How to setup the interface between HomeTrak and QuickBooks
...
| Expand |
|---|
| title | How to establish a connection between HomeTrak and QuickBooks... |
|---|
|
How to establish a connection between HomeTrak and QuickBooks On the computer that will be doing the exporting of your billing and/or payroll you will need to perform the following steps: Start HomeTrak and login. Start QuickBooks and login as Administrator. Start the QuickBooks Connector; go to the Main screen of Menu of HomeTrak Companion, click FileOptions menu and then click ‘Start QuickBooks Connector’. 
|
...
| Expand |
|---|
| title | Where to setup the QuickBooks Interface... |
|---|
|
Where to setup the QuickBooks InterfaceFrom the Main screen click on Setup then click Agency Office. Next, click the RequiredFinance tab then click Interfaces. Click the QuickBooks Setup tab, then Then click the Edit button to open the QuickBooks Defaults screen.
|
...
| Expand |
|---|
| title | How to add Classes to my QuickBooks Export... |
|---|
|
ClassesIf you use class tracking in QuickBooks and want to see the class of the payer on each line item of the QuickBooks invoice, you must populate the Classes field and select the ‘Include QB Class in Invoice’ option under Additional Billing Options The Class Name field is case sensitive and the format must match exactly as it is setup within QuickBooks. Sub-classesIf you use classes and subclasses within QuickBooks you will need to separate them with a colon when filling in the Class Name field. Example: ClassName:SubClassName Adding a Class to PayerIf the Payer is the client then go to the Client Module and on the Billing Options screen go to the QuickBook Class field and choose from the drop-down list identify which class applies to this client. If the Payer is not the client but a third party payer then go to the Payer Module and on the Billing Options screen go to the QuickBook Class field and choose from the drop-down list which identify which class applies to this payer. 
|
...
| Expand |
|---|
|
Payroll Options | Live In Rate Type:One Hour at Full RateSkip and ExceptionUse Credit Hours
| | Per Visit Rate Type:One Hour at Full RateSkip and ExceptionUse Credit Hours
|
| Time sheet Notes: | | | | Switch Payer Name to Client Name in Time sheet `CustomerJob` Column: | Choose whether or not to change the payer name to the client name in the `Customer: Job` field on the time sheet. | Update Employee/Vendor Data During Payroll Export | Choose whether or not to update Employee/Vendor Data (address changes) during your payroll export. | Rate Deviation: | How far can a QuickBooks rate deviate from Companion before it is not longer valid. |
|
...
| Expand |
|---|
| title | How to link Services and Extra Charges... |
|---|
|
How to link Services (Call Types) from HomeTrak to QuickBooksEdit the Service (or Call Type) in the Agency Office Module. In the QuickBooks Interface Items portion of the Service screen you have three options for linking your services in HomeTrak to QuickBooks. - Invoice Service Item - If exporting invoices to QuickBooks you must populate this field.
- Vendor Bill Service Item - If exporting payroll and your office has caregivers who are not employees but are considered contractors you must populate this field.
- Payroll Service Item - Only populate this field if your employees in QuickBooks have multiple entries for the same pay rate and you want to specify the payroll item description to be used.
start here.... - From the Main screen click on Setup then click Agency Office.
- Next, click Home click Scheduling tab, then Services (Call Types).
- Select a service from the list and click the EDIT button.
- Next, click "Connect to QuickBooks" button to have the system pull in your service items from QuickBooks and populate the "Invoice Service Item" list.
- Click the "Invoice Service Item" drop-down list and select which service item you want to link to the service in HomeTrak.
- Then, click the Save button.
- Repeat these steps for each Service (Call Type) in your list.
In the QuickBooks Interface Items portion of the screen you have three options for linking your services in HomeTrak to QuickBooks. - Invoice - If exporting invoices to QuickBooks you must populate this field.
- Vendor Bill - If exporting payroll and your office has caregivers who are not employees but are considered contractors you must populate this field.
- Payroll - Travel Time is the only extra charge for which the Payroll field should be populated since it is the only extra charge that can create a line item on a weekly timesheet.
| Note |
|---|
| Mileage, errand mileage and expenses will show up as exceptions when exporting your payroll. This is because we export the payroll to the Weekly Timesheet in QuickBooks and it only accepts time. You will have to manually add them to the paycheck in QuickBooks. |
start here.... - From the Main screen click on Setup then click User Defined.
- Next, click Payroll and Billing, then Extra Charges tab.
- Select an Extra Charge from the list and click the EDIT button.
- Next, click "Connect to QuickBooks" button to have the system pull in your service items from QuickBooks and populate the "Invoice" list.
- Click the "Invoice" drop-down list and select which service item you want to link to the service in HomeTrak.
- Then, click the Save button.
- Repeat these steps for each Extra Charge in the list.
|
...
