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andy-mcwilliam
Level 3

Inaccessible Lists

Hi,

 

I'm actually trying to edit a list of employees for use with the Project Hourly Cost Rate function. In doing that I realise there are several important lists that you might want to edit, but that you can't seem to access. Donors, Suppliers, Employees are all in this category. If you create a new expenditure, for example, the Payee drop-down gives you a list of all 3. But there appears to be no way to access those lists directly. This doesn't matter too much for Donors and Suppliers, you can always add a new name to the list, although you can't modify a name if it changes. But with Employees, you need to be able to keep an up to date list. At very least you need to be able to Modify a name, and a Make Inactive would also be very useful.

 

Does this functionality already exist? If so, where? If not, please Intuit, add it. Certainly the Employee aspect is key to making use of the Project facility (which potentially is great).

 

(For reference, I'm using QB Plus. I do not have, and do not want the Payroll add-on.)

 

Thanks,

 

Andy

4 REPLIES 4
Divina_N
QuickBooks Team

Inaccessible Lists

Look no further, @andy-mcwilliam.

 

Are you referring to viewing the names under your list of Employees, Suppliers and Donors? If so, you can run a report to see the names under these lists. Follow along below to get started:

  1. Go to the Reports menu.
  2. From the search bar, enter Supplier Contact list (for suppliers), Customer Contact list (for donors) and Employee Contact list (for employees).
  3. Click the report to open.
  4. If you want to update their information, just click on the names.

 

For your reference, please visit this article: Run reports in QuickBooks Online.

 

You also can add names easily under these categories by going to the Employees (adding new employee), Expenses (adding new supplier) and Sales (adding donors) menu in QuickBooks. 

 

I also encourage you to visit our QuickBooks Blog site so you'll be updated about the latest news and product developments. 

 

Feel free to post here again if you need further assistance in accessing lists in QuickBooks. I'll be around to help. Have a good one. 

andy-mcwilliam
Level 3

Inaccessible Lists

Hi DivinaMercy,

 

Thanks for your reply, which is helpful as far as it goes. But it still doesn't address the issue of editing the employee list, if you don't have the Payroll option. (Your 'Employees' link takes you to instructions that assume you have Payroll. And the 'Edit Employees' link within that does the same.)

 

You can add employees, without Payroll, by going into the Projects dashboard (assuming you have Projects turned on), Click on the Hourly Cost Rate button, and you have a list of Employees, and the opportunity to add more. But what you don't have is the ability to edit the list of Employees, or 'hide' names that are no longer in use. This ability to manage the Employee list, without Payroll, is key to exploiting the benefits of the Projects view to the maximum.

 

I'm sure it wouldn't be a big job to add those options in on the Projects/Hourly Cost Rate dialog.

 

Thanks,

 

Andy

IamjuViel
QuickBooks Team

Inaccessible Lists

I'm here to share additional information, @andy-mcwilliam.

 

You can manage the employee's information and status from the Employee's window. I can walk you through in doing so.

  1. Go to the Payroll menu.
  2. Locate the name of the employee you want to modify.
  3. From the Action column, click the Edit link. 
  4. Modify your employee's information.
  5. Also, you can click the Make inactive button. 

You'd want to make sure that the customer does not have any unbilled charges so you'd be able to complete the process. Also, once completed, the employee's name names will still appear in your reports, but will be marked with an asterisk or Deleted to indicate they're no longer active. Lastly, you'll no longer be able to charged or create transactions for the worker. You can read through these articles for more detailed insights: 

Keep me posted if you have other questions or concerns. I'll be always here to help you. Have a great day ahead!

andy-mcwilliam
Level 3

Inaccessible Lists

Hi,

 

I think I've managed to answer my own question in the end. The key issue was to edit the Employee List without the Payroll option.

 

The solution: Go to the report Employee Contact List (Standard Report, in Employees group). Hover over any name in the list and a link appears. Click the link and you get an editable info page for that employee. Make any changes or additions, then click on Save. There is also a useful 'Make Inactive' button on this page.

 

You can't add a new Employee that way though. To Add a new Employee click on Projects in the main left-hand menu. (If you haven't got Projects turned on, do so in Accounts and Settings/Advanced.) Now click the Hourly Cost Rate button at the top-right of the Projects screen. Not only does this allow entry of hourly rates against existing employees, it includes an Add Employee button. 

 

Why is this useful? Staff can fill in a time-sheet (+ New / Weekly Timesheet). Top-left on the timesheet is a drop-down menu to select the employee. (The list continues on to Suppliers, but fortunately Employees are at the top.) The timesheet pulls up the hourly rate for the selected employee (as entered on the Projects screen). The timesheet allocates time to specific Donors or Projects, and also allocates the corresponding time-cost to the Project. If you then look at the costs of a particular Project (in the Projects view), these costs show up. Unless you tick a 'Billable' box, these costs are not charged to donors/customers. Neither do they show up for example on a Profit and Loss report. There can therefore be a separation between project time-costs on the one hand, and actual remuneration to staff on the other. This can be useful in some circumstances.

 

Hope this helps a few people...

 

Andy

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