How to transfer Expense data to QuickBooks using IIF files?
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In Web TimeSheet, you will need access to the Integration tab to be able to export data in the form of IIF files, and then the files can be imported into QuickBooks.
To export QuickBooks data via an IIF file:
Prior to the Export, you need to make sure that you have the following Settings correctly configured. You can set this up by clicking on Settings in the Export.
In the Data to be exported field:
Specify how you would like the Client field in Web TimeSheet to map to QuickBooks.
Ensure data exists for all fields listed under The following fields are required for export.
In the Export Expense Data as field, specify whether you would like to export expense data to QuickBooks as:
This is the default option. If you select this option, you can still create a client invoice manually from within QuickBooks.
Before exporting expense data, you must first define User Defined Field #10 for clients with time entered against them. This field is mapped to the Accounts Payable field in QuickBooks.
To transfer a project for invoicing that has no client associated with it, create a generic client in Web TimeSheet such as "No Client" with no billing rate, and select that account to define User Defined Field #10.
In the Map Fields, map the Client user defined fields that you would like to export to client information in QuickBooks, if desired. You can only map to each QuickBooks field once.
The table below outlines the Expense Export field mappings.
Web TimeSheet Field :- … maps to QuickBooks Field
Client User Defined Field 10 :- Accounts Payable Name
Expense Sheet Amount :- Bill Amount Due
Expense Sheet Date :- Bill Date
Expense Sheet Description (up to 30 characters) :- Vendor Name
Expense Client :- Expense Customer
Expense Code (up to 30 characters) :- Expense Account Name
Expense Entry Amount :- Expense Amount
Expense Entry Description :- Expense Memo
In QuickBooks, a name can be used in one list only. Therefore, ensure you do not use the same name for customers, vendors, and/or items (that is, clients, expense descriptions, and project name/task names, respectively, in Web TimeSheet) to be exported to QuickBooks.
Only approved time and expense sheets will be included in the export.
In QuickBooks, fields containing double colons ("::") are interpreted as empty. Therefore, do not include double colons in Web TimeSheet fields you intend to transfer to QuickBooks.
Select the QuickBooks export button.
The name of this button depends on which integration manager you are using.
When prompted, save the IIF data file that Web TimeSheet creates.
Import the saved IIF file by selecting File > Utilities > Import > Timer Activities, and opening the file you generated.
Depending on which version of QuickBooks you are using, the file import method may differ. For more information on how to import the IIF file, refer to QuickBooks' documentation.
Web TimeSheet – QuickBooks Integration using IIF file supports unidirectional data transfer. The data can be transferred only from Web TimeSheet to QuickBooks, and not from QuickBooks to Web TimeSheet.
If you prefer bidirectional data transfer, then you will need to install 'Web TimeSheet Integration Manager for QuickBooks' module.