Chronotek passes employees’ time cards to your QuickBooks Online Weekly Timesheets. This easy integration eliminates time-consuming manual entries, reading and typing mistakes, and simplifies your payroll process.
Helpful Hints to Prepare for the QuickBooks Online Interface
All characters and spaces must match exactly between Chronotek and QuickBooks. When adding data to your Chronotek account, it is helpful to copy/paste the employees and jobs from QuickBooks.
Employees
• Chronotek Employee names must match the Employee names in QuickBooks exactly. Pay attention to middle initials, and middle initials with periods. (John A. Brown will not match with John A Brown).
Where to set these up:
Chronotek: List Maintenance > Employees > General tab – First Name and Last Name
QuickBooks Online: Employees > Employee Information - First Name and Last Name
• Chronotek properly exports to both Employees and Vendors, but first matches to Employees.
Jobs (Customers in QuickBooks Online)
• Chronotek Job names must match the names in QuickBooks exactly. Spaces and punctuation must be in both places.
Chronotek: List Maintenance > Jobs > General tab – Job Name
QuickBooks Online: Sales > Customers > Customer Information - Company
• When you want employees to see different job names than what are in QuickBooks, set up the QuickBooks’ Customer names in one of Job’s External Codes in Chronotek:
Chronotek: List Maintenance > Jobs > Advanced tab – for example, put the customer name in External Code 1. Set this for all jobs.
Then tell the Export which Chronotek data element correlates to QuickBooks:
Chronotek: Snapshot Settings > Payroll Settings > Export Settings tab select the External Code 1 for Customer:Job.
• Note that for QB Online, sub-customers are not set up with the main customer name referenced in Chronotek.
One-time Chronotek Setup Steps
Set up the Payroll Snapshot Settings
Pay Types
1. The Payroll Snapshot requires Pay Types to be set even though the QuickBooks Online import will not allow them to be imported.** All 3 Default Pay Types must be set up even if you do not pay overtime.
a. Chronotek: go to Snapshot Settings > Payroll Settings > Default Pay Types set up –
Regular Pay Type Description -usually this is called Regular or Hourly or Straight time
Overtime 1 Pay Type Description- usually called Overtime(1.5x) or OT1 --required for the snapshot to run
Overtime 2 Pay Type Description- usually called Overtime(2x) or OT2 --required for the snapshot to run
b. QuickBooks Online: QB Online does not support the importing of pay types on time cards.
Service Items
2. Service Items can get passed over on each time card, however, the ‘Billable’ notation is not imported. **
i. Chronotek:
Set up the Default Service Item at Snapshot Settings > Payroll Settings > Service Items
To set up more Service Items go to Snapshot Settings > Payroll Settings > Job Service Items
Assign the correct Service Item to each job – go to List Maintenance > Jobs > Advanced tab > Service Item > select the right service item for that job
ii. QuickBooks Online: Click on the settings cog at the top > press Account and Settings > Advanced > Time Tracking > Add Service field to timesheets > turn it On
iii. QuickBooks Online: Sales > Products and ServicesProducts and Services > NewNew button and select type ServiceService.
Define your company’s Work Week Settings to match your QuickBooks Online settings:
i. Chronotek: go to Snapshot Settings > Payroll Settings > Work Week Settings > select the Work Week Start Day
ii. QuickBooks Online: Click on the settings cog at the top > press Account and Settings > Advanced > Time Tracking > under Make Single-Time Activity Billable to Customer > select First day of work week.
** The Payroll Snapshot will split out the timesheets for overtime, even though they will not be marked with a pay type.
** If you need Pay Types and Billable Service Items you might consider our API Interface to pc installed QuickBooks versions.
Export Settings (tells Chronotek you will export to QB Online)
3. Now set the type of export you will do as QuickBooks Online (Beta)
a. Chronotek: go to Snapshot Settings > Payroll Settings > Export Settings tab
i. Payroll Export Type: QuickBooks Online (Beta)
ii. Set any of the Cross-Referenced Data Element Identifiers to the appropriate field.
iii. > Save
iv. Next, open your QuickBooks Online account. And press the Connect to QuickBooks button under the Save and Cancel button to authorize access to QuickBooks Online.
Each Pay Period
Check the Pay Period Start Date
Chronotek does not automatically roll over to your new pay period because it does not know exactly when you do payroll. Please ensure the current Pay Period is set.
Chronotek: go to Payroll Functions > Change Payroll Period > select the correct pay period > press Calculate Payroll Period > press Accept Changes.
Edit Any Time Cards that Need Changing
Chronotek: go to Payroll Functions > Edit Time Cards > select the employee to open their time cards, change a necessary > press Save. Add New timecards if needed.
Validate QuickBooks Prior to Payroll
Take the stress out of payroll day and check/prepare the data for the import. Chronotek can check that your export will go smoothly. When you Validate, the interface checks that the employees, jobs, and service items on the Payroll Snapshot correlate correctly in QuickBooks Online.
Chronotek: create a new snapshot to check that things are set up right for the upcoming import.
a. Go to Payroll Functions > Payroll Snapshot > New Snapshot.
b. Please wait until the queue has finished processing. Then select the Snapshot from the list on the left. The tabs will then open to the right. On the General tab > select QB Online Validate >
c. The Chronotek window ‘QuickBooks Online Validation’ will tell you which items might need to be correlated correctly. Most likely, the change will need to be done in Chronotek. Or if all correlates Chronotek will tell you:
Results Validation process has completed with no discrepancies.
Import Time Cards into QuickBooks Online (Payroll hours import)
Each snapshot contains just the data that was present at the time the snapshot was made. So be sure to Delete and create a New Snapshot just before the import is to be done.
Delete the snapshot and Create a New Snapshot to update it
Chronotek: delete the snapshot in order to create a new one with all the recent changes.
a. Go to Payroll Functions > Payroll Snapshot > select the snapshot > On the General tab, press Delete.
b. Now simply create New Snapshot. The new snapshot will have a Status of ‘Ready for Payroll’.
Now You Are Ready to Import into QuickBooks Online
Chronotek: create a new snapshot for the import. IT IS IMPERATIVE that you DO NOT go into QuickBooks Online and do anything. QuickBooks needs to be ‘still’ at the time of the import.
a. Go to Payroll Functions > Payroll Snapshot > select the snapshot > On the General tab, press QB Online Export.
b. The QuickBooks Online Export goes through the Validation once again, and then directly imports the time cards into the timesheet section of QuickBooks Online. Chronotek tells you how many time cards were imported and lists the timecards in the ‘Items for Snapshot xxx’ window.
Success! See the Timesheets in QuickBooks Online
QuickBooks Online: to see the timesheets that got imported press the green Ⓧ at the top of the QB online page and select Weekly Timesheets.
QuickBooks Online: In the QB Weekly Timesheets, select the employee and the pay period to see the time card hours that got passed into QuickBooks Timesheets.
In QuickBooks, continue with your Payroll Functions or Job Cost Reporting. If any overtime hours accrued for the employees for the pay period they will need to be added to the payroll manually.
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