Tips & Tricks

Virtual TimeClock Tips & Tricks - July 2012

I’m happy to announce that Virtual TimeClock ‘12 has been tested with OS 10.8 Mountain Lion and is compatible. In addition, the 1.4 release we posted last week has an updated installer that works with the new OS 10.8 Gatekeeper feature and a new auto close timer in the Preferences window that allows you to adjust the time needed to clock in and out before the User Status window closes.

Feature Spotlight – Payroll Integration
In this month’s newsletter, I want to talk about one of my favorite Virtual TimeClock features: payroll integration. Here are three reasons why I think payroll integration is an awesome feature.

  1. It saves time because you don’t have to manually enter employee hours into your payroll system.
  2. It eliminates data entry errors because there’s no risk of transposing numbers.
  3. It creates an automated flow of information between your time clock software, payroll software, and accounting software.

Virtual TimeClock allows you to export a specially formatted time clock file for popular payroll programs like SurePayroll®7, Paychex®4, PayChoice®5, AccountEdge®1, and CheckMark®3 Payroll. This file contains all you need to import regular hours, overtime hours, and paid leave hours like vacation, sick time, and personal time into your payroll system. Virtual TimeClock ‘12 introduced the newest member of our payroll integration team: QuickBooks®6. Unfortunately, QuickBooks® for Mac is limited to Intuit® Online Payroll which doesn’t support the importing of timer activities.

QuickBooks® Integration Setup
Virtual TimeClock will export employee hours into your QuickBooks® Weekly TimeSheets. But you must complete a one-time setup first. There’s some information from QuickBooks® that Virtual TimeClock needs before you can create your first export file and run payroll. Here’s an overview.

  • Open your QuickBooks® preferences and enable time tracking – This tells QuickBooks® to get payroll hours from your Weekly TimeSheets .
  • Export your Timer Lists file – This allows Virtual TimeClock to create an export file with all your correct QuickBooks® company information.
  • Export your Payroll Items – These will be needed for linking Virtual TimeClock export fields to the corresponding fields in QuickBooks®.
  • Export your QuickBooks® users – This will make sure the employee names in your time clock match the names in QuickBooks® exactly. You’ll see the importance of this later.

Here’s a quick Tip:
Follow the instructions for QuickBooks® Time Clock Integration for help creating the above files.

Virtual TimeClock Integration Setup
Now let’s get this information into Virtual TimeClock so we can use it.

  • Import your Timer Lists and Payroll Items files – Choose Export Payroll from your Virtual TimeClock administration toolbar, select the QuickBooks® export format, click Setup, and follow the prompts.
  • Assign an export field to a QuickBooks® payroll item – Click Edit in the same setup window to assign Payroll Items to Virtual TimeClock fields.
  • Import your QuickBooks® users – Choose Configure from the administrator toolbar and open the Users control panel. Click Add, Import Users, and follow the instructions for importing a QuickBooks® IIF File.

Here’s a quick Tip:
Virtual TimeClock will be updated with the personal information from QuickBooks® if a matching social security number is found. For users with no social security numbers, you’ll be prompted to merge records for those users with the same last name.

Exporting & Importing Payroll Hours
Now that the one-time setup has been completed. Here’s all you have to do each payroll period.

  • Create your export file – Choose Export Payroll from the administrative toolbar of Virtual TimeClock.
  • Import the file – You may have to open QuickBooks® in single user mode first. Then go to the File menu and select Utilities, Import, and Timer Activities. You can view the import report if you want, but I haven’t found much value to it because the data has already been imported.
  • Review the hours – Now go to Employees, Enter Time, and Use Weekly TimeSheet. Review the hours and then process payroll as usual.

Here’s a quick Tip:
If you don’t import your QuickBooks® users before performing your first time clock export, QuickBooks® may create duplicate employee records if it doesn’t find a name with an exact match. Trust me, it’s kind of a pain to clean up.

Until next month,

Jeff Morrow

ADP®2 Payroll Integration Coming Soon!
We’ll be adding ADP Pay eXpert® to our payroll integration team later this year.