Important considerations while transferring User Data to QuickBooks as Vendor Data.
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You can transfer Web TimeSheet Users to QuickBooks, where they can be stored as Vendors.
User data can also be transferred to QuickBooks as employee data, you would choose to transfer a user as an employee if they are paid within the regular payroll process. Please note that a user cannot be both an employee and a vendor in QuickBooks.
Before transferring Users, ensure the following steps have been taken:
Ensure all vendor names are spelled correctly. If you attempt to update information for a vendor and the First Name and/or Last Name fields are not identical in Web TimeSheet and QuickBooks, the integration module will create a new vendor in QuickBooks using the new spelling.
In order to be transferred as a Vendor, the user cannot already exist as an Employee.
Transferring Users as Vendors:
To transfer Users from Web TimeSheet to QuickBooks as Vendors, select Vendors from the Navigation side menu and follow the directions provided by the Vendor Transfer Wizard.
Using the Vendor Identifiers Formula:
The vendor identifiers formula is used when transferring expense entries from Web TimeSheet to QuickBooks bills. If the user who entered the expense does not already exist as a vendor in QuickBooks, they will be automatically created. The formulas are used to create the Vendor Name and Print on Check as values when the new vendor is created. You can enter any combination of tags in the two fields. One, some, or all of the tags can be combined in any way, with any additional characters added.
Users who enter expense sheets in Web TimeSheet may already be set up as employees in QuickBooks. To create the vendor bill, the user must exist as a vendor. However, QuickBooks does not allow an employee to also be a vendor with the same name. As a result, when creating a formula for the vendor name, it is recommended that additional text be added to distinguish from the user’s employee name. For example, you could append the text – Vendor to the formula, resulting in Doug Brown – Vendor.
The tags are case sensitive and must be entered exactly as listed below.
FIRST NAME TAGS
TAG – DEFINITION
$FInitial – Inserts the initial of the first name from Web TimeSheet.
$FInitialUpper – Inserts the initial of the first name from Web TimeSheet in upper case.
$FInitialLower – Inserts the initial of the first name from Web TimeSheet in lower case.
$FName – Inserts the first name from Web TimeSheet.
$FNameUpper – Inserts the first name from Web TimeSheet in upper case.
$FNameLower – Inserts the first name from Web TimeSheet in lower case
LAST NAME TAGS
TAG – DEFINITION
$LInitial – Inserts the initial of the last name from Web TimeSheet
$LInitialUpper – Inserts the initial of the last name from Web TimeSheet in upper case
$LInitialLower – Inserts the initial of the last name from Web TimeSheet in lower case
$LName – Inserts the last name from Web TimeSheet
$LNameUpper – Inserts the last name from Web TimeSheet in upper case
$LNameLower – Inserts the last name from Web TimeSheet in lower case
Example:If the user’s name is Doug Brown, and the Vendor Name field is set to $LName$FInitial and the Print on Check as field is set to $FName $LNameUpper (Vendor), the text created will be BrownD and Doug BROWN (Vendor), respectively.