Publication: TQP-001 Date of Publication: May 18, 2011 Revision: A Acroprint Time Recorder Company® QuickBooks® Integration Instructions for timeQplus Software
Publication: TQP-001DateofPublication: May18,2011Revision: A
Acroprint Time Recorder Company®
QuickBooks® Integration Instructions
for timeQplus Software
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IntroductionQuickBooksIntegrationfromtimeQplusSoftwareallowsyoutosavevaluabletimebylimitingtheamountofmanualentrythatoccursduringpayrollprocessing.WithQuickBooksIntegration,youwillbeabletoimportyouremployeeinformationfromQuickBooks,exporttheemployeetimedataintoQuickBooks,andaddemployeestoQuickBooksfromtimeQplusSoftware.
timeQplusQuickBooksIntegrationiscompatiblewithQuickBooksProandPremier2002–2011.QuickBooksBasicdoesnotcurrentlysupportpayrollintegration.TheCompanyFilecanresideeitheronthelocalmachineorasharedlocationonthesamenetworkwithamappeddrive(timeQplussoftwaremustbeabletobrowsetheQBCompanyFilefromMyComputer).Bothapplicationsmustbeabletorunfromthesamecomputer,asclient,serverorstandaloneinstallation.
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Table of ContentsIntroduction..................................................................................................................................... 2
TableofContents........................................................................................................................... 3
ImportingEmployeeswiththetimeQplusSetupWizard............................................... 4
ImportingEmployeesthroughtimeQplusSystemUtilities.......................................... 8
SettingupQBforEmployeestousetimedata................................................................... 13
ExportingfromtimeQplusintoQuickBooks........................................................................ 17
Appendix........................................................................................................................................... 22
ConfirmingyourQuickBooksCompanyFileLocation..........................................22
ObtainingtheQuickBooksPayrollItemCodes....................................................... 25
AllowingtimeQplustoalwaysaccessQuickBooks................................................ 27
Troubleshooting............................................................................................................................. 29
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Importing from QuickBooks into timeQplusTherearetwomethodsforimportingyourdatafromQuickBooksintotimeQplus.Ifyouarejustsettingupthesystem,itisbesttofollowthefirstmethodofimportingduringthesetupwizard.IfyouhavebeenusingthesystemandwouldliketointerfacewithQuickBooks,followthesecondmethodforimporting.ThisstepISNOTarequirementforexportingsuccessfullytoQuickBooks.
WhileQuickBooksacceptsemployees’middlenamesspelledout,orasaninitialwithorwithoutpunctuation,timeQplussoftwareacceptsemployees’namesasthefollowing:FirstName,MiddleInitial(withnopunctuation)andLastName.Toensureasuccessfulimportpleasereviewthemiddlenametoconfirmthatitisaninitialwithoutpunctuation.
Importing Employees with the timeQplus Setup Wizard AftercompletingthetimeQplusSetupWizard,youwillbeaskedhowyouwouldliketoenteryouremployees.Selectthesecondoptionfor“ImportEmployeesfromIntuitQuickBooks”asshowninFigure1-1.YoumustbeloggedintoQuickBooksasasingleuserwithadministratorprivileges.Thecompanyfileshouldbeopenwithallworkwindowsclosed.ClickNextandthenFinishonthenextscreen.
Figure 1-1
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SelectyourCompanyFileasshowninFigure1-2;refertotheAppendixifyouhavedifficultylocatingthisfile.
HighlighttheCompanyFile;inthiscaseitisAcroprintTimeRecorderCompany.Click“Open”tobegintheimport.QuickBookswillpromptyouwithasecuritywarningasshowninFigure1-3.IfyouselectYes, prompt each timeorYes, whenever this QuickBooks company file is open,thenQuickBookswillalwayshavetobeopeninordertosuccessfullyexport.SelectingYes, always; allow access even if QuickBooks is not runningwillallowyoutoexporttoQuickBookswithoutQuickBooksbeingopen.
Figure 1-2
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SelectingYes, always; allow access even if QuickBooks is not runningwilldisplaythemessageshowninFigure1-4.
Figure 1-3
Figure 1-4
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SelectYesinFigure1-4.Figure1-5willappear,selectDonethenFigure1-6willdisplay,clickOK.Yourimportingsetupiscomplete.
Figure 1-5
Figure 1-6
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Importing Employees through timeQplus System Utilities
RightClickontheSystemTrayIconfortimeQplus(asshowninFigure2-1)andselectSystemUtilities(asshowninFigure2-2).
EnteryourLoginandPassword(asshowninFigure2-3).
Figure 2-1
Figure 2-2
Figure 2-3
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IntheSystemUtilitieswindow(Figure2-4)clicktheImportQuickBooksbutton.
SelectyourCompanyFileasshowninFigure2-5;refertotheAppendixifyouhavedifficultylocatingthisfile.
Figure 2-4
Figure 2-5
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Click“Open”tobegintheimport.QuickBookswillpromptyouwithasecuritywarningasshowninFigure2-6.YoumustselectoneoftheYesoptionsinordertoproceed;selectingYes, always; allow access even if QuickBooks is not runningwillallowyoutoexporttoQuickBookswithoutQuickBooksbeingopen.
Figure 2-6
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SelectingYes, always; allow access even if QuickBooks is not runningwilldisplaythemessageshowninFigure2-7.
SelectYestocontinueandFigure2-8willappear.
Figure 2-7
Figure 2-8
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Setting up QuickBooks for Employees to use time dataInorderforQuickBookstoaccepttimedataforpayroll,youmustenableTimeTracking.ClickonEditandselectPreferencesasshowninFigure3-1.
InthePreferenceswindow(Figure3-2),selectTime&ExpensesandgototheCompanyPreferencestab.ClickYesfortheQuestion“DoYouTrackTime?”Entertheappropriatedayforthefirstdayofyourworkweek.
Figure 3-1
Figure 3-2
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NowyouwillneedtosettheEmployeeDefaultstousetimedatatocreatepaychecks.Thiswillensurethatallnewemployeeswillhavethisfeatureenabledautomatically.SelectPayroll&EmployeesasshowninFigure3-3.
OntheCompanyPreferencestab,clickEmployeeDefaults.
Placeacheckinthe“Usetimedatatocreatepaychecks”checkboxasshowninFigure3-4.
Figure 3-3
Figure 3-4
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ClickOK toclosetheEmployeeDefaultswindow.ClickOKtoclosethePreferenceswindow.
Youwillnowneedtochangeallofyourexistingemployeestousetimedataaswell.SelectEmployeesandthenEmployeeCenter(Figure3-5).ItwillthentakeyoutoalistofyourEmployeeswhichisseeninFigure3-6.
DoubleclickontheemployeeandanEditEmployeescreenwillappear,whichisFigure3-7.
Figure 3-5
Figure 3-6
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ChoosePayrollandCompensationInfofromtheChangetabs:dropdownlist,whichwillthengiveyouFigure3-8.
Placeacheckinthe“Usetimedatatocreatepaychecks”checkboxasshowninFigure3-8.
ClickOKtogobacktotheEmployeeListandperformthisforeachemployeeonthelist.
Figure 3-7
Figure 3-8
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Exporting from timeQplus into QuickBooksAfteryouhavecompletedyourfirstpayperiod,youwillbeabletoexportyouremployeeinformationandemployeetimedataintoQuickBooksProorPremier.WithtimeQplusAdministratoropen,clickonExportonthelefthandmenu.
UsingFigure4-1asanexamplesetthePayPeriodsdropdowntothePreviouspayperiod.Selecttheemployeesyouwanttoexport,eitherAll Employees, Individual Employee(s)oranIndividual Shift.SettheOutputFormattoQuickBooksIntegration.ClickSetuptobegintheQuickBooksIntegrationsetup(makesurethecodesaresetupthesameintimeQplusandQuickBooks).
Figure 4-1
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TheSetupscreenisseeninFigure4-2.
1)EnterthePayrollItemCodesfortimeQplus.ItisrecommendedtohaveQuickBooksopenatthistimeandcopyandpastefromQuickBooksintothesetupscreen.IfthereisnocorrespondingentryinQuickBooks,besuretocleartheentryfieldsintimeQplus’sQuickBooksIntegrationsetupscreen.ItisnecessarytomakesurethatallfieldsareidenticalinQuickBooksandtimeQplus.
2)PressSelecttochooseyourQuickBooksCompanyFile.Oncethefolderislocated,highlightthefileandthenselectopen.ClickSavetosaveyourQuickBooksIntegrationsettings.SeeFigure4-3foranexample.Ifyouneedanyadditionalhelpingettingthisfileand/orgettingthePayrollItemCodespleaserefertotheAppendixorQuickBooksliterature.
Figure 4-2
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YouwillthenbebroughtbacktoFigure4-4.ClickExport.
QuickBooksmaypromptyouwithasecuritywarningasshowninFigure4-5.IfyouselectYes, prompt each timeorYes, whenever this QuickBooks company file is open,thenQuickBookswillalwayshavetobeopeninordertosuccessfullyexport.SelectingYes, always; allow access even if QuickBooks is not runningwillallowyoutoexporttoQuickBookswithoutQuickBooksbeingopen.
Figure 4-3
Figure 4-4
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SelectingYes, always; allow access even if QuickBooks is not runningwilldisplaythemessageshowninFigure4-6.
SelectYestocontinueandFigure4-7willappear.
Figure 4-5
Figure 4-6
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Anexportprogressmonitorwilldisplay,advisingofsuccessfulexportuponcompletion.HoursworkedwillnowshowinEmployee’sWeeklyTimecardinQuickBooks.IndividualemployeehoursmaybeverifiedinQuickBooksbyselectingEmployeesthenEnter TimeandfinallyUse Weekly Timesheet.
Figure 4-7
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Appendix
Confirming your QuickBooks Company File Location (2 options)
Option 1ClickFile–OpenPreviousCompany
Thetopofthelististhefulladdressofwherethecompanyfileislocated.
Figure A-1
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Option 2
ClickFile–OpenorRestoreCompany
InFigureA-3youcanseethatourtestfileisnamedAcroprint Time Recorder Company.qbw.IfyouclickthedownarrownexttoQuickBooksProintheLook In: dropdownmenu,youcanseetheentirefilepathoftheQuickBooksCompanyFile.LookingatFigureA-4willshowyouthatourcompanyfileislocatedatC:\QuickBooks\CompanyFiles.BesuretowritedownthefilepathwhereyourQuickBooksCompanyfileislocated.
Figure A-2
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Obtaining the QuickBooks Payroll Item CodestimeQplushaspayrollitemcodesforeachofthefollowingcategories(asyoucanseeinFigureB-1): RegularPayCode HolidayPayCode OvertimeLevel1PayCode SickPayCode OvertimeLevel2PayCode OtherPayCode VacationPayCode
TolocatePayrollItemCodesinQuickBooks,followtheseinstructions:SelectEdit,andthenPreferences,asyouseeinFigureB-2.
Figure B-1
Figure B-2
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ChoosePayroll&EmployeesandselecttheCompanyPreferencestab.YouwillthenselecttheEmployeeDefaultsbutton.
InFigureB-4,youwillseeundertheEarningssection,thereisadropdownoptionthatwillallowyoutoadd,deleteoreditPayrollItemCodenames.
Figure B-3
Figure B-4
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EachofthepaycategoriesintimeQplushasaPayrollItemCodeandtheymustbethesameinQuickBooks.PrintoutthescreenorwritedownthesePayrollItemCodestoenteritintotimeQplusorQuickBooks.ThePayrollItemCodesarecase-sensitive.
Iftherearefurtherquestionsregardingthisprocess,pleaseconsultyourQuickBooksdocu-mentationforinstructionsonhowtoadd,deleteandeditthem.
Allowing timeQplus to always access QuickBooksInorderfortimeQplustoaccessQuickBookswithoutQuickBooksbeingopen,youmustgivetimeQplusPermissiontoalwaysaccessQuickBooks.ClickEdit–PreferencesasshowninFigureC-1.
ClickonIntegratedApplicationsandgototheCompanyPreferencestabasshowninFigureC-2.Besurethatneitherofthecheckboxesonthisscreenischecked.timeQplusshouldhaveacheckintheAllowAccesscolumn.HighlighttimeQplusandselectProperties.
Figure C-1
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Checkthe“Allowthisapplicationtoaccessthiscompanyfile”checkboxandthe“Allowthisapplicationtologinautomatically”checkboxasshowninFigureC-3.
ClickOKtoclosethePropertieswindow.ClickOKtoclosethePreferenceswindow.YouarenolongerrequiredtobeloggedintoQuickBookstoperformthetimeQplusIntegration.
Figure C-2
Figure C-3
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Ifthetotalnumberofhoursinoneeditisgreaterthan24,thehourswillnotshowupcorrectly.Largeeditsshouldbedoneonaperdaybasiswithinthepuncheditor.Editingoftotalsshouldaccountforsmallblocksoftimeaddedorsubtractedattheendoftheweek.
Troubleshooting
Error Solution
“TheCompanyFilecouldn’tbefoundorQuickBookswillnotallowtimeQplustoaccessFile.YoumustlaunchQuickBooksandthenreturntotimeQplusandretrytheexport”
BesuretimeQplusisaccessingthecorrectCompanyFileandthatQuickBooksisallowingfilestoaccessit.timeQplusdoesnotallowthefilenametocontaincommas.IfyourCompanyFilecontainscommasorspecialcharacters,pleaseremovethem.CheckthatQuickBooksisopenasanAdmin/SingleUserwithallotherworkwindowsclosed.
“ThefollowingemployeeswerefoundintimeQplusbutwerenotFoundinQuick-Books.”
IfyoumanuallyenteredtheEmployeeNames,makesureallofyournamesarespelledandcapitalizedexactlyastheyareinQuickBooksincludingMiddleInitials.QuickBooksacceptsemployees’middlenamesspelledout,orasaninitialwithorwithoutpunctuation,whiletimeQplusonlyallowsforone(1)initialwithnopunctuation.JohnA.SmithisnotthesameasJohnASmith.
ThetimeexportedfromtimeQplusdoesnotmatchthetimethatshowsupinQuickBooks.
VerifythetimetotalsformatintimeQplus.YoumayhavetimeQplussetinHundredthswhileQuickBooksdisplaysinhoursandminutes.Verifythepaycycleshavethesamestartand/orenddatesinbothapplications.
EditedtotalsarenotshowingupcorrectlyinQuickBooks.
Acroprint Time Recorder Company5640 Departure Drive I Raleigh, NC 27616
In USA: 919.872.5800 I Toll Free: 800.334.7190Email: [email protected] I Fax: 919.872.5967
www.acroprint.com