TimeClock - Integrating with QuickBooks

Steps for integrating QuickBooks Desktop with Gradience

Compatible Desktop QuickBooks

All US editions of Desktop QuickBooks 2013 through 2016.

This documentation was produced using QuickBooks Pro 2015 and Gradience Professional 12.17.0403.12.

 From QuickBooks

1. Use one of the supplied sample companies.
2. Payroll should already be enabled for sample companies. Note, these instructions are for QA, customers must purchase and enable payroll if not already done. Note Payroll Center in the Employees section.
3. Enable Time Tracking by going to the Edit menu, then Preferences, scroll down to the bottom and select Time & Expenses, Company Preferences then select Yes for “Do you track time?”. Uncheck “Mark all time entries as billable (currently checked on screenshot).
4. Go to the employees section by clicking on Employees in the left hand menu. Note the date range in “Transactions” to the right of “This Calendar Year”.  We must use this date range for our testing. To make things easier when testing, select This Month for the date and use date ranges within the month.
5. If the testing employees don’t already exist, enter the employees into QuickBooks by clicking New Employee. Enter first and last name and SSN (SSN is required). Under Additional Information, enter the “Account No.” that matches the Gradience Employee Detail ID. Under Payroll Info, check Use time data to create paychecks. When prompted to enter Payroll Info, click Leave As Is.
6. Leave QuickBooks running.

From Gradience Pro

• The QuickBooks plugin must be “checked” during install.
• If you are unsure if the QuickBooks Plugin is installed; Note, these procedures may be different depending on the Operating System. Click on Start, Control Panel then Programs and Features. Right Click Gradience Professional and select change. On the setup wizard, click next, select change, select next again. You will now be on the Custom setup page. If the QuickBooks Plugin is already checked, it is already installed and you can click cancel. If it is not checked, check it, click next then install.  This will just install the missing plugin.
• Enter manual TimeClock Entries
  • From TimeClock Entries enter a work date range within the range determined in step 4 of From QuickBooks.
  • Click New/Enter Hours
  • Select a day and enter some random number of hours. Do this for several days for a proper test.
• From Time Card Runs, create a new run using date range from TimeClock Entries just created. Make sure the Batch State is completed.
• Export Time Card Run;
  • From Time Card Runs, select the newly created Time Card Run. Click on Export then select QuickBooks Pro.
  • Select the QuickBooks Company file and then click the “Open QuickBooks” button.
  • If this is your first time;

• Export Time Card Run;
  • From Time Card Runs, select the newly created Time Card Run. Click on Export then select QuickBooks Pro.
  • Select the QuickBooks Company file and then click the “Open QuickBooks” button.
  • If this is your first time;
    • Go back into QuickBooks (it may pop up automatically) where you will be prompted for access to Gradience Pro.
    • Select Yes, always; allow access even if QuickBooks is not running.
    • Check Allow this application to access personal data…….
    • Under Relate Time clock Payroll Code to QuickBooks Payroll Item, select the QuickBooks Payroll Item that matches the Gradience Payroll Code. You may also need to map the optional Time Clock Job Codes. Be sure to save your settings.
  • Once the company file is opened and the codes, mapped, click Export. If no errors, your data should now be available in QuickBooks.