Timesheets and Payroll When You Use QuickBooks Integration

Enter timesheets in DPS. The hours from the timesheets are used to process payroll checks in QuickBooks Online.

Entering timesheets in DPS allows you to apply labor costs to projects based on timesheets hours and generate reports that show labor costs for projects. Employees who do not work on projects can enter timesheets in either DPS or QuickBooks Online. Any timesheets entered in QuickBooks Online are not added to DPS.

Before Employees Can Enter Timesheets in DPS

Complete the following:

• A system administrator must set up users in DPS and associate each employee with a user record. You set up users and associate employees with them in DPS in Settings > Security > Users. For more information, see Setting Up Users.
• Enter job cost rates for employees in DPS in the Cost Rate field on the Accounting tab in the Employees hub. These rates are required if you want projects in DPS to be updated with labor costs based on timesheet hours.
• Set up projects in the DPS Projects hub in Hubs > Projects. For more information, see Projects Hub.

Enter Timesheets and Run Payroll

The following table identifies where you enters timesheets and process payroll.

Warning: When you begin using QuickBooks integration with DPS and you start entering timesheet hours in DPS, do not manually enter the same hours in QuickBooks Online. The hours entered in DPS are automatically added to QuickBooks Online the next time the automatic or manual updating occurs between QuickBooks Online and DPS.

Action	Where You Perform the Action
Enter timesheets in DPS.	Enter timesheets in either of the following locations in DPS: My Stuff > Timesheet Transaction Center > Transaction Entry in the desktop application For more information on how to enter timesheets, see: Timesheets in My Stuff Timesheets in the Transaction Center
Approve timesheets in DPS if you set up an approval process for timesheets.	Approve timesheets in DPS in My Stuff > Approval Center. They must be approved before you can post them. For more information on how to approve timesheets, see Approval Center. You set up an approval workflow for timesheets and assign approvers in Settings > Workflow > Approval Workflows in the desktop application. Then you turn on the approval workflow in Settings > Time > Time Approvals. For more information, see Checklist: Configure and Enable Approvals for Timesheets.
Post timesheets in DPS.	Post timesheets that are entered in either My Stuff or Transaction Center in DPS in Transaction Center > Transaction Posting in the desktop application. The next time that updating occurs between DPS and QuickBooks Online, posted timesheet hours are sent to QuickBooks Online for processing payroll. For more information on posting timesheets, see: Post Timesheets in Transaction Posting Post a Transaction File
Run payroll and generate payroll checks in QuickBooks Online.	In QuickBooks Online, run payroll in Workers > Employees. The hours entered on timesheets in DPS are used when you run payroll. In QuickBooks Online, you can view the Time Activities by Employee Detail report in Reports > All Reports > Manage Payroll to verify that the hours came over correctly from DPS.