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Payroll Exports

  • Updated

Janitorial Manager offers exporting options for several payroll providers.

Available Payroll Exports Setting up Locations
Disclaimer Exporting Payroll
Adding a Payroll System Data Mapping by System
Setting up Employees QuickBooks Desktop

 

Available Payroll Exports

Janitorial Manager offers exports for the following payroll systems:

  • ADP Workforce Now
  • ADP Workforce Now (Condensed)
  • APS
  • Employer's Guardian
  • Gusto
  • Invo
  • iSolved (Format 1)
  • iSolved (Beta)
  • Paychex Flex
  • Paycom
  • Paycor
  • Paylocity
  • Payroll Select
  • QuickBooks Desktop
  • Sage50
  • Snelling
  • UKG Ready
ADP Run is not supported.

 

Employee time can be sent to QuickBooks Online using our integration.

Disclaimer

For questions concerning how to import files in your payroll system, or if you encounter errors in your payroll system while importing data, please contact your payroll system's account representative or customer support.

 

Adding a Payroll System

  1. On the web portal, go to Gear Icon > Manage Account.
  2. Select the Timekeeper subtab.
  3. Select a value from the Payroll System dropdown.

 

Setting up Employees

Review your payroll system's data mapping for details on step #3.

  1. Navigate to Employees > Manage Employees.
  2. Select the Edit Pencil for an employee.
  3. Under General Information, add the payroll system's employee identifier as the Employee Ref. ID.
    mceclip0.png
  4. Select Save to confirm changes.

 

Setting up Locations

Review your payroll system's data mapping for details on step #3.

  1. Navigate to Customers > Manage Locations.
  2. Select the Edit Pencil for a location.
  3. Under General Information, add the payroll system's location/job identifier to the Payroll Ref. ID field (or other matching field).
  4. Select Save to confirm changes.

 

Exporting Payroll

The payroll cycle must be processed before exporting data.

  1. Navigate to Reports > Time > Employee Payroll.
  2. Select the [Payroll System] Export button. The file will download automatically.

    The screenshot above uses Payroll Select as an example.
  3. Import the file into your payroll system.
    • If you have questions about importing or using your payroll system, please reach out to your payroll system's product support.

 

Data Mapping by System

ADP Workforce Now

Payroll System Field Janitorial Manager Field
ADP Company ID Payroll Ref. ID (Timekeeper Account Settings)
ADP Employee ID Employee Ref. ID (Employee Maintenance)
ADP Payroll Ref. ID Payroll Ref. ID (Location Maintenance)
Batch ID* Batch ID (Employee Payroll)

 

ADP Workforce Now (Condensed)

Payroll System Field Janitorial Manager Field
ADP Company ID Payroll Ref. ID (Timekeeper Account Settings)
ADP Employee ID Employee Ref. ID (Employee Maintenance)
ADP Payroll Ref. ID Payroll Ref. ID (Location Maintenance)
Batch ID* Batch ID (Employee Payroll)

NOTE: This ADP Workforce Now export consolidates total regular and overtime hours into single line items per employee. It does not include a column for 'Temp Department'.

*This code identifies specific groups of payroll data imported into ADP. There's no matching field in JM.

 

APS

Payroll System Field Janitorial Manager Field
Employee Number Employee Ref. ID (Employee Maintenance)
Department Number Payroll Ref. ID (Location Maintenance)

 

Employer's Guardian

Payroll System Field Janitorial Manager Field
Employee ID Employee Ref. ID (Employee Maintenance)

 

Gusto

Payroll System Field Janitorial Manager Field
Employee ID Employee Ref. ID (Employee Maintenance)


Invo

Payroll System Field Janitorial Manager Field
Employee ID Employee Ref. ID (Employee Maintenance)
Job Code Location Number/Building Code (Location Maintenance)

 

iSolved (Format 1)

Payroll System Field Janitorial Manager Field
Key Employee Ref. ID (Employee Maintenance)
LaborValue3 Payroll Ref. ID (Location Maintenance)
LaborValue4 Location Building Name (Location Maintenance)

NOTE: This format requires unique codes for time entries. Ensure the following Pay Items are configured in your iSolved account.

iSolved Pay Item Janitorial Manager Time Entry Type
EREG Regular hours
EOVT15 Overtime hours
ETRAV Travel hours
EPTO PTO hours
EHOL Holiday (time off) hours
ESICK Sick (time off) hours

 

iSolved (Beta)

Payroll System Field Janitorial Manager Field
Employee Payroll ID Employee Ref. ID (Employee Maintenance)
Payroll Ref. ID (Labor Value Code) Payroll Ref. ID (Location Maintenance)

 

Paychex Flex

Adding Payroll System

  1. In the Payroll System dropdown, select Paychex Flex.
  2. In the Payroll Ref. ID field, enter your Paychex Flex Company ID Code.
  3. Select Save.
Payroll System Field Janitorial Manager Field
 Employee ID Employee Ref. ID (Employee Maintenance)
Payroll Ref. ID Payroll Ref. ID (Location Maintenance)

 

Paycom

Payroll System Field Janitorial Manager Field
Employee ID Employee Ref. ID (Employee Maintenance)
Job Code Payroll Ref. ID (Location Maintenance)
Company ID Payroll Ref. ID (Timekeeper Account Settings)

 

Paycor

Payroll System Field Janitorial Manager Field
Employee ID Employee Ref. ID (Employee Maintenance)
Work Location Name Location Name (Location Maintenance)
Work Location ID Payroll Ref. ID (Location Maintenance)

 

Paylocity

Payroll System Field Janitorial Manager Field
Employee ID Employee Ref. ID (Employee Maintenance)
Department Code (or Cost Center 1 Code) Location Number/Building Code (Location Maintenance)
Location Code (or Cost Center 2 Code) Payroll Ref. ID field (Location Maintenance)

 

Payroll Select

Payroll System Field Janitorial Manager Field
Employee Number Employee Ref. ID (Employee Maintenance)
Labor Segment/Location ID Payroll Ref. ID (Location Maintenance)

 

Sage50

Payroll System Field Janitorial Manager Field
Employee Payroll ID Employee Ref. ID (Employee Maintenance)
Sage50 ID Payroll Ref. ID (Location Maintenance)

 

Snelling

Payroll System Field Janitorial Manager Field
Employee Payroll ID Employee Ref. ID (Employee Maintenance)
Location Snelling ID Payroll Ref. ID (Location Maintenance)

 

UKG Ready

Payroll System Field Janitorial Manager Field
Employee ID Employee Ref. ID (Employee Maintenance)

 

QuickBooks Desktop

To enable the export:

  1. Navigate to the Gear Icon > Manage Account.
  2. Choose the Timekeeper subtab.
  3. In the Payroll System dropdown, select QuickBooks Desktop.

To set up your employees:

  1. Navigate to Employees > Manage Employees.
  2. Select the Edit Pencil for an employee.
  3. Edit the Employee Ref. ID field under General Information.
    1. The Employee Ref. ID in JM should match the Employee ID in QuickBooks Desktop.
  4. Select Save to confirm changes.

To set up your locations:

  1. Navigate to Customers > Manage Locations.
  2. Select the Edit Pencil for a location.
  3. Edit the Payroll Ref. ID field under General Information.
    1. The Payroll Ref. ID should match the location's Account No. in QuickBooks Desktop.

To export the QuickBooks Desktop report:

  1. Ensure that you have followed the processing payroll instructions.  Most importantly, the payroll must be processed before initiating the export.
  2. Navigate to the Gear icon > Payroll > Manage Payroll.
  3. For a processed payroll, select the QuickBooks Export button.
    mceclip1.png
  4. On the following screen, fill out the fields at the top of the page using the recommendations below, then select Save.  This step only has to be completed once.
    mceclip2.png

  5. Once ready, select the Export button to generate the .IIF file.

    Our Beginning Recommendations:
    ○ Version: 8
    ○ Release: 0
    ○ Imported before: N
    ○ From Timer: Y
    ○ Company Create Time: 1208544781
    ○ Product: QuickBooks Pro for Windows
    ○ Version: Version 6.0D
    ○ Release: Release R4P
    ○ IIF Version: 1
    ○ Date: 4/18/2008
    ○ Time: 1208545205
    ○ Account: N
    ○Account Splittime: 0

Editing Items and Payroll Items:

Service, Payroll, Overtime, and Travel Time items can be edited to best fit the actual setup in QBD. 

Items can be added at the location, employee, or export level.  The order of priority is:

Employee > Location > Export Level

Tip: As an example, if you add an Item for an employee, the export will always use that Item for that employee.
If an Item is left blank for an employee, it will use the Item added for the location.
If Items are not specified at the employee or location levels, the export will use the default settings.

 

To add items at the location level:
  1. Navigate to Customers > Manage Locations.
  2. Select Edit Pencil for the desired location.
  3. At the bottom of the page, find the QBD Payroll Item section.
  4. Add the item to the appropriate field.
To add items at the employee level:
  1. Navigate to Employees > Manage Employees.
  2. Select the Edit Pencil for the desired employee.
  3. At the bottom of the page, find the QBD Payroll Item section.
  4. Add the item to the appropriate field.

To add items at the export level:

  1. In the Item and PItem fields, add the Service Item and Payroll Item that you use in Quickbooks desktop, respectfully.
    mceclip4.png
  2. Select Update Item/PItem to update all line items below.
  3. To edit the information for a single line item, select the Edit button.
    mceclip5.png

To import the IIF File into QuickBooks:

  1. Open QuickBooks Desktop to the appropriate company file.  Check that QuickBooks Desktop is in Single User Mode. 

    QuickBooks Note: As a reminder, any time you import an IIF file, you must be in Single User Mode. To do so, Click File > Switch to Single User Mode. When you are done, remember to use the same steps to return to Multi-User Mode (as needed). 
    Switching to Multi-User Mode is only relevant if other users will use the QBD account at the same time or need to log in.
  2. After confirming that the account is in Single User mode, navigate to File > Utilities > Import > IIF File.
    mceclip0.png
     
  3. Select Import IIF.
    QBD6.png
  4. Navigate to the .IIF file generated from JM.  Select the file, then click Open.
  5. Importing will take a few seconds. Once the import has been completed, QBD will note which files succeeded and which failed.  After confirming the information, select Done.
    QBD9.png
  6. Payroll information has now been imported into QBD.
    Note: If you have questions on using QuickBooks, please reach out to QuickBooks support.
Note: When importing the .IIF file for payroll, if you have employees that are new and have not been entered into QuickBooks previously, the IIF file will automatically populate them into the QuickBooks Employee Center for you. However, it will only populate the name and put the hours in for you. You will need to make sure to open your Employee Center if you have not already done so at the time of hiring and enter in all of the necessary employee data for payroll and taxes.
A quick way to find out who is new is to go to your QuickBooks, click on Reports > New Hire List. From here you are able to see a list of new employees. 

QBD10.png

 

 

 

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.

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