Administration Guide
4.1 - QuickBooks Work-Specific Payroll Items

What is the configuration file named?


When would I use this configuration file?

If you would like employees to have a different Payroll Item recorded for different types of work (for example, Marie's Payroll Item will be recorded as "Hourly Rate Sick" if she books time off for illness). If employees will always record work to the same Payroll Item (regardless of the project they are working on), you can use the default Payroll Item attribute of the employee's user record instead.

What does this configuration file do?

The qb_payroll_items.txt file stores the QuickBooks Payroll Items to be used by one or all employees as they bill time to different projects or QuickBooks Classes in Senomix Timesheets. If you would like an employee to have a QuickBooks Payroll Item assigned to their work, an entry placed in this file for the employee and project would assign that Payroll Item to any effort hours the employee has billed to the identified project.

The default QuickBooks Payroll Item used for each employee's hours is the value entered in the "Payroll Item" text field for that person's user record in the Senomix user administration screen. The Work-Specific Payroll Items in this file are used in place of the Payroll Item default recorded for an employee's user record and so default Payroll Items for each employee can be set in their user record, with project-specific Payroll Items then noted in this work-specific file.

If a Payroll Item match (including those for 'all' employees) is found for an employee in the qb_payroll_items.txt file, it will be used in place of the Payroll Item noted in the employee's user record.

What is the layout of this configuration file?

Each line of the qb_payroll_items.txt file identifies the Payroll Item to apply to a given Senomix project, activity and task (or QuickBooks Class) combination for one or all employees. Each line of the data file is written in the format:

[ User Id ] [tab] [ Project Id ] [tab] [ Activity Id ] [tab] [ Task Id ] [tab] [ Payroll Item ]

Where User Id is the employee's User Id as listed in their Senomix user account record, Project Id, Activity Id and Task Id are the corresponding Senomix Project, Activity and Task Id values, and Payroll Item is the exact text of the Payroll Item to use for that employee in QuickBooks.

Id values for user, project, activity and task records can be found in the top-right corner of their respective Senomix administration screens.

Where 'all' employees, projects, activities or tasks will use the identified Payroll Item, the text 'all' will be used in place of a specific Id value (as described below).

How do I configure this preference setting?

First, open the file named qb_payroll_items.txt (or, if the file is not present in your /st_conf directory, create it) in your computer's Windows Notepad or Mac OS X TextEdit text editor. The adjustments noted here will be made in that text file.

The 'Id' columns for identifying employees and project billing codes in the configuration file can either reference a specific Senomix user, project, activity or task by including the record's Id in that column, or they can reference all system users, projects, activities or tasks by placing the text 'all' in the column instead of a specific Id number.

For example, if all employees working on "Project X" were to have their time tracked with the Payroll Item "Hourly Regular Rate", and Project X had the Project Id value of 17 in Senomix, this entry would be made in the text file:

all [tab] 17 [tab] all [tab] all [tab] Hourly Regular Rate

So, all employees who have billed time to any activity or task listed under the project with an Id number of 17 (Project X in this example) will have their Payroll Item set to be "Hourly Regular Rate" when their time is exported to QuickBooks.

Considering another example, if only Marie (with Senomix Timesheets User Id of 2) was to have her Payroll Item set to be "Hourly Regular Rate" when working on Project X, the entry would instead be entered as:

2 [tab] 17 [tab] all [tab] all [tab] Hourly Regular Rate

So, any time recorded for the Project with Project Id 17 by the employee with User Id 2 will have their hours set to "Hourly Regular Rate" when time is exported to QuickBooks.

Many different lines can be entered for the same project, allowing you to configure different Payroll Items for the different employees which may be performing that work. For example, if Marie (User Id 2) was to have a Payroll Item of "Salary" when working on Project X (with Project Id 17), but all other employees were to have their time applied to "Hourly Regular Rate", the following lines would be entered in the configuration file:

2 [tab] 17 [tab] all [tab] all [tab] Salary

all [tab] 17 [tab] all [tab] all [tab] Hourly Regular Rate

Since the first entry in the qb_payroll_items.txt file which provides a match for an employee and project will be used to identify their Payroll Item, any entries which cover 'all' employees must be placed at the end of the configuration file to ensure they are not read before employee-specific entries. For example, if the lines listed above were instead entered as:

all [tab] 17 [tab] all [tab] all [tab] Hourly Regular Rate

2 [tab] 17 [tab] all [tab] all [tab] Salary

...then Marie (with User Id 2) would have her Payroll Item for Project X (with Project Id 17) set to be "Hourly Regular Rate", as that is the first entry in the list which matches her timesheet details for Project X.

Setting Payroll Items for QuickBooks Classes and Service Items

The examples shown above cover 'all' activities and tasks in a project, but you can also specify different Payroll Items for a project's individual activities and tasks if you would like. For example, you may want to identify a specific Payroll Item to use whenever a certain QuickBooks Class is selected on a user's timesheet.

Considering an example with that option, if a QuickBooks Class for "Sick Time" was imported as a task in Senomix (with that "Sick Time" task having a Senomix Task Id of 57 in your Senomix QuickBooks Template), you could indicate that all employees which book time to that "Sick Time" Task / Class have their payroll item set to be "Hourly Rate Sick" when those hours are imported into QuickBooks (regardless of the project they are working on) with this configuration file line:

all [tab] all [tab] all [tab] 57 [tab] Hourly Rate Sick

So, all employees which book time to any project and activity will always have their Payroll Item noted as "Hourly Rate Sick" if they select the "Sick Time" task in Senomix Timesheets. If Marie (with User Id 2) was instead to have her time noted as "Salary" for that "Sick Time" task, another line would be added to note her different Payroll Item for that QuickBooks Class:

2 [tab] all [tab] all [tab] 57 [tab] Salary

all [tab] all [tab] all [tab] 57 [tab] Hourly Rate Sick

In a similar way, Payroll Items for specific QuickBooks Service Items can be set by identifying the item's corresponding Activity Id in your Senomix QuickBooks Template. For example, if a Service Item of "Documentation" was to have the Payroll Item "Hourly Rate Support", and that Activity was noted as having an Activity Id of 18 in your Senomix QuickBooks Template, this entry would be added to assign all employees to have that Payroll Item applied for those hours:

all [tab] all [tab] 18 [tab] all [tab] Hourly Rate Support