23.6.4. Import/Export

The OfficeClip Timesheet application provides various ways to exchange information with external systems.

23.6.4.1. Exporting Timesheets

Timesheet data can be exported in various formats. This includes:

  1. CSV - Individual timesheets

  2. ADP - Payroll Export

  3. CSV - bulk export for all timesheets

  4. QuickBooks - iif files

You can export individual timesheets or export bulk timesheets at once.

23.6.4.1.1. CSV - Individual Timesheets

This option allows users to export their own timesheet.

  • Click HRM > Timesheets > Import/Export >CSV(Individual Timesheet).

  • Choose the Date Range and select the Users using the checkbox, and click Continue.

  • Click Select all to select all users at a time. Click Clear all to clear the selections.

  • You will be able to see the details of the Individual Timesheet Export.

  • If there is no timesheet the following message is displayed: There is no timesheet in the system for the selected period.

23.6.4.1.2. CSV - All Timesheets

This feature is only available in the Enterprise edition of OfficeClip.

To export timesheet details for multiple users to a comma separated (CSV) file:

  1. Click HRM > Timesheet > Import/Export > CSV (All Timesheets).

  2. Choose the Date Range and select the Users, then click Continue.

[Note] Note

If you want to export only approved timesheets, select the appropriate checkbox on the screen.

  1. In the following screen you can rename the fields and move the fields as you wish them to appear in the output. Click the or buttons to move the fields up or down the list; determining their order on the exported Excel sheet. In the top section, select the checkbox if you want the column names to appear as the first row in the comma separated file.

  2. Click Export to view or save as an Excel file.

[Note] Note

This feature is only available to the administrators of the OfficeClip organization.

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23.6.4.1.3. ADP - Payroll export

This feature is only available in the Enterprise edition of OfficeClip.

This function allows OfficeClip timesheet information to be sent to the ADP payroll system.

To export timesheet details for multiple users to ADP - Payroll file:

  1. Click HRM > Timesheet > Import/Export > ADP - Payroll export.

  2. Choose the Date Range and select the Users.

  1. To do the export correctly, the followings settings are necessary within OfficeClip:

  • Click Settings > Organization Settings > Organization > Time Zone & Custom Fields:

    1. (Required) Company Code (Co Code) field needs to be set in Custom 4 field with 3 characters.

    2. (Optional) Payroll period defaults to Semi-Monthly; to change it, set the value of Custom 5 field to Weekly, Biweekly, Semi-monthly or Monthly.

  • For each employee, certain fields needs to be set:

    1. Click Settings > Organization Settings > Users > User details.

    2. (Required) File# must be set in the Payroll Custom field 5 with 6 characters

    3. (if Department is Checked) Employee Department must be set in the Department drop-down only the first 6 characters is used

    4. (if Social Security Number is Checked) Employee's Social SecurityNumber must be set in the Payroll Custom field 4 (only 9 digits allowed)

  1. After entering all the necessary details in Settings, click Export.

23.6.4.1.4. QuickBooks iif Files

This feature is only available in the Enterprise edition of OfficeClip.

OfficeClip can create an iif export files for QuickBooks 2005 or higher versions. Step-by-step on screen instructions are provided for creating and importing the QuickBooks compliant iif files.

23.6.4.1.5. OfficeClip Addins

This feature is only available in the Enterprise edition of OfficeClip.

OfficeClip provides add-ins that can be downloaded and used with the timesheet software.

The following add-ins are supported for the Timesheet application:

  1. QuickBooks - Allows Customer, Projects, Service Items, Employees, Time and Expense information to be exchanged between OfficeClip and QuickBooks.

  2. Sage 50 Accounting - Allows Customer, Projects, Service Items, Employees, Time and Expense information to be exchanged between OfficeClip and Sage 50 Accounting (formerly Peachtree Accounting)

  3. Offline Timesheets - Allows timesheets to be created even when the user is not online