Intuit Accountants News Central

Adding a Client EIN to Enhanced Payroll for Accountants Service

Article Post Date
February 7th 2012 by Woody Adams

Allow me to dispel the myth or add some clarity to a simple task that seems to cause a lot of support calls and a little apprehension among our fabulous payroll community.

We all know the premise of Enhanced Payroll for Accountants, or what I will refer to as EP4A. ONCE ACTIVATED, EP4A allows an accountant, QuickBooks ProAdvisor® or QuickBooks consultant the ability to PROCESS payroll for up to 50 client EINS. I highlight the word “process” because this word means a lot of different things to different people. Let’s tackle that first and then move on to the “once activated” discussion, which for me, is much more fun.

Process Payroll for Up to 50 EINS

As an EP4A user, I can open a client file that has No Payroll, add the EIN to my subscription and perform a myriad of payroll tasks like:

  1. Cut paychecks
  2. Enter Net calculate gross
  3. Perform After the fact payroll
  4. E-file and E-pay for the client
  5. Enter my Paid Preparer info once and it auto-populates on all tax forms
  6. Process Federal and State tax forms
  7. Run scores of QB Payroll and excel reporting
  8. If the client does job costing, I can even help assign jobs to the paychecks
  9. Essentially, all the features of Enhanced Payroll … plus several more …

As an EP4A user, I can also create new company files to use for payroll (or track that client’s entire business) and complete the same tasks as above. In this case I own the company file and provide the clients only with reports (or similar services.)

What if my client has Basic Payroll? Glad you asked! If a client has Basic payroll or Standard payroll, I DO NOT NEED to add their EIN to my EP4A service. Once EP4A is active for the QB version I use to process payroll, I can do the following:

  1. All of the normal Basic features like creating paychecks, and …
  2. Process Federal and State forms
  3. Run payroll reports
  4. e-File and e-Pay

These things above a Basic payroll user cannot do. Which is why they sent it to you ….

Once Activated, or How do You Activate EP4A?

But before any of this is possible, you MUST subscribe to the EP4A service in one data file, in the QB version you are using. The very first time, you have to get the Service Key in order to activate the EP4A for one EIN or any EIN; it doesn’t matter. Many firms will create a dummy file that is active for EP4A and just upgrade it when they install the new QB version every year. Upgrading a file that is active for EP4A into a new QB version will FLIP THE SWITCH as it were for EP4A. I know … What???? Yup!!! Steps are easy: Employees/Payroll/Enter Service Key. I suggest you get this first service key when you purchase EP4A. So have an EIN ready ….

If you subscribe to EP4A in-product, your service key is automatically added to the active company file, which can be your company file or a dummy file. Here is a link to a video to see this all in action: http://www.screencast.com/t/QAvP0aeys3m9

Adding an EIN Online

Once this is done for one data file/EIN, here is how easy it is to add another EIN online:

That is it. A web browser will open and just follow the instructions. I have added an EIN to my EP4A service in under 30 seconds, and yes, I was competing with another accountant. I won!

Important Things to Consider

EP4A users will call in saying that the option to Use My Existing Payroll Service is not there. Here are the likely culprits:

  1. You have not activated EP4A on your system in the new QB version, yet you opened this client file with it.
  2. You are on a colleague’s computer (or got a new PC) in their QB version, which is not active for EP4A.
  3. You opened/restored a client file that has a payroll service on it already, in which case you DO NOT NEED to add their EIN to your EP4A.
  4. You or the client turned on Manual Payroll in this file.

Per the EP4A License Agreement, YOU CANNOT ACTIVATE EP4A ON YOUR CLIENT’S COMPUTER IN YOUR CLIENT’S QUICKBOOKS PROGRAM.

  1. You MUST perform all EP4A tasks on your computer or at your firm/office.
  2. To work at the client’s location you can take your laptop to the client, join their network and open their company file over their network.

For a client EIN you have added to your EP4A, it is imperative you remove the service key before sending the file back to their location. Choose Employees/My Payroll Service/Manage Service Key, then from the QuickBooks Service Key window:

Changing an EIN—Though rare, you might need to Change an EIN, a task you can also do online without having to call into support. Company menu/Company Information and edit the EIN there. When you click OK to save, you see the following pop-up:

Click Add File and a web browser will open where you can add the now new EIN to your EP4A service.

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