Clockwise by GHG QuickBooks Import Tool Documentation and FAQ (desktop version only) Clockwise Timekeeping by GHG Corporation September 4, 2016
CONTENTS... 0 Contents... 1 Section I. Prerequisites... 2 1.1 Setting up your QuickBooks Company File Preferences... 2 1.1.1 Turn on Employee Time Tracking... 2 1.1.2 Update Display Employee List by: to Last Name... 3 1.1.3 Update each Employee record to Use time data to create paychecks... 4 1.2 Download & Install the Clockwise Import tool & QBFC10... 5 1.3 Creating Timesheet Export data file in Clockwise... 6 1.3.1 Admin (Create Timesheet data file from Clockwise)... 6 Section II Using the Clockwise Import tool to import Timesheet Data File from Clockwise online in to company QuickBooks file... 8 Section III Clockwise Import Tool FAQ... 12 Section IV Clockwise Troubleshooting guide... 14 Page 1
SECTION I. PREREQUISITES 1.1 SETTING UP YOUR QUICKBOOKS COMPANY FILE PREFERENCES (one-time only) 1.1.1 TURN ON EMPLOYEE TIME TRACKING 1. Login to your company QuickBooks file (desktop version) in single-user mode 2. Navigate to the Preferences menu (Edit/Preferences) 3. Locate the Time & Expense option (might have to scroll to the bottom) of the list 4. Click the Company Preferences tab 5. Select the check box Do you track time? 6. Hit Ok to complete this step Page 2
1.1.2 UPDATE DISPLAY EMPLOYEE LIST BY: TO LAST NAME 1. Navigate to the Preferences menu (Edit/Preferences) 2. Locate the Payroll & Employees option 3. Click the Company Preferences tab 4. Select the check box Last Name option next to the Display Employee List by: 5. Hit Ok to complete this step Page 3
1.1.3 UPDATE EACH EMPLOYEE RECORD TO USE TIME DATA TO CREATE PAYCHECKS 1. Click on the employee center under the Employee menu 2. Open an employee by double-clicking on the Employee name 3. Select the Payroll Info tab.. 4. Place a check in the box next to Use time data to create paychecks. 5. Complete this step for each employee. NOTE: You can add this feature to Defaults by going to Edit>Preferences and selecting Payroll & Employees. Select Company Preferences then Employee Defaults. Click the check box for Use time data to create paychecks and click the OK button. Page 4
1.2 DOWNLOAD & INSTALL THE CLOCKWISE IMPORT TOOL & QBFC10 The 2 files below can be found on our website http://www.goclockwise.com To locate the files below click the Contact menu link and then navigate to the Resources tab 1. Download and Run the QBFC10 file. Follow install wizard until install is complete. http://www.goclockwise.com/downloads/qbfc10_0installer.exe 2. Download and Run Clockwise Import tool http://www.goclockwise.com/downloads/clockwisetoquickbooks-tsimport- 1.4.2.msi After successful installation a Clockwise icon shortcut will on your desktop. Page 5
1.3 CREATING TIMESHEET EXPORT DATA FILE IN CLOCKWISE 1.3.1 ADMIN (CREATE TIMESHEET DATA FILE FROM CLOCKWISE) 1. Login to your Clockwise website https://clockwise-online.ghg.com a. Username: admin b. Password: admin 2. Create the data file for importing into QuickBooks. a. Navigate to the Accounting/Import Export menu b. Click Timesheets under the Exports section c. Select the following: i. Group containing the timesheet data from Clockwise to be imported into QuickBooks ii. Timesheet Ending Date for data to be imported into QuickBooks iii. Remove the check box from the Process Timesheets box iv. Click the Submit button Page 6
3. Save file to your desktop or any folder the tool can access. You may update the file name at this time. NOTE: For time to be exported, the timesheet must be either signed by the employee, approved by the manager, or both. Page 7
SECTION II USING THE CLOCKWISE IMPORT TOOL TO IMPORT TIMESHEET DATA FILE FROM CLOCKWISE ONLINE IN TO COMPANY QUICKBOOKS FILE 1. Open your company QuickBooks file in single user mode. 2. Click the Clockwise icon on your desktop to open the tool. 3. Click on Select a File Source: from hard drive 4. Choose the file you saved in the previous section (Section 1.1.3 /page 11/Step 3) 5. Click File Preview to view the data 6. Click Import 7. 1 st time use ONLY- Set Permissions in QuickBooks Company file. The first time you open the tool and attempt to import, you will be asked to confirm permissions with your QuickBooks file. a. Choose the Yes, whenever this QuickBooks company file is open option b. Check the box Allow this application to access personal data such as Social Security Numbers and customer credit card information. c. Click Continue Page 8
8. You will be asked to confirm at least once depending on your version of QuickBooks 9. Click Yes to proceed 10. You will now receive a confirmation screen similar to the screenshot below to confirm that permissions have been established in your QuickBooks Company file. Page 9
11. Upon completion of establishing permission settings, the Clockwise Import tool will continue to run. After successful completion of timesheet data from Clockwise into QuickBooks, the following screenshot will appear. 12. Confirm successful import of timesheet data from Clockwise into QuickBooks a. Navigate to Employee/Enter Time/Use Weekly Timesheet screen b. Navigate to one of the employees included in the timesheet import data c. Navigate to the Week Of for the timesheet period included in the timesheet import data Page 10
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SECTION III CLOCKWISE IMPORT TOOL FAQ How do I uninstall the QuickBooks Import Tool from my computer? From your Start Menu click on Control Panel under the Program Setting click on Uninstall a program. Find the QuickBooks Timesheet Import right click and click Uninstall. What are validation errors? (see section IV for examples of errors and troubleshooting suggestions. During the validation of the data in your Clockwise export file the timesheet import tool has found there are some inconsistencies between your Clockwise data and your QuickBooks data. Will the hours import into QuickBooks from Clockwise if there are validation errors? No, the QuickBooks Timesheet import tool will not allow the hours to import on to the QuickBooks timesheets successfully if there are validation errors. The QuickBooks Timesheet Import tool validates the data in Clockwise and your QuickBooks file matches exactly. Will Clockwise Technical Support help me with the Validation Errors? Yes, Clockwise Technical Support will provide insight and step-by-step instructions to fix all errors and answer additional questions to ensure a smooth import of timesheet hours into your QuickBooks company file. Does the import tool work for Windows and Mac? The import tool works for all Windows iterations (XP, 7, 8 and 10) but Mac computers require a Windows wireframe environment to run. Why is the import tool better than a straight.iif import? The Clockwise import tool validates the data to make sure that the employee exists and is able to have a timesheet, that the customer job/payroll item/service item are active and that the time entry isn t already posted. Do I have to talk to someone from Clockwise every time I run an import? Page 12
No. During the setup process your Implementation Rep will go over the steps at least once, if not more. But after you have mastered the import process (typically after a few pay periods), you can contact the support department with questions. Why did the import fail? If the import file failed, click the Error Log link at the bottom of the tool. It will tell you which line failed and why. See section VI for detailed error messages with suggested solutions for each possible error. What is the best way to review the text file? Clockwise recommends Notepad++ since it numbers the lines. You can also use the File Preview after you select the file to be imported. How do I import time for Vendors in QuickBooks? Make sure the Clockwise employee has Consultant selected as an Employee Type in their profile. To change the Employee Type for a Clockwise employee, go to Administrator>Employee Management and select the employee. Change Employee Type to Consultant and click the Save button. Also make sure that the Vendor Name in QuickBooks matches the Vendor Name field on the employee s profile in Clockwise. Page 13
SECTION IV CLOCKWISE TROUBLESHOOTING GUIDE Error: Solution: John Smith is not configured to have time data to create paychecks." The employee does not have the option enabled, "Use time data to create pay checks". To enable it, go to Employees>Employee Center and select the employee s name. Next, click the edit button. Click payroll info and click the check box for Use time data to create paychecks. Now click the OK button. Error: Solution: No match found (i.e. error(s) on line [1]; error detail: no match found for "ACME Pro:Project ABC" in QuickBooks system under "CustomerJob ) This is can be fixed by either changing the item s name in QuickBooks to match Clockwise or matching the Clockwise item to QuickBooks. Choose the system that has the name that needs to be corrected and save the new name. Error: Solution: No match found error? (i.e. error(s) on line [1]; error detail: no match found for "Smith, John" in QuickBooks system under "Employee/Vendor ) Clockwise only maps the first name, last name and middle initial of a QuickBooks employee and must be an exact match (i.e. by spelling, punctuation, spacing, and case). Only one character is allowed for the middle initial in Clockwise. If you have a period after the employee s middle initial in QuickBooks, this will cause the timesheet import to fail. To correct the employee s name in QuickBooks, go to Employees>Employee Center and select the employee s name. Next, click the edit button. When done, click the OK button. To change the employee name in Clockwise, go to Administrator>Employee Management and select the employees name. Here you can change the employees name and click the Save button. NOTE: If you need to make a change to a Clockwise item, you will need to generate another export from Clockwise after making your change before importing again. Page 14