Post Y.E.S.!™
to QuickBooks
Posting to Intuit QuickBooks®
2003 or later
In order to post to Intuit QuickBooks® using the
QuickBooks®
button , the following minimum System Requirements must be
met:
Minimum CPU required: 300MHz
Minimum memory required: 64Meg RAM
Minimum hard disk space required: 500Meg
Operating system versions supported: Microsoft®
Windows NT/98/ME/2000/XP
Minimum screen resolution: 800x600 (Highest
Color Quality)
CD-ROM speed: 4X
Intuit® QuickBooks® 2003 or later, QuickBooks®,
QuickBooks Pro® or QuickBooks Premier® Editions, United States Versions,
Single User
If QuickBooks®
is currently running on this computer, after you click on "OK" button, the Y.E.S.!™ QuickBooks® interface
will open.
If QuickBooks®
is not currently running on this
computer, you will receive the message shown below. (If you see this message,
start your QuickBooks®
and try to post again.)
QuickBooks®
Configuration to utilize Y.E.S.! Time
and Attendance™
Data
Before posting to Intuit QuickBooks®,
you will need to configure QuickBooks®
to use Y.E.S.! Time
and Attendance™
Data for payroll. The
easiest way to do this is to set your Employee defaults.
NOTE: This configuration setting
should be made in your QuickBooks®
before adding any Employees to
QuickBooks®.
If you
already have your employees entered into QuickBooks®
you should
still change the Employee Defaults. Instructions
on what to do in this case will be shown next.
To set your Employee Defaults, go to the Edit Menu, and select the Preferences
option. This
will bring up the screen shown below. Now
click on the Payroll & Employees icon on the left. Then
click on the Company Preferences tab as shown below. Now,
on the Company Preferences tab, click on the Employee Defaults button.
On the Employee Defaults screen, shown below, check the box labeled
"Use time data to create paychecks."
NOTE: This change will only
affect Employees added after
this change has been made to the QuickBooks®
Employees defaults.
If you already had some (or all) of your Employees entered into QuickBooks®, you will
need to edit them one at a time. Go
to the Employees List and select the first Employee that needs edited.
Double-click
on the Employee's name. On
the first screen that comes up, go to the Change tabs list and select
"Payroll and Compensation Info" as shown below.
As soon as you select "Payroll and Compensation Info", the
Payroll Info screen will appear, as shown below. On
this screen, check the box labeled "Use time data to create paychecks."
Interfacing with Intuit QuickBooks®
payroll from Y.E.S.!™
Time and Attendance is extremely easy.
The QuickBooks®
Employees Posting screen is accessed from either the QuickBooks® button on
the "Post Employees Time" screen, as shown above, or by using
the drop down menu "Post Y.E.S.! to QuickBooks", which is located
on the main "Employees" screen under the "Tasks" menu.
When you first open up the QuickBooks®
Employees Posting screen, it will look similar to the following:
How to Post to Intuit QuickBooks™
With your mouse, hold down the left mouse key (if you are right handed)
and drag the cursor over the range of dates that you wish to post. As
you drag your mouse, all of the selected dates will be high lighted. In
the example below, the range of dates December 23 through December 28,
2002 were selected, as you can see from the high lighting of these dates.
As soon as you release the mouse key, the Y.E.S.!™ database (appearing
in the bottom windows) and the QuickBooks®
database (appearing in the upper windows) will be queried.
If this is the first time that you have ever posted from Y.E.S.! Time
and Attendance™,
the upper window will probably be empty, as shown below.
Now click on the "Post to Your
QB Accounting" button, which will begin the posting process.
When the posting process is complete, a message will appear on your
screen, as shown below.
Screen Component Descriptions
The upper (QuickBooks™)
window, labeled "Your QuickBooks™ Accounting
Records," will
show you all of the previously posted Employee data for the period selected.
The lower (Y.E.S.!™) window, labeled
"Your Y.E.S.! Posted Time Records,"
will show you all of the available Employee data that needs to be posted
for the period selected. The
system will automatically determine whether records have been previously
posted or not, in order to prevent duplication. Previously
posted records are marked "YES" in the "Posted" column.
Those
records which have not been previously posted are marked "NO"
in the "Posted" column.
The lower left area shows you the calendar control
with which you select the range of dates to be posted. The
range of dates from which you may select must be within the current month
or within one week of the previous or next month.
The lower right window will show you a listing
of active Employees who have no time posted for the range of dates selected.
The Employees
listed here are the Employees whose names are currently in the Y.E.S.!™ database.
When you Post to QuickBooks™, not
only are you submitting Employee Time and Attendance data to QuickBooks™,
you are also simultaneously retrieving the complete listing of Employees
whose names are currently in QuickBooks and
sending to QuickBooks™
a listing of Employees who names are currently in the Y.E.S.!™ database.
There is
no danger of the duplication of Employee names by this process. This
process makes sure that the two databases contain the same Employees and
associated information.
Because Posting to Intuit QuickBooks™
from Y.E.S.!™ Time and Attendance
is so easy to use, there is actually only one button (other than Close Window) on this screen and one
Menu option:
Buttons
Post to
Your QB™
Accounting - Clicking on this button will post all of the Employee
data list which are has not been previously posted to Intuit QuickBooks™ Accounting.
Close Window
- Clicking on this button will close this screen.
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