Applies to versions: 1.6, 1.8, 1.9, 1.10

QuickBooks Integration - Setup TimeIPS

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

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

Step 1: Select Export Contents

Step 1: Select Export Contents

Select a Payroll Type and Payroll Period for the date range you are working on from the drop-down boxes and click on the button labeled Prepare Payroll for Export. Next you should see the payroll calculation being scheduled

 

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NOTE: If necessary, it is possible to manually select your payroll time range and employees as well as change the export settings for payroll using the appropriately labeled tabs at the top of this page..

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Calculation Status

 

Step 2: Choose an Export Format




Step 2: Choose export format

 

Select QuickBooks Integration from the drop down menu and then click on the button labeled Export Payroll Data

No preset defined

Click on Add Preset to begin setting up a preset for the QuickBooks export

The Payroll Export Page

 

• From the QuickBooks Payroll Export Settings page (shown above), click on the qbTimeIPS.exe (TimeIPS QuickBooks Client) link at the top of the page and save to an easily-accessed location on your computer, such as your desktop.
  NOTE: You will launch this application each time you run the payroll integration.

 

Payroll Export Settings

• The Preset Name can be anything you choose. In this example we have used the name QBI
• The QuickBooks File Company Path is the path you wrote down in "SETUP QUICKBOOKS Company info - step 4."
• The QuickBooks Computer IP Address is the IP address of the computer that contains the QuickBooks program and is where you will run the Integration.
  • Ask your network administrator.
  OR
  
  • Go to the Start menu - Run option.
    
    1. In the Open/Run window, type in the following command and press ENTER: command
    2. In the Command prompt, type in the following command and press ENTER: ipconfig
       
       
       

     

    
    

     

    3. Enter the IP address listed under the Ethernet Adapter Local Area Network Connection listing as the QuickBooks Computer IP Address.
    4. For security reasons, we highly recommend that TimeIPS be on the same network as the system running QuickBooks. If your QuickBooks system is not on the same network as TimeIPS, it is possible to allow TimeIPS to communicate with QuickBooks by port forwarding TCP 6035 from your computer to an IP address that can be seen by TimeIPS. This would normally be done on a router or Internet gateway. For this configuration, enter the IP address that is port forwarding 6035, rather than the IP address of the computer running QuickBooks. If you need help configuring port forwarding, please ask your network administrator.

 

To Identify your Computer's IP Address:

Payroll Export Options

• Select the Name format used in Quickbooks based on how you have names displayed in QuickBooks.
  NOTE: This MUST match, and the names must match exactly or QuickBooks will be unable to receive payroll data.
• Select the number of middle name characters to use during the Integration in the Shorten middle names to initial of length pull-down. Since names in QuickBooks must match exactly, and Quickbooks only provides 5 characters for the middle name, this option allows the middle name in TimeIPS to be shortened to match.
• Select Yes in the Automatically check the Employee's Use time data to create paychecks" box in QuickBooks, if needed. TimeIPS will then automatically select this setting for each employee in QuickBooks.
• Choose whether or not to Automatically Create Employees in Quickbooks Use this option only if you know your name format matches exactly. If you turn this option on, employees in QuickBooks will be duplicated if the name or name format is different in TimeIPS.
• Select Yes in the Limit Salary Employees to Standard Time pull-down if you do not want salary employees to post overtime and double time hours into QuickBooks, otherwise select No.
• Select Yes in the Export Current Sick and Vacation Hours if you want TimeIPS to export employee's current available benefit time, otherwise select No.
• Select Yes in the Check for existence of Entities in QuickBooks before starting Export if you want TimeIPS to make sure all the employees, pay types, customers, jobs, etc. that will be used for the export exist in QuickBooks before stating to send any time data. If this option is off, TimeIPS will send data until an error occurs, then will stop, resulting in a partial payroll export in QuickBooks. If this happens, you'll need to fix the errors and re-run payroll to complete the export.

 

Payroll Items

• In some cases, it may be desirable to use different Payroll Items for specific jobs, departments, or employees.
  
  To facilitate this, use the Separator and Appended Field/Default Value. For example, to pay two departments ("Marketing" and "Accounting") with different Payroll Items ("Regular Pay - Marketing" and "Regular Pay - Accounting"):
  1) Create both Payroll Items in QuickBooks
  2) Enter " - " as the Separator (without the quotes)
  3) Select "Employee Department" as the Appended Field.
  4) If the Appended Field could be blank, TimeIPS would attempt to export a Payroll Item like this "Regular Pay - " which QuickBooks would not match. To make sure there's always an Appended Field value, set the Default Value to what you want in this case, i.e. "Other." This will cause the Payroll Item to be "Regular Pay - Other" if an employee does not have a department.
  
  Be sure the total length of the Payroll Item does not exceed the QuickBooks limit of 31 characters.

 

Job Tracking

• Set QuickBooks "Is Billable" as follows: If Is Billable is true, the tracked time is billable, and you must specify a Customer and a Service Item so that an invoice can be created. If no invoice will be created, set Is Billable to false.
• Set QuickBooks "Customer" as follows: In a TimeTracking request, Customer refers to the customer or customer job to which this time could be billed. If Is Billable is set to true, Customer is required. QuickBooks limits this field to 209 characters.
• Set Default QuickBooks "Customer" as follows: Because a Customer is required if Is Billable is true, and some time events may not have a value in the "Set QuickBooks Customer" option above, set a default value for the Customer in these cases. For example, "Other" and be sure to create a Customer in QuickBooks called "Other."
• Set QuickBooks "Service Item" as follows: The Service Item refers to services that a business charges for or purchases. Examples include specialized labor, consulting hours, and professional fees. QuickBooks limits this field to 159 characters.
  
  The Service Item refers to the type of work performed. If Is Billable is set to true, then both Service Item and Customer are required.
• Set Default QuickBooks "Customer" as follows: Because a Customer is required if Is Billable is true, and some time events may not have a value in the "Set QuickBooks Customer" option above, set a default value for the Customer in these cases. For example, "Other" and be sure to create a Customer in QuickBooks called "Other."
• Set QuickBooks "Notes" as follows: QuickBooks can accept an optional note field. This can be blank or any option on the drop down list. QuickBooks limits this field to 4095 characters.
• Set QuickBooks "BillableStatus" as follows: The billing status of this item line or expense line. If the billing status is empty (that is, if no billing status is specified), then no BillableStatus value will be seen in QuickBooks. If set, QuickBooks limits this field to one of the following three values:
  Billable
  NotBillable
  HasBeenBilled.
• Set QuickBooks "Class" as follows: Classes can be used to separate transactions into meaningful categories. (For example, transactions could be classified according to department, business location, or type of work.) For Time Tracking, Class refers to the QuickBooks class into which the timed activity falls. In QuickBooks, class tracking is off by default. QuickBooks limits this field to 159 characters. If you use a sub class this can be defined with a : (example: class name:sub class name)
• Quickbooks "Jobs" and "Phase" the job and phase in quickbooks is a subfield of the customers.  To export the job and phase you would need to add it to what you have the "Customer" set to.   If you have the "Customer" set to job long name you would then need to set the job's long name to something like this (example: dillions:front:checkout).  In the example you have a Job in TimeIPS called dillions:front:checkout  the break down in quickbooks would be that you have a customer called dillions a job called front and a phase called checkout. The neame will need to have the : as a seperator as quickbooks use this to figure out the sub fields.

You have now Setup QuickBooks and TimeIPS. You are ready to Run Payroll. Use the See Also link below to learn more.