Creating a Quickbooks Pro Export Template

  1. Click on the main "Admin" navigation tab, and then on the Exports link located under the System Tools section of the screen.
  2. From the main "Exports" screen, click on the [CREATE EXPORT TEMPLATE] icon.
  3. Enter a name for this template as you would like it to appear in the software.
  4. Select "Quickbooks Pro" from the Export Type drop-down menu.
  5. Click on the [CONTINUE] icon.
  6. Select the Version of Quickbooks that you are using from the drop-down menu.
  7. Enter the Company Number that you use in the Quickbooks software.
  8. Quickbooks allows you to select whether you would like to view your hours totals in decimal format or hours and minutes. Make the desired selection from the Hours Format drop-down menu.
  9. If you would like to select specific pay types to be exported, click on the [SELECT PAY TYPES] icon. If not, click on the [CONTINUE] icon to move on to the next step.
    • The Available Pay Types box displays all of your TimeForce pay types.
    • The Pay Types Selected box displays the pay types that are selected to be exported.
    • Highlight the desired pay types and click on the [>>] icon. This assigns the selected pay types to be exported.
    • Once you have specified the desired pay types to be exported, click on the [SAVE] icon, and then on the [CONTINUE] icon to move on to the next step.
  10. If you would like to insert specific codes for each of your department levels, click on the [MODIFY] icon located in the Department Export Codes field. Otherwise, click on the [CONTINUE] icon to move on to the next step.
    • Enter the export code for each of your department levels. These codes are defined within the Quickbooks software.
    • Click on the [SAVE] icon to save your changes, and then on the [CONTINUE] icon to move on to the next step.

Quickbooks Hours Codes

This is the screen that is used to enter the pay codes used in your payroll software.
The drop-down menu at the top of the screen allows you to select a department. This is used when you want to insert a different set of pay codes for each of your individual departments, making it so that departmental hours totals are exported which are broken down into "Regular" and "Overtime" levels.
Each TimeForce hours type is listed in the column on the left-hand side of the box. Each hours type can be broken down into five different levels: "Regular," "OT1," "OT2," "OT3," and "OT4."

The hours types are broken up into four different sections, the first of which is Regular and Holiday hours.

The second section is Accrual Absences. This section allows you to set up a pay code for each accrual policy that hours are deducted from (as in "Vacation" or "Sick Time"). Leave this section blank if you do not wish to have your hours totals broken down by hours taken from an accrual. This section will only be available if you have set up accrual policies within the software.

The third section is Non-Accrued Absence Codes. This section allows you to set up a pay code for each non-accruing absence code that has been set up within the system. Leave this section blank if you do not wish to break up your hours totals by non-accruing absence codes. This section will only be available if you have set up non-accruing absence codes within the software.

The fourth section is Premium Pay Types. This section is used when you want to export hours and earnings totals for your premium pay policies which are broken down into "Regular" and "Overtime" levels. Premium pay totals are exported in addition to individual employee totals. Leave this section blank if you do not wish to export hours totals for premium pay policies.

TimeForce uses specific hours codes to export payroll information. Match each TimeForce hours code with the subsequent Quickbooks code.