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Copyright © 2002 Replicon, Inc. All rights reserved.
All parts of this manual are the property of Replicon, Inc.
No parts of this manual may be reproduced in any manner
whatsoever including mechanical or electronic media such
as disk or tape. No part of this manual may be transmitted
in any form by any means without the written permission of
Replicon, Inc.
Web TimeSheet is a registered trademark of Replicon, Inc.
All other products are registered trademarks or trademarks
of the respective companies.
Contact Information
Replicon, Inc.
830, 910 - 7th Ave. S.W.
Calgary, Canada T2P 3N8
Direct:
1-403-262-6519*
Toll Free in North America:
1-877-737-5420
Toll Free in Europe:
00-800-7375-4266
Toll Free in Australasia:
011-800-7375-4266
Fax:
1-403-233-8046
http://www.replicon.com
[email protected]
Contents
Chapter 1 - Installing the QuickBooks Module
1
Introduction ........................................................................ 1
Installing the QuickBooks Module ...................................... 1
Accessing the QuickBooks Module .................................... 3
Preparing the Report Data for Export ................................. 3
Chapter 2 - Using the QuickBooks Module
3
Exporting Data to QuickBooks ........................................... 3
Chapter 3 - Field Relationships
4
Chapter 1 - Installing the QuickBooks Module
Note ...
Introduction
Make sure you install
Web TimeSheet 4.5
before installing the
Web TimeSheet
QuickBooks module.
The Web TimeSheet QuickBooks module allows you to
generate a report of Web TimeSheet data and export the
information to a .iif file that can be opened in Intuit QuickBooks.
Before installing the Web TimeSheet Quickbooks module for
4.5, make sure you have already installed Web TimeSheet 4.5.
The Web TimeSheet QuickBooks module will need to be
installed in the Web TimeSheet 4.5 directory.
Installing the QuickBooks Module
This section explains how to complete the installation of the
QuickBooks add-in module for Web TimeSheet 4.5.
You will need to purchase the Web TimeSheet QuickBooks
module and obtain the QuickbooksAccess45.exe or
QuickbooksSql45.exe file from Replicon Customer Support.
The database version for Web TimeSheet QuickBooks should
be the same as your Web TimeSheet database (Access or
SQL).
3. Next you will need to specify the directory where the Web
TimeSheet QuickBooks module should be installed. The
installation wizard does not provide a default directory.
The Web TimeSheet QuickBooks module must be
installed in the root of the Web TimeSheet directory. Use
the Browse button to locate the Web TimeSheet directory.
The Installation Wizard will guide you through the installation
process.
1. Stop the service associated with Web TimeSheet and
back up the Web TimeSheet database.
2. Launch the QuickbooksAccess45.exe or
QuickbooksSql45.exe file (depending on your version of
Web TimeSheet). The Welcome screen is displayed.
1
4. Click the Next button on the Choose Destination
Location screen to continue with the installation.
5. Now you are ready to install the Web TimeSheet
QuickBooks module. Click the Next button to start the
installation.
6. When the installation is complete, click the Finish button
to close the Installation Wizard.
2
7. Restart the Web Timesheet service. You are now ready to
use the Web TimeSheet QuickBooks module.
Chapter 2 - Using the QuickBooks Module
Accessing the QuickBooks Module
The Web TimeSheet QuickBooks module is accessible as a
report from within Web TimeSheet. You can access this report
as follows:
1. Log in to Web TimeSheet and click on the Reports tab at
the top of the screen.
2. Select Quickbooks Export (under the QuickBooks
heading) from the side menu.
Preparing the Report Data for Export
Before exporting Web TimeSheet data to Intuit QuickBooks, you
must set up the report. You can set up the following reports:
•
Timesheet Export (sends data to the Intuit QuickBooks
Timesheet module, and then the client invoice)
•
Time Off Export (sends data to the Intuit QuickBooks
Timesheet module)
•
Expense Export (sends data to the Intuit QuickBooks
vendor bills)
For the Expense Export, you must first define User Defined
Field #10 for clients, which is mapped to the Accounts Payable
Name field in Intuit Quickbooks (refer to the Web TimeSheet
User Manual for instructions on setting up user defined fields).
To set up data for export, select the appropriate export report
from the side menu. Then follow the instructions below:
1. Select the appropriate timesheet period and specify
whether you want to include all timesheets (expense
sheets, if youre exporting expense information), or only
those which have not yet been exported.
2. Click on the Settings button and select the fields you want
to export (you will not be able to change the settings for
mandatory fields - these fields are always selected). Each
option includes both the name of the Web TimeSheet field
and the corresponding field in Intuit QuickBooks. Refer to
Chapter 3 - Field Relationships for further information
about the Web TimeSheet and Intuit Quickbooks fields.
3. Make sure you enter the correct information in the fields
towards the bottom of the Settings pop-up window
(Company Name, Company Id, Ver, and Rel).
The Company Id is a unique number that identifies your
organization in your version of Intuit QuickBooks. To
locate this number, run Export Lists for Timer... in Intuit
QuickBooks and open the resulting .iif file (by default the
file name is timer.iif).
4. Click the OK button to save your settings. If you made a
mistake, you can click the Reset button to restore the
previous settings or click the Cancel button to close the
Settings window and return to the QuickBooks Export
report screen.
Exporting Data to QuickBooks
Once you have set up your report, you are ready to export the
data to Intuit QuickBooks. To export the data, simply click the
QuickBooks button at the top of the report.
Only data for approved timesheets/expense sheets will be
included in the export.
When you export the data, Web TimeSheet will create a .iif file
that can be opened in Intuit QuickBooks and accessed through
either the timesheets or time reports.
Note ...
If you are exporting
time off data (Time Off
Export report), be
aware that only
approved timesheets
will be included in the
report and exported to
Intuit Quickbooks.
Time off hours are
identified as nonbillable when exported
to Intuit Quickbooks.
Before exporting
expense information,
you must set up User
Defined Field #10 for
clients, which is
mapped to the
Accounts Payable
Name field in Intuit
Quickbooks. Refer to
the Web TimeSheet
User Manual for
further information
about creating user
defined fields.
Intuit Quick Books
does not allow a name
to be used in more
than one list. Please
make sure you do not
use the same name
for customers (client
name in Web
TimeSheet), vendors
(expense description),
or items (project
name/task name).
3
Chapter 3 - Field Relationships
The following table specifies which Web TimeSheet fields can be exported to Intuit Quickbooks. The report name refers to the
report where each field is available for export.
4
Report Name
Web TimeSheet Field
Intuit Quickbooks Field
Timesheet Export
User Name
Emp
Timesheet Export
Entry Date
Date
Timesheet Export
Client Name
Job
Timesheet Export
Client Project
Job
Timesheet Export
Project Name
Item, Proj
Timesheet Export
Billable
Billing Status
Timesheet Export
Task Name
Item, Proj
Timesheet Export
Role
Item
Timesheet Export
Total Hours
Duration
Timesheet Export
Comments
Note
Time Off Export
User Name
Emp
Time Off Export
Entry Date
Date
Time Off Export
Total Hours
Duration
Time Off Export
Comments
Note
Expense Export
Client User Defined Field 10
Accounts Payable Name
Expense Export
Expense Sheet Amount
Bill Amount Due
Expense Export
Expense Sheet Date
Bill Date
Expense Export
Expense Sheet Description
(limited to 30 characters)
Vender Name
Expense Export
Expense Client
Expense Customer
Expense Export
Expense Code
(limited to 30 characters)
Expense Account Name
Expense Export
Expense Entry Amount
Expense Amount
Expense Export
Expense Entry Description
Expense Memo
© 2002 by Replicon Inc. All rights reserved.
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