Once you have completed correcting records on the Time Cards of ExakTime Connect you are now ready to export your time and attendance information to your Account, Payroll, or Job Costing software. To follow these steps, you will need to open AccountLinx. If you have not purchased the AccountLinx software, please contact your Account Manager to inquire further.
Table of Contents
- Review Time Records on ExakTime Connect
- Select the Date Range to Export
- Perform Any Necessary Mappings
- Select Employees to Export
- Export Your Time
- What AccountLinx Does After Exporting
- Import Time Data into Your Accounting Package
Review Time Records on ExakTime Connect
Before we can begin exporting any time from AccountLinx for your accounting package, the time for your employees should be reviewed and confirmed correct in ExakTime Connect. It is much easier to correct time in our system before it reaches your accounting package. If you are unfamiliar with time card details, you can refer to the following dedicated article.
Once you have confirmed that the time is ready for export, open AccountLinx.
Select the Date Range to Export
Use the date range menus to select the start and end dates of the time data that you want to export, then click View. Only the time data records are within this date range will be made available to export.
Perform Any Necessary Mappings
If you have added any new employees, locations, and/or cost codes to ExakTime Connect, you may need to map these ExakTime entities to their accounting package equivalents. This can be done by either entering the appropriate ID or perform direct mappings, depending on the accounting package.
In the top left of AccountLinx will be a series of options depending on the accounting package you are using:
- Map Employees
- Map Locations
- Map Cost Codes
Perform any necessary mappings so the time data will be understood by your accounting package and populate properly. If you are unsure of how to map entities, you can refer to the following dedicated article.
Select Employees to Export
Select the employees you want to export time data for with the checkboxes towards the left of the employee names. Clicking the checkbox for an employee will also select all their time for the date range you are viewing. You can checkmark each employee individually or click All to select everyone. To remove a selection, uncheck the name or click Clear to unselect everyone.
If an employee's name is italicized and grayed out, the employee does not have eligible records to export. If an employee with no time data is selected during your export, nothing will be exported for them generally.
A good rule of thumb is to click All to select all employees, then uncheck any employee that has time that you do not want to export.
Export Your Time
Click Export from the toolbar when you are ready to export your time data. Depending on the accounting package, two different things will happen:
- For accounting packages such as QuickBooks and Sage 100 MasterBuilder, the time data will be exported directly into the accounting package.
- For accounting packages such as Foundation, ADP, and ComputerEase, AccountLinx will generate a file that you will import into your accounting package. You will be asked where to save the file to begin to export process.
A window for the Export Progress screen will appear. As each employee's daily records are exported, the results are displayed on the screen. The Export Progress screen will indicate when the export process is complete. Click Close when complete.
What AccountLinx Does After Exporting
After AccountLinx successfully exports the employee records, the records will be marked as being exported. When marked as being exported:
- The time records will be "hidden" in AccountLinx to prevent duplicate exports. The employees' names will be grayed out if they do not have any eligible records to export.
- The time records will have an orange arrow icon arrow on the time card pages of ExakTime Connect.
As the records have been hidden on AccountLinx, you are not able to export the records again unless you reset the exported records. For more information on how to do this, please refer to the following dedicated article.
Import Time Data into Your Accounting Package
For accounting packages that we cannot connect to directly, you will need to import the file exported in the previous step into your accounting package.
As the steps for importing time data into accounting/payroll applications can differ, we are unable to provide specific steps for each application. We have steps for certain applications such as Foundation and ComputerEase that can be found in the following section.
If you are unsure of the steps to import the time data, while we will try to assist you to the best of our ability, we recommend contacting the support staff of the accounting/payroll application as they would be more knowledgeable to assist you.