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Setting up and Defining System Roles

After setting up your new site, you will now need to establish system roles. By default, all users are assigned the employee role and the creator of the site is assigned the Admin role.  Hour Timesheet consists of 4 types of users:

  1. Employees – System role allowing users access to individual timesheet entry.
  2. Supervisors – System role allowing users to manage employee timesheet data. This includes approving, rejecting and editing employee timesheet data as well as running reports.
  3. Accountants – System role allowing users ability to export approved timesheet data to specified accounting and/our payroll software. Users with the accounting role also have access to run reports as well as associate charge codes, leave types and payroll items to groups and employees.
  4. Features – System role allowing management of data to/from company payroll file. The admin role is also responsible for all system setting such as overtime settings, timesheet period and notifications settings.

To assign roles to users, follow the steps below:

  1. Login to Hour Timesheet as an admin
  2. Navigate to the Employee menu
  3. Identify the users from the list that are Supervisors and/or Accountants (both are optional) and click the Assign Roles link

employee roles

Employee Role Features

My Timesheet  – menu item features include:

  • Clocking in/out
  • Charging hours worked
  • Submitting completed timesheet
  • Creating correction timesheet
  • Change system password
  • View previous timesheet records
  • Entering leave time on timesheet

Supervisor Role Features

Timesheet Review –  menu item features include:

  • Approve Timesheet
  • Reject Timesheet
  • Edit Timesheet
  • Create Correction

 

Reports – menu item features include:

  • Run Existing Reports
  • Report Creation

For more information on assigning the Supervisor Role or assigning group supervisors see the following:

Assigning Supervisor Role to Groups


Accounting Role Features

Export Timesheet  –  menu item features include:

  • Export all timesheet data (approved only)
  • Export filtered timesheet data by group (approved only)
  • Date selection of timesheet data to be exported

Reports – menu item features include:

  • Run Existing Reports
  • Report Creation

Accounting  – menu item features include:

Charge Codes – charge codes (Customer, Job & Service Items) imported from accounting systems such as QuickBooks can be associated to an individual employee which result in limiting what the employee can charge to on a timesheet. All associations have an Effective Start Date and Effective End Date. These date define when users are able to charge to associated codes.

Leave Setup – system allows user to create leave types. Once created, leave types are associated to pay types which have been imported from the accounting system. All leave types have an Effective Start Date and Effective End Date. These date define when users are able to charge to associated leave.

Pay Types – Payroll Items imported from accounting systems such as QuickBooks can be associated to an individual employee. This mapping will define what payroll items are exported to payroll. All associations have an Effective Start Date and Effective End Date. These date define when users are able to charge to associated codes.


Admin Role Features

Settings – menu item features include:

  • Company Profile – page includes company address and point of contact details
  • Timesheet Settings – page includes timesheet type, overtime settings, timesheet start day as well as a check box for requiring reasons for late timesheet entry.
  • Connect to QuickBooks – page includes import button. This is the page that the admin will use to sync QuickBooks data. User can identify various data elements to import from QuickBooks. Data elements included in the import are 1) Customer & Jobs 2) Service Items 3) Payroll Items 4) Class and 5) Vendors
  • Manage Notifications  – page includes ability to turn off/on notifications below
    • Notify Employee when Supervisor/Admin approves timesheet with signature or without.
    • Notify employee when Supervisor/Admin rejects timesheet.
    • Notify Supervisor/Admin when employee submits timesheet for review.
    • Notify Supervisor/Admin when employee un-submits timesheet.
    • Notify Admin/Supervisor/Accountant/Employee when timesheet correction is created.
  • Manage Subscriptions/Payment – system allows user to enter and manage credit card information, coupon code, subscription plan for Hour Timesheet

Employee – list of employees imported from QuickBooks sync. Page used to manage employee email addresses, system roles by user and invitations sent to employees to sign up and begin tracking time

  1. Manage Employees
  2. Assign Employee Roles
  3. Send Employee Invites

Group –  used in Hour Timesheet to structure employees. Employees may belong to more than one group. Groups are not required. Each groups can be associated with one or many supervisors and accountants. The following elements use the group structure (when present).

  • Timesheet Review
  • Timesheet Export
  • Reports
  • Business Rules
  • Charge Code Associations

From the Group menu, users can perform the following functions:

  1. Create new groups
  2. Create new sub-groups
  3. Edit existing group information
  4. Assign supervisors to groups
  5. Assign accountants to groups
  6. Associate employees to groups
  7. Make groups inactive

Reports – menu item features include:

  • Run Existing Reports
  • Report Creation

Accounting  – menu item features include:

Charge Codes – charge codes (Customer, Job & Service Items) imported from accounting systems such as QuickBooks can be associated to an individual employee which result in limiting what the employee can charge to on a timesheet. All associations have an Effective Start Date and Effective End Date. These date define when users are able to charge to associated codes.

Leave Setup – system allows user to create leave types. Once created, leave types are associated to pay types which have been imported from the accounting system. All leave types have an Effective Start Date and Effective End Date. These date define when users are able to charge to associated leave.

Pay Types – Payroll Items imported from accounting systems such as QuickBooks can be associated to an individual employee. This mapping will define what payroll items are exported to payroll. All associations have an Effective Start Date and Effective End Date. These date define when users are able to charge to associated codes.


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Exporting Timesheet Data to QuickBooks Desktop

Are you a current Hour Timesheet software user?


If yes, click here. If not, continue reading to learn more about Hour Timesheet and how we use the web connector!

QuickBooks Integration with Hour Timesheet

If you have been using QuickBooks Desktop for any amount of time, you certainly understand it has some benefits not available on other platforms. Though the push has been for everything to in the “cloud”, you know that QuickBooks Desktop serves your needs better than its competition. The good news is that Hour Timesheet’s timekeeping software seamlessly integrates with QuickBooks Desktop. We utilize the QuickBooks Web Connector to populate each employee timecard in your QuickBooks company file.

Many government contractors have tried (unsuccessfully) to pass a DCAA audit while using only the time card features that come with the QuickBooks Desktop solution. It doesn’t take much inspecting before realizing that many of the key features of DCAA timekeeping requirements are not in the product at all.  Below are the top “missing requirements that make 3rd party vendors like Hour Timesheet a great choice for capturing employee timesheet data for your workforce.

Audit Trail

The Hour Timesheet employee time card contains an activity log that tracks the username, IP address and a time and date stamp of all entries made to the timesheet. QuickBooks has no audit trail at all.

Approval Processes

Hour Timesheet allows for multiple supervisor signatures to any timesheet. Employees and subcontractors in a cross functional (matrix) organization can have each supervisor approve the timesheet. QuickBooks does not include the ability to review and approve time entries by supervisors.

Charge Code Restrictions

Hour Timesheet includes the ability to limit employees to only see charge codes & track time against codes (Customer: Job, Service Item, Payroll Items) they are assigned to. This Hour Timesheet eliminates the possibility of employees charging to wrong labor cost code. QuickBooks – No charge code limitation are available.

Reason Required

Hour Timesheet employees who don’t enter work hours daily can be prompted to enter a reason for the tardy entry. Hour Timesheet also requires the user to enter a reason for editing a previously entered data on a timesheet in real time. QuickBooks timesheet feature does not.

Corrections

Hour Timesheet includes a correction timesheet process workflow providing alerts (emails) to supervisors and site admins when correction timesheets are created. QuickBooks – feature does not exist other than a manual entry to update the corrected data.


How to Export Hour Timesheet data to QuickBooks

Timesheet data created in Hour Timesheet can be exported to your accounting/payroll software.  To export data from Hour Timesheet, follow the instructions below.  Only time sheets with the Approved status will show up on the Export page.

Export Timesheet Data to QuickBooks desktop

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

Export Timesheet Data to QuickBooks desktop - confirmation pop up dialogue

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.

Export Timesheet Data to QuickBooks desktop - web connector

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 Timesheet Data to QuickBooks desktop - export email confirmation

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

User Guide for Hour Timesheet QuickBooks Online Export

Before you begin:

Make sure your Hour Timesheet site is connected to QuickBooks Online.

Navigate to the Settings menu

Click the Connect to QuickBooks tab

Only timesheets that are approved will available for the QuickBooks Online Export process

Roles with Access to export timesheet data:

Admin

Supervisor

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

Login to your Hour Timesheet login page

Navigate to the Export Timesheet menu item

Place a check in the box next to the timesheet(s) that you would like to export

Click the Export Selected button to begin the sync process.

After successful export of data, timesheets will be displayed as Processed under the Review Timesheet menu link

Any changes to processed timesheet data will require a Correction timesheet.

export timesheets

 

NOTE: Timesheets must contain a minimum of 1 Customer for proper time card syncing into QuickBooks Desktop


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Setup for QuickBooks Online

Setup Wizard

The wizard will direct you to the first step in the process. Don’t worry if you don’t have time to complete the setup now, you can come back to it at any time. You will also receive a confirmation email containing the URL and login information.  Save this email for a later date in case you don’t remember your Hour Timesheet site URL.

New setup progress screenshot

Configuration Wizard – Step 1 Timesheet Settings

Timesheet Type – This is the timesheet period. Your options are weekly, biweekly, semi-monthly and monthly.

Timesheet Start Date – This date/value should be set to your first weekday of your bi-weekly payroll. (note: appears in Bi-weekly selection only)

Start Day of the Week –  This is the day of the week that you would like your timesheet to begin on (Sunday, Monday, Tuesday,  etc).

Start Time – This is the start time of the day. The default time is set to 12am.

Capture reason for any changes made in previous days time (check box) – When this box is checked, users will be prompted to insert a reason for editing a prior days timesheet or failing to enter time on the current day. NOTE: This box should be checked for DCAA compliance.

Timesheet Settings SS

Configuration Wizard – Step 2 Overtime Calculations

Calculate Weekly Overtime (check box)

Regular Hours per week* – This box should be checked for organizations who pay hourly employees. All hours exceeding the value entered in this box will automatically be classified as overtime.

Calculate Daily Overtime (check box)

Regular Hours per day* – This box is typically checked for organizations in California who are required to pay employees based on hours per day and not hours per week.

OT Settings SS

Configuration Wizard – Step 3 Accounting Setup (QuickBooks Online)

QuickBooks Online – Hour Timesheet will sync (import and export) data with your QuickBooks Online account.  To sync your data, you will need access to your login credentials for  your QuickBooks Online account.

QBO Settings SS

Step 3 – Accounting Setup

Configuration Wizard – Step 4 Connect to QuickBooks (QuickBooks Online)

Click the Connect to QuickBooks box.

connect to QBO screenshot
Step 4 – Connect to QuickBooks (Online)

At this time you will be prompted to enter the Email or user ID to your QuickBooks Online account.

Signing in to your QuickBooks Online account screenshot
QuickBooks Online Login Screen

If you have multiple accounts, you will have the opportunity to select the account that you would like to sync with.

multiple accounts screenshot
Multiple Accounts QuickBooks Online

You will now be prompted to Authorize the sharing of data between Hour Timesheet and QuickBooks Online.

authorize sharing screenshot

You are now ready to import all of your data from QuickBooks Online to Hour Timesheet. This process will import Employees by default (no check box required). You also have the ability to import Customer/Jobs, Service Items, Classes and Vendors. Place a check in the box next to the data that you would like imported From QuickBooks Online into Hour Timesheet

QuickBooks Online import preferences screenshot

You have now successfully imported all of your data to your Hour Timesheet URL.

Configuration Wizard – Step 5 Identify Yourself (QuickBooks Online)

By default, you will only be given the Admin role. If you are also an end user and need to complete a timesheet, select your name in the box below. This process will give your username the employee role.

Identify Yourself Screenshot
Identify Yourself Screenshot

 

 Next Steps

New Site Setup Steps

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