Web TimeSheet Integration Manager for QuickBooks
Contents
1. Time Off Web TimeSheet Field Entry Date Client Project User Name Optional Project Task Role Duration Billable Comments Expense Sheet Date Expense Sheet Description Expense Code Name Client Project Amount Expense Line Description Entry Date User Name Time Off Name Duration Comments Intuit QuickBooks Field Date Customer Job Employee Item Duration Billable Note Bill Date Vendor Expense Account Customer Job Amount Memo Date Employee Item Duration Note 2004 by Replicon Inc All rights reserved uN2. Protocols Applications Mobsyric MSDAINITISLIZE mssearch Hetman Paintbrush OBUpdate QuickBooks 4TasLink Remote Debug Manager for Java Remote Storage Recall Notification Client remas SENS Logon Events SENS Network Events SENS OnNow Events SENS Subscriber for EventSystem Event bjectChange events Properties Note QBDCOM must be configured on the machine where QuickBooks is installed 3N 3 Click the Properties button On the Properties window click on the Security tab and select Use custom access permissions at the top of the screen OB WrapIU Properties 2 xl General Location Security Identity Endpoints Use default access permissions fe Use custom access permissions Tou may edit who can access this application fe Use default launch permissions Use custom launch permissions Tou may edit who can launch this application Use default configuration permissions fe Use custom configuration permissions Tou may edit who can change the configuration information for this application Edit OF Cancel Apply 4 Click the Edit button On the Registry Value Permissions window click the Add button Registry Yalue Permissions E x Regist Value AccessFermission Owner michelle Michelle Kempenich Mame Type of Access Cancel Add The Add Users and Groups window is dis
3. install QBDCOM which was provided with your purchase of the Web TimeSheet Integration Manager for QuickBooks XML QBDCOM must be installed on both the QuickBooks 2003 machine and the Web TimeSheet machine if they are installed on different machines Installing QBDCOM You will need to obtain the QBDCOM exe file from Replicon Customer Support before you can install the application Make sure you install QBDCOM on both the QuickBooks 2003 machine and the Web TimeSheet machine if they are installed on different servers The Installation Wizard will guide you through the installation Destination Folder C Program FilezQB DCO Browse process 1 Launch the QBDCOM exe file The Welcome screen is cance displayed Select the Next button to proceed Choose Destination Location E x Setup will install QB DCOM in the following folder To install to this folder click Next To install to different folder click Browse and select another folder fou can choose not to install QB DCOM by clicking Cancel to exit Setup 3 Now select the program folder where you want QBDCOM to appear Click the Next button to begin the installation Select Program Folder E ET Setup will add program icons to the Program Folder listed below Tou may type new folder name or select one from the existing Folders list Click Next to continue Program Folders GB DCOM Existing Folders Accessories Administr
4. COM rrrrrrrnrnnvrrrrrnnnrrnorrnrrnnnerrrrrnnnvnnnennr 2 Configuring QBDCOM rrrrrennnrrovrnrrnnnnnnnvrvnnrrnnnnnnennnnnnnnnnneee 3 Running on Windows NT 2000 2003 rrernrrerrnrrnrnnnrnnn 3 Running on Windows XP rrrrrrnnrrnnnrennnrrernenerrnernnnsnrnnn J Obtaining and Adding A License Key c csseeeeeeeeeeeeeees 7 Chapter 3 Using the WTS Integration Manager 8 Accessing the Integration Manager ccccceseeeeeeeeeeeeees 8 Preparing to Upload the Data rrrrrrnnnnnnnnnnnnvrnnnenrnnnrennnnnre 8 Filet DAA EEE 8 Select Data to Upload scceccccsseeeececseeeeceeseeeseessaeenees 8 Advanced Options rrrrunnnrrrrrnnenrrrrrnnrnrrnrrnnerrrnnrnnsnnrnnnn 9 View Selected Upload Options rrnnrrrvrnnnnrrrvrrnnnerrennnnn 9 Uploading Data to QUICKBOOKS rreeerrrnnnnrrevvnvnrnnnnnnnvenennr 10 Chapter 3 Field Relationships 11 Chapter 1 What is WTS Integration Manager Introduction Constraints The Web TimeSheet Integration Manager for QuickBooks e Data is uploaded only from Web TimeSheet to Intuit XML allows users to transfer data from Web TimeSheet to QuickBooks Pro 2003 Ed a e Only data from approved timesheets expense sheets is Before you can use the Integration Manager you must complete included in the upload the following e Install QuickBooks Pro 2003 Web TimeSheet 5 7 DCOM and QBDCOM Technology s Conhigure QBDCOM The Web TimeSheet Integration Manager for QuickBooks e Obt
5. ain a valid license key to use the Web TimeSheet XML uses XML eXtensible Markup Language technology to Integration Manager for QuickBooks transfer data from Web TimeSheet to Intuit QuickBooks Pro 2003 or higher Web TimeSheet uses DCOM Distributed Component Object Module to communicate with Intuit QuickBooks and upload data depending on specified criteria e Setup Web TimeSheet to access QuickBooks involves identifying the QuickBooks server and specifying the QuickBooks file path and name Technical Requirements The following items are required to successfully use the Web TimeSheet Integration Manager for QuickBooks XML e Registered copy of Intuit QuickBooks Pro 2003 or higher installed on Windows NT 2000 2003 XP e Web TimeSheet 5 7 installed on Windows NT 2000 2003 XP e QBDCOM available from Replicon Inc e DCOM installed by default on Windows NT 2000 2003 XP also available free from Microsoft e Security settings for Windows NT 2000 2003 XP set to allow elevated user access Power User or higher applies only during installation of Web TimeSheet and QBDCOM Chapter 2 Setting Up WTS Integration Manager Note 000 x Installation Re quirements Welcome to the QB_DCOM Setup program This If you are unsure program will install QB_DCOM on your computer tearing DA lg This section describes the installation requirements for running already installed try the Web TimeSheet Integ ration M
6. anager for QuickBooks It is strongly recommended that you exit all Windows programs running the before running this Setup program XML Click Cancel to quit Setup and then close any programs vou dcomcnfg exe utility cel to q en clog have running Click Next to continue with the Setup program You must install QuickBooks 2003 and Web TimeSheet version 5 7 the installations do not have to exist on the same machine The Web TimeSheet Integration Manager for QuickBooks XML is included in the Web TimeSheet 5 7 installation package Refer to the Web TimeSheet 5 7 Installation Guide for complete instructions about installing Web TimeSheet i Cancel You must also ensure that DCOM is installed on both the WARNING This program I protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law QuickBooks 2003 machine and the Web TimeSheet machine 2 Next you will need to specify the directory where if they are on separate servers If DCOM is not installed you QBDCOM should be installed Use the Browse button to may obtain it on the Microsoft Web site by downloading the locate the appropriate directory if necessary roper version for your operating system i y P aed Click the Next button to continue with the installation Last you must
7. ative Tools Java 2 Runtime Environment Microsoft Office Tools Norton Antivirus Corporate Edition lt Back Cancel 4 When the installation is complete you will be prompted to restart your computer You must restart the computer before you can configure QBDCOM Setup Complete Setup has finished copying files to your computer Before you can use the program you must restart Windows or your computer No will restart my computer later Remove any disks from their dives and then click Finish to complete setup Bek When you are ready click the Finish button to close the Installation Wizard Configuring QBDCOM Configure QBDCOM on the QuickBooks machine running on Windows NT 2000 XP by following the steps below Running on Windows NT 2000 2003 You must be logged in as an administrator to perform these steps 1 Click the Start button in your Windows task bar and select Run from the menu Enter dcomcnfg exe in the provided field and click the OK button Ru 2 x Type the name of 4 program Folder document or Internet resource and Windows will open it for you Open dcomenfg exe z IV Runin separate memory space Cancel Browse 2 Onthe Distributed COM Configuration Properties window click on the Application tab and select QBWraplU from the list Distributed COM Configuration Properties ajx Applications Defaut Properties Default Security Default
8. b and click the Add button to add a new license key 4 Paste the new license key in the field provided and click the Save button The new key will be added to the list of license keys Note If Intuit QuickBooks has been installed recently without restarting the machine you may need to open the Intuit QuickBooks application to see QuickBooks in the list on the Component Services window Note You will need to enter the QuickBooks server and file name location ONLY the first time you access the Integration Manager If the server or file name location changes you will need to update the Integration Manager accordingly by clicking the Settings button on the Web TimeSheet Integration Manager for QuickBooks XML screen The first time you connect to a QuickBooks file using the Integration Manager the file must be open in Intuit QuickBooks Intuit QuickBooks will notify you that Web TimeSheet is attempting to access this file and will ask you if you want to allow the connection Select Yes Always to allow access Accessing the Integration Manager To access the Web TimeSheet Integration Manager for QuickBooks XML follow the steps below 1 Log into Web TimeSheet and click on the Integration button at the top of the screen 2 Select QuickBooks from the side menu Click the Settings button on the Web TimeSheet Integration Manager for QuickBooks XML screen 4 Enter the Qu
9. e Lier Veer aa Cig terriers Loaf Now select Computers then My Computer to expand the list of available services 3 Select DCOM Config From the list locate QBWrapIU and click on it using the right mouse button Note If Intuit QuickBooks has been installed recently without restarting the machine you may need to open the Intuit QuickBooks application to see QuickBooks in the list on the Distributed COM Configuration Properties window Compare al Serviced Launch Permission Sor Ei DOM Config 144 oijah ET Administrators LEEXP Admeristiatons I INTERACTIVE E intemal Guect Account LEEXPIUSR_ELDREDMP E Launch IS Process Account LEEXPARWAM_ELDREDSP d SYSTEM Eg pitat Transaction Cg A Ej farri Process R Dent Were Local Tamia Loca antia Tor age Fee M Bidia Cre meray pl igras Flare iiidh ara Gr Lipi Permissions for INTERACTIVE Allen P SKE Logen Deans E Select Properties from the drop down list 4 On the Properties window click on the Security tab In the Launch Permissions section select Customize QBYiraplU Properties PK 6 On the Select Users Computers or Groups window General Location Secu Endpoints iden grant access to everyone by selecting the appropriate aren location and typing Everyone in the field at the bottom of Bi er the window er Splet Where Computers r Groups Helset t
10. e QuickBooks Properties window 14 Select the Default Properties tab on the Distributed COM Configuration Properties window Select the Enable Distributed COM on this computer check box Distributed COM Configuration Properties 2 x Applications Default Properties Default Security Default Protocols f Enable Distributed COM on this computer Kr de Enable COM Internet Services on this computer Default Distributed COM communication properties The Authentication Level specities security at the packet level Default Authentication Level Connect The Impersonation Level species whether applications can determine who is calling them and whether the application can do operations using the client s identity Default Impersonation Level Identify Provide additional security for reference tracking 15 Click the OK button on the Distributed COM Configuration Properties window 16 Reboot the computer Running on Windows XP You must be logged in as an administrator to perform these steps 1 Click the Start button in your Windows task bar and select Run from the menu Enter dcomcnfg exe in the provided field and click the OK button Type the name of a program folder document or Internet resource and Windows vill open it For you Open doomonfgene 2 Onthe Component Services window select Component Services Tampanan Sere ket Cores Flinn Bioran m
11. e uploaded to Intuit QuickBooks Time off hours are identified as non billable when uploaded to Intuit QuickBooks Intuit QuickBooks does not allow a name to be used in more than one list Please make sure you do not use the same name for customers client name in Web TimeSheet vendors expense description or items project name task name role 10 Uploading Data to QuickBooks Once you have set up the data you are ready to upload the data to Intuit QuickBooks To upload the data simply click the Upload button on the Web TimeSheet Integration Manager for QuickBooks XML screen If you prefer to preview the data before uploading it to QuickBooks click the Preview button on the Web TimeSheet Integration Manager for QuickBooks XML screen A report containing all the data being uploaded will be displayed at the bottom of the screen Note that any items highlighted with red text indicate that the item does not currently exist in QuickBooks and will not be uploaded Only data for approved timesheets expense sheets will be included in the upload Chapter 3 Field Relationships The following table specifies which Web TimeSheet fields can be uploaded to Intuit QuickBooks The data type refers to the type of data selected for upload Data Type Timesheet Timesheet Timesheet Timesheet Timesheet Timesheet Timesheet Expense Expense Expense Expense Expense Expense Time Off Time Off Time Off Time Off
12. hes obesct type User Groupa Balkin secunty pounce From far locshon Use Defaut amp Customize Configuration Permissions Ender the object names to select lexgmples t C Use Deia You may wish to click the Check Names button to validate the information ensuring that both the location and name 5 Now click the corresponding Edit button On the Launch are correct Click the OK button when you are finished Permission window click the Add button 7 Click the OK button on the Launch Permission window 8 On the QBWraplU Properties window select Customize in the Access Permissions section Repeat steps 5 7 above 9 When you are finished click the OK button on the Properties window 10 On the Component Services window right click on QBWrapLU and select Properties from the drop down list Repeat steps 4 9 above 11 Now right click on QuickBooks in the list on the Component Services window only required if QuickBooks is installed on installed on the server Select Properties from the drop down list and repeat steps 4 9 above 12 Click the Configure My Computer icon on the Component Services window On the My Computer window select the Enable Distributed COM on this computer check box My Computer Deiauk COM Security Dedauk Properties Defauk Protocols MSDTC General Dipirig FF Enable Distnbuted COM on this compu
13. i Web TimeSheet Integration Manager for TON S XML Version 5 7 RENN Copyright 2004 Replicon Inc All rights reserved All parts of this manual are the property of Replicon Inc No parts of this manual may be reproduced in any manner whatsoever including mechanical or electronic media such as disk or tape No part of this manual may be transmitted in any form by any means without the written permission of Replicon Inc Web TimeSheet is a registered trademark of Replicon Inc All other products are registered trademarks or trademarks of the respective companies Contact Information Replicon Inc 830 910 7th Ave S W Calgary Canada T2P 3N8 Direct 1 403 262 6519 Toll Free in North America 1 877 737 5420 Toll Free in Europe 00 800 7375 4266 Toll Free in Australasia 011 800 7375 4266 Fax 1 403 233 8046 http www replicon com info replicon com The international toll free numbers may not work in some countries If you experience problems use the direct line to contact Replicon REP Chapter 1 What is WTS Integration Manager 1 MOGU ION EE ER 1 Technical Requirements rrrnnnnrnnannnvnnnrnnnnnrvnnnvnnnnsnnnnnennnn 1 Constraints rrrrronnnrnvrrnnnnrnvrrnnnrnovnnnnnnnennnnnsnnennnnnsnnennnnnsnee 1 ET sere 1 Chapter 2 Setting Up WTS Integration Manager 2 Installation Requirements rrrravrnnrrvnnnnrnnnrennnvrnnnnrennnnnnnnen 2 Installing QBD
14. iate You cannot upload data as both a client invoice and vendor bill Specify Vendor Transaction Accounts These are the accounts that will be credited debited for the vendor transactions employee types selected above The credit account is the liability account from Intuit QuickBooks The debit account is selected from the user defined fields for Web TimeSheet employee types To select a debit account you must set up one employee type user defined field containing this information You can then select a field from the Debit Account drop down list Map Fields You may wish to map client specific user defined fields to client information in Intuit QuickBooks You cannot repeat field mapping meaning you can map one user defined field to one field in Intuit QuickBooks Click the Save button to save your settings and return to the Web TimeSheet Integration Manager for QuickBooks XML screen View Selected Upload Options You can view a summary of your upload options at the bottom of the Web TimeSheet Integration Manager for QuickBooks XML screen The Options Selected list box contains a complete list of all options you have selected including the following Filters Type of data being uploaded Selected upload option time vendor bill vs client invoice Selected vendors employee types Mapped fields Note If you are uploading timesheet and or time off data be aware that only approved timesheets will b
15. ickBooks server and the name location of the QuickBooks file on the QuickBooks server that will be updated using the Integration Manager The server is necessary only if QuickBooks and Web TimeSheet are installed on different machines Note that the file location is the ocal path name of the QuickBooks file the location on the actual server UNC path names are not valid For example entering the UNC path will not work e g QBServer quickbooks filename qbw the ocal server path is required e g C Program Files Intuit QuickBooks Pro filename qow 5 Click the Save button to return to the Web TimeSheet Integration Manager for QuickBooks XML screen The first time you connect to a QuickBooks file using the Integration Manager the file must also be open in Intuit QuickBooks Intuit QuickBooks will notify you that Web TimeSheet is attempting to access this file and will ask you if you want to allow the connection Select Yes Always to allow access Chapter 3 Using the WTS Integration Manager Preparing to Upload the Data The following requirements must be met before you can successfully upload data from Web TimeSheet to Intuit QuickBooks e Employees must be previously set up in Intuit QuickBooks The employees full names in QuickBooks must match their full names in Web TimeSheet middle initials are part of the full name in QuickBooks e Employees MUST NOT be set up to use time tracking information fo
16. invoices e identify vendors e map client specific user defined fields to Intuit QuickBooks To select advanced upload options 1 Click the Advanced button on the Web TimeSheet Integration Manager for QuickBooks XML screen 2 Customize the upload options Upload time to QuickBooks as Specify whether you would like to upload time data to QuickBooks as QuickBooks Time default or as a client invoice If you select QuickBooks Time you can still create a client invoice manually from within Intuit QuickBooks Include expenses in client invoice Select this check box if you would like to create a client invoice that includes expense data If you include the expenses in a client invoice the expenses will still be uploaded to vendor bills Identify Vendors If you have specific Web TimeSheet employee types that should be considered vendors in Intuit QuickBooks you can select those employee types here Select the Web Timesheet employee types click the gt gt button to add those employee types to the vendor list To remove an employee type from the vendor list select the employee types in the list box Employee Types that Identify Vendors and click the lt lt button The time data for any selected employee types will be uploaded as vendor bills instead of QuickBooks Time in Intuit QuickBooks If you have selected to upload data as a client invoice vendor data will be included in the client invoice where appropr
17. played Add Users and Groups a x List Hames From a FEPLICON Names ga Domain Controllers All domain controllers in the domain gD oman Guests All domain guests ble Domain Users All domain users Fe SR Admins of Enterprise KEENE tt Al EE GAE secutive Accounts Sale Group Policy Creator Owners Members in this group can modify group Se Human Resources Accounts hal Add Show Users Members Search Add Names Everyone Type of Access Allow Access v Cancel Help Click the Show Users button Grant access to everyone by selecting the appropriate user account and clicking the Add button to allow access Click the OK button to save your changes and close the window Click the OK button on the Registry Value Permissions window On the QBWraplU Properties window select Use custom launch permissions at the top of the screen and click the Edit button Repeat steps 5 8 above 9 When you are finished click the OK button on the QBWraplU Properties window 10 On the Distributed COM Configuration Properties window select QBWrapLU from the list and repeat steps 3 8 above 11 When you are finished click the OK button on the QBWrapLU Properties window 12 Now select QuickBooks from the list on the Distributed COM Configuration Properties window only required if QuickBooks is installed on the server Repeat steps 3 8 above 13 When you are finished click the OK button on th
18. r their paychecks Intuit QuickBooks e Expense account names must be previously set up in Intuit QuickBooks Web TimeSheet expense code names are mapped to Intuit QuickBooks expense account names Once the above requirements are met you can set up the data for upload Initially you will need to set up options to ensure that the proper data is uploaded and the field mapping meets your needs Later you can perform regular uploads based on the setup options you selected or you can redefine your setup if necessary Filter Data First you will need to select any filters you would like to use to limit the data being uploaded You can upload all data or only data that has not been previously uploaded Select Data to Upload Specify whether you wish to export timesheet data expense data and or time off data For timesheet and or time off data you must select the QuickBooks account to which the data will be exported Note that time off hours are identified as non billable in QuickBooks For expense data select the appropriate Accounts Payable account If you are exporting timesheet data you must specify which information will appear in the Item field in QuickBooks You may map any of the following fields to the QuickBooks Item field e Project e Task e Project Task full path name e Role Advanced Options You can use the advanced options to further customize the data upload Advanced options allow you to e create client
19. tes I Enable COM Intemet Services on thet computer Default Distributed COM Communscaton Propertes The Authentication Level species secunty at thee packet bevel Default Aulnerboabon Leret Connect The mpersonabon kvel species whether appbeabort can debe Wind 15 Calling hem ond whaha the ap kcston can do operators dine the cherd s dentin Default mperronabor Lavet dere lt S cuniy for reference treckung can be provided suthenhcation 15 ured and Ihat the del sult m ersonston bawel is mol snor nout Frade additional secunty for eieren tracking 13 Click the OK button on the My Computer window 14 Reboot the computer Obtaining and Adding A License Key You will need to purchase a valid license key to use the Web TimeSheet Integration Manager for QuickBooks XML You can obtain a license key by contacting the Replicon Sales team Toll free in North America 1 877 737 5420 ext 2 00 800 7375 4266 ext 2 800 REPLICON 011 800 7375 4266 ext 2 800 REPLICON 1 403 262 6519 ext 2 Toll free in Europe Toll free in Australasia All other areas Online http Www replicon com E mail sales replicon com Once you have obtained a valid key follow the steps below to add the license key to Web TimeSheet 1 Log into Web TimeSheet as an administrator 2 Click on the Admin button at the top of the screen and select About Web TimeSheet from the side menu 3 Select the License Keys ta
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