Integrating QuickBooks with TimePro

Transcription

1 Integrating QuickBks with TimePr With TimePr s QuickBks Integratin Mdule, yu can imprt and exprt data between TimePr and QuickBks. Imprting Data frm QuickBks The TimePr QuickBks Imprt Facility allws data fr Custmers, Suppliers and Service Items t be exprted ut f QuickBks and then integrated with TimePr Custmer, Supplier and Service Items recrds. Once the initial data has been imprted, recrds are viewed and maintained using maintenance screens in TimePr. Any further changes made t QuickBks data can be imprted again r maintained n a recrdby-recrd basis in TimePr. Instructins n setting up the mdule are cntained in Page 2. Nte: Entered recrds must have matching entries in bth TimePr and QuickBks. Exprting Data int QuickBks Intertec's QuickBks Transactin Imprter (QBTI) sftware gives yu a range f ptins fr exprting TimePr data int QuickBks fr generating: QuickBks Invices, QuickBks Bills (these can be imprted int yur QuickBks Accunting Package direct frm TimePr and suppliers paper invices can simply be matched against yur imprted Bills rather than entered manually); r QuickBks Timesheets (fr payrll); r QuickBks Cheques (fr expenses), The Intertec QBTI sftware can be dwnladed frm ur website at: - 32 bit versin > bit versin > T assist yu with the installatin f the Intertec QBTI sftware refer t the Installatin Guide.pdf included in the dwnladed zip file

2 Quick Reference Guide QuickBks Integratin Mdule Step 1: Cnfigure QuickBks Settings Set cnfiguratin ptins t match yur requirements including fr the varius Sales invicing and Bills prcessing ptins. Step 2: Add QuickBks Service Items, Custmers & Suppliers The quickest way t set up these recrds is t imprt them int TimePr (using the QuickBks Imprt) rather than adding them individually. Step 3: Match QuickBks entries with TimePr Recrds After adding these QuickBks entries, yu will need t link them with the apprpriate TimePr Custmer, Supplier, Prject and Staff Prject recrds lcated in the Admin tab. Step 4: Exprt TimePr data The QuickBks Exprt facility gives yu the ability t take the time recrds entered int TimePr and t exprt these recrds in QuickBks. The a) Sales Invices, b) Bills and/r c) Timesheets & Expenses are then exprted in a text file which is then imprted int QuickBks. See detailed instructins belw fr each transactin type. Only Time recrds that have been marked as "Cmpleted" are included as part f the exprt prcess. Therefre it is a gd idea t use the Check Timesheets screen t check that staff have "Cmpleted" their timesheets and then lcking all timesheets befre running an exprt. Step 5: Imprt TimePr data int QuickBks The final step is t imprt the TimePr data (either sales r bills infrmatin) int QuickBks using the Intertec QBTI sftware. Imprtant: perfrm a backup f yur QuickBks data file befre starting the imprt.

3 Step 1: Cnfigure QuickBks Settings Yu can cnfigure the QuickBks settings within TimePr t suit yur rganisatin. Setting the cnfiguratin items crrectly shuld be the first task yu perfrm when setting up TimePr. Hwever, yu can make changes t the cnfiguratin items at any time shuld yur requirements change. T view r mdify the cnfiguratin ptins fr QuickBks integratin, click n the QuickBks tab at the tp f the TimePr screen then click QuickBks Cnfigure. T change any f the cnfiguratin ptins simply edit the value n the screen (changed values are highlighted in a cntrasting clur) and when all edits n all tabs are dne, use ne f the Save Changes buttns lcated at the tp and bttm f the screen. T revert t the previusly saved values, use ne f the Cancel buttns. There is an explanatin fr each setting detailed under each ne. 3

4 Step 2: Add QuickBks Service Items, Custmers & Suppliers In QuickBks: Step 1. T exprt data frm QuickBks: Fr Custmer List r Supplier List: File->Utilities->Exprt->List t IIF Files Select either Custmer List r Supplier List Fr Service Item List: File->Utilities->Exprt->List t IIF Files Select Other Names List Nte that yu will need t exprt each List separately (ie. yu cannt select mre than 1 List per exprt actin). Save the IIF file/s t yur lcal cmputer. Step 2. Press OK and then Save t cmplete the exprt prcess. Nte: remember the lcatin that yu saved the file n yur cmputer s that yu can find it again later. In TimePr: Step 1. On the QuickBks Tab in TimePr press n the Imprt ptin. Step 2. Step 3. Click n Custmers, Suppliers r Service Items and then chse the file that yu have exprted in the previus steps frm QuickBks by pressing the Brwse buttn. (Nte: Read the instructins n this screen fr further infrmatin n the Imprt prcess). TimePr: Click n Imprt t start the Imprt prcess. A cnfirmatin screen will be shwn nce the data imprt is cmplete.

5 Step 3: Match QuickBks entries with TimePr Recrds QuickBks Custmer, Supplier and Service Items have t be linked with existing Custmer, Supplier, Prject and Staff Prject recrds in TimePr (lcated in the Admin tab). CUSTOMER & SUPPLIER ADD/UPDATE QuickBks Name: Link yur TimePr Custmer with the crrespnding Custmer recrd in yur QuickBks system. QuickBks Supplier Name: Link yur TimePr Supplier with the crrespnding Supplier recrd in yur QuickBks system. Yu shuld use the same Names in TimePr as yu d in QuickBks. Yu may chse t abbreviate these names in cases where the QuickBks names are very lng r very frmal. 5 PROJECT ADD/UPDATE/COPY QuickBks Jb: This is an ptinal field. If yu wish t track this Prject as a Jb in QuickBks then set this field t the crrespnding QuickBks Jb that yu have created fr this prject in yur QuickBks Accunting Package. Nte: It is required that this Jb exists in QuickBks befre yu imprt related data int QuickBks. QuickBks Cmment: Set this field t cntain any specific infrmatin that yu wish t include n the Sales Invice that is generated by QuickBks eg. the Custmer's Purchase Order Number. Exprt t QuickBks: Set this field t Yes if yu wish time recrded by yur staff against this prject t be used t generate Sales Invice details fr exprt t QuickBks. If N is selected then this Prject will be skipped when an QuickBks exprt is perfrmed. STAFF PROJECT ADD/UPDATE/COPY Descriptin: The Descriptin is a very imprtant field as it is used as the descriptin fr line items n QuickBks Sales Invice Exprts. Include the tag [StaffName] in the Descriptin field t have the Staff members First Name and Surname substituted autmatically int this field when data pertaining t this recrd is exprted t QuickBks. QuickBks Service Items: Set it t the QuickBks Service Item that yu want this Staff Prject recrd t be linked with. QuickBks Line Item Order: Set this field t a number such as 10, 20, 30, as it is used fr rdering line items n yur QuickBks Sales Invices.

6 Step 4: Exprt TimePr data a) Sales Invices Un-inviced Time Recrds up t a specified date The nrmal mde f peratin is t select all time recrds which have been marked as cmplete but which are as yet un-inviced. Yu are then able t review the time recrds in the invices. Yu can then mit entire invices, invice line-items, r individual time recrds, pstpning these until a later invice batch. An invice batch number is autmatically assigned, and yu can then print all timesheets which match this batch. The default value is the last day f the perid befre the current ne. Time Recrds fr the Perid Yu may als select all items fr a specific time perid, which is by default the perid preceding the current perid. It is imprtant t nte that this will select all cmpleted time recrds fr the perid yu specify, whether r nt they have already been inviced. This allws yu t prduce a new invice t replace ne previusly prduced. Yu wuld nrmally prceed by deselecting all recrds, and then specifically selecting the infrmatin fr which yu want t prduce the invice r invices. Yu shuld bear in mind that this will prduce a new invice batch, and time recrds previusly assigned t an earlier batch will be remved frm that batch and assigned t the new ne. 6 Invice Date As well as specifying the way time recrds are t be selected, yu als need t specify the date which is t appear n invices. TimePr will suggest the first day f the current perid. Invice Cntent The last item yu need t specify is the cntent f each invice, meaning the cnditins under which a new invice will be prduced Service Item The value t be supplied as Service Item can be taken frm a number f fields: Prjects: QuickBks Jb, Staff Prjects: Cst Cde, Staff Prjects: Descriptin, Staff Prjects: QuickBks Service Item, Staff Prjects: Service Item, Staff Prjects: Rle, Staff: Reference, Task: Descriptin, Task: External ID, r a value can be specified by chsing Use Value Belw. Custmer Yu can ptinally limit the exprt t a single Custmer if required. Prepare Invices When yu click n this buttn, the time recrds which satisfy yur selectins abve are gathered and gruped int invices, and displayed in the QuickBks Exprt Item Selectin page. If yu have prepared a Sales Invice Batch fr QuickBks using this screen and subsequently realise that yu have made a mistake in the data that was selected fr Exprt, yu can reverse ut the batch using this ptin. There is als an ptin t "View Batch" s that yu can verify the recrds that will be reversed befre actually perfrming the "Und" peratin. Nte: Once a batch has been "undne" it is still shwn in the batch list but is prefixed with an "X" t indicate that it has been backed ut.

7 On the QuickBks Exprt Item Selectin screen, yu are presented with a list f the invices which can be prduced frm the time recrds yu have selected. What yu see will depend n yur brwser. Each rw f infrmatin als has a selectr buttn and is selected by default. If yu selected time recrds fr a date range yu wuld typically start by pressing the Select Nne buttn (this can take a few secnds t cmplete). Yu wuld then select the items yu wish t include in the invice run. If yu selected un-inviced time recrds yu wuld review the invices and may chse t select items t exclude frm the invice run. Yu may select infrmatin at any level f detail t include that item and everything at a lwer level. Yu may deselect an item t exclude it and all lwer-level detail. If sme items at a level are selected and thers nt selected, the next-higher parent level will be part-selected. The line-item and invice values are adjusted in respnse t yur selectins. Once yu are satisfied that the invices are as yu wish t see them, click n the Create Batch buttn. This will take yu t the QuickBks Exprt Save Batch screen. This screen shws yu the batch number allcated t this infrmatin. Yu shuld nte this number s that yu can specify it in the batch print t select time sheets t match these invices. At this pint yu get a last chance t change the batch. If yu chse the Re-d Selectins buttn, yu will be returned t the QuickBks Exprt Item Selectin screen t repeat the prcess, and yu will replace this batch when yu cmplete the selectin. Nrmally yu wuld cntinue with the Exprt Invice Data buttn. This will pen up a new brwser windw (Data Exprt Cmplete) which includes a link which yu can use t pen the exprted data file r t save the exprted data in the lcatin frm which yu will imprt it t QuickBks. 7

8 Step 4: Exprt TimePr data b) Bills First select the Perid Beginning frm the drpdwn list which has been pre-ppulated with dates based n the system cnfiguratin settings in the applicatin. Once a date has been chsen frm the drpdwn list, the system autmatically displays the perid fr which data will be extracted. The Invice Date is defaulted as the first day fllwing the end f the perid selected. The Detail Date is defaulted as the date that marks the start f the perid selected. These values can be changed manually if yu require different dates t appear n yur purchase invices. The Invice Cntent determines exactly hw yur Purchases Invices are generated. A default is selected based n specific QuickBks Cnfiguratin Settings. Fr example, if ne f yur Supplier's cntractrs is currently wrking n 3 Prjects fr ne f yur Custmers, then yu may wish t create nly ne invice t cver all the Prjects r yu may want t generate a separate invice fr each Prject (3 in this case). Yu can mdify the ptin here s that the Invices are generated in the manner yu wish. The mst cmmn ptin is t generate One Invice per Supplier and Prject which is the default ptin. Press the "Exprt" buttn t initiate The QuickBks Exprt prcess. A Data Exprt Cmplete screen then shws the number f recrds extracted and als prvides a link t the exprted file. Yu shuld right-click n the link and save the target file t yur cmputer. 8

9 Step 4: Exprt TimePr data c) Timesheets & Expenses Specify whether yu wish t exprt Time Recrds r Expenses Cntent f the Ntes field Chse the detail yu want t appear in the Ntes included in the Timesheets & Expenses exprt. By default, the Task details are included (if yu use tasks), as are the manuallytyped descriptins (if yu use these). Yu may chse t prefix the Ntes with the name f the Staff member ding the wrk and with the Prject Descriptin. Value t be supplied fr Service Item The Service Item can be pulled frm a number f fields within TimePr: Prjects: QuickBks Service Item, Staff Prjects: Cst Cde, Staff Prjects: Descriptin, Staff Prjects: QuickBks Service Item, Staff Prjects: Rle, Staff: Reference, Task: Descriptin, Task: External ID, r yu can specify a value. Value t be supplied fr Payee Name fr cntractrs (expenses nly) The QuickBks Payee Name can be pulled frm either the Supplier Name r Cntractr Name. Value t be supplied fr the QuickBks Jb The QuickBks jb can be pulled frm a number f fields within TimePr, including Prjects: QuickBks Jb, Staff Prjects: Cst Cde, Staff Prjects: Descriptin, Staff Prjects: QuickBks Service Item, Staff Prjects: Rle, Staff: Reference, Task: Descriptin, Task: External ID, r yu can specify a value.. 9

10 Chse whether the Timesheets are t be marked fr integratin with Payrll, and if s, the Payrll Categry which is t be used. The QuickBks Payrll Categry can be pulled ut frm a number f fields frm within TimePr including Prjects: QuickBks Jb, Staff Prjects: Cst Cde, Staff Prjects: Descriptin, Staff Prjects: QuickBks Service Item, Staff Prjects: Rle, Staff: Reference, Task: Descriptin, Task: External ID, r yu can specify a value. Fr mre infrmatin please see Integrating QuickBks Timesheets Imprt with Payrll. Click n "Create the Exprt File" t generate a text file, which will be listed n a new screen. A Data Exprt Cmplete screen then shws the number f recrds extracted and als prvides a link t the exprted file. Yu shuld right-click n the link and save the target file t yur cmputer. 10

11 Step 5: Imprt TimePr data int QuickBks The final step is t imprt the TimePr data (invices, bills and timesheets and expenses) int QuickBks using The QuickBks Transactin Imprter (QBTI). NOTE: It is recmmended as gd practice t d a backup f yur QuickBks data file prir t using the QuickBks Imprt facility especially until yu are familiar with the prcess. Start Intertec QBTI The Intertec QBTI allws yu t imprt data frm TimePr int QuickBks. (Nte: Yu shuld dwnlad and install QBTI n the same cmputer n which QuickBks is running ie. QBTI shuld nt be installed via a mapped netwrk flder). T assist yu with the installatin f the Intertec QBTI sftware refer t the Installatin Guide.pdf included in the dwnladed zip file. The fllwing ntes assume yu have successfully cmpleted installatin f the sftware Once yu run Intertec QBTI and activate the licence r start a free trial, yu shuld have a windw ppup similar t the screen ppsite. In the QBTI Cnnectins tab, select yur QuickBks cmpany file (the imprt cmpnent will default t the running instance f QuickBks). Then, click Cnnect Once cnnected, mve acrss t the Imprt tab which will appear similar t the screen capture ppsite. See belw fr detail n key areas highlighted as 1, 2, 3 and 4 1. Select a File Use the Brwse buttn t lcate the file which has been exprted frm TimePr, and specify the Tab Delimited text file ptin. The Header Rw checkbx shuld be selected Set up Clumn Mapping The utility is supplied with a cmplete set f mappings fr all transactin types exprted by TimePr. Select the ne apprpriate t the type f data yu are imprting. If yu chse an inapprpriate ne, the utility will advise yu f this.

12 Yu may use the Preview buttn t have a lk at the data in spreadsheet mde. Clse the Preview dialgue when yu have satisfied yurself that yu have the crrect data. 3. Imprt Optins The Use aut numbering checkbx shuld be selected if yu want Intertec QBTI t autmatically insert recrds int yur QuickBks cmpany file using the next sequential number fr that transactin type. TimePr des nt at this time recrd address and cntact details, s the Update Address and Cntact Details checkbx shuld be unselected. Nte: In mst cases we expect that Custmers wuld select the Use aut numbering imprt ptin. If yu feel yu have specific data mapping requirements utside f the default imprt ptins then we recmmend cntacting ur supprt team fr technical assistance with understanding these cncepts. 4. The Imprt buttn will cause the data t be read and used t update yur QuickBks database. This can take a while if yu are imprting many recrds. The results f the imprt will display in a pp-up windw. If there have been any failures, these will be listed with detailed errr messages alng with the display f a link t the lcatin f an errr lg file created as part f the imprt prcess. 5. If Intertec QBTI has partially imprted recrds because sme were valid and thers invalid, then we recmmend yu edit the imprt file r create a new imprt file that des NOT include the recrds already imprted. Failure t d s may result in duplicate transactins being created in yur QuickBks cmpany file. 6. Review the data that has been imprted int QuickBks: Fr Invices, g t the Custmer Centre, select a Custmer and duble click the Invice. Fr Bills, g t the Supplier Centre, select a Supplier and duble click the Bill. 12

13 Integrating QuickBks Timesheets Imprt with Payrll Time recrds frm TimePr can be exprted in QuickBks Timesheets frmat fr integratin with QuickBks. Exprted time recrds may be marked fr Payrll Integratin against a Payrll Categry. Instructins: When undertaking a Timesheets exprt, make sure that the Timesheets are marked fr Payrll Integratin and that yu enter the crrect QuickBks Payrll Categry based n hw the system has been setup t meet yur requirements. Run the exprt frm TimePr and imprt t QuickBks as usual fr payrll prcessing. Yu will nte that the time recrds nw register as hurs recrded in QuickBks Timesheets alng with Payrll Item as shwn in the fllwing screen capture. 13 These time recrds shuld nw be available in yur QuickBks cmpany file fr regular payrll prcessing.

14 This guide has been develped t prvide an verview f hw t integrate QuickBks with TimePr. Cmprehensive infrmatin can be surced frm the TimePr Online Help manual available via the Help sectin f yur Intertec TimePr system. 14 Cntact Details: Further assistance is available frm the Intertec TimePr team (08) supprt@timesheets.cm.au