training webinar: journyx accountlink for quickbooks
TRANSCRIPT
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Journyx Accountlink for QuickBooks
Presented by:
Meredith Zachritz, Director of Product Management, Journyx
Christi Steele, Senior Payroll Manager and Systems Consultant, AimSourcing
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IntroductionOverview of Accountlink for QuickBooks
o Features in version 9.0o Configurationo Synchronizationso Mapping Journyx to QuickBooks and vice versa
Today’s Agenda
Tips and Tricks o Setup for invoicing the customero Posting labor cost detail into the General Ledgero Employees/vendors as users o Group setupo Changing login and role for Journyx accesso Period closing
Conclusion and Wrap UpQ&A
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Journyx is designed to take the individual components from QuickBooks (customer/job, service items, payroll items, expense accounts, employees, vendors) and organize them to reduce errors on the timesheet and facilitate the approval process.
Once time and expenses are approved in Journyx, the data is sent back to QuickBooks. Timesheets from Journyx populate the QuickBooks timesheet. Expense sheets from Journyx create a vendor bill in QuickBooks.
Overview
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Setup for invoicing the customer:
• Customer/Jobs• The time should be charged to the level of Customer or Job for where you
charge the total invoice.• Service Items
• Bill rate can be set on individual service items in QuickBooks.• Price level & bill rate level can be used to have variable rates by employee or
customer.
Posting labor cost detail into the General Ledger:
• After the QuickBooks timesheet is populated from Journyx, the “Pay Employees” process is required to post the cost into the General Ledger.
Tips and Tricks
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Employees/vendors as users:
• Vendors can be set up in QuickBooks to allow timesheet entry in Journyx. It is recommended that you use service items that have both cost and price to check that the work is performed by a subcontractor or partner.
• Employees will also be set up as vendors if you are using the Journyx expense module. Time transfers to the employee record and the expense reimbursement transfers to a bill under the vendor.
Group Setup:
• Your group configuration will depend on how you set up your jobs, items, pay types in QuickBooks and what the employees need to see on their timesheet.
Tips and Tricks
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Changing Login/Role for Journyx Access:
• If you have the Journyx Login and Journyx Role populated in QuickBooks and you wish to change the user’s role or login name in Journyx, you should update it in the employee record in QuickBooks and then run Journyx Accountlink to apply it.
Period Closing:
• Prior period adjustments are “NOT ALLOWED” in the approvals and auditing configuration. This will require an administrator or “super approver” to reopen a sheet.
• Submit all blank sheets and approve them if the employee is still active and not required to complete a sheet for the period. This will also require an admin or super approver action to reopen.
• Check the “User Compliance Report” in the Approvals menu for any late time before assuming all time is in.
Tips and Tricks
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Q & A
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Thank you for attendingJournyx Accountlink for
QuickBooks!
Continue the conversation in the Journyx User Community:
http://community.journyx.com/