Employees and QuickBooks Integration
When you use QuickBooks Online with DPS, you enter employee records in QuickBooks Online for employees.
Add New Employees in QuickBooks Online
Add new employees in QuickBooks Online in . The new employees are added to the Employees hub in DPS when updating occurs between QuickBooks Online and DPS.
Important Information About Employee Status:
The following information applies if you use QuickBooks Online Payroll. In QuickBooks Online, you must enter a date in the Released Date field for an employee when the employee is terminated. If an employee is terminated and a release date is not entered in this field in QuickBooks Online, the employee will be added to DPS with an Active status. If you do not use Payroll in QuickBooks Online, this does not apply.
Entering Employees Directly in DPS:
You can enter new employees directly in the DPS Employees hub. However, these employees do not get added to QuickBooks Online. You typically enter new employees directly in DPS for contractors who are not on your payroll. This allows the contractor "employees" to enter timesheets and expense reports in DPS so that labor and expenses are applied for project costing and billing invoices. This also allows contractors to be paid for expense reports entered in DPS with vendor invoices in QuickBooks Online. The timesheet hours entered by contractor employees in DPS are not added to QuickBooks Online for payroll purposes. For more information about contractors and entering employee records for them in DPS, see Contractors and QuickBooks Integration.
Delete Employees
In QuickBooks Online you cannot delete an employee, but you can make the employee inactive. When you make an employee inactive, the status of the matching employee in the DPS Employees hub is changed to terminated when the updating occurs between the two products. In DPS, you cannot enter timesheets or expense reports for terminated employees.
Make Changes to Employee Records
In DPS, the employee fields that are shared with QuickBooks Online are read-only. You must make changes to the shared fields in QuickBooks Online. The changes will be updated in DPS the next time the updating occurs between QuickBooks Online and DPS. See the section further below for the list of shared fields.
Employee Fields that Are Not Shared Between DPS and QuickBooks Online
You can enter and change the information in fields in the DPS Employees hub that are not shared with QuickBooks Online.
Shared Employee Fields Between DPS and QuickBooks Online
The following table identifies the equivalent employee fields that are shared between DPS and QuickBooks Online:
| QuickBooks Online Fields in | DPS Fields in |
|---|---|
| Title | Salutation (part of the full name on the Overview tab) |
| First name, M.I., and Last name | First Name, Middle Name, and Last Name on the Overview tab |
| Suffix | Suffix on the Overview tab |
| Status | Status in the Summary pane |
| Home Phone | Home Phone as part of the contact information in the Summary pane |
| Mobile Phone | Mobile Phone as part of the contact information in the Summary pane |
| Email as part of the contact information in the Summary pane | |
| Home address fields | Home address fields on the Personal and Contact Details tab |
| Hire Date | Hire Date on the Employment Details tab |
| Released | Termination Date on the Employment Details tab |