Publication: TQP-001DateofPublication: May18,2011Revision: A

Acroprint Time Recorder Company®

QuickBooks® Integration Instructions

for timeQplus Software

2

IntroductionQuickBooksIntegrationfromtimeQplusSoftwareallowsyoutosavevaluabletimebylimitingtheamountofmanualentrythatoccursduringpayrollprocessing.WithQuickBooksIntegration,youwillbeabletoimportyouremployeeinformationfromQuickBooks,exporttheemployeetimedataintoQuickBooks,andaddemployeestoQuickBooksfromtimeQplusSoftware.

timeQplusQuickBooksIntegrationiscompatiblewithQuickBooksProandPremier2002–2011.QuickBooksBasicdoesnotcurrentlysupportpayrollintegration.TheCompanyFilecanresideeitheronthelocalmachineorasharedlocationonthesamenetworkwithamappeddrive(timeQplussoftwaremustbeabletobrowsetheQBCompanyFilefromMyComputer).Bothapplicationsmustbeabletorunfromthesamecomputer,asclient,serverorstandaloneinstallation.

3

Table of ContentsIntroduction..................................................................................................................................... 2

TableofContents........................................................................................................................... 3

ImportingEmployeeswiththetimeQplusSetupWizard............................................... 4

ImportingEmployeesthroughtimeQplusSystemUtilities.......................................... 8

SettingupQBforEmployeestousetimedata................................................................... 13

ExportingfromtimeQplusintoQuickBooks........................................................................ 17

Appendix........................................................................................................................................... 22

ConfirmingyourQuickBooksCompanyFileLocation..........................................22

ObtainingtheQuickBooksPayrollItemCodes....................................................... 25

AllowingtimeQplustoalwaysaccessQuickBooks................................................ 27

Troubleshooting............................................................................................................................. 29

4

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

5

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

6

SelectingYes, always; allow access even if QuickBooks is not runningwilldisplaythemessageshowninFigure1-4.

Figure 1-3

Figure 1-4

7

SelectYesinFigure1-4.Figure1-5willappear,selectDonethenFigure1-6willdisplay,clickOK.Yourimportingsetupiscomplete.

Figure 1-5

Figure 1-6

8

Importing Employees through timeQplus System Utilities

RightClickontheSystemTrayIconfortimeQplus(asshowninFigure2-1)andselectSystemUtilities(asshowninFigure2-2).

EnteryourLoginandPassword(asshowninFigure2-3).

Figure 2-1

Figure 2-2

Figure 2-3

9

IntheSystemUtilitieswindow(Figure2-4)clicktheImportQuickBooksbutton.

SelectyourCompanyFileasshowninFigure2-5;refertotheAppendixifyouhavedifficultylocatingthisfile.

Figure 2-4

Figure 2-5

10

Click“Open”tobegintheimport.QuickBookswillpromptyouwithasecuritywarningasshowninFigure2-6.YoumustselectoneoftheYesoptionsinordertoproceed;selectingYes, always; allow access even if QuickBooks is not runningwillallowyoutoexporttoQuickBookswithoutQuickBooksbeingopen.

Figure 2-6

11

SelectingYes, always; allow access even if QuickBooks is not runningwilldisplaythemessageshowninFigure2-7.

SelectYestocontinueandFigure2-8willappear.

Figure 2-7

Figure 2-8

12

SelectDonethenFigure2-9willappear.

Figure 2-9

13

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

14

NowyouwillneedtosettheEmployeeDefaultstousetimedatatocreatepaychecks.Thiswillensurethatallnewemployeeswillhavethisfeatureenabledautomatically.SelectPayroll&EmployeesasshowninFigure3-3.

OntheCompanyPreferencestab,clickEmployeeDefaults.

Placeacheckinthe“Usetimedatatocreatepaychecks”checkboxasshowninFigure3-4.

Figure 3-3

Figure 3-4

15

ClickOK toclosetheEmployeeDefaultswindow.ClickOKtoclosethePreferenceswindow.

Youwillnowneedtochangeallofyourexistingemployeestousetimedataaswell.SelectEmployeesandthenEmployeeCenter(Figure3-5).ItwillthentakeyoutoalistofyourEmployeeswhichisseeninFigure3-6.

DoubleclickontheemployeeandanEditEmployeescreenwillappear,whichisFigure3-7.

Figure 3-5

Figure 3-6

16

ChoosePayrollandCompensationInfofromtheChangetabs:dropdownlist,whichwillthengiveyouFigure3-8.

Placeacheckinthe“Usetimedatatocreatepaychecks”checkboxasshowninFigure3-8.

ClickOKtogobacktotheEmployeeListandperformthisforeachemployeeonthelist.

Figure 3-7

Figure 3-8

17

Exporting from timeQplus into QuickBooksAfteryouhavecompletedyourfirstpayperiod,youwillbeabletoexportyouremployeeinformationandemployeetimedataintoQuickBooksProorPremier.WithtimeQplusAdministratoropen,clickonExportonthelefthandmenu.

UsingFigure4-1asanexamplesetthePayPeriodsdropdowntothePreviouspayperiod.Selecttheemployeesyouwanttoexport,eitherAll Employees, Individual Employee(s)oranIndividual Shift.SettheOutputFormattoQuickBooksIntegration.ClickSetuptobegintheQuickBooksIntegrationsetup(makesurethecodesaresetupthesameintimeQplusandQuickBooks).

Figure 4-1

18

TheSetupscreenisseeninFigure4-2.

1)EnterthePayrollItemCodesfortimeQplus.ItisrecommendedtohaveQuickBooksopenatthistimeandcopyandpastefromQuickBooksintothesetupscreen.IfthereisnocorrespondingentryinQuickBooks,besuretocleartheentryfieldsintimeQplus’sQuickBooksIntegrationsetupscreen.ItisnecessarytomakesurethatallfieldsareidenticalinQuickBooksandtimeQplus.

2)PressSelecttochooseyourQuickBooksCompanyFile.Oncethefolderislocated,highlightthefileandthenselectopen.ClickSavetosaveyourQuickBooksIntegrationsettings.SeeFigure4-3foranexample.Ifyouneedanyadditionalhelpingettingthisfileand/orgettingthePayrollItemCodespleaserefertotheAppendixorQuickBooksliterature.

Figure 4-2

19

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

20

SelectingYes, always; allow access even if QuickBooks is not runningwilldisplaythemessageshowninFigure4-6.

SelectYestocontinueandFigure4-7willappear.

Figure 4-5

Figure 4-6

21

Anexportprogressmonitorwilldisplay,advisingofsuccessfulexportuponcompletion.HoursworkedwillnowshowinEmployee’sWeeklyTimecardinQuickBooks.IndividualemployeehoursmaybeverifiedinQuickBooksbyselectingEmployeesthenEnter TimeandfinallyUse Weekly Timesheet.

Figure 4-7

22

Appendix

Confirming your QuickBooks Company File Location (2 options)

Option 1ClickFile–OpenPreviousCompany

Thetopofthelististhefulladdressofwherethecompanyfileislocated.

Figure A-1

23

Option 2

ClickFile–OpenorRestoreCompany

InFigureA-3youcanseethatourtestfileisnamedAcroprint Time Recorder Company.qbw.IfyouclickthedownarrownexttoQuickBooksProintheLook In: dropdownmenu,youcanseetheentirefilepathoftheQuickBooksCompanyFile.LookingatFigureA-4willshowyouthatourcompanyfileislocatedatC:\QuickBooks\CompanyFiles.BesuretowritedownthefilepathwhereyourQuickBooksCompanyfileislocated.

Figure A-2

24

Figure A-3

Figure A-4

25

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

26

ChoosePayroll&EmployeesandselecttheCompanyPreferencestab.YouwillthenselecttheEmployeeDefaultsbutton.

InFigureB-4,youwillseeundertheEarningssection,thereisadropdownoptionthatwillallowyoutoadd,deleteoreditPayrollItemCodenames.

Figure B-3

Figure B-4

27

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

28

Checkthe“Allowthisapplicationtoaccessthiscompanyfile”checkboxandthe“Allowthisapplicationtologinautomatically”checkboxasshowninFigureC-3.

ClickOKtoclosethePropertieswindow.ClickOKtoclosethePreferenceswindow.YouarenolongerrequiredtobeloggedintoQuickBookstoperformthetimeQplusIntegration.

Figure C-2

Figure C-3

29

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: supportdept@acroprint.com I Fax: 919.872.5967

www.acroprint.com