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DT_Ken
February 15, 2024
Question

How does the time tracking table relate to the paycheck records in the transaction table (QODBC, Access VBA)

  • February 15, 2024
  • 2 replies
  • 0 views

I am trying to produce a report, using MS Access and QODBC, that will show the payroll transactions, hours and dollars.  I found the hours in the Time Tracking table,and the dollars in the transaction table paycheck records, but I can't figure out how to link the two.

2 replies

Nicole_N
Nicole_N
February 16, 2024

Hi, @DT_Ken. Let me share some insights about producing reports using QODBC in QuickBooks Desktop (QBDT).

 

Once the reports are exported to the QODBC driver, you have the option to customize it to include the data you want by creating your spreadsheet. When connecting to MS Access, you will come across a list of database tables. However, some of these tables are system tables that you won't have access to. To find the dataset available for custom reporting, scroll down and look for tables that start with QBReportAdminGroup and start creating your reports. To learn more about the process, check out the Custom Reporting Guide for help.

 

To get answers to frequently asked questions about how ODBC works in QuickBooks Desktop, check out this article: Open Database Connectivity (ODBC) Driver FAQs

 

Please know that you're always welcome to swing by if you have follow-up questions about producing reports using QODBC. Drop them in the reply section, and I'll get back to you as soon as possible. 

BigRedConsulting
BigRedConsulting
February 16, 2024

RE: I found the hours in the Time Tracking table,and the dollars in the transaction table paycheck records, but I can't figure out how to link the two.

 

There actually is no link in QuickBooks between paychecks and time records. And, there is zero expectation in the system that the hours in the time feature will be the same as the hours paid on paychecks.  For example, sick and vacation time is not usually recorded in the time feature, and employers may round the total time on the paychecks if desired.

 

Hours should be available either as Quantity or Hours on the paycheck detail rows, depending on the interface used. That's the best way to get the hours, which are then also associated with dollars.

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DT_KenAuthor
February 19, 2024

Thanks for your response, but I think that you and I are looking at payroll and timekeeping from two different perspectives.  First, we have elected to pay employees from their timesheet inputs; even exempt employees.  I have assumed, perhaps incorrectly, that the pay process and the timekeeping process both stem from the timesheet input.  For hourly employees, there is a legal requirement that hours paid be linked to hours worked.  

Also, sick and vacation hours are usually accrued at a certain rate per pay period, and relieved when the employee uses the accrued time.  It is necessary that the sick or vacation hours be entered and recognized in the system in order to properly calculate the accrued liability balance.

Finally, if you open the payroll section and look at any employee's paycheck detail, you can get full visibility of hours, amount, WC code, class, job number and service Item (if job costing is selected), and payroll Item. 

My problem is that with the QODBC sriver aloe, I have been unable to find all those pieces to include in a job cost report.

I am hopeful that the links that Nicole suggested will give me the visibility that I am looking for.

Incidentally, the system also prorates the hourly rate for exempt employees who work morre or less than 40 hours in a week.

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