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Enable QuickBooks Payroll Export and define Payroll Period

  1. Open Configuration > Company Profile > Preferences > Human Resources User selects the Payroll Period of Weekly, Bi-Weekly, Semi-Monthly or Monthly 
    1. User select the first date of the first Payroll Period to be used for payroll export.   This will impact the date selection in the Payroll Export process.  Ie. If Feb 1 is selected, and Weekly is the Payroll Period, then the Payroll Export date selection process will only allow the user to select Feb 1, Feb 8, Feb 15, etc. as the starting date in the date range, and Feb 7 will be automatically displayed as the last date, etc.   

       

Updating Labor Profiles - Include in Payroll

The Payroll Export requires specific settings in the Labor Profile to indicate if the labor resource hours should be included in Payroll.

  1. Open the Labor Resource Profile. 
  2. Check box if the resource is Employee or Contractor.  Only Employees can be included in the Payroll workflow.
  3. Check box Include in Payroll, if the resource is an Employee and should be included in payroll.  If this box is not checked, the resource hours will not be included for export to payroll.

 

Configuring 4castplus Data

There are data fields in 4castplus that correspond to data fields in QuickBooks.  In order for the import of payroll data to succeed, these data fields must be set up identically in both systems.

1)       Employee Name

2)       Customer Name

3)       Project Name or Code (Job in QuickBooks)

4)       Rate Types

5)       In QuickBooks, ensure that Employee record has Use time data to create pay cheques checked

If you are using the Quickbooks App Link for Invoicing as well as the App Link for Payroll, you will want to disable your Billing Rates in QuickBooks, to ensure that payroll transactions do not initiate an invoicing charge in QuickBooks, 

1)       Billing rates must not be set up in QuickBooks.  (Note: if Billing rates are set up in QuickBooks, a revenue transaction will be created in QuickBooks upon export of Payroll, and the again upon export of Billing)

 

Prepare Hours for Payroll

Prior to exporting Hours for Payroll, you will want to ensure that all hours in the system have been approved (or submitted, if approvals workflow has not been enabled).

In Business Intelligence > Finance/HR, select Labor Resources Payroll Management.

  1. Select the Date.  When the Date is selected, the Payroll Date Range that includes the selected Date will be displayed.
  2. Select/de-select Show Active and/or Show Terminated. These fields allow you to prepare payroll including hours for resources that may have been made inactive or terminated, during the payroll period.
  3. The grid refreshes with requested data.
    1. If there are Un-submitted, Unapproved or Rejected hours, an alert is provided “There are [Un-submitted], [Unapproved], [Rejected] hours for the period selected.”
    2. Resources are displayed in the grid, per the filter selection. 
      1. Resources are presented with a selection box and a Select All option in the column heading.
      2. If the resource time has been submitted to the App Link for Payroll, the time is available for unsubmitting in 4castplus provided that the time has not been exported from the App Link for Payroll to QuickBooks.  Thereafter, it cannot be unsubmitted, is displayed as non-editable and the appropriate column is checked.
      3. Contractor resources appear with a checkbox in the Contractor column.
    3. All active hourly-based Labor Rate Types are displayed in the columns.  i.e. HR, Daily.  Hour-based Rate Types are displayed at their hourly equivalents i.e. Daily is displayed as converted to Hours. 
    4. The status of the payroll hours is displayed across the following columns:
      1. Total Entered.  Total of all hours entered on Labor Timesheets (My Timesheet, TimeKeeper and Jobsite Timesheets)
      2. Total Submitted.  Total of all hours submitted from Labor Timesheets.
      3. Total Approved.  Total of all hours approved from My Timesheet and Jobsite Timesheets.  Note: the TimeKeeper timesheet does not go through an approval process.  Hours from the TimeKeeper will not be included in Total Approved.
      4. Total Unapproved: Total of all hours unapproved from My Timesheet and Jobsite Timesheets.  Note: the TimeKeeper timesheet does not go through an approval process.  Hours from the TimeKeeper will not be included in Total UnApproved.
      5. Total Rejected.  Total of all hours rejected from My Timesheet and Jobsite Timesheets.  Note: the TimeKeeper timesheet does not go through an approval process.  Hours from the TimeKeeper will not be included in Total Rejected.
      6. Total Submitted for Payroll.  Total of all hours submitted for export to the App Link for Payroll.  Until time has been exported from the App Link for Payroll to QuickBooks, it can still be Un-submitted in 4castplus.
      7. Total Exported for Payroll.  Total of all hours exported from the AppLink for Payroll to QuickBooks.  Once hours have been fully exported to QuickBooks, they can no longer be un-submitted in 4castplus.
  1. Select Payroll Report to view resources requiring hours management for the time period selected.  The Payroll Report is split into three tabs – Hours, Projects and Status. 
          a. The Hours tab provides a breakdown of the Payroll hours between Rate Types, Billable, Project Non-Billable and Overhead Hours.
          b. The Projects tab provides a breakdown of the Payroll hours over all Projects.
          c. The Hours Status tab provides details on the submission/approval status of all labor timesheet entries for the date range.

 

 

Export Hours to App Link for Payroll

Once Timesheet data has been fully approved (or submitted, if Approvals are not enabled), payroll time is ready for export to the App Link for Payroll. 

  1. User submits Payroll information.
    1. Select All resources for payroll submission or select specific resources. 
    2. Click on Submit button.  The following alert is displayed ‘The hours for this time period have now been Submitted.  These hours will no longer be available for editing.  Are you sure you want to continue?’  Select Yes or No.    
    3. Once Submitted to the App Link for Export to Payroll, the Unsubmit button will still be available to the user, to allow user to unsubmit from Payroll and allow further editing.
    4. All resources that have been submitted will now appear as non-editable, with a checkbox in the Submitted column. 

 

Export hours from App Link for Payroll to QuickBooks

  1. Ensure that all three applications are open:  4castplus, the 4castplus App Link for QuickBooks and QuickBooks.
  2. In the App Link, select Start.  Select the Payroll Integration module.

The first time you use the App Link for Payroll, you will need to Configure, or map, the fields in 4castplus to the fields in QuickBooks.

  1. Select Configure.

 

  1. Map 4castplus Employee Name (non-contractor labor resources) to QuickBooks Employee Name
  2. Map Customer Name or Customer Code in 4castplus to Company Name or Customer Name in QuickBooks
  3. Map Project Name or Project Code in 4castplus to the QuickBooks Job Number

Once you have configured or mapped your 4castplus and QuickBooks data fields, you are now ready to use the App Link for export of Payroll hours to QuickBooks.

  1. In the App Link, select Start
    1. Once hours have been submitted for export, they will appear in the App Link Payroll module.

  1. Select the pay period to export and select Export.
  2. A confirmation screen with the Employee Details (Name, Project and Resource Class) and Total Hours is presented.  Select OK to complete Export. 
  3. When the Export is complete, a confirmation alert is presented, with the Payroll Export ID associated with the export.
  4. In Business Intelligence > Finance/HR Reports, select Payroll Export Audit Trail.
    1. All payroll periods that have been exported to QuickBooks are displayed with the Export ID for each export displayed under Document #.
    2. Expand the Document to see the individual resources and time included in the Export.

 

 

QuickBooks data fields > 4castplus data fields

Both QuickBooks and 4castplus use the same data fields, but the terminology in the two systems is different.  Below is an outline of what the QuickBooks field is named, and what the corresponding 4castplus data field is called.

  1. Name = Resource Name.  This will need to be set up in both QuickBooks and 4CP in order for a successful import
  2. Customer: Job = Customer: Project.  This will need to be set up in both QuickBooks and 4CP in order for a successful import
  3. Service Item = Resource Class.  This will need to be set up in both QuickBooks and 4CP for successful import.  Note: the QuickBooks Live Link for Billing includes a mapping of the QuickBooks Resource Class to the QuickBooks Items List (Service Items).
  4. Days: Timesheet Day.
  5. Total:  Not imported, the Payroll value is calculated in QuickBooks.  The Export of Payroll from 4castplus exports hours only, not payroll cost.
  6. Billable:  Not imported, billable transactions/values are imported through the QuickBooks App Link for Invoicing workflow.

 

 

 

 

 

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