion, and employer EI portion Expense
Kashoo will generate Payroll Liabilities Paycheques owed to employees Other Current Liability
Kashoo will generate CPP Payable Employee and Employer portion of CPP owed to the CRA Taxes and Remittances
Kashoo will generate EI Payable Employee and Employer portion of EI owed to the CRA Taxes and Remittances
Kashoo will generate Federal / Provincial Tax Payable Federal and Provincial Income tax deductions owed to the CRA Taxes and Remittances
Kashoo will generate Other Payroll Taxes Payable Additional payroll taxes payable Taxes and Remittances
Kashoo will generate Vacation Balance Vacation balance owing to employees Other Current Liability

Note: The Payroll Expense account should already exist in Kashoo, unless you modified your default chart of accounts. Also be aware that these accounts are simply suggestions, you can create your own chart of accounts to synchronize with PaymentEvolution.

In PaymentEvolution

Go the Settings menu (it is the gear icon on the top right) and select Add-ons.

Enable the Kashoo add-on.

Enter your Kashoo login credentials.

Click on Allow to authorize access.

Choose the business you want to connect your account to and then click on Continue Setup.

Match the accounts in PaymentEvolution to those in Kashoo. Continuing with the sample chart of accounts we created at the beginning of this article, you would match up the accounts as follows:

PaymentEvolution Kashoo
Bank Bank Account
Payroll Clearing Payroll Liabilities
Federal Tax Federal / Provincial Tax Payable
Provincial Tax Federal / Provincial Tax Payable
EI EI Payable
Co Portion EI EI Payable
Canada Pension Plan CPP Payable
Co Portion CPP CPP Payable
Quebec Pension Plan Other Payroll Taxes Payable
Co Portion QPP Other Payroll Taxes Payable
Quebec QPIP Other Payroll Taxes Payable
Co Portion QPIP Other Payroll Taxes Payable
Co Health Ser F. Other Payroll Taxes Payable
Co. EHT Ontario Other Payroll Taxes Payable
Vacation Balance Vacation Balance
Payroll Wages Payroll Expense
Vacation Payroll Expense
Vacation Balance Payroll Expense
Co Portion EI Payroll Expense
Co Portion CPP Payroll Expense
Co Portion QPP Payroll Expense
Co Portion QPIP Payroll Expense
Co Health Ser F. Payroll Expense
Co. EHT Ontario Payroll Expense

Once you match the accounts, select Save.


Step 3 - Run Payroll

This next step we’ll assume that you’ll process payroll in PaymentEvolution. Please visit their support site if you need help with this process.

Step 4 - Export Data out of PaymentEvolution

Once you’ve successfully completed a payroll run in PaymentEvolution, you can export that data into Kashoo.

Go to Actions > End of Period.

Choose to Yes, close period.

Choose to send payroll GL to: Kashoo [Expense Bill]

PaymentEvolution will send Kashoo any transactions you’ve done since you’ve last closed your payroll period.

Note: Older transactions in periods that you’ve already closed can be imported via REPORTS -> GL REPORTS. Just click the export button beside the report you wish to export to Kashoo.

Click OK.

Step 5 - Process Payroll Transactions in Kashoo

Employee Expenses

Payment Evolution will create an Expense in Kashoo for each employee paid. If you navigate to the Expenses screen, you will be able to see the expenses in the transaction history.

Click on it to see the details.

You do not need to do anything to the Expense beyond verifying that the data is correct.

CRA Remittance

If you are not using PaymentEvolution to automatically remit your payments to the CRA, this is how you would enter it into Kashoo.

*Note: While the following instructions will show you how to enter the remittance in Kashoo, you must still file and pay your remittance directly with the CRA.

First, go to PaymentEvolution and access your Remittance Report by going to Reports > Remittance Report.

Then click on the “view” icon to access the report you just remitted.

The numbers you are interested in are the Total CPP Contribution, Total EI Premium, and Federal / Provincial Tax amounts.

Now go to Kashoo and navigate to the Expenses page.

Based on the Remittance Report, create the following Expense:

  • Date: Nov, 15, 2013
  • Vendor: CRA
  • Terms of Payment Account: Bank Account
  • 1st line:
    • Expense Account: CPP Payable
    • Amount: $85.68
  • 2nd line
    • Expense Account: EI Payable
    • Amount: $45.12
  • 3rd line
    • Expense Account: Federal / Provincial Tax Payable
    • Amount: $92.01

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