Objective

The objective of this tutorial is to help you understand how to export and save a report to 'QuickBooks'.

Overview

Access from your: Computer
Applies to: Manager/Admin

With Humanity Payroll Providers, It is incredibly easy to export payroll reports and send them over to your payroll provider of choice, in this case it is 'QuickBooks'.
Humanity's payroll reporting integrates with the majority of leading payroll software and services.

Things to know before you begin:

  1. You must have a manager/admin access privileges in Humanity to export a report to 'QuickBooks'.
  2. You must get payroll settings codes from your payroll providers directly.

Export and Save A Report To QuickBooks

To setup "Humanity with QuickBooks", you must make sure that you have your staff in QuickBooks and their names matched as shown in Image 1.

Image 1

Note: It is case sensitive hence capital letters should also match.

Step 1: Click 'Payroll' module from the top-panel > Click 'Payroll Settings' tab from the left-hand side as shown in Image 2.

Image 2

Step 2: Select 'QuickBooks' from the listed payroll providers > Add the export settings for QuickBooks > Click 'Save Settings' tab as shown in Image 3.

Step 3: Select your required report > Select the options from the right-hand side according to your business requirement > Select your provider > Click 'Export' tab as shown in Image 4.

Image 4

Hour Codes

If you are starting with a new company file in QuickBooks then the three 'Hour Code' settings is not an issue and you can leave the three 'Hour Code' fields blank.
If you have an existing company file in 'QuickBooks' and have already set times or activities with a 'Payroll Item' assigned then you need to find the 'Payroll Item' that you have defined to use for your 'Regular Pay', 'Overtime Pay', 'Sick Pay' or 'Vacation Pay' as shown in Image 5.

Image 5

Notes:

  1. You can leave one blank in Humanity if you did not define one in QuickBooks.
  2. In Humanity, we just have 'Regular', 'Special' and 'Overtime' thus 'Sick Pay' and 'Vacation Pay' can be assigned to 'Special'.

To find your payroll item's or add new ones in 'QuickBooks':

Step 1: Go to 'Home' tab > Under 'Employees' tab > 'Enter Time' > Click 'Time/Enter Single Activity' as shown in Image 6.
 

Image 6

Step 2: Click the drop-down next to 'Payroll Item' to see the list of your payroll items along with the option to '<Add New>' as shown in Image 7.

Image 7

Note: If you have already defined your 'Payroll Items' then they should appear in a similar way depending on how you named them.
If you named them 'r' for 'Regular' and 'o' for overtime then in Humanity add 'r' under 'Regular Hour Code' and 'o' under 'Overtime hour code'.

Step 3: If you click '<Add New>' tab then add a new 'Payroll Item' by selecting 'Hourly Wages' or 'Salary Wages' then click 'Next' tab as shown in Image 8.

Image 8

Step 4: You may then select 'Regular Pay', 'Overtime Pay', 'Sick Pay' or 'Vacation Pay' and click 'Next' tab as shown in Image 9.

Image 9

Note: This is where you actually name your 'Payroll Item'. This name will become your hour codes that you enter in your Humanity QuickBook's settings. If you are setting up a regular hour item to track hours you can name it 'r' for example and click 'Next' tab as shown in Image 10.

Image 10

Now either select the 'QuickBooks' account that you would like this item associated with or click '<Add New>' to create a new one and click 'Finish' as shown in Image 11.

Image 11

Company name

The Humanity setting 'Company name' would be found in the top-left of your QuickBooks. In this case, it's 'Alex Company' as shown in Image 12.

Image 12

Company Created Time

To find the Humanity Setting 'Company Created Time': go to 'File' > 'Utilities' > 'Export' > 'Timer Lists' as shown in Image 13.

Image 13

Now save the document somewhere on your computer as per your convenience where you can find it as shown in Image 14.

Image 14

Right click the saved file and open the file with a text editor such as Notepad as shown in Image 15.
 

Image 15

Locate the 'Company Created Time' number under 'COMPANYCREATETIME' because of the tabs, the columns do not line up, however, it's the last one on the second line as shown in Image 16.

Image 16

Make sure the settings are correct for 'QuickBooks' company and you are ready to export a report in Humanity. 

Import to QuickBooks

Open the file from QuickBooks: Go to 'File' > 'Utilities' > 'Import' > 'Timer Activities' as shown in Image 17.

Image 17

Then select the file as shown in Image 18.

Image 18 

You might receive this warning > Click 'OK' as shown in Image 19.

Image 19

Click 'View Report' tab as shown in Image 20.

Image 20

You can see the imported time sheets under the 'Timer Import Detail' report as shown in Image 21.

Image 21

You can also go to the tab 'Calendar' under the right month as shown in Image 22.

Image 22

If you have any further queries, please don't hesitate to reach us at support@humanity.com. Happy Scheduling!

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