Date printed: 03-29-2024   Last updated: 01-07-2019

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Applies to versions: 2.5, 3.0



QuickBooks Integration - Setup TimeIPS



Before running the QuickBooks Integration for the first time, you will need to setup your TimeIPS QuickBooks Payroll Export Settings. These settings do not need to be adjusted each time you run the Integration unless changes are made to your QuickBooks Payroll Items or other settings.

You will also need to set up QuickBooks prior to running payroll. Review the QuickBooks Integration - Setup QuickBooks article for instructions.

 

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

 

 

 

 

 

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. Optionaly, enter the amount of the Required Break. If set, an employee must be logged out for at least this duration of time in order for the time to not be included on this payroll period. The start and end dates/times of the period will be moved forwared as needed for each employee to the next point where a break in worked/benefit/holiday time exceeds this duration.
    •  For example: If the payroll period ends at 12am Sunday morning, the Required Break is set to 1 hour and the employee works Saturday night through Sunday morning at 4am without taking at least an 1 hour break after 12am on Sunday, then those extra 4 hours will be included in this payroll period. If the employee works until 2am and then logs out for 1 hour or more (possibly for lunch) then logs back in and works another 2 hours, the 2 hours from 12am to 2am will be applied to this payroll period and the final 2 hours after break will be applied to the next payroll period.
  6. Select Pre-checks to determine what the system will check prior to attempting to prepare a payroll export.
    • The following choices are available in the drop-down box: All, Currently clocked in, Overlapping time events, Default Overtime Policy, Already payrolled events, and Timesheet approvals.
  7. Optionally, select whether or not to Lock While Preparing. In choosing to lock the payroll period while the export is pending, you can also choose to include influence bounds which expands to include the full range of time affected. 
  8. Optionally, click the Run pre-checks only. If you receive the "All chosen checks passed" message, you can choose to do a different check or progress forward to preparing payroll.

 

 

    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. .
    TIP: If your organization is quite large, you may wish to speed up the processing time by creating a custom Selection Group for Payroll. "Active or Recently Active Employees (last 90 days)" is especially useful for payroll reports. This option allows all the recently active employees to be included so they receive pay, but excludes the majority of inactive employees you do not need (that only slow down the processing time). See the Selection Group article for more details.
  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. Optionaly, enter the amount of the Required Break. If set, an employee must be logged out for at least this duration of time in order for the time to not be included on this payroll period. The start and end dates/times of the period will be moved forwared as needed for each employee to the next point where a break in worked/benefit/holiday time exceeds this duration.
    • For example: If the payroll period ends at 12am Sunday morning, the Required Break is set to 1 hour and the employee works Saturday night through Sunday morning at 4am without taking at least an 1 hour break after 12am on Sunday, then those extra 4 hours will be included in this payroll period. If the employee works until 2am and then logs out for 1 hour or more (possibly for lunch) then logs back in and works another 2 hours, the 2 hours from 12am to 2am will be applied to this payroll period and the final 2 hours after break will be applied to the next payroll period.
  6. Select Pre-checks to determine what the system will check prior to attempting to prepare a payroll export.
    • The following choices are available in the drop-down box: All, Currently clocked in, Overlapping time events, Default Overtime Policy, Already payrolled events, and Timesheet approvals.
  7. Optionally, select whether or not to Lock While Preparing. In choosing to lock the payroll period while the export is pending, you can also choose to include influence bounds which expands to include the full range of time affected. 
  8. Optionally, click the Run pre-checks only. If you receive the "All chosen checks passed" message, you can choose to do a different check or progress forward to preparing payroll.
  9. Click the Prepare Payroll for Export button.
  10.  

    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. NOTE: Editing of time events is locked during payroll processing to avoid having another user make changes via the Time/Edit Report that would not be reflected properly in the current payroll run.

     

 

If you are creating settings 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,

 

  • If you have not done so already, download the TimeIPS QuickBooks Client.


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  • Change the QuickBooks Payroll Export Settings, as necessary.
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  • Change the QuickBooks Payroll Options, as necessary.
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  • Enter the corresponding QuickBooks Payroll Item codes exactly as they appear in QuickBooks.
  • NOTE: This MUST match exactly or QuickBooks will be unable to receive payroll data.

     

     

     



     

  • The QuickBooks integration can support certain Job Tracking functions with a properly configured QuickBooks.
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  • The QuickBooks integration can support Clock In and Out Notes with a properly configured QuickBooks.This is a legacy feature that was used to send over extra data to QuickBooks. If you need a feature like this, consider using Piecework.
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  • The QuickBooks integration can support Piecework with a properly configured QuickBooks.

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    NOTE: TimeIPS doesn't push the Pay Rate information into QuickBooks.
    NOTE: TimeIPS doesn't push the Pay Type into QuickBooks. QuickBooks defaults this to an Hourly employee setting.
    NOTE: QuickBooks is picky about special characters.  Please DO NOT use symbols or special characters such as ! @ # $ % ^ & * ? , etc. in any field that will be exported.  For example, employee names, job names, employee or job code, customer name, or payroll items.

     

  • Once your settings have been configured, click on Save Settings to save, or Cancel to exit without saving.
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    1. On the next screen be sure that your new setting name is the one selected in the Export Settings 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



     

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

     

    You have now setup TimeIPS for QuickBooks.

    You will also need to setup QuickBooks prior to running payroll. Review the QuickBooks Integration - Setup QuickBooks article for instructions.

    Then you are ready to Run Payroll.



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