Month: February 2018

One major issue when you connect critical data (like hours for payroll and billing!) is that you need to be sure that everything goes though AND that it only goes one time!

Technical steps to send data from SYNCrew to Quickbooks Desktop

1. Quickbooks user clicks the “Update selected” button in QB web connector.
2. QB Web Connector contacts SYNCrew and create a secure connection.
3. SYNCrew will then send the information over one Work Block at a time (think of each row of a Work Block report).
4. For each Work Block that SYNCrew sends, Quickbooks will validate that the employee and customer (& project if used) match.

IF THEY MATCH:
5. The hours are added to the Employee timesheet in Quickbooks
6. Quickbooks confirms this addition and SYNCrew notes that the Work Block has been send to Quickbooks. If the QB Web Connector connects to SYNCrew while the same time period is selected again, that Work Block will be skipped.

IF THERE IS NOT A MATCH:
5. The import process stops and QB Web Connector displays an error that describes what issue was found so the user can fix (usually by adding the Customer:Job or employee in QB.
6. Nothing is reported back to SYNCrew so that SYNCrew will try to send that Work Block next time.

What if additions or edits are made AFTER the sync to QB?

• Work Block added AFTER sync to QB: If a work block is added to SYNCrew AFTER Web Connector has run, you can simply run the Web Connector again and only new events will be added to QB.
• Edits made to a Work Block AFTER sync to QB: In this case, the Work Block as it was at the time Web Connector was run, will remain in QB and the updated Work Block will not be synced. This is because the Work Block has already been flagged as synced so the Web Connector skips it.
• If you add time manually into QB or through another method (like an IIF file): These hours are NOT noted in SYNCrew as having been synced and so they will be sent again one time if you sync to QB.

Need Help?

We know this can be a bit complicated so if you something strange happened, please contact us with the details so we can detmine how it happened and advise on cleanup and also how to prevent going forward.

As always, if you have any questions, you can contact your account manager or email support@syncrew.com to get further details.

SYNCrew can export data to Quickbooks Desktop! This flexible integration will let you get hours your team enters in SYNCrew directly into Quickbooks

Initial Setup: The initial setup is a bit complicated due to the flexibility SYNCrew has built to make sure the hours get in how you need them. For that reason, we insist on helping you so please email support@syncrew.com and ask to get this going.

How to pull data: When you wan to pull data from SYNCrew to QB, just follow these steps. Note that most people run these at the end of each pay period but you can run at other times or use the custom dates. Regardless, we recommend not running while workers are still clocked in for that period.

START IN SYNCREW: Open SYNCrew and do the following:

1. Open SYNCrew and click on Settings in the navigation section at the left (circled in yellow below)
2. Select QuickBooks underneath Settings (circled in green)
3. Select the pay period you want (circled in purple)
4. Click Save (circled in red)

MOVE TO QUICKBOOKS: Open QuickBooks and do the following:
5. Go to the file menu and select “Update Web Service”
6. You may be asked to approve SYNCrew’s access at this time, please approve.
7. A window will open that shows you available apps yous can update and use. Make sure the box next to SYNCrew is selected (circled in orange) and then click “update Selected” (circled in green)

8. Once you click “Update Selected,” it may take some time depending on how many employees you have and how long the pay period is, but status bars at the bottom will keep you posted. Once the progress bars get to 100%, you can check the status to see if it was successsful or if there were errors:

IF EVERYTHING GOES RIGHT, you will see a window like this that shows “last result: ok.” If you see this, you are done and all data should be in QB!

IF SOMETHING IS NOT RIGHT, you will see a window like this that shows “last result: qbwc error:…” and then a description of the error. The error will usually be that the Customer:Project or Employee is not in Quickbooks. Once you fix the issue in QB, go back to step 7 and click “update selected.” If your projects and employees are not up to date in QB, this make take a few tries to get it fully synced.

Please note, we always recommend reviewing hours in QB to be sure they are correct!

Further reading: This integration was built to be as seamless as possible, but it is a bit complicated out of necessity due to the many ways our clients use both SYNCrew and Quickbooks.

• QB De-duplication explained
• Common QB sync Errors