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
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Clockwise By GHG | (281) 938.1397 | [email protected] | www.goclockwise.com
SECTION I. PREREQUISITES
1.1 SETTING UP YOUR QUICKBOOKS COMPANY FILE PREFERENCES
(one-time only)
1.1.1 TURN ON EMPLOYEE TIME TRACKING
1.
2.
Login to your company QuickBooks file (desktop version) in single-user mode
Navigate to the Preferences menu (Edit/Preferences)
3.
4.
5.
6.
Locate the Time & Expense option (might have to scroll to the bottom) of the list
Click the Company Preferences tab
Select the check box “Do you track time?”
Hit “Ok” to complete this step
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1.1.2 UPDATE “DISPLAY EMPLOYEE LIST BY:” TO LAST NAME
1.
2.
3.
4.
5.
Navigate to the Preferences menu (Edit/Preferences)
Locate the Payroll & Employees option
Click the Company Preferences tab
Select the check box “Last Name” option next to the “Display Employee List by:”
Hit “Ok” to complete this step
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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.
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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-TSImport1.4.2.msi
After successful installation a Clockwise icon shortcut will on your desktop.
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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
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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.
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SECTION II – USING THE CLOCKWISE IMPORT TOOL TO IMPORT TIMESHEET DATA
FILE FROM CLOCKWISE ONLINE IN TO COMPANY QUICKBOOKS FILE
1.
2.
Open your company QuickBooks file in single user mode.
Click the Clockwise icon on your desktop to open the tool.
3.
4.
5.
6.
7.
Click on “Select a File Source: from hard drive”
Choose the file you saved in the previous section (Section 1.1.3 /page 11/Step 3)
Click “File Preview” to view the data
Click “Import”
1st 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
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8.
9.
You will be asked to confirm at least once depending on your version of QuickBooks
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.
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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.
c.
Navigate to one of the employees included in the timesheet import data
Navigate to the “Week Of” for the timesheet period included in the timesheet import data
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SECTION III CLOCKWISE IMPORT TOOL FAQ
Question:
How do I uninstall the QuickBooks Import Tool from my computer?
Answer:
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.
Question:
What are “validation errors?” (see section IV for examples of errors and troubleshooting
suggestions.
Answer:
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.
Question:
Will the hours import into QuickBooks from Clockwise if there are validation errors?
Answer:
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.
Question:
Will Clockwise Technical Support help me with the Validation Errors?
Answer:
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.
Question:
Does the import tool work for Windows and Mac?
Answer:
The import tool works for all Windows iterations (XP, 7, 8 and 10) but Mac computers
require a Windows wireframe environment to run.
Question:
Why is the import tool better than a straight .iif import?
Answer:
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.
Question:
Do I have to talk to someone from Clockwise every time I run an import?
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Answer:
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.
Question:
Why did the import fail?
Answer:
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.
Question:
What is the best way to review the text file?
Answer:
Clockwise recommends Notepad++ since it numbers the lines. You can also use the “File
Preview” after you select the file to be imported.
Question:
How do I import time for Vendors in QuickBooks?
Answer:
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.
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SECTION IV CLOCKWISE TROUBLESHOOTING GUIDE
Error:
John Smith is not configured to have time data to create paychecks."
Solution:
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:
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”)
Solution:
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:
“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”)
Solution:
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.
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