When using SiteMax for time tracking, users with access to the Timecard can run a report by pay period to get the data in csv format.
For our customer using Quickbooks Desktop we can customize the extract of data to be easily convertible into an IIF file or provide directly the IIF file for upload.
In order to properly send the time entries to Quickbooks, here are the fields that need to be sent to Quickbooks and where/how to set them in SiteMax:
This will always be TIMEACT
This would be the day of the time entry as captured in our Time centre.
The date the activity was performed (MM/DD/YY format).
JOB*: MAPPING NEEDED - REVIEW WITH YOUR CSM
This would be pulled from the Info tab in SiteMax Project Settings - External ID
Customer: The name of the customer in Quickbooks for whom the activity was performed.
Job: to specify the job the reference is the customer's name followed by a colon followed by the name of the job. Both the customer and the job names must be on your Customers & Jobs list and an exact match.
The name of the employee who performed the activity in "LAST, FIRST," format. The employee's name must also be on your Employee list and an exact match.
The name of the service item assigned to the activity. The service item must also be on your Item list. Except if specified otherwise it should be set to "LABOR" (US) or "LABOUR" (CAN) (Under Settings > Module > Time> General Settings > Custom Cost Type Codes
Needs to match exactly your payroll item. Go to Lists menu, then select Payroll Item List to see your item (Regular Pay, Regular Hours...).
This needs to be set up as Time types in SiteMax.
The duration of the activity by hours and minutes in an HH:MM format.
The QuickBooks class assigned to the activity (classes give you a way to group activities in meaningful ways in time reports). The Class must also be on your Class list. This can be match to a Cost-Code or a Work-type in SiteMax
Your notes about the activity. You may enter up to 1000 characters, but the characters must be on a single line within the field. To indicate a line break in the note, type /n.
Indicates the billing status of the activity.
0 - The activity is not billable to the customer or job specified in the Job field. Choose this value if the activity is part of your company's overhead.
1 - The activity is billable and has not yet been billed to the customer or job specified in the Job field.
2 - The activity has already been billed to the customer or job specified in the Job field.
This can only be set once at the company level