SchoolLeader has the ability to interface directly with the QuickBooks Pro® Payroll software and Payroll Services. This SchoolLeader Interface process allows you to take advantage of SchoolLeader's CheckPoint Station designed specifically for the preschool business, while at the same time still use a very full featured/all purpose Payroll package for doing the common task of managing employee payroll.
Setting up SchoolLeader to communicate with QuickBooks is discussed separately under the previous topic titled Payroll Interface Settings. Please read that topic to configure SchoolLeader for transferring Time Report files.
Assuming your configuration of this interface is complete, then the transferring of Time and Attendance data only requires a couple of steps.
First, select the Create QuickBooks Time Reporting File from the main menu as shown below.
Once the option is "clicked" a window will be displayed for selecting the date range you wish to report on.
Second, enter the desired date range from the displayed window and select "OK". That's it! SchoolLeader will immediately begin to work on gathering all the information for the Extract file. It may take a minute or two but eventually it will finish and display the following message.
Now all you need to do is import the Time Reporting File using the Timer Control program found in QuickBooks. The information on how to use the QuickBooks Timer Import feature (and the QuickBooks Payroll System) can be found in your QuickBooks User's Manual. However, if you need some assistance, the SchoolLeader Technical Support number should be able to provide you with some basic guidance for the QuickBooks Timer import function.
The SchoolLeader Extract file that is created (like all extract files) will be located in the SchoolLeader EXTRACTS directory found under the main SchoolLeader directory on your Hard Drive. If you would like to see what is in that folder, you can browse the contents using the Microsoft Windows Explorer tool or any other tool designed for browsing the contents of your hard drive. Below is a screen shot of a typical Windows Explorer view of this folder. It shows various "IIF' files that have been created for QuickBooks upload.
Remember, SchoolLeader can import A/R and A/P data as well as Payroll, therefore, this folder may contain many files ready for upload into QuickBooks. For this reason, it is recommended that you DELETE from this folder each file after you upload it to avoid uploading it more than once. QuickBooks will not protect you from accidentally uploading a file twice. If you ever need to load a file after it was deleted you can always manually recreate the file using the main menu option again. The window above shows multiple files in the EXTRACT directory and is for clarity purposes only.
Make sure you have setup all the necessary Payroll Items and Employee "Defaults" prior to performing the first import. This is discussed in further detail in the topic titled Payroll Interface Settings.