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QuickBooks Desktop <> Transaction Importer Pro Setup

PickTrace uses  Transaction Importer Pro (T.I.P.) to import hours and employees from PickTrace into QuickBooks Desktop edition.

T.I.P. only allows you to run the tool on 1 computer per-license (you can de-activate it and re-activate it on a different computer though!) 

Things to note:

  • QuickBooks imports the records based on matching the employee name, so your name in PickTrace must be identical to the name in QB
  • QuickBooks requires that employees have "Use Time Data to Create Paychecks" enabled for all employees importing time data for
  • QuickBooks does not allow for a way to specify the "Workers Comp Code" with the imported data (though you can setup the employee's default Comp Code under "Employee Defaults")

Pre-Import Check List:

1) Validate that all employees in QB and in PT have the same names (first, middle & last!)

2) Ensure that all employees in QB have "Use Time Data to Create Paychecks"

3) T.I.P. Requires that there is an expense account named "Payroll Expenses", this can be found under the "Chart of Accounts" in QB

4) Edit the T.I.P. shortcut to include "/TIME_RATE"

Here is how to enable "Use Time Data to Create Paychecks" as the default for newly created QB employees:

In order to export data from PayClock to QuickBooks, QuickBooks must be setup to track time and use time data to create paychecks. To do so:

  1. In QuickBooks, click Edit > Preferences.
  2. Click Time Tracking > Company Preferences.
  3. Click Yes for "Do you track time" and choose the first day of the week. 
  4. Click OK to save the changes. 
  5. Click Edit | Preferences.
  6. Click Payroll & Employees > Company Preferences > Employee Defaults (this is a button)  
  7. Check in Use time data to create paychecks
  8. Click OK to save the changes. 
  9. Close the Employee Defaults window. 
  10. Click OK to save the changes. 
  11. Close the Preferences window.

Also make sure that each employee is setup to  use time/data to create paychecks.

Here is how to enable "Use Time Data to Create Paychecks" for existing employees:

  1. In QuickBooks open the employees list
  2. Double click an employee
  3. Click the "Payroll Info" tab
  4. Make sure the "Use Time Data to Create Paychecks" checkbox is checked
  5. Click save and close

Here is how PickTrace will map jobs & pay groups to corresponding QuickBooks Payroll Items and Classes:

The only REQUIRED change to PickTrace is to put the QB Payroll Class in the pay-group's info field. 

Without making any further changes to PickTrace or this report the default settings will do the following:

Hours worked will be imported using a payroll item named after the job and rate paid at. 

  • E.g. a job called "At Work" that is paid at $10.50 (the $10.50 can be defined on either the job/paygroup, doesn't matter) would import under a payroll item "At Work [RH 10.50]" RH = regular hours and 10.50 is the rate. Overtime and Doubletime is imported the same, but instead of "RH" it has "OT" and "DT" respectively. 

Piece Work is imported very similar, an employee with 100.00lbs @ $1/lb that worked 6 hours @ 10.00 hour in a job called Picking would come across as: 

  • "Hours Worked [0.00]" #this is so the total hours can be output on the check but not paid since they surpassed min wage 
  • "Picking [PW 1.00]" #duration = 100 

If the piece rate was instead $.50/lb they would have failed to meet minimum wage and the import would then be: 

  • "Hours Worked [0.00]" #this so the total hours can be output on the check but not paid since they surpassed min wage 
  • "Picking [RH 1.00]" #duration = 100 
  • "Minimum Wage Adjustment [1.00]" #duration = 10.00 

So basically we would have this: 
Hours Worked = 6 hours
Picking = $50.00
Min Wage Adjust = $10.00 (b/c 6hrs * 10/hr = $60.00 - $50.00 = $10.00)


Available Configuration: 

Alternatively the payroll item format below may be used, a "%s" (no quotes) may be inserted into the payroll item name to have the rate inserted into the name) This report tries to use the modifier's info field first, then the job's info field, then defaults to the paygroup if the job's info field is blank.
The format of the info field is a semicolon delimited list of arguments: 

Key Description
CLASS The QB class this item should be imported under (QB class list)
RH The QB payroll item that regular hours should be imported under
OT The QB payroll item that overtime hours should be imported under
DT The QB payroll item that doubletime hours should be imported under
PW The QB payroll item that regular piecework should be imported under
PO The QB payroll item that overtime piecework should be imported under (if not specified, PW is used)
PD The QB payroll item that doubletime piecework should be imported under (if not specified, PW is used)
MWA The QB payroll item that minimum wage adjustments should be imported under
APH The QB payroll item that "All Piece Hours" should be imported under, in QB this payroll item should be paid at 0.00, this is just to output the information on the pay-stub if needed

Ex1: "CLASS=Blueberries; RH=Piece Work RH; OT=Piece Work OT; PW=Piece Work %s"

If a key is not specified, it will use the DEFAULT value if available, or throw an error in the report if there is no viable default

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