Desktop to Online imported projects from QB Time as Customers

SueQ · ‎August 22, 2023

We just transferred from desktop to online but it pulled all of our time card projects as customers. Does anyone know how to move them into projects? Even if I have to do them one by one, it will be better than it is right now. We can't hook into our new AMS system until I get this resolved and I am running out of time.

Nicole_N · ‎August 22, 2023

Hi, SueQ. You may notice differences in how your books appear when importing data. Let me share some insights about the time not showing under a specific project in QuickBooks Online (QBO).

Normally, projects are imported as customers or sub-customers from QB time to QBO. To move them into projects and associate the time, follow the steps below:

Step 1. Create a project profile in QuickBooks Online. For QuickBooks integrated accounts, add that project (as a customer) in QuickBooks first. It will be added as a Customer in QuickBooks Time. Here's how:

Go to the Projects menu.
Click New Project and enter a customer's name.
Select an existing customer from the list provided to use it for the project.
Then Save.

Step 2. Go to your QuickBooks Time account and unapproved the entry so you can edit and associate them under the project name being created. Here's how:

Go to Approvals.
Select the report dates, team members, and select Run Report.
To unapprove and unlock the team member's timesheet, select Unapprove.

Step 3. Edit the entry and associate it with the project name created as a customer in QBO.

Step 4. Approve the timesheet again.
Step 5. Import it into QuickBooks.

Once done, go back to your QBO account and review the time entries.

You can read more about QuickBooks project capabilities by checking out this article: Create and manage projects in QuickBooks Online.

Let me know if there are other things you need by commenting below. I'll be around to help. Take care.

SueQ · ‎August 24, 2023

Thanks for sharing your wisdom, Nicole,

The problem we are having is that the customers (should be projects) don't have a single customer to attach it to. For example, or annual conference is a project with multiple sub-projects, ie. financials, logistics, program, registration.... The staff uses the sub-projects to determine where their time is spent. The main project, the conference, is where income and expenses get classed to.

Also, we need the tracking on these projects done in desktop to stick when we do our first payroll in online in a few days.

I hope that makes sense.

Tori B · ‎August 24, 2023

Hi there, @SueQ.

Thanks for checking back with us. I want to ensure that I fully understand what you're asking.

Are you saying that you currently use QuickBooks Desktop and have it integrated with QuickBooks Time? Then the projects came to QuickBooks Desktop as customers and sub-customers? Or do you mean that when you tried to transfer your data from Desktop to Online your projects changed to customers? And now your QuickBooks Time won't integrate because Online isn't recognizing the projects because they are customers?

Any additional information that you can share to break this concern down a bit would be a great help in providing the best solution for you.

I'll be sure to keep an eye out for your response and look forward to helping you get this resolved. Take care!

SueQ · ‎August 24, 2023

Tori, I appreciate the help. It is the second scenario you mentioned. We just integrated from desktop to online and our time 'projects' are now all listed as customers in online. QB time isn't reading them and QB help has us very confused, from continuing in desktop to journal entering all of our payroll.

In the meantime, all my projects are stuck in customers and I can't integrate with the new AMS till I get them out of there. I can do them manually (it will take forever) but they don't connect to a specific customer and our old AMS was not connected to QB so there are no customers, only a handful of vendors. I am not sure how to make the projects.

KlentB · ‎August 24, 2023

I'm here to ensure that you can confidently integrate with the new AMS without further hindrance, SueQ.

When you move your QuickBooks Desktop company file, the system does its best to map the available data. Normally, jobs are converted to sub-customers or projects. However, if the project feature wasn't activated in QBO, they'll be automatically interpreted as main/parent customers during the migration.

To rectify this issue, we'll have to transfer your file again. This time, please make sure to enable the projects. Here's how:

Go to the Gear icon.
Choose Company settings, then select the Advanced tab.
Head to the Projects section. then click Edit to expand it.
Tick the Organize all job-related activity in one place option.
Hit Save, then OK to confirm.

As this process overwrites your current data, I recommend keeping a copy or screenshots of the transactions/entries entered since the initial transfer. Once you're all set up and ready, it's time to perform the migration.

Additionally, here are some articles that you can read to learn how to track your project’s profitability and convert sub-customers into projects:

Since you're new to QBO, I also encourage checking out our Getting Started Guide to learn the product basics.

Should you encounter any difficulties, questions, or uncertainties with other areas of the program, don't hesitate to reach out. Your satisfaction and a seamless experience are my top priorities.

SueQ · ‎August 24, 2023

KlentB,

We do have projects open now but if we migrate again, we will have to reenter all of July again, correct? Since switching over I had reconciled and finished all of Julys EOM. o if I understand correctly, I will have to reconstruct The last 3 weeks.

Also, in your directions you have a step 4 that I do not have. I have a toggle off or on only.

How will this effect QB time and the payroll? We have not had a payroll since we migrated.

Adrian_A · ‎August 24, 2023

I appreciate you for trying the steps shared by my colleague and for adding a screenshot, SueQ.

Yes, you're correct. Once the Project feature is turned on, you'll have to reenter the last three weeks worth of time. You can check this article for the detailed steps of the process: Create and manage projects in QuickBooks Online.

As for your second question, the steps shared by my colleague are for the QuickBooks Online Accountant version. The steps on your end are for the Plus and Advanced versions. Thus, it will not affect how your payroll and QuickBooks Time function.

Feel free to browse these articles as your guide to managing projects:

You can always post in the forum if you have other concerns with your QuickBooks Online and QuickBooks Time accounts.

SueQ · ‎August 25, 2023

Thanks everyone. We got the QB Time figured out last night and can-hopefully- run payroll. I think the easiest way to fix things now with the customer/project issue will be to do a second migration and just redo all of July when I do August.

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Desktop to Online imported projects from QB Time as Customers