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caresmartz360
Level 1

Creating Paycheck from Time Sheet data

Hi Team,

 

We are a software company and our customers send their employee time sheet from our software to QuickBooks Desktop.

 

Now, QuickBooks Desktop only accept data from our system via web connector if the "Use Time sheet to create paycheck" is turned off. If this option is turned On then we are not able to send data into the QuickBooks.

 

Now we recommended our customers to tick this checkbox off under Employees profile and they are able to import the time sheet data from our system to their QuickBooks software.

Problem starts when they want to create paycheck using the time sheet data we have sent and because its turned off in the employee profile, they are not able to create paycheck.

 

Can someone please help us in this case?

We will loose business if we dont provide the correct solution.

6 Comments 6
Anonymous
Not applicable

Creating Paycheck from Time Sheet data

Hello, 

 

You can avoid turning of the Use Time sheet to create paycheck feature by importing the timesheet through Time Activity instead. 


Here’s how:
 

  1. Open the enter time window for the certain employee in QuickBooks. 
  2. Prepare your timeSheet data in excel that should look like this (Picture inserted) or should have this template. Also all information like employee name, class, job and items should match with what you have in QuickBooks (including the spelling). 

       3.  Transform this data into an importable format (IIF). Click the Download kit in this highlighted article. This will download a zip file then in this file, go to import kit >IIF example files >Go to the latest version of QuickBooks>Timer Activity. Drag the Timer Activity.IIF or copy it over to your desktop. 

 

       4. Open the IIF file in Excel (Just open an Excel file then click and drag the Timer Activity from your Desktop to Excel). This will open a file that QuikcBooks' support. just copy the timesheet data you've prepare in Excel earlier then paste it in the Timer Activity Excel file. Don't touch the header in this file as well as the timeact. just paste the date starting from Date. 

 

 

      5. Make sure you have the right company name and company create time in your Time Activity file. You can get this by going to File>Utilities>Export>Timer List. Save the file in your desktop and open it in Excel. Get the information or the number under Company create time and Company name in the header. Once done enter it in your Time Activity file. 

 

111.PNG

      6. Save the file in your desktop then import it as time activity (File>utilities>import>Time Activities>select your Time Activity file from the folder. If you get an error just click OK. 

 

Please drop by again if you have other questions about QuickBooks. 

 

caresmartz360
Level 1

Creating Paycheck from Time Sheet data

Thanks for the feedback.

But the customers we are working with they are not that tech savvy and they will not use the excel files or any utility to import the data.

 

We have a web based solution which captures employees check in and check out time and we have integrated our system with QB Desktop software via QBXML/web connectors to send the data from our side to QB side seemlessly.

 

We are able to do it by turning off the checkbox in employee profile but they have to turn that checkbox ON to create the paycheck which are multiple clicks multiple times.

 

How can we avoid this?

 

Is there any way i send time sheet data from our system to QB software while keeping the checkbox "Use timesheet to create paycheck" ON ?? Why QB only accept data from our system to theirs ONLY IF THIS CHECKBOX IS OFF?

JanyRoseB
QuickBooks Team

Creating Paycheck from Time Sheet data

Thanks for getting back to the QuickBooks Community, @caresmartz360.

 

Allow me to step in and help provide some additional information about the use Time sheet to create paycheck feature in QuickBooks Desktop (QBDT).

 

I understand how the options you're looking for would be beneficial to your business so you're able to send the data from the QBXML/Web Connectors to QBDT conveniently.

 

However, this depends on the third-party app you're using which means it is not fully compatible with QuickBooks that is why you'll need to manually turn off the Use timesheet to create paycheck option to send the data.

 

You can look for another third party application that is no need to turn off the Use timesheet to create paycheck in the employee's profile when importing the timesheet data into QuickBooks. 

 

For future reference, you can check this article: Create paychecks based on timesheet hours

 

Please know that you're always welcome to post if you have any other concerns about the timesheet. Wishing you and your business continued success. 

caresmartz360
Level 1

Creating Paycheck from Time Sheet data

Hi,

 

Thanks for the feedback.

But the problem is, we are that 3rd party vendor where we want our app to connect with QB software to send timesheet data without turning off the "use timesheet to create paycheck" option in employee profile?

 

Can you please help how we can achieve that?

JanyRoseB
QuickBooks Team

Creating Paycheck from Time Sheet data

Thanks for getting back to me, @caresmartz360.

 

Let me guide you to the right support and make sure you'll get the best help. 

 

Here in QuickBooks Community page, we can provide you the information on how to use or how transactions process in QuickBooks. When it comes to integrating a third-party application, I recommend you to post your concern in our Intuit Developer Forum and interact with different experts to get the help you need. They're geared towards developing applications that integrate with QuickBooks. 

 

You can post your questions to this link: https://help.developer.intuit.com/s/

 

Feel free to post again if you have any other questions. Have a good day ahead. 

Anonymous
Not applicable

Creating Paycheck from Time Sheet data

@caresmartz360 

RE: Is there any way i send time sheet data from our system to QB software while keeping the checkbox "Use timesheet to create paycheck" ON ?? Why QB only accept data from our system to theirs ONLY IF THIS CHECKBOX IS OFF?

 

Yes, I think you can do this by following the QB rules to record time for employees that use time for payroll.  Key, likely, is that if the box is checked then you need to supply a payroll earnings item for the time, likely the primary earnings item set up on each employee record.

 

If the employee uses time, you must include a payroll earnings item. If they don't you must not.

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