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tjt1124
May 18, 2022
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Import employee time

  • May 18, 2022
  • 2 replies
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Hello community,

 

I work for a restaurant franchisor, and we have some franchisees who are using QuickBooks.  They would like to import their employee time entries from our restaurant back office system into QuickBooks.  I know nothing about QuickBooks, but it appears possible based on what I have found elsewhere.

 

We need the specific file layout requirements in order to implement this for them. It looks like a .csv is acceptable, but can anyone provide me specifics on file layout?  Along with that, how are overtime hours to be represented?  Can they just be in a separate column on the same line or does QuickBooks require one line for regular time and a separate line for overtime?

 

Any guidance will be appreciated, and a sample file (de-identified) would be wonderful.

 

Thanks,

Tom

    Best answer by Fiat Lux - ASIA

    You should create a new line to do so. Utilize the trial version of the programs to explore them.

    2 replies

    C
    Carneil_C
    May 18, 2022

    Hi, @tjt1124. I appreciate your effort posting the details of your concern here in the Community. 

     

    I've come to help you with importing employee time entries into QuickBooks Desktop.

     

    CSV files are simple text files containing tabular data. A comma separates each field in the file from the next. Although you can create and edit CSV files with any text editor like Notepad, most spreadsheets support this format.

     

    When importing using a CSV format, you need to install the QuickBooks Import Excel and CSV toolkit. This toolkit contains the following:

     

    • Import from Excel and CSV Manual – a PDF document with instructions, best practices, and notes.
    • CSV Examples Folder – 4 sample CSV files, one for each type of list.
    • XLS Example Folder – a sample Excel file containing 4 worksheets, one for each type of list.
    • Allowed fields – a reference guide explaining what fields are available for Excel and CSV import.

     

    I've got this helpful resource to guide you further on importing CSV files into QBDT: Import/export CSV files.

     

    In addition, I'll share with you this article if you want to know more about other data types you can import:  Import/export overview.

     

    Keep me posted if you still have questions or concerns about managing your data in QBDT. I'll be around for you. Have a great day!

    Fiat Lux - ASIA
    Fiat Lux - ASIA
    May 19, 2022

    @tjt1124 

    Prepare your Time Tracking data with the following template

    NameTransaction DateCustomerService ItemPayroll itemDurationClassBillableNotes
    John Marks01/09/2020Nguyen, TuanLaborRegular Pay1:25   
    John Smith02/09/2020Nguyen, TuanLaborRegular Pay2:00   
    Karen Marks02/09/2020Links, JohnLaborRegular Pay1:25   
    Kathy Linklater02/09/2020Links, JohnLaborRegular Pay1:25   
    Johnny Deep02/09/2020Links, JohnLaborRegular Pay2:00   

     

    then utilize one of these importer tools to proceed

    https://transactionpro.grsm.io/qbd

    https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

     

    T
    tjt1124Author
    May 19, 2022

    Thank you for the file layout.  How is overtime pay handled?  Does it have to be in a separate line with a different Payroll Item type?  Is it possible to have all information for an employee on one line with separate columns for regular and overtime hours?

    Fiat Lux - ASIA
    Fiat Lux - ASIAAnswer
    May 19, 2022

    You should create a new line to do so. Utilize the trial version of the programs to explore them.

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