Important considerations to transfer Expense Data from Web TimeSheet to QuickBooks.
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You can transfer Web TimeSheet expense entry data to QuickBooks as a Bill.
Before transferring expense entries, ensure the following steps have been taken:
- Determine whether to use an Expense Type or user defined field (UDF) from Web TimeSheet to map to either Account or Item in QuickBooks. If the expense entry is billable, the mapped field will be transferred to the Item field, and if it is non-billable, it will be transferred to the Account field. If the value of the mapped field does not match an existing Item for a billable expense or an existing Account (of type Income or Expense) for a non-billable expense, the expense entry will not be transferred and a warning message will be displayed. You can either have the wizard automatically create the required Accounts and Items or use the Vendor Bills Utility to do so.
- Make sure that the values for either the Client/Project Name or Client/Project Code are present as a Customer:Job in QuickBooks prior to transfer, if you will be mapping these fields in the integration module. If you are mapping only to Customer, then only the Client must be present in QuickBooks.
- Because expenses are transferred directly to a vendor bill in QuickBooks, it is suggested that you select approved expenses for transfer only.
- If you want to modify expenses after you have transferred them, select All in the Transfer Status field, and the transfer will effectively delete the previously transferred expenses and replace them with the modified expenses.
- To avoid accidentally overwriting expenses, select Not Previously Transferred in the Transfer Status field.
- QuickBooks only allows for one Accounts Receivable or Accounts Payable account to be used in a transaction. When the integration module transfers the expenses, the vendor bill has an overall Account Payable account assigned. Therefore, the QuickBooks Account or Item field cannot be mapped from a Web TimeSheet field containing a value matching the name of a QuickBooks account of the type Accounts Payable or Accounts Receivable.
- When transferring expense entries, the integration module searches for matching vendors as follows:
- Search for a vendor name that matches the Web TimeSheet user’s name
- If there is no match, search for a vendor name that matches the vendor name formula for that user (example: JSmith – vendor)
- If there is no match, create a new vendor using the specified vendor name formula
- A User who enters expenses in Web TimeSheet for a vendor bill in QuickBooks 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 (example: John Smith – vendor).
- A Web TimeSheet field may be mapped to the Class field in QuickBooks when transferring expense entries. If the mapping is made and the contents of the Web TimeSheet field do not match an existing QuickBooks class, the class will automatically be created in QuickBooks.
- Non-billable expenses are mapped to the Expense tab on the QuickBooks vendor bill. Billable expenses are mapped to the Items tab on the QuickBooks vendor bill, because billable expenses are eventually added to a client invoice.
- US versions of QuickBooks only accept US Dollars (USD) for the Reimbursement Currency. If you are using a US version of QuickBooks and expenses are entered in Web TimeSheet in a currency other than the Reimbursement Currency, the expense amount will be automatically converted to that Reimbursement Currency upon transfer to QuickBooks. The conversion will be done using the exchange rate specified in the Admin section of Web TimeSheet. USD should be used for the Reimbursement Currency in Web TimeSheet when working with a US version of QuickBooks.
- The integration module supports the use of multiple currency accounts for transfer of expense data to QuickBooks. Prior to transferring the expense data, you must map the currencies from Web TimeSheet to QuickBooks. Be aware of the following when working with multiple currencies:
- A vendor bill will be created for each currency within an expense sheet. For example, if an expense sheet in Web TimeSheet includes three rows, with the first two rows in USD and the third row in Euro, two expense sheets will be created. The first expense sheet will include the two USD expense entries (rows) and the second will include the Euro expense entry.
- If one of the rows within the expense sheet fails to transfer, none of the expense sheet entries will be transferred.
- A vendor will be created for each of the currencies that applies, with the currency (e.g. – Canadian Dollar) added to the end of the vendor name.
- No currencies will be created on the fly.
Transferring expense entry information:
To transfer expenses from Web TimeSheet to QuickBooks, select Vendor Bills from the Navigation side menu and follow the directions provided by the Vendor Bills Transfer Wizard.