Export Pay Period or Timecard Reports for QuickBooks* Import

IMPORTANT NOTE: QuickBooks has removed their "Timer Activities" import feature effectively disabling integration and imports for QuickBooks Desktop 2022 and later. If you are unable to integrate or import into QuickBooks, check your QuickBooks version for compatibility. If you are no longer able to follow the processes outlined below, we recommend reaching out to QuickBooks for support. 

The uAttend system has a fast and simple method for importing time activity data to QuickBooks desktop versions. There are a few things to set up on uAttend to make sure that the company information maps correctly to QuickBooks.

This article will walk through how to do the following setup and tests:

1. Setup QuickBooks Export in uAttend
   1. Find the Company Name and Company Create Time from QuickBooks.
   2. Find the Pay Codes in QuickBooks to use in uAttend.
2. Export Report from uAttend.
3. Import Report to QuickBooks Desktop.

Important Note

1. QuickBooks Payroll Items will be your uAttend Pay Codes
2. Customer Job in QuickBooks will be the uAttend Department

Setup QuickBooks Export in uAttend

Note: Each uAttend account is licensed to use CSV or Workwell Technologies export preferences. For all other choices, there will be a fee of $8.00 per month.

1. Go to Settings > Exports > QuickBooks 2012 & Later V5 (Enterprise) Custom Export or QuickBooks Enterprise 2018
2. The QuickBooks export will require the following information to match from your QuickBooks company file:
   
   
   1. Company Name -name as it appears on your QuickBooks company file.
   2. Company Create Time- see below to find your Company Create Time.
   3. Pay Codes- exactly as they have been set up in QuickBooks.
   4. Employee Names- to match exactly, duplicates may be created if they do not match.

Find the Company Name and Company Create Time from QuickBooks

1. In QuickBooks, go to File > Utilities > Export > Timer Lists. Choose a folder to save this file – you’ll need to open it in the next step.
   

1. Open the location of your newly saved file and right-click on it.
   1. They are located on the 2nd line and look like this:
      
   2. Choose Open With and select Notepad, you may need to click More Apps to find Notepad in the list.
   3. The output will have lots of information, but we’re only interested in the Company Name and Company Create Time.
2. In uAttend’s Export tab the Company Name and Company Create Time are copied into the corresponding fields shown in this image.
   
   

Find the Pay Codes in QuickBooks 

Note: uAttend Pay Codes are Payroll Items in QuickBooks.

There are a few places you can find these Items in QuickBooks.

1. Employees > Enter Time > Use Weekly Timesheet
   
2. Click on PAYROLL ITEM
1. Make a note of the drop-down list:
   
3. Update uAttend pay codes to match.
   
4. To enter a new Pay Code simply select the <Add New> option from the drop down and follow the steps
1. Select Hourly Wages. 
2. Select the type of time.
3. Enter the name of the Pay Code, this will need to match uAttend.
4. Select Expense Account.
5. The new added Pay Code will appear on your pay code list.
6. Update uAttend with the same name as the Pay Code item created. 

Export Report from uAttend

1. Click on the Reports tab.
2. Click on Pay Period Report.
3. Select the desired departments or the report runs for all departments.
4. Click on Run Report (In Orange, top right corner of the report).
5. Adjust to the appropriate pay period, if necessary by using the back arrow.
6. Click on Export from the upper right corner.
7. This will download a ".iif" file automatically if it doesn't check that all popup blockers are disabled.
8. You can click on Show in Folder to find where the file was saved, most browsers default location is the Downloads folder.

Import Report to QuickBooks Desktop

1. In QuickBooks choose File > Utilities > Import > Timer Activities.
2. You may see a popup screen like this, you can safely click OK or check Don’t display…
3. Select the export file from step 5 above.
1. If you see a warning about the import file being created by an old version of the Pro Timer you can click OK to clear it – the data will import normally.
4. The import will happen quickly then show you a screen that states Your data has been imported successfully!
5. Click View Report to see the data.
   
6. You can also go to the employee timesheets to view the data imported.
1. Click on Employees > Enter Time > Use Weekly Timesheet
7. Select an employee from the dropdown to view the imported time data

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Note: If you are getting errors stating “Payroll Item does not exist” go to the steps to add a new item in Find the Pay Codes in QuickBooks section above.

1. Payroll Items will be your uAttend Pay Codes
2. Customer Job will be the uAttend Departments.
   
   

Note: If you see an error stating Time Data is used to create paychecks and are prompted to edit time entry for an employee in QB follow these steps:

1. From the QB menu choose Employees and then Employee Center.
2. Double-click the name of the employee that is popping up.
3. Click the Payroll Info tab (down the left side).
4. Check the Use time data to create paychecks. This enables Payroll Items on the Timesheets in Quickbooks. Unchecking this will not allow pay codes from uAttend to import on Timesheets.
5. Click OK and try the import again.