Export A Report To QuickBooks Humanity HelpDesk - Export A Report To QuickBooks

Popular help topics: Scheduling, Setup, Time Clock, Leave Request

Export A Report To QuickBooks

To setup Humanity with QuickBooks, please make sure that you have your staff in QuickBooks and that their names match exactly including capital letters.

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To export a report to QuickBooks first select the QuickBooks under Payroll Settings > Payroll Exports and then under Export Settings for QuickBooks, set the values (As shown in the screenshot below)
 

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Hour Codes

 

If you are starting with a new company file in QuickBooks then the three 'Hour Code' settings are not an issue and you can leave the three 'Hour Code' fields blank. If you have an existing company file in QuickBooks and have already set times or activities with a 'Payroll Item' assigned then you need to find the 'Payroll Item' that you have defined to use for your 'Regular Pay', 'Overtime Pay', 'Sick Pay' and 'Vacation Pay'.

 

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You can leave one blank in Humanity if you did not define one in QuickBooks. In Humanity, we just have 'Regular', 'Special' and 'Overtime' thus 'Sick Pay' and 'Vacation Pay' can be assigned to 'Special'.

 

In QuickBooks to find your (Payroll Item)'s or to add new ones: Go to the tab 'Home' -> then under 'Employees' -> 'Enter Time' -> 'Time/Enter Single Activity'
 

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Now under 'Payroll Item' click the drop down box to see a list of your Payroll Items along with the option to '<Add New>'.
 

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If you have already defined your 'Payroll Items' then they should appear in a similar way depending on how you named them. If you named them 'r' for 'Regular' and 'o' for overtime then in Humanity add 'r' under 'Regular Hour Code' and 'o' under 'Overtime hour code'.
 

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To add a new 'Payroll Item': Click '<Add New>' then you select 'Hourly Wages' or 'Salary Wages' then click 'Next'.
 

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Now select 'Regular Pay', 'Overtime Pay', 'Sick Pay' or 'Vacaction Pay' and click 'Next'.
 

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This is where you actually name your 'Payroll Item'. This name will become your hour codes that you enter in your Humanity QuickBook's settings. If you are setting up a regular hour item to track hours you can name it 'r' for example. Now click 'Next'.
 

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Now select the QuickBooks account that you would like this item associated with or click '<Add New>' to create a new one and click 'Finish'.
 

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Company name

 

The Humanity setting 'Company name' would be found in the top left of your QuickBooks. In this case, it's 'Alex Company'.
 

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Company Created Time

 

To find the The Humanity Setting 'Company Created Time': go to 'File' -> 'Utilities' -> 'Export' -> 'Timer Lists'
 

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Now save the document somewhere on your computer where you can find it.
 

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Right click the saved file and open the file with a text editor such as Notepad.
 

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Locate the 'Company Created Time' number under 'COMPANYCREATETIME'. Because of the the tabs, the columns do not line up, however, it's the last one on the second line.
 

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Now in Humanity make sure the settings are correct for QuickBooks company and you are ready to export a report.

 

Export and Save Locally


Go to the tab 'Payroll' -> and under 'Payroll' -> 'Scheduled Hours' or 'Confirmed Time Sheets' and you will see the Export option at the right side of the Report:
 

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Make sure you navigate to the right dates with information and under 'Export' select 'QuickBooks' then click 'Export' and save the file.
 

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Import to QuickBooks

 

Now open the file from QuickBooks: go to 'File' -> 'Utilities' -> 'Import' -> 'Timer Activities'
 

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Then select the file
 

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You might receive this warning. Just click 'Ok'.
 

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Click 'View Report'.
 

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You can see the imported time sheets under the 'Timer Import Detail' report.
 

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You can also go to the tab 'Calendar' under the right month.
 

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Please feel free to let us know of any feedback by emailing support@humanity.com. Happy Scheduling!