[Update: Sep 29, 2024]
In light of the suspected recent changes made by QuickBooks to its Payroll API, customers have reported experiencing following issues:
Payroll item is not shown when time is exported to Weekly Timesheet in QuickBooks Online. Reference image as shown below:
Cannot change the Payroll item as the "Select pay item" field is disabled.
Hours imported into Weekly Timesheet are not visible in Payroll when running payroll.
We are still investigating the issue and have reached out to QuickBooks to gather more information. However, initial investigation suggests that the payroll item reference value i.e. an ID associated with payroll item assigned to each employee, that used to be same for all employees who are assigned to a particular payroll item, is now unique for each employee. Payroll items are the QuickBooks entities such as Regular Pay, Sick Pay, Overtime Pay, Double Time Pay etc. which determine payroll calculations for each employee.
For example, if employee A and B are assigned to payroll item "Overtime pay", the ID will be same for both of them, lets say 123456. Workyard uses this ID when sending time to QuickBooks Online to categorise the time activity as regular/OT/DT hours. Due to the recent suspected changes, the IDs are now unique for each employee i.e ID for employee A might be 54321 and for employee B it might be 67890. When the time activity is sent with incorrect payroll item IDs, it results in above mentioned issues.
Suspected changes in QuickBooks Online's behaviour were made without advance notice to Workyard or its' customers, which has resulted in considerable inconvenience.
Next steps
We are getting in touch with QuickBooks Online to obtain access to Payroll API to incorporate the changes in Workyard's integration with QuickBooks Online. However, we are cognizant that this might take some time.
In the meantime, we have tried to make the following changes to shield our customers from the the impact of suspected changes as much as possible:
Export only "Regular" hours from Workyard: Customers facing the above mentioned issues can opt to import only Regular hours from Workyard. We will send these hours without a payroll item ID and these hours will be visible in Weekly Timesheet as well as when running Payroll. However, "select pay item" field might still remain in disabled state. Customers will have to add the Overtime or Double Time Hours to Weekly Timesheet manually before running the payroll.
Import the hours via CSV file: This might not be applicable to all the customers but QuickBooks Online allows to manually import the hours via a CSV file. Workyard can setup a file export so that customers can upload hours into QuickBooks Online using a CSV file. Please check your QuickBooks Online settings before opting for this solution.
To opt for any of the above solutions, please connect with Workyard's customer success team at support@workyard.com . Above will save considerable manual effort until we fix the issue. We regret the inconvenience caused and working to get the ideal solution in place on priority.