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Table of Contents: Article IndexPrintable Version

Applies to versions: 2.4, 2.5



QuickBooks Online - Payroll Export



Before running the QuickBooks Online Integration for the first time, you will need to have a QuickBooks Online account created, and setup your TimeIPS QuickBooks Online Payroll Export Type Settings. These settings do not need to be adjusted each time you run the Integration unless changes occur.

PLEASE BE ADVISED: TimeIPS does not recommend using QuickBooks Online since many of the settings that are available with Integration to the QuickBooks software, are not supported with the QB Online version. In addition, QB Online only uses Pacific Time.

 

 

 

Using the left pane Main Menu » Administration, click on: Payroll » Payroll Export

 

 

 

 

 

Setup Payroll Export Settings

A Preset is a set of stored settings that are used each time a payroll file is generated. If your settings change from one group of employees to another, you may create multiple presets and select the preset that applies for the group you are exporting at the time.

 

Click the + sign to the left of the Payroll Format Settings bar to expland the table.

Select QuickBooks Integration from the drop down menu, then click the Edit Payroll Export Settings button.

 

 

 

 

If you are creating a preset for Quickbooks for the first time, there will be options to Create Settings or Import Settings. Here we chose to create settings and therefore clicked the Add Settings button.

 

 

 

From the QuickBooks Payroll Export Settings page,

  • Enter a Settings Name for this preset.
  • Choose "Connect To QuickBooks Online" from the Communication Mode drop-down options.
  • Since we have no saved QB settings, a message appears stating: *This preset must be saved before a connection can be established*.
  • In the remaining sections, make your selections.
    NOTE: Red text will appear in unsupported sections. Those Pay Types will only be added in the description of the event in QuickBooks.


  • When you have made all your selections, click the Save Settings button.

 

 

 

Now that we have a preset created, click Edit Settings.

 

 

 

Now under QuickBooks Online Connection, there should be a green button that says  Connect to QuickBooks . Click that button.

 

 

 

 

A pop-up window will appear. Make sure your browser preferences are not set to block pop-ups. They will need to be enabled to connect to QB Online.

Enter your QB Online account email address and password.

 

 

 



Verify your QB Online account.

 

 

 

Choose your company and select AUTHORIZE to integrate QB Online with your TimeIPS Server.

 

 

 

When that is complete, return to the Payroll Export Settings page.

Now under QuickBooks Online Connection, it should say "Connected".

 

 

 

Prepare Payroll for Export

First, choose to generate the report by Payroll Type or Manually select employees and a range of time.

 

    Payroll Type

  1. Under Export Type, select Payroll Type to generate the report. (See "Manual" below for specifics on that option.) 
  2. Select a Payroll Type. All employees (including released employees) that are currently in the selected Payroll Type will be included in the prepared payroll data.
  3. Select the Payroll Period from the drop-down boxes.
  4. Select a Time Zone. The start and end time of the export can be interpreted in the company's timezone or separately for each employee.
  5. Select which Pre-checks to run before attempting to prepare a payroll export. Then click the Run pre-checks only button.

    • Pre-checks aid in preventing common payroll issues and errors. In this example, there are two clock events that need attention.
    • Clicking the event will take you to the Time Edit/Report where it can be reconciled.
    • After they are all reconciled, the Pre-check will indicate a "passed" status and you are ready to run payroll.
    • If you have already chosen to lock or unlock payroll, you can simply click the Prep Payroll button here, otherwise click the Go Back button to return to the previous screen.

  6. Choose whether or not to Lock the payroll period while the export is pending.
    • Leaving payroll unlocked allows changes to be made to the period being exported.
    • Locking is recommend.
    • When locking, you can also choose whether or not to include the influence bounds.
  7. Click the Prepare Payroll for Export button.

 

 

    Manual

  1. Under Export Type, select Manual to generate the report. (See "Payroll Type" above for specifics on that option.) 
  2. Select an employee or group of employees to include in the export.
  3. Manually select a range of time for this report, or use the quick selection drop down box.
  4. Select a Time Zone. The start and end time of the export can be interpreted in the company's timezone or separately for each employee. 
  5. Select which Pre-checks to run before attempting to prepare a payroll export.
  6. Choose whether or not to Lock the payroll period while the export is pending.
    • Leaving payroll unlocked allows changes to be made to the period being exported.
    • Locking is recommend.
    • When locking, you can also choose whether or not to include the influence bounds.
  7. Then click the Run pre-checks only button. After resolving any necessary discrepancies, you are ready to prepare payroll.
  8. Click the Prep Payroll button or Go Back and click the Prepare Payroll for Export button.
  9.  

    Next you should see the payroll calculation being scheduled.

 

 

 

     

     

Export Payroll

After the payroll data is prepared for export, the Pending Export window will open.

  1. Select QuickBooks Integration from the drop down menu.
  2. Next click on the button labelled Export Payroll Data.
  3.  

 

 

  1. On the next screen, be sure the correct Export Settings are displaying, otherwise select them from the drop down menu.
  2. Optionally, you can add a comment to the export making it unique and easily identifiable.
  3. Click Continue.
  4.  

     

    Next you should see the payroll calculation being scheduled.

 

 

 

Payroll Export Data - Final Step

  • If you are confident that the information contained in this export is correct and wish to permanently lock the payroll period, click the button labelled Yes, send export to QuickBooks otherwise choose Cancel. Locking the payroll period prevents future modifications of any kind.
    NOTE: If you choose "Cancel", the export will be listed as "Pending" and further changes can be made to the data. Pending exports can be exported again to other payroll output formats as often as you like until they have been accepted/locked.
    If you choose "Yes, send export to QuickBooks", the payroll status will show "Exported". Exported payroll runs are locked and time can no longer be edited in the system for that period of time.



 

For immediate assistance with any of the above payroll exports,
call our Customer Support staff at 877-846-3256.



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"Intelligent Personnel System" "Run your Business. We'll watch the clock." are trademarks of TimeIPS, Inc.
TimeIPS is protected by one or more patents. Patent No. US 7,114.684 B2.