How to Import TimeSheet Entries into QuickBooks Desktop?

by James Antonio

QuickBooks let you Import Timesheets entries for estimating employee working time. It helps to reduce time-wasting and also boost work productivity. Let’s understand through this article how to import TimeSheet Entries into QuickBooks Desktop. Make sure you have enabled timesheet service located in the service page window of QuickBooks below Payroll Settings.

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Import Timesheet Entries in QuickBooks Desktop:

  • Open QuickBooks
  • To start the importing process, you have to locate the Manage Employees option
  • Choose Import Timesheets located on the payroll dashboard
  • Search the drop-down button and select the timesheets source
  • Click QuickBooks Custom file Upload to import created timesheet; it is a time import function which permits the timesheet importing from CSV files.
  • The format of the timesheet is not fixed. Here are the requirements:
  • The file should be in CSV or TSV format
  • There might be only single timesheet entry per line
  • Must contain Starting date, Ending date /Time and Units
  • Employee
  • Choose the file you need to upload
  • Once uploaded, you are permitted to set the date format of the preferred file
  • After this, you need to configure the data type for every column
  • You can view the highlights of the initial lines of columns to get a reference for the column matching
  • Map the file columns corresponding to each QuickBooks fields
  • Once done the column mapping, start the Import
  • At last, check whether the timesheets need any standard approval workflow or whether they are automatic gets approved
  • Select Import to start the process
  • If there arise any interruption in the process then you can re-upload, reconfigure to solve the issue
  • On successful completion of importing, you can save the file for the future use
  • Discover and select the link named Save the format and give a name
  • Hit on Save timesheet format

The in-depth Description of the Fields in Timesheets format for Mapping:

Fields

Format

Description

Txn ID

ID

It shows the reference number associated with time entry; this field is useful for modifying time entries that are already existed in QuickBooks

DATE

DATE

It contains the date of the time entry

Customer

STR 209

This field represents CustomerRef, i.e., full customer or customer job of the billing time. If BillableStatus is set as Billable, then CustomerRef is needed.

Payroll Item

STR(31)

Each payroll wage element is described and named a payment scheme, For instance, Regular-pay or Overtime pay. In QuickBooks, a timesheet represents a payroll wage item only if it meets the specific criteria. The name is mentioned in the QuickBooks Employee list, and the preference named Use time data to create paychecks is enabled on in the payroll info window. This window provides information regarding that employee in QuickBooks

Service item

STR(159)

This service item field describes services that a business charges on individual purchases. For instance, consulting hours, specialized hired labor, and professional fees. In the time entry message, there is ItemServiceRef, which displays the work type. If CustomerRef is not specified, then no ItemServiceRef is required.

In case the Billablestatus is enabled to Billable, then Time Entry should contain both Item Service item & customer.

Entity Name

STR 209

It is a remarkable/mandatory field. It refers to the Employee name, as mentioned in QuickBooks. Often contain FirstName and LastName, however, can be reversed according to the preferences. If the name and ZA doesn’t match then, it will create a new employee.

Duration

Time

It is also a mandatory field. It contains the time spent while performing the work. The format will be hh: mm, for example, 1:30. When the time is found in a decimal form, then you can use the Excel formula to convert it. The formula is TEXT(<cell in decimals>/24,”[h]:mm”),

 It restores the cell in decimals along with the cell reference, including decimal hours.

Notes

STR(4095)

Extra information

Class

STR159

This class field is used to categorize the transactions. It should be same as in QuickBooks

Billable

BOOL

It is a former field; If IsBillable is set to true, the track time should be billable. You have to include CustomerRef and ItemServiceRef for generating an invoice. If the status of Is Billable is false then there no invoice will create

Billable Status

Enum

Three values are accepted; they are Billable, NotBillable, and HasBeenBilled. If the billable status is enabled, then there must be a Customer and Service item.

So, I hope the above Guidance helps you to import the Timesheet Entries into the QuickBooks Desktop. Stay updated with this website to read more informative blogs regarding Import and Export data in QuickBooks.

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Imports

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Receive Payment
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Credit Card Credit

Employee Transaction / List

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Employee Payroll
Wage Items

Others

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Vehicle Mileage

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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


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To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

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XLS, XLXS, etc., are supported file formats by Dancing Numbers.


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How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

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What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

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Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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