Technical Note: 20060721022

QuickBooks Payroll Interface

(Maitre'D 2005, from Service Pack 4 and later versions of 2005)

Payroll Interface Overview

Maitre'D's Payroll Interface allows to import employees from QuickBooks or XML format, and export time worked and wages towards QuickBooks or a third party payroll application in XML format.

With QuickBooks, the employees' personal information includes such details as name, address, phone number. Data related to the job includes punch duration and wage description.

With the XML interface, additional information includes, social security number, hiring, beginning and termination dates. Data related to the job includes such details as task, punches in and out, rate, overtime calculation as well as fringe benefits and tip declaration rate.

Payroll Interface Software requirement

From Posera:

• Time and Attendance Module

• Time and Attendance Interface

• Accounting Interface

Note: Two other QuickBooks interfaces are available: Accounts Payable and Accounts Receivable. The Accounts Payable interface works in conjunction with Inventory Purchase. These two other interfaces will be described in separate documents.

From Intuit:

• QuickBooks 2005 or later

Sequence of events to synchronize Maitre'D and QuickBooks

The following document explains, step by step, how to set up the Payroll Interface.

ATTENTION: It is very important to follow the correct sequence of events for setting up the system in order to insure integrity of the information that will be exported. The employee must first be created in QuickBooks and only then imported into Maitre'D.

1. Setup Employee in QuickBooks

2. Setup Payroll Tasks in QuickBooks

3. Setup Payroll.INI file inside Maitre'D

4. Set Protocol and Paths in Maitre'D

5. Import Employee from QuickBooks into Maitre'D

6. Link Tasks to Employees

7. Export Payroll Information from Maitre'D towards QuickBooks

Setup Employee in QuickBooks

QuickBooks / Employee/ Employee List / Personal Info / Personal

Right-Click and choose New in the contextual menu.

Note: Use the Custom Setup rather then the Easy Setup.

QuickBooks / Employee/ Employee List / Personal Info / Address and Contact

To setup the actual employee, fill up every field required.

QuickBooks / Employee/ Employee List / Personal Info / Additional Info

The Employee ID Account Number and other numeric fields can have an of a maximum of 9 characters. To setup the actual employees, refer to your QuickBooks documentation.

Note: You need to configure QuickBooks to use "Account Numbers".

QuickBooks / Employee/ Employee List / Payroll and Compensation Info

Earnings:

Enter wages the different Hour Types.

Use Time Date to Create Paychecks:

Enabled

Setup Payroll Tasks in QuickBooks

QuickBooks / Employee/ Payroll Item List

Right-Click and choose New in the contextual menu.

Create every tasks that exists in Maitre'D, with every possible Hour Type as an extension.

Example :

• Bartender Regular Pay

• Bartender Overtime Pay

• Bartender Doubletime Pay

Setup Payroll.INI file inside Maitre'D

Edit the Payroll.INI file in the C:\Posera\MaitreD\Data directory to match the Maitre'D Hour Type description to the QuickBooks Payroll Item List extension.

Set Protocol and Paths in Maitre'D

Accounting Interface / View / Options / Configuration

Accounting Interface:

Set to External (XML),

QuickBooks (QBXML CAN) or

QuickBooks (QBXML US)

Note: When selecting a QuickBooks (QBXML...) option, you must enter a path and name in the Company File field. This file must use the .QBW extension. The Test button allows verifying the connection to this file.

Time and Attendance / View / Options / Export

Path:

Use the folder icon to point to the shared directory where the employees' hours and wages will be saved for QuickBooks or the 3rd party XML application.

Period:

Select the export period from the drop-down list between Current or Last Day, Week or Period.

Accounting:

Enable this option to activate Payroll export towards QuickBooks or a 3rd party XML application, as well as accept Import from those applications.

Time and Attendance / View / Options / Import Interface

XML:

Enabled

Path:

Use the folder icon to point to the shared directory where the employees' personal information and data related to their job is saved by QuickBooks or the 3rd party XML application.

Import Employee from QuickBooks in Maitre'D  

The next time you access the Accounting Interface in Maitre'D, your accounts chart will be automatically imported into Maitre'D but you will need to manually import the employee.

Time and Attendance / File / Import

Activate this function to import Time and Attendance employees' personal information and data related to their job from the XML file generated by QuickBooks or a 3rd party application. If the employee's ID does not exist in the Maitre'D system, it is created with the information from the XML file. If the employee's ID already exists, the information is updated with the information from the XML file.

Link Tasks to Employees

Time and Attendance/ File / Employee / Assigned Tasks

Note: You Tasks need to have already been created in Time and Attendance / Setup / Tasks

Highlight the first Undefined line, and click on Property.

Choose a Task in the drop-down list, and assign it a rate, then click on OK.

Repeat for all tasks of all Employees, and exit.

Export Payroll Information from Maitre'D towards QuickBooks  

Time and Attendance / File / Export

When exporting the Payroll information, the MDTAPayrollExport.xml file is saved in the Export path, and includes Time and Attendance Code, Payroll Code, Task and Department.

• When exporting to QuickBooks, the data also includes Punch Date and Durations in hours, minutes and seconds, as well as Wage Description such as Regular, Overtime or Double Hours.

• When exporting through the External XML interface, the data also includes Punches In and Out Date and Time.

Note: QuickBooks Online Edition does not have the ability to import data.