actitime user guide

User Guide

© 20 61

actiTIME QB Integrator

actiTIME Inc.

actiTIME QB Integrator – User Guide – Table of Contents v1.0

© 2016 actiTIME Inc. of 36

Table of Contents

1 Getting Started .................................................................................................. 3

1.1 Prerequisites ....................................................................................................... 3 1.2 Connecting to QuickBooks .................................................................................. 3 1.3 Connecting to actiTIME ....................................................................................... 5 1.4 Configuring Settings ............................................................................................ 6

2 Configure Settings ............................................................................................ 7

2.1 Import Settings .................................................................................................... 7 2.2 actiTIME-to-QuickBooks Employee Mapping ......................................................12 2.3 Leave Time & Payroll Settings ............................................................................14 2.4 Auto-Creation Settings .......................................................................................16 2.5 actiTIME Connection Settings ............................................................................17

3 Preview Data to Import ................................................................................... 19

3.1 Main Window ......................................................................................................19 3.2 Select Date Range to View .................................................................................21 3.3 Preview Timesheet Data ....................................................................................22 3.4 Review Missing Items .........................................................................................24 3.5 Create Missing Items Manually ...........................................................................26 3.6 Reload Data from actiTIME and QuickBooks ......................................................26

4 Import Timesheet Data to QuickBooks ......................................................... 27

5 View Import Logs ............................................................................................ 33

5.1 Overview ............................................................................................................33 5.2 Viewing Import Logs ...........................................................................................33

6 Troubleshooting .............................................................................................. 34

6.1 Processing of International Characters ...............................................................34 6.2 QB Error: The company file cannot be closed at this time ..................................36

actiTIME QB Integrator – User Guide – Getting Started v1.0

of 36

1 Getting Started

It is assumed that you have just installed actiTIME QB Integrator.

This section describes the initial steps you need to complete on the first start of actiTIME QB Integrator. So make sure that all prerequisites are met, start the application, and follow the instructions below.

1.1 Prerequisites

actiTIME QB Integrator imports data from actiTIME server to the company file that is currently open in QuickBooks. Data is imported into QuickBooks timesheet. The prerequisites listed below summarize the requirements to be met to start working with actiTIME QB Integrator:

1. You are working with QuickBooks Pro or Premier v10+ & with actiTIME v.3.2 and later versions with Accounting Extension, actiTIME Self-Hosted with Pro functionality, and Online. actiTIME QB Integrator is installed on the same computer where your QuickBooks is installed.

2. QuickBooks is started, and the company file to import timesheet data to is open in it.

3. Time tracking is turned on for the company file loaded in QuickBooks. To make sure that time tracking is turned on follow the steps below:

1. Open the Edit menu and click Preferences2. Click Time & Expenses in the list on the left3. Open the Company Preferences tab4. Make sure that option Yes is selected in the Do you track time? sub-section

1.2 Connecting to QuickBooks

Once started actiTIME QB Integrator will try to connect to QuickBooks. If QuickBooks is not run yet, the application will ask you to start it.

Make sure that no dialog windows are open in QuickBooks (e.g. dialog 'Preferences).

As this is the first time actiTIME QB Integrator is trying to connect to QuickBooks, QuickBooks will ask your permission to allow actiTIME QB Integrator to read and modify the company file.

You may need to switch to QuickBooks window to see this dialog.

© 2016 actiTIME Inc.


of 36

QuickBooks – Application Certi�cate Dialog

Configure the following settings:

Allow the application to read and modify this company file

It is more convenient to choose 'Yes, whenever this QuickBooks company file is open' option.

Allow this application to access personal data

actiTIME QB Integrator needs to access payroll information that is considered by QuickBooks to be personal data.

QuickBooks – Application Certi�cate Dialog – Options to Select



of 36

When ready click Continue... button to apply the settings and then click Done in the Access Confirmation dialog that will appear.

You can modify application permissions later in QuickBooks preferences. To do that open the Edit menu and click Preferences. Click Integrated Applications in the list on the left and open the Company Preferences tab. Choose actiTIME QB Integrator in the list of integrated applications and click Properties... button.

QuickBooks – Preferences Dialog

1.3 Connecting to actiTIME

After connection with QuickBooks is established, actiTIME QB Integrator will request you to enter actiTIME connection parameters.

actiTIME Connection Parameters

Enter URL of your actiTIME server and credentials of actiTIME user who has 'Generate Cost & Billing Reports' permission in actiTIME.



of 36

It is highly recommended that this user is allowed to see all projects of all customers in actiTIME. Otherwise, time-track data reported in actiTIME for projects not available for this user will not be imported to QuickBooks.

If you need to edit actiTIME connection parameters later, you can do that in the settings of actiTIME QB Integrator.

1.4 Configuring Settings

Now you are ready to configure settings of actiTIME QB Integrator.

Mapping Required Screen

Click the Settings button and configure the following parameters:

Import Settings actiTIME-to-QuickBooks Employee Mapping Leave Time & Payroll Settings Auto-Creation Settings

Once the settings are configured you will see preview of the import data in the main window of the application.


actiTIME QB Integrator – User Guide – Configure Settings v1.0

of 36

2 Configure Settings

2.1 Import Settings

Import settings of actiTIME QB Integrator define the data mapping rules to be applied when filling in Customer:Job, Service Item, and Notes columns of QuickBooks timesheet on the base of the time-track data received from actiTIME.

Import settings are configured in the Settings dialog. To open it click 'Settings' button ( ) in the main application window.

Import Settings



of 36

You can configure the following import settings:

Mapping rules for QuickBooks Customers and Jobs

Names of QuickBooks customers and jobs to associate working time with can be composed of names of actiTIME customers, projects, and/or tasks. Choose one of the following options:

o Import from actiTIME customers, projects, and tasks

Import QB Customer:Jobs from Custom ers, Projects, and Tasks

If actiTIME customer, project, or task name contain colon (:), actiTIME QB Integrator will automatically divide this name into several parts (before and after the colon) and create QB Customer:Job for each part.

For example, time reported in actiTIME as:

Customer: Customer:A Project: Project:B Task: Task:C = 5:45

Will be associated with the following Customer:Job in QuickBooks: "Customer:A:Project:B:Task:C"

Customer: Customer Job: A Job: Project Job: B Job: Task Job: C = 5:45

If you do not want to create 'extra' levels in the QuickBooks customer:jobs hierarchy, make sure that names of actiTIME customers, projects, and tasks do not contain colons.



of 36

o Import from actiTIME customers and projects

Import QB Customer: Jobs from Customers and Projects

o Import from actiTIME projects only

Import QB Customer:Jobs from Projects only

actiTIME projects with colon in their names will be mapped to QuickBooks customer:jobs. actiTIME projects without colon in their names will be mapped to QuickBooks customers.



of 36

o Import from actiTIME customers only

Import QB Customer:Jobs from customers only

actiTIME customers with colon in their names will be mapped to QuickBooks customer:jobs. actiTIME customers without colon in their names will be mapped to QuickBooks customers.

Mapping rules for QuickBooks Service Items

Working time imported from actiTIME is automatically associated with QB service items. Names of these service items are constructed either on the base of QuickBooks employee names or on the base of billing types associated with actiTIME tasks.

Mapping of QuickBooks Service Items

When QB service items are constructed on the base of actiTIME billing types, the billing types with colon in their names are mapped to sub-items. For example billing type "Office:Administration" will be mapped to sub-item "Administration" of item "Office".

actiTIME QB Integrator allows you to create missing service items in QuickBooks (automatically and manually). The created service items are associated with the QuickBooks account selected in the 'Use the following account for new service items' drop-down list.



of 36

While account for new service items is not selected, import settings are considered to be not configured.

Information to show in the Notes field of QuickBooks timesheet

actiTIME QB Integrator can fill in the Notes field of QB timesheet with information on working time that is not used for QB customer:job data mapping. The available options are:

o Name of related actiTIME project

o Name of related actiTIME task

o Time-track comments

Information to show in the Notes column

When actiTIME projects and/or tasks are mapped to QuickBooks customer:jobs, their names cannot be shown in the Notes field of QB timesheet.

Displaying additional information in the Notes field increases number of lines in QuickBooks timesheet.

Default rule to be applied to the time-track information already existing in QuickBooks timesheet

Processing of time - track already existing in QuickBooks timesheet

This setting allows you to preview import results taking into account how you usually process data existing in QB timesheet. If you select 'Remove existing time-track...' checkbox, existing data will not be counted in the expected import results.

This setting is also used as the default data processing option in the dialog that you will see before import, if QuickBooks timesheet contains some data that is absent in actiTIME.



of 36

Existing Data Detected Dialog

2.2 actiTIME-to-QuickBooks Employee Mapping

actiTIME-to-QuickBooks employee mapping is configured in the 'Employee Mapping' tab of Settings dialog. To open it click 'Settings' button ( ) in the main application window and select the corresponding tab in the left menu.

Initial mapping of actiTIME users to QuickBooks employees is performed on the base of their names (first name + last name + middle initial).

Once an actiTIME user is mapped to a QB employee, modifications in their names will not affect the mapping rule. For example, you can map actiTIME user 'Smith, John' to QB employee 'John R. Smith' and then rename actiTIME user to 'Smith, Johnny Jr.' (the user will be still mapped to the QB employee 'John R. Smith', name of the QB employee will not be affected).

When both actiTIME and QuickBooks have exactly one person with the specific name (the only possible difference is presence or absence of the dot after the middle initial), the application will map actiTIME user to QB employee automatically.

Otherwise, you will be requested to configure the mapping rule manually.



of 36

Mapping of act iTIME users to QuickBooks employees

You can choose one of the following mapping options:

Do not import - choose this option when you do not need to import data of corresponding actiTIME user to QuickBooks.

Create new - choose this option when you want actiTIME QB Integrator to create QB employee on the base of actiTIME user's name.

Name of employee that will be created in QuickBooks is shown in brackets after the word '-- new --'.

Map to existing QB employee - choose an existing QB employee from the corresponding drop-down list.



of 36

2.3 Leave Time & Payroll Settings

Leave Time & Payroll settings of actiTIME QB Integrator define:

1. Whether to import leave time recorded in actiTIME to QuickBooks timesheet & which leave types should be imported.

2. Which payroll items should be associated with working and leave time imported from actiTIME.

Leave Time & Payroll settings are configured in the 'Leave Time & Payroll' tab of Settings dialog. To open it click 'Settings' button ( ) in the main application window and select the corresponding tab in the left menu.

To configure Leave Time & Payroll settings follow the instructions below:

Configuring leave time settings

Con�gure leave Time Settings

If you want to import leave time from actiTIME, select checkbox 'Import leave time from actiTIME to QuickBooks timesheet' in the top part of the interface and choose how to process leave time reported for each of leave types created in actiTIME:



of 36

o To import leave time reported in actiTIME for a leave type - select QuickBooks payroll item to associate with this leave type or select '-- import --' option, if payroll is turned off for the company file loaded in QuickBooks.

o To ignore leave time reported in actiTIME for a leave type - select '-- do not import --' option for the corresponding leave type.

Configuring payroll items to be associated with imported working time

When there are QuickBooks employees who have option 'Use time data to create pay cheques' turned on, you should configure a payroll items to be associated with imported working time.

Con�guring payroll items to be associated with imported working time

Payroll item to be associated with employee's working time is selected from:

o The list of payroll items configured for this employee in the 'Payroll and Compensation Info' settings - when this list is not empty;

o The list of all configured payroll items - otherwise.

In addition, you can choose 'Do not use time data for pay cheques' option for the employees that will be created by actiTIME QB Integrator.



of 36

2.4 Auto-Creation Settings

actiTIME QB Integrator can import working and leave time into QuickBooks timesheet only when all data associated with the imported time exists in QuickBooks:

Customers

Customer:Jobs

Service Items

Employees

If some of this data is missing, it should be created in QuickBooks before the import of the time data.

You can simplify import process and configure actiTIME QB Integrator to create selected categories of missing data automatically. To do this select corresponding data categories on the 'Auto-Creation' tab of the 'Settings' dialog. To open it click 'Settings' button ( ) in the main application window.

'Auto - Creation' tab of the 'Settings' dialog

The system will use the following icons when displaying preview of import results:

There is missing data that will be created automatically during the import.

There is missing data that should be created manually before the import.



of 36

2.5 actiTIME Connection Settings

You can edit parameters of actiTIME connection on the 'actiTIME' tab of the 'Settings' dialog. To open it click 'Settings' button ( ) in the main application window.

actiTIME Connection Settings

The parameters you can modify include:

� URL of your actiTIME server

Enter the same URL as you enter in your Web browser to access your actiTIME installation.

Please note that actiTIME QB Integrator works with actiTIME v.3.2 and later versions with Accounting Extension, actiTIME Pro and Online.

Be careful when changing URL of actiTIME server. If you enter address of the server that works with other data that the previous one, the data loaded from the new server may be in conflict with the data you already imported to QuickBooks company file.



of 36

'actiTIME Server Changed' Message

If you proceed with the new server, all import settings must be reconfigured.

actiTIME account to be used by actiTIME QB Integrator for logging in to actiTIME server

The configured user should have 'Generate Cost & Billing Reports' permission in actiTIME.

It is highly recommended that this user is also allowed to see all projects of all customers in actiTIME. Otherwise, time-track data reported in actiTIME for projects not available for this user will not be imported to QuickBooks.


actiTIME QB Integrator – User Guide – Preview Data to Import v1.0

of 36

3 Preview Data to Import

3.1 Main Window

Main Window

The main application window shows summary information on the data to import and allows you to configure the following import parameters:

Date range to import data for

You can select one of pre-defined date ranges like 'current month', 'previous month', etc. or configure a custom date range with specific 'From' and 'To' dates (see section Select Date Range to View).

Employees to import data for

The list of employees shown in the interface contains only those people who reported working and/or leave time in actiTIME within the selected date range.



of 36

If an actiTIME user is excluded from the import in the application settings, he/she will not be shown in the list.

The interface presents the following information for each listed employee:

Name of QB Employee the data will be imported for. Name of actiTIME user associated with an employee is shown in the tooltip for the employee name.

Employee name is clickable. Click on the name opens a new window with detailed preview of the data to be imported into QB timesheet.

Information on the time stored in QB timesheet before the import:

o Total time (working time + leave time)

o Indicator of billed time ( )

This indicator is shown in the interface when some of employee's time stored in QB timesheet for the selected date range is marked as billed.

Indicator of missing data

This indicator is shown in the interface when there is data (customers, jobs, etc.) that should be created in QuickBooks to allow data import for this employee:

Missing data will be created automatically during the import.

Missing data should be created manually before the import.

Missing data cannot be created as some of QuickBooks constraints are violated (e.g. customer name created in actiTIME is too long).

Indicator of missing data is clickable. Click on an icon opens a new window displaying missing items that should be created in QuickBooks before importing data of the corresponding employee.

Information on the time that will contain QB timesheet after the import:

o Total time (working time + leave time)

o Indicator of collisions ( )

This indicator is shown in the interface when there are changes made in actiTIME that cannot be imported to QuickBooks as the corresponding data stored in QB timesheet is marked as billed.

When import does not affect time stored in the QuickBooks timesheet, both time in QB before import and time in QB after import are grayed out.



of 36

3.2 Select Date Range to View

actiTIME QB Integrator loads data from actiTIME for the specified date range. You can select one of the pre-defined date ranges or specify a custom date range.

Date Range Selector

The application supports the following pre - de�ned date ranges :

Current month Current month till today Previous month

First half of the current month Second half of the current month First half of the previous month Second half of the previous month

Current week Current week till today Previous week 2 previous weeks

The first half of a month is calculated as date range from the 1st to 15th dates of this month; the second half of a month is calculated as date range from the 16th till the end of the month.

On the application start it loads data for the last configured date range. If it was one of pre-defined date ranges, 'From' and 'To' dates are calculated according to the date range name. So in September 'Previous month' means 'Aug 01 - Aug 31', in October 'Previous month' means 'Sep 01 - Sep 30', etc.

To enter custom 'From' and/or 'To' dates click on the calendar icon next to the date you want to change and choose new 'From' or 'To' date. To change month click on buttons with < and > arrows or click on the month name. To change year, click on the year.



of 36

Selecting Another Month

Also you can click on the date to change and type in a new date.

3.3 Preview Timesheet Data

You can preview working and leave time that will contain QuickBooks timesheet after the import for each employee listed in the main application window.

To preview timesheet data click on the name of employee whose data you want to preview. The application will open a pop-up dialog presenting information on working and leave time in the format similar to the format of QuickBooks timesheet.

Working and Leave Time View



of 36

You can resize the dialog window to make data more readable.

Notes of the data shown in the preview window:

'Customer:Job', 'Service Item', and 'Notes' columns

These columns are filled in according to the configured Import Settings. In addition, for the leave time records 'Notes' column contain the name of related actiTIME leave type.

Red text shown in the 'Customer:Job' and 'Service Item' columns means that the corresponding item is absent in QuickBooks and should be created in it before importing timesheet data. You can review all items that are missing in QuickBooks for the selected employee, in the 'Missing Items' tab of Preview Import Results dialog.

'Payroll Item' column

This column is filled in with payroll items configured in the Leave Time & Payroll Settings. When employee's time data is not used to create pay cheques in QuickBooks, this column is hidden.

Columns with time values

Time values shown in the preview window are colored according to their status:

8:00 – Black text

The value will be imported into QB timesheet; data currently stored in the QuickBooks differs from the data received from actiTIME.

8:00 – Gray text

The value is already stored in QB timesheet, import will not change it.

8:00 – Blue text on blue background

The value is entered in QuickBooks timesheet, but is absent in actiTIME.

If 'Remove existing time-track when importing data from actiTIME' option is set in the import settings, these values will be stroked through 4:00 .

These time records may appear in the QB timesheet in the following cases:

Time record was manually entered into QB timesheet.

You are re-importing data from actiTIME:

o Time reported in actiTIME was moved to another task/project/customer.

o Status of actiTIME billing type was changed from billable to non-billable and vice-versa.

o Import settings of actiTIME QB Integrator were changed, so that data received from actiTIME is imported into changed customer:jobs structure, associated with other service items, and/or accompanied by more/less details in the Notes column of QB timesheet.



of 36

8:00 – Red text on red background accompanied by exclamation mark icon ( )

Time record stored in QuickBooks timesheet should be modified according to the information received from actiTIME, but cannot be modified as it is marked as billed.

In particular, this means that after the import QB timesheet will contain more data than actiTIME for one of the following reasons:

Time reduction made in actiTIME will not be imported to QuickBooks

New time record will be imported to QuickBooks (according to the changes in the import data), but the old record will not be deleted

These time records may appear in the QB timesheet in the following cases:

Time reported in actiTIME has been deleted, reduced, or moved to another task/project/customer after the corresponding record in QB was marked as billed.

Time record was manually entered into QB timesheet and then marked as billed

Non-Billable time record received from actiTIME was marked as billable in QuickBooks and then marked as billed.

Time record received from actiTIME was marked as billed in QuickBooks, then corresponding billing type was marked as non-billable in actiTIME.

'Billable?' column

This column visualizes billing status of the corresponding time-track data. For the data received from actiTIME it is filled on the base of billing status of actiTIME billing types associated with the tasks the time is reported for.

Billable time that is not marked as billed in QuickBooks timesheet yet.

Billable time that has been marked as billed in QuickBooks timesheet.

No Non-billable time.

3.4 Review Missing Items

Employee's working and leave time can be imported into QuickBooks timesheet only when all items associated with the reported time are created in QuickBooks (customers, jobs, service items, employee). When some of this data is absent in QuickBooks, corresponding employee is marked with a missing data icons in the main application window:

Missing data will be created automatically during the import according to the configured auto-creation settings.

Missing data should be created manually before the import (as the corresponding data type is not selected in the application settings for automatic creation).

Missing data cannot be created as some of QuickBooks constraints are violated (e.g. customer name created in actiTIME is too long).



of 36

You can review all missing items related to the corresponding employee by clicking the missing data icon shown in the main window next to the employee name. This will open 'Missing Items' tab of the Preview Import Data dialog:

'Missing Items' tab of the Preview Import Data dialog

The following information is shown in the interface for each missing item:

Icon visualizing the item status ( , , or )

Data type of the missing item (e.g. Customer:Job)

Name of the item that should be created in QuickBooks (e.g. "Fly-Buy, Inc.:Web Site")

Notes providing additional information on the item - this may be description entered in actiTIME for the corresponding customer, project, or task; reason why the item cannot be created, etc.

You can review all missing items of all employees loaded from actiTIME by clicking 'Review Missing Data' button in the main application window. This will open Missing Data dialog:

Missing Data dialog



of 36

Missing Data dialog shows the same information as 'Missing Items' tab of the Preview Import Data dialog plus number of employees associated with specific missing item. You can see the names of these employees in the tooltip shown for the cells in the 'Related Employees' column.

3.5 Create Missing Items Manually

You can create missing items marked with and icons manually in the Missing Data dialog and in the 'Missing Items' tab of Preview Import Results dialog (see Review Missing Items section for the description of these interfaces).

To create missing items:

1. Open either Missing Data dialog or 'Missing Items' tab of Preview Import Results dialog.

2. Select items to create by selecting checkboxes in the first column. Selected items will be shown in bold.

Selecting items to create in the Missing Data dialog

3. Click 'Create Selected Items in QuickBooks' button located at the bottom of the dialog window.

3.6 Reload Data from actiTIME and QuickBooks

If you changed data in actiTIME and/or QuickBooks after previewing import results in actiTIME QB Integrator, you should re-load data into the application.

Fragment of the main application window

To reload data click button above the table with summary data. The application will connect to QuickBooks and to actiTIME and reload data to import for the selected date range.


actiTIME QB Integrator – User Guide – Import Timesheet Data to QuickBooks v1.0

of 36

4 Import Timesheet Data to QuickBooks

It is strongly recommended to lock time-track data from modifications in actiTIME before importing this data to QuickBooks. You can lock time-track data from modifications in the 'Lock Time-Track' actiTIME interface (see actiTIME User Guide for additional information).

To import time from actiTIME to QuickBooks timesheet follow the instructions below:

1. Start QuickBooks and open the company file to import time-track data to.

actiTIME QB Integrator imports data to the company file that is currently open.

2. Create backup of your QuickBooks company file

Open the File menu, click Create Backup..., and follow instructions.

3. Make sure that:

No dialog windows are open in QuickBooks (e.g. dialog 'Preferences).

All QuickBooks windows for entering time (Weekly Timesheet, Time/Enter Single Activity) are closed.

4. Start actiTIME QB Integrator.

See Getting Started section, if this is the first time when you started actiTIME QB Integrator.

5. Choose date range you want to import data for. (See section Preview Data to Import: Select Date Range to View for more information on selecting a date range.)

Date Range Selector


http://www.actitime.com/user_guide/lock.html


of 36

6. Preview the data to import and make sure that information will be imported into QB timesheet as you expected.

Main Window

Pay attention to the following information shown in the main window:

Color of numbers shown in the table with import summary:

o Black numbers mean that import will change data stored in QB timesheet. o Gray numbers mean that import will not affect data currently stored in QB

timesheet.

To preview working and leave time that will contain QuickBooks timesheet after the import click on the name of employee whose data you want to preview (see section Preview Data to Import: Preview Timesheet Data for more information)

Icons shown in the 'missing data' column:

There is missing data to be created automatically during the import.

There is missing data that should be created manually before the import.

Missing data cannot be created as some of QuickBooks constraints are violated.

See section Preview Data to Import: Review Missing Items for more information on reviewing missing items.



of 36

Exclamation mark icons ( ) shown in the 'Time in QB After Import' column.

This icon means that there are changes that should be done in QB timesheet during the import, but cannot be done as the corresponding data stored in QB timesheet is marked as billed (and thus cannot be modified).

So after the import QB timesheet will contain more data than actiTIME for one of the following reasons:

o Time reduction made in actiTIME will not be imported to QuickBooks

o New time record will be imported to QuickBooks (according to the changes in the import data), but the old record will not be deleted

Sample cases:

o Time record was manually entered into QB timesheet and then marked as billed

o Time reported in actiTIME has been deleted, reduced, or moved to another task/project/customer after the corresponding record in QB was marked as billed.

o Non-Billable time record received from actiTIME was marked as billable in QuickBooks and then marked as billed.

o Time record received from actiTIME was marked as billed in QuickBooks, then corresponding billing type was marked as non-billable in actiTIME.

You can find detailed description of the information shown in the main application window in the section Preview Data to Import: Main Window.

7. Create missing items that should be created manually (see section Create Missing Items Manually) and make sure that there is no missing data that cannot be created for the employees whose data you are going to import.

Employee cannot be selected for import when there are missing items that should be created manually or cannot be created (see also sections Review Missing Items and Create Missing Items Manually)

If there is missing data that cannot be imported, resolve conflicts and reload data to actiTIME QB Integrator.



of 36

8. Select employees whose data should be imported into QuickBooks by selecting corresponding check boxes in the first table column.

Main Window with Selected Employees

Number of selected employees as well as sum of time to be imported will be shown under the table.

9. Start Import by clicking 'Import Selected' button in the main application window.

When no employees are selected for importing data, 'Import Selected' button is disabled.



of 36

If QuickBooks timesheet contains some data that is absent in actiTIME, you will get a warning message requesting you to choose how you want to process these existing data:

Existing Data Detected Warning

QuickBooks timesheet may contain some existing data in the following cases:

Time record was manually entered into QB timesheet. You are re-importing data from actiTIME:

o Time reported in actiTIME was moved to another task/project/customer. o Status of actiTIME billing type was changed from billable to non-billable and

vice-versa. o Import settings of actiTIME QB Integrator were changed, so that data received

from actiTIME is imported into changed customer:jobs structure, associated with other service items, and/or accompanied by more/less details in the Notes column of QB timesheet.

If you want to proceed with importing data, select a data processing option and click 'Proceed' button. Otherwise, click 'Interrupt & Return to Preview' button to cancel the import process.



of 36

10. During the import you will see import progress dialog.

Import Progress Dialog

If you choose to interrupt import process, the application will complete import process for the currently processed employee and then interrupt the import.

11. When import is completed you will see 'Import Completed' dialog.

Import Completed Dialog

Click 'Close' button to close this dialog and return to the main application window.


actiTIME QB Integrator – User Guide – View Import Logs v1.0

of 36

5 View Import Logs

5.1 Overview

actiTIME QB Integrator writes a log file for every import you run.

Import log is a simple text file that contains the following information:

Date and time when the import was run Date range selected for import

Employees selected for import and import status for each employee

Collisions occurred during the import:

o 'Billed' records that should be changed in QuickBooks Timesheet according to the data received from actiTIME, but were not changed

o Records that were deleted from QB timesheet because they were absent in actiTIME

Error description, if import was stopped on an error

5.2 Viewing Import Logs

To view import logs click Import History button ( ) in the main application window. You will see a folder with log files related to the imports made for the corresponding company file.

Log files are stored in the following folder:

Windows XP: C:\Documents and Settings\All Users\(Shared) Documents\actiTIME\QB Import Logs

Note: Windows XP users see the folder as "Shared Documents" when browsing (clicking folders) but Windows display the folder only as "Documents" in paths and addresses.

Windows Vista, Windows 7, Windows 8 and 8.1: C:\Users\Public\Public Documents\actiTIME\QB Import Logs

Files with logs are named according to the date range selected for import.

For example, file with name "2012-10-01 - 2012-10-31 [3].txt" is a log of the 3rd import run for the date range "Oct 01, 2012 - Oct 31, 2012".

If you want to view date & time of the import, switch windows explorer to the 'Details' view and pay attention to the date & time shown in the 'Date Modified' column.


actiTIME QB Integrator – User Guide – Troubleshooting v1.0

of 36

6 Troubleshooting

6.1 Processing of International Characters

If your actiTIME data is entered in a language that differs from English, you may face problems with importing data containing symbols like Ö, ä, ß , etc. These problems are caused by the limited support of national characters in QuickBooks.

Basically, actiTIME QB Integrator can import only data containing the following characters:

! " # $ % & ' ( ) * + , - . / 0 1 2 3 4 5 6 7 8 9 : ; < = > ?

@ A B C D E F G H I J K L M N O P Q R S T U V W X Y Z [ \ ] ^ _

` A b c d e f g h i j k l m n o p q r s t u v w x y z { | } ~ ¡ ¢ £ ¤ ¥ ¦ § ¨ © ª « ¬ ® ¯ ° ± ² ³ ´ µ ¶ • ¸ ¹ º » ¼ ½ ¾ ¿

À Á Â Ã Ä Å Æ Ç È É Ê Ë Ì Í Î Ï Ð Ñ Ò Ó Ô Õ Ö × Ø Ù Ú Û Ü Ý Þ ß

à Á â ã ä å æ ç è é ê ë ì í î ï ð ñ ò ó ô õ ö ÷ ø ù ú û ü ý þ ÿ

Supported Characters

Other characters are not supported, so you will have to re-name your actiTIME data to be imported to QuickBooks.

If you are facing problems with importing data containing supported national characters, make sure that both System Locale and User Locale configured in the Windows Regional and Language Settings are from the list of Windows locales provided below:

� Afrikaans (South Africa) � Alsatian (France) � Basque (Basque) � Breton (France) � Catalan (Catalan) � Corsican (France) � Danish (Denmark) � Dutch (Belgium) � Dutch (Netherlands) � English (Australia) � English (Belize) � English (Canada) � English (Caribbean) � English (India) � English (Ireland) � English (Jamaica) � English (Malaysia) � English (New Zealand) �

� English (Republic of the Philippines) � English (Singapore) � English (South Africa) � English (Trinidad and Tobago) � English (United Kingdom) � English (United States) � English (Zimbabwe) � Faroese (Faroe Islands) � Filipino (Philippines) � Finnish (Finland) � French (Belgium) � French (Canada) � French (France) � French (Luxembourg) � French (Monaco) � French (Switzerland) � Frisian (Netherlands) � Galician (Galician)



of 36

� German (Austria) � German (Germany) � German (Liechtenstein) � German (Luxembourg) � German (Switzerland) � Greenlandic (Greenland) � Hausa (Latin) � Hausa (Latin, Nigeria) � Icelandic (Iceland) � Igbo (Nigeria) � Indonesian (Indonesia) � Inuktitut (Latin) � Inuktitut (Latin, Canada) � Irish (Ireland) � isiXhosa (South Africa) � isiZulu (South Africa) � Italian (Italy) � Italian (Switzerland) � K'iche (Guatemala) � Kinyarwanda (Rwanda) � Kiswahili (Kenya) � Lower Sorbian (Germany) � Luxembourgish (Luxembourg) � Malay (Brunei Darussalam) � Malay (Malaysia) � Mapudungun (Chile) � Mohawk (Mohawk) � Norwegian (Bokmal) � Norwegian (Nynorsk) � Norwegian, Bokmal (Norway) � Norwegian, Nynorsk (Norway) � Occitan (France) � Portuguese (Brazil) � Portuguese (Portugal) � Quechua (Bolivia) � Quechua (Ecuador) � Quechua (Peru) � Romansh (Switzerland) � Sami (Inari) � Sami (Lule) � Sami (Northern) � Sami (Skolt)

� Sami (Southern) � Sami, Inari (Finland) � Sami, Lule (Norway) � Sami, Lule (Sweden) � Sami, Northern (Finland) � Sami, Northern (Norway) � Sami, Northern (Sweden) � Sami, Skolt (Finland) � Sami, Southern (Norway) � Sami, Southern (Sweden) � Scottish Gaelic (United Kingdom) � Sesotho sa Leboa (South Africa) � Setswana (South Africa) � Spanish (Argentina) � Spanish (Bolivia) � Spanish (Chile) � Spanish (Colombia) � Spanish (Costa Rica) � Spanish (Dominican Republic) � Spanish (Ecuador) � Spanish (El Salvador) � Spanish (Guatemala) � Spanish (Honduras) � Spanish (Mexico) � Spanish (Nicaragua) � Spanish (Panama) � Spanish (Paraguay) � Spanish (Peru) � Spanish (Puerto Rico) � Spanish (Spain, International Sort) � Spanish (United States) � Spanish (Uruguay) � Spanish (Venezuela) � Swedish (Finland) � Swedish (Sweden) � Tamazight (Latin) � Tamazight (Latin, Algeria) � Upper Sorbian (Germany) � Welsh (United Kingdom) � Wolof (Senegal) � Yoruba (Nigeria)

Information on how to change system locale:

Windows Vista Windows 7

Information on how to change user locale:

Windows Vista Windows 7

You will need to restart your computer after changing system locale and re-login to Windows after changing user locale (if your system locale is already configured properly).

It is possible that Windows will not request you to re-login after changing user locale. However you should re-login to be sure that modifications in the settings are applied.


http://windows.microsoft.com/en-US/windows-vista/Change-the-system-locale

http://windows.microsoft.com/en-US/windows7/Change-the-system-locale

http://windows.microsoft.com/en-US/windows-vista/Change-the-display-of-dates-times-currency-and-measurements

http://windows.microsoft.com/en-US/windows7/Change-the-display-of-dates-times-currency-and-measurements


of 36

6.2 QB Error: The company file cannot be closed at this time

The following message appears when you are trying to close QuickBooks company file or exit the application:

QuickBooks Error Message

This error may appear in the following cases:

You did not close actiTIME QB Integrator before closing QB company file.

actiTIME QB Integrator application was unexpectedly terminated (manually or due to an error occurred).

If actiTIME QB Integrator is not run, but you keep getting this error, you will have to close QuickBooks using Windows End Process function:

1. Run Windows Task Manager.

To run Task Manager right-click the Windows Taskbar and select Task Manager option or press Ctrl+Shift+Esc on the keyboard.

2. Click the Processes tab.

3. Click the Image Name header to alphabetize the list.

4. Select QBW32.exe and click End Process.

You can find more information on Intuit QuickBooks Support site at http://support.quickbooks.intuit.com/support/articles/SLN40372


http://support.quickbooks.intuit.com/support/articles/SLN40372