Due to QuickBooks recent changes to their API, some Workyard customers have been affected with hours not flowing through when exporting time. We have developed a workaround for QuickBooks Online payroll export, requiring users to create "dummy time cards" for each employee. This process needs to be done only once per employee.
Exporting time into Quickbooks Online
To initiate the payroll export process, follow the steps below:
Login to your Workyard account using a desktop computer.
Go to the Timecards page and locate the Export button.
Fill in the required fields:
a. Date Range: select the most recent pay period
b. Team Members: Use the dropdown menu to select either a single employee or all team members experiencing this issue.
c. Export To: Select QuickBooks Online
After initiating the export, you should see the above message with instructions on how to set up the payroll item codes. This is an indication that the set up process has been configured. Navigate to QuickBooks Online and follow the instructions below.
If you do not see the instructions page, please contact help@workyard.com to help configure this for you.
Step 1
In QuickBooks Online, go into your weekly timesheet page by clicking on "+NEW" followed by "Weekly timesheet"
Step 2
In Weekly timesheets you will select the first team member and pay period
TIP: Refer to the instruction message in Workyard for list of team members
Next, select any customer from the drop down menu
Step 3
Select pay item on the drop down menu
Select "Regular Pay" for the first pay item
Select "Overtime Pay" for the second pay item
Select "Double Overtime Pay" for the third pay item
if not applicable, leave field blank
If you do not see any of these pay types in the drop down, please check to make sure you have added the pay type for the team member
Step 4
In each description box, type the pay item codes below:
WY-REG
WY-OT
WY-DT
(type the payroll item codes exactly as shown above to prevent any errors)
Ensure they match with the pay items selected, for example:
WY-REG= Regular Pay
WY-OT= Overtime Pay
WY-DT= Double Overtime Pay
Step 5
Enter hours
Go to the farthest date column and input a number
Make sure each pay item has a number
(WY-REG=1, WY-OT= 2, WY-DT-3)
Step 6
Click on "Save and new" to continue the same process with a new team member on the list or click "Save" if you have created "dummy time cards" for all team members needed.