Using software with QuickBooks Desktop or QuickBooks Enterprise

Add Payroll Items on Employee level

Clock Wares System have 3 generic paycodes: Regular(REG), Overtime(OT) and Double time(DT).

If you want to set paycodes on employee level, please follow below steps:

• Navigate to Settings->Custom fields

• Add 3 custom fields with dropdown type:

  • code = QB_EMP_PAYROLL_ITEM_REG, name/text = QB Payroll Item REG, type = dropdown, values = paycodes with comma separated

  • code = QB_EMP_PAYROLL_ITEM_OT, name/text = QB Payroll Item OT, type = dropdown, values = paycodes with comma separated

  • code = QB_EMP_PAYROLL_ITEM_DT, name/text = QB Payroll Item DT, type = dropdown, values = paycodes with comma separated

• Now navigate to employees->edit employee->custom fields-> set custom paycodes from dropdown list on employee level and click on update employees.

Activate Time Tracking in Intuit QuickBooks Desktop/Enterprise

In Intuit QuickBooks go to

Edit -> Preferences -> Time and Expenses

Select Company Preferences.

Set Time Tracking to Yes, specify first day of work week

Import into Intuit QuickBooks Desktop

Download Intuit QuickBooks Export file for specific pay period under Export section. This will download a file with name Intuit QuickBooks desktop-startdate-enddate.IIF, where startdate is your paycycle start date and end date is your paycycle enddate.

In your Intuit QuickBooks go to File->Utilities->Import->IIF files.

Select this file Intuit QuickBooks  desktop-startdate-enddate.IIF to upload time activities.

Caution: Do not import the same file or updated file with same date multiple times. Intuit QuickBooks Desktop will create a new entry for the same date every time data is imported using IIF files leading to duplicate time entries for the employees.

Troubleshooting 

1. [ERROR] TimeTrackingAdd request has the checkbox "Use time data to create paychecks" set to the Unknown state.

• In Intuit QuickBooks Desktop, go to the Employee Center.

• Select the edit icon corresponding to one of the employees.

• Select the Payroll Info tab.

• Below the Earnings box, make sure that the Use Time Data to Create Paychecks box is checked.

• Make sure the employee is assigned to the payroll schedule that you are running payroll for.

• Select Save.

2. [ERROR] MiddleName exceeds the maximum length of 5 characters [11304]

• Please make sure the employee's middle name must be 5 characters long maximum.

• The employee name must match what you have in Intuit QuickBooks Desktop and time-tracking software.

3. [ERROR] The record at (or starting at) this line could not be imported. There is an invalid reference to Intuit QuickBooks Payroll Item Wage "Regular" in the TimeTracking.  Intuit QuickBooks error message: Invalid argument.  The specified record does not exist in the list. [3140]

• The Payroll items must match with Intuit QuickBooks Desktop and time-tracking software.

• As per the above example payroll item "Regular" not exists under Intuit QuickBooks Desktop. 

• Please exact match employee's assigned payroll items from Intuit QuickBooks Desktop to time-tracking web software.