How to transfer Time 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.
Basic Settings: Complete the following fields.
To find these values, run Export lists to Timer in QuickBooks and view the output. Refer to QuickBooks' documentation for information on how to do this.
In the Select Data to Export field: Specify which data you would like to export, and, if applicable, how you would like that data to map in QuickBooks.
PITEM refers to a payroll item, which you may map to a Web TimeSheet timesheet row level user defined field.
Advanced Settings: In the Export time to QuickBooks as field, specify whether you would like to export time data to QuickBooks as:
Time – This is the default option. If you select this option, you can still create a client invoice manually from within QuickBooks.
Client Invoice – If you select this option, you must first define User Defined Field #10 for clients associated with time to be exported. This field is mapped to the Revenue Account 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.
Only approved time 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.
Timesheet Export Field Mappings
Web TimeSheet Field :- … maps to QuickBooks Field
User Name :-
Entry Date :- Date
Client Name :- Job
Client Project :- Job
Project Name :- Item,
Billable :- Billing Status
Task Name :- Item, Class
Role :- Item
Total Hours :-
Comments :- Note
Client User Defined Field 10 :- Revenue Account
* You can generate the export for 'All' data or 'Not previously exported' data.
'All' :- All the data for that timesheet period
'Not previously exported' :- Data not transferred previously for the timesheet period selected.
* Once you have filled in the correct details, you can click on ' Generate' to view the results on screen. Once you have what you want to export you can click on 'QuickBooks' to generate the 'IIF' file.
When prompted, save the IIF data file that Web TimeSheet creates.
* To import the IIF file into QuickBooks:
– Open QuickBooks.
– 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.
Refer the attached screenshots: