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AccuSHIFT
Time Clock Initial Setup Guide For
QuickBooks 2005 or higher Part 1 QuickBooks Company Setup In order to
use AccuSHIFT Time Clock to collect employee hours and have it update
QuickBooks, we ask that you setup your QuickBooks Company file first. If you
are installing QuickBooks for the first time, please consult your QuickBooks
Advisor or Intuit's customer support with questions pertaining to accounting
issues. This manual and AccuSHIFT Time Clock support staff will only support
issues that are required for AccuSHIFT Time Clock to operate properly. 1.
Setup
Employees Using the The QuickBooks employee list will
automatically transfer to AccuSHIFT Time Clock when the employee list is
imported. 1. Click on new employee
2. Assign the user first and last name 3. Click on the Additional Info tab 4. Assign a user ID number in the Account No. field.
If you received employee cards, you will have to enter the card number in to
the employee Account No.
Additional
information can be added to the employee record, but is not mandatory. 2.
Setup Pay
Levels When using time clock, at least one
pay level needs to be assigned to each employee. Employees with more then one
pay level, will be able to choose the pay level when
clocking in. AccuSHIFT Time Clock allows tracking up to 20 pay levels. 1. While
editing the employee, using the Change
Tabs select Payroll and
Compensation Info. 2. Using the Item Name pull down under earning
create a new payroll item. 3. Select Hourly Wages and click next. 4. Select
regular or over time and click next. 5. You may
select any name for that pay level. After the name, you will have to enter a
pay level number that would be unique to that pay level. For example “Cashier [1]” and then “Manager [2]” etc.
6. Select the
appropriate expense account and click Finish. 7. Select the Use Time Data to Create Pay Checks
check box for each employee. 8. Click OK
when done.
If Use Time Data to Create Pay Checks does not appear as an option,
turn on time tracking using QuickBooks preferences. 1. From the
Edit menu select Preferences. 2. Select Time Tracking. 3. Using
Company Preferences check the Yes
radio button for tracking time. 4. Click OK to save.
3.
Install and
Setup the QuickBooks Adapter (skip this step if already using
AccuPOS or AccuCount) The QuickBooks Adapter is the program
that enables AccuSHIFT to exchange information with QuickBooks. It should
remain open at all times. Closing it will disable AccuSHIFT from
communicating with QuickBooks. The QuickBooks adapter must be
installed on the same computer that the QuickBooks program is installed on.
The QuickBooks database files do not necessarily need to be on the same
computer. Insert the AccuSHIFT Time Clock CD,
once the splash screen comes up select the ‘Install Accounting Adapter’ and
follow the prompt.
1. Open
QuickBooks with the right company file. 2. Go to Start,
Programs, AP Adapter, and click on QuickBooks Adapter.
3. Once the
Adapter opens, click on Setup. 4. If using
AccuSHIFT Time Clock in multiple locations, enter the store location name in
the Site ID (example 5. Click on “Path to QB company”
and select the company file AccuSHIFT Time Clock will communicate with. 6. Click New
Site 7. You can
repeat this step to map different AccuSHIFT Time Clock locations to different
QuickBooks company files. If all locations report to the same company file or
if using AccuSHIFT in a single location just map to one company file
8. Select the
version of QuickBooks you are using US, 9. Click Save
when finished 10. After
clicking Save in the Adapter, QuickBooks will prompt you with this.
11. Select: Yes,
always; allow access even if QuickBooks is not running 12. Check the
Allow the application to access personal data. 13. Click
Continue. 14. QuickBooks will
prompt you again asking if you are sure, click on yes. Part 2 AccuSHIFT Time Clock
Setup 1. Install AccuSHIFT Time Clock If you have a CD, place it in the CD
drive and select to install AccuSHIFT Time Clock. If you downloaded from the web,
double click on the file (accushift.exe) and it will walk you through the
installation. During the installation you will be
prompted to select if you would like to install Management, Time Clock, or
both. If you will be using AccuSHIFT Time Clock on a single computer choose
to install both. If you have a network, choose to install only Management on
the Back Office computer, and only Time Clock on the employee log in
computers (Point Of Sale for AccuPOS users). In either case you will start
setup in management. 2.
Set database
path 1.
Single
station setup – If you intend on using AccuSHIFT Time Clock and
Management on the same computer, there is no need to set database path. You
may skip to the next step. Multiple stations setup – If you intend
on using AccuSHIFT Time Clock on multiple computers (multi user serial number
required) follow these steps. 1.
Create a folder called Time Clock Data on the Server or
the back office computer that would host the data. 2.
Share the Time Clock Data folder and set the permission to
allow network users full control. 3.
Copy TimeClock.mdb from C:\Program Files\Attitude
POSitive\ to the Time Clock Data folder. 2.
Using Time Clock log in screen hold Ctl+Alt+S. 3.
Click on Database Path. 4.
Browse to the folder you shared (example \\Server\Time
Clock Data\) 5.
Highlight TimeClock.mdb and click Select 4.
Click Save.
Our support
staff does not support creating networks and sharing folders. Please consult
with your network administrator for all network issues. 3.
Register
AccuSHIFT Time Clock When you first install AccuSHIFT Time
Clock, it will default to evaluation mode. You must have a serial number to
be able to register and use AccuSHIFT Time Clock. To
register your copy of AccuSHIFT Time Clock, follow these steps: 1. From the Setup Menu in Management select Registration. 2. Enter your
serial number, company name and address. 3. Click on the
Register on Line button. 4. Once the registration number is retrieved, the registration is completed. If the computer AccuSHIFT management
is installed does not have internet connection click on Register by phone and
follow the on screen instruction. 4.
Import
Employees from QuickBooks The employee list must be created and
imported from QuickBooks so that hours can be collected and reported back to
QuickBooks. Before importing employees make
sure the QuickBooks Adapter is running. 1. From the Task menu, select Get Employees from Accounting 2. The employee
import progress will appear and wait for the Adapter to extract the employee list from
QuickBooks. Once the employee list is extracted, the progress bar will
disappear.
5.
Setup pay
period 1. From the
Setup menu select, Pay Types/Pay Period.
2. Click on the
Pay Period date picker and select the next pay period end date. 3. Enter the
number of days in a pay period. This will help automatically advance the pay
period. 4. Click Save and Exit when done. 6.
Assign pay
types to employees 1. From the Task menu select View Employees. 2. Select to
edit an employee by clicking on their row. 3. Click on the
Pay Type button. 4. Check the
Pay Levels that apply to each employee. 5. Click Save
when done. 7.
Setup
manager password Using AccuSHIFT Management
administrators can view, add and correct employee time logs. It is important
to password protect it to ensure that only authorized users can make changes. 1. From the Setup menu select Set Password. 2. Enter a
password. 3. Click Tab
and re enter the same password. 4. Click Update
to save. Test The Integration You are done setting the integration
between AccuSHIFT and QuickBooks. Before you put AccuSHIFT to work, it is
strongly recommended that you test to make sure you have not missed a step. You
may now start using AccuSHIFT Time Clock to collect employee hours more
efficiently and update your QuickBooks seamlessly. |
