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QuickBooks Desktop – Import & Export FAQ

QuickBooks Data Sync Issues

Hour Timesheet syncs with the Web Connector file provided by QuickBooks to exchange data. The following versions of QuickBooks are supported by Hour Timesheet:

QuickBooks Enterprise Solutions (2015 or later)
QuickBooks Premier (2015 or later)
QuickBooks Pro (2015 or later)

If you have other 3rd party applications exchanging data with your QuickBooks Desktop, you will already have a version of the connector downloaded. Use the link below provided in the setup wizard to connect your Hour Timesheet site to the Web Connector.

  1. QuickBooks Desktop is not Running
  2. QuickBooks and Hour Timesheet are not connected

Before you begin. Make sure QuickBooks Desktop is running on your machine and the company file that you want to connect with Hour Timesheet is open.


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Exporting Timesheet Data (CSV File)

Timesheet data created in Hour Timesheet can be exported to your accounting/payroll software.  To export data from Hour Timesheet, follow the instructions below.

  1. Login to your Hour Timesheet login page as user with admin or accountant role
  2. Navigate to the Export Timesheet menu item
  3. Place a check in the box next to the timesheet(s) that you would like to export
  4. Click the Export Selected button to begin the sync process.
  5. A pop-up box will appear confirming the records to be exported.
  6. Click the Export button to complete the export process request

Custom Export [Video clip]

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ADP Integration

Saving ADP Exporting Settings (A One-time Requirement)

Timesheet data created in Hour Timesheet can be exported to ADP using a csv file.  To export data from Hour Timesheet, follow the instructions below.

  1. Login to your Hour Timesheet login page as user with admin or accountant role
  2. Navigate to the Export/Payroll Settings menu item
  3. Complete the Payroll Settings data fields
    • Payroll System – Select ADP
    • File Identifier – Hour Timesheet will create a unique file name for you
    • Pay Frequency – Select from Weekly, Bi-weekly, Semi-monthly or Monthly
    • Enter the Company Code/Client Code
    • If additional mapping is required, select the field that maps to the Pay Types in ADP from the Earning Code/Pay Type Mapping drop down provided
    • Click Save

ADP Export Settings screenshot

Exporting Timesheet Data to ADP

  1. Navigate to the Export/Payroll Settings menu item
  2. Place a check in the box next to the timesheet(s) that you would like to export
  3. Click the Export Selected button to begin the sync process.
  4. A pop-up box will appear confirming the records to be exported.
  5. Click the Export button to complete the export process request

Custom Export [Video clip]

Exporting Timesheet Data to QuickBooks Desktop

Timesheet data created in Hour Timesheet can be exported to your accounting/payroll software.  To export data from Hour Timesheet, follow the instructions below:

 

Hour Timesheet Export screenshot

 

  1. Login to your Hour Timesheet login page as user with admin or accountant rol
  2. Navigate to the Export Timesheet menu item
  3. Place a check in the box next to the timesheet(s) that you would like to export
  4. Click the Export Selected button to begin the sync process.
  5. A pop-up box will appear confirming the records to be exported.
  6. Click the Export button to complete the export process request

 

conf export popup box screenshot

 

NOTE: At this point the web connector will run at its auto scheduled time, if a time increment for syncing data has not been set, you will need to  open the web connector file and force the update so that the payroll export created above can be imported into QuickBooks Desktop. YOUR QUICKBOOKS COMPANY FILE MUST BE OPEN FOR THE WEB CONNECTOR TO RUN SUCCESSFULLY.  To force the update between Hour Timesheet and QuickBooks Desktop follow the steps below.

  1. Locate and open the Web Connector on your computer
  2. Place a check next to the Hour Timesheet Application
  3. Click the Update Selected

Best Practice – check the Auto-Run box next to the Hour Timesheet application and set the Every_Min to “60”. This will ensure that your QuickBooks and Hour Timesheet file is synced every 60 minutes. You will need to save the Hour Timesheet password in the Web Connector as well.

web connector screenshot

 

Once the data has been imported to your QuickBooks Desktop file, you will receive an email confirmation message containing the a summary of the information in the export file

 

export email conf screenshot

 

For troubleshooting issues visit Reasons Why Timesheet Data Fails to Export


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Exporting Timesheet Data to QuickBooks Online

Syncing with QuickBooks Online

 Exporting timekeeping records from Hour Timesheet to QuickBooks Online

Before you begin:

  • Make sure your Hour Timesheet site is connected to QuickBooks Online. Navigate to the Settings menu and click the Connect to QuickBooks tab
  • Only timesheets that are approved will display on the Export Timesheet page

Roles with Access to export timesheet data:

  • Admin
  • Supervisor

Follow the instructions below to export timesheet data from Hour Timesheet:

  1. Login to your Hour Timesheet login page
  2. Navigate to the Export Timesheet menu item
  3. Place a check in the box next to the timesheet(s) that you would like to export
  4. Click the Export Selected button to begin the sync process.
  5. After successful export of data, timesheets will be displayed as Processed under the Review Timesheet menu link
  6. Any changes to processed timesheet data will require a Correction timesheet.

export timesheets


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