There are two parts to using ShopClock with QuickBooks:

1. Exporting the Employees from QuickBooks and Importing them into ShopClock. (this must be done when you first start using ShopClock and thereafter whenever new employees are added).
2. Exporting the PayPeriod data from ShopClock and importing it into Quick Books

In both cases data is exported from either ShopClock or QuickBooks by writing a file containing the data somewhere on your computer where the other program can find it. Data is Imported by reading the file that was written by the other program.

When using ShopClock with QuickBooks, QuickBooks serves as the master database. New employees should be added to QuickBooks and then the list of employees should be exported to ShopClock.

There are two phases to this operation: first the employee list must be exported from QuickBooks and saved to file located in an area of your computer that is easily accessible by ShopClock The way to do this varies slightly from version to version of QuickBooks. In QuickBooks Pro 2007, select the following QuickBooks menu option: File->Utilities->Export->List to IIF Files .

When the "Select the lists that you would like to export" dialogue box appears select "Employees" and then click on the OK button and choose to save the file somewhere (like your desktop) where you can easily find it. Then click on the Import Employees form QuickBooks button on the Employee Maintenance task of ShopClock's Admin Window. Navigate to and select the employee list that you save earlier.

When importing the employee list, ShopClock uses the employees social security number to distinguish between employees. If no employee in ShopClock has a matching social security number the employee is added to ShopClock's list of employees. If ShopClock finds the social security in its database, it just updates the information based on the data in the import file

Special notes about exporting ShopClock data to QuickBooks

In QuickBooks data is defined by Payroll Items and you must have a payroll Item for each type of payroll data that is imported. You can add as many Payroll Items to QuickBooks as you want. Depending on how you use ShopClock and the state in which you are located, ShopClock can export up to 8 types of data. There must be a Payroll Item in QuickBooks for each data type that you want to import from ShopClock, and the names must match exactly. the items are:

• Regular Hours
• Overtime Hours
• Double Overtime Hours (used in California)
• Vacation Hours
• Sick Hours
• Holiday Hours
• Bereavement Hours
• Paid Time Off Hours
  

When ShopClock exports data it is always written out to a file which is saved some where on your computer. Your desktop is suggested because it makes easy to find the file. After the data has been exported it can be imported by your pay roll program or even email to the people doing your pay roll. The file is always a plain text file which means it could be opened with any text editor like notepad. The data in the export file can be separated by either a comma (in which case the file is referred to as a CSV file (Comma Separated Values) or by tabs in which case it is referred to as a TSV file (Tab separated values). Except in the case of the QuickBooks export file the separator choice is made when in the Export File Customization window.

The first option is where you tell ShopClock where to save the file and what to call it. Unless you change your mind you only need to do this once - ShopClock will remember where to put the file.

ShopClock can export 4 types of data file: QuickBooks, Pay Period Totals, Day by Day Totals, and Session by Session data. Except for QuickBooks (which has its own unique format) the files can be exported as either Comma Separated Values (.CSV files) or Tab Separated Values (.TSV files)

• QuickBooks
  If you choose this format, all the decisions have been made. The data will be exported as day by day totals in whatever format was chosen above (hours && minutes or decimal hours)
• Pay Period Totals
  This choice exports one line of data for each employee included in the report. the data can be whatever you choose and in whatever order you choose. See Export File Customization below.
• Day by Day Totals
  When this option is chosen ShopClock exports one line of data for each employee for each day the worked (or had managed hours) in the pay period. Again, what data and in what order is configured in the Export File Customization task.
• Session by Session Data
  This choice exports one line of data for each session for each employee. Its pretty close to raw data - no processing is done.

ShopClock remembers your selection, so you only have to make it once. When ready, just click on the Export Now button to export the data. The Customize Export File button is a short cut to the Export File Customization task which is list below. You won't need it use it when exporting to QuickBooks