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Import Time Tracking into QuickBooks Desktop

QUESTION

How is Time Tracking imported into QuickBooks Desktop (QBDT) using Transaction Pro Importer?

RESOLUTION

Payroll data can be imported from outside Time Clock and Scheduling applications into QBDT as a Time Tracking import using Importer. The data imports into Time/Enter Single Activity within QBDT. If properly configured, the data can then be transferred into Payroll Data Entry, allowing employees to be paid.

Daily detail can be imported or a single entry for a certain time period. Each different Pay Type will require a separate line for each Employee. In addition, each Employee record must have the USE TIME DATA TO CREATE PAYCHECKS option selected on their Employee record in QBDT.

For more information about preparing QBDT to import Time Tracking information, reference this Knowledge Base ARTICLE.

STEPS TO IMPORT

On the first screen of Importer, attach the import file by clicking on the BROWSE button. If the import file is an Excel file type, select the appropriate worksheet from the workbook. If .txt or .csv, select the FIELD Delimiter used in the file. Leave RECORD set at default CR/LF. TIME TRACKING should be selected as the IMPORT TYPE.

Click the OPTIONS button, if any options are necessary.

For a detail description of all available OPTIONS, press F1 to access the HELP file. There is a complete section devoted to OPTIONS, explaining each in detail.

One OPTION to consider with a TIME TRACKING import is DO NOT ADD NEW EMPLOYEES TO QUICKBOOKS. This option will stop Importer from creating a new Employee if one is in the import file that does not previously exist in QBDT.

Another OPTION that should be selected for all imports is GENERATE TRANSACTION LOG to be able to see what data imports and what data does not.

Click SAVE and then NEXT to continue with Importer.

The second window of Importer shows the data to be imported. Be sure to select in the lower left-hand corner whether or not the import file contains a Header Row. Click NEXT to continue with Importer.

The third window of Importer is the Mapping Screen. On this screen, the columns from the import file will be matched to the appropriate QBDT field. Any field in red is required. 

If the time is not being billed to specific Customers, it is suggested to set up a single generic Customer to use for Time Tracking imports. The same is true for Service Item.

The map can be saved by clicking SAVE AS and therefore, used repeatedly for the same import file layout. Click NEXT to continue with Importer.

When switching between the third and fourth windows of Importer, an initial validation occurs with QBDT as to content pre-existing in QBDT as well as data formatted correctly such as a date being mapped to the Transaction Date field. Any issues found will be displayed.

The fourth window of Importer shows the data and the corresponding QBDT field into which the data will be imported. Click NEXT to continue with Importer.

On the fifth and final window of Importer, the default settings for new Inventory Items must be selected. Even though Inventory Items are not part of a TIME TRACKING import, it is a required set up for Importer. It is suggested to select OTHER CHARGE for ITEM TYPE and some "other" or "miscellaneous" account for ACCOUNT.

Click FINISH to begin the TIME TRACKING import into QBDT. After the import completes, a Transaction Log will appear to show which data imported and which, if any, did not.

ADVANCED FEATURES TO USE WITH TIME TRACKING IMPORT

Three advanced features exist that can be added to a Time Tracking import via Command Lines. For more information about Command Lines and how to add them, reference the Knowledge Base article found HERE.

  1. /EMPLXREF: Provides a cross reference between the Employee Account No (Employee ID) and the Employee Name. If used, the import file will map the Employee ID Number to the Employee field. 
  2. /TIME_RATE: Adds a rate field to the mapping as well as the ability to create new Payroll Items during the import.
  3. /NOREQ: Removes the requirement from the required fields to allow Time Tracking to be imported without importing Customer and Service Item data. To be used when payroll does not need to be billed to a Customer.
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  • 27-Dec-2019
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