quickbooks user manual - mindscope€¦ · quickbooks user manual mindscope staffing and recruiting...

QuickBooks User Manual

mindSCOPE Staffing and Recruiting Software

www.mindscope.com

CURA Technical Support

Email: [email protected]

Phone: 1.888.322.2362 ext 1

http://www.mindscope.com/

mailto:[email protected]

CURA QuickBooks Synchronization

2 mindSCOPE Staffing and Recruiting Software www.mindscope.com

Table of Contents

Preparing Your CURA Application for QuickBooks ..................................................................... 4

Getting Started ....................................................................................................................... 4

Configuring Timesheet Pay Types ...................................................................................... 4

Installing the CURA QuickBooks Synchronization Tool .............................................................. 7

Setting Up Your PC For The Synchronization Tool ...................................................................18

Preparing Timesheets from CURA for QuickBooks. ..................................................................30

Timesheet Overview ..............................................................................................................30

Preparing your Timesheets ....................................................................................................30

Finding Timesheets in the Candidates module: ..................................................................30

Filling out your Timesheet: Candidates Module ..................................................................31

Finding Timesheets in the Job Order Module: ....................................................................33

Filling out your Timesheet: Job Order Module ....................................................................34

Timesheets in The Tools Module .......................................................................................36

Finding Timesheets in the Tools module ............................................................................36

Filling out your Timesheet: Tools Module ...........................................................................37

Preparing QuickBooks for the Synchronization Tool .................................................................39

QuickBooks Preferences .......................................................................................................39

Dates and Times in QuickBooks ........................................................................................40

Payroll & Expenses ............................................................................................................42

Configuring and Running the CURA QuickBooks Synch Tool ...................................................47

Opening the QuickBooks Synchronization Tool .....................................................................47

Using the QuickBooks Synchronization Tool .........................................................................48

Import Tab: Chart of Accounts ...........................................................................................48

Preferences Tab ................................................................................................................52

Import Tab: Payroll items ...................................................................................................54

Transferring Information from CURA to QuickBooks ..............................................................56

Main Tab ............................................................................................................................56

CURA QuickBooks Synchronization Report & Report tab ..................................................59

Accessing Transferred Information in QuickBooks ....................................................................62

Client/Customer Information in QuickBooks ..........................................................................62

QuickBooks Customer Centre & Invoicing..........................................................................63



Employee Information in QuickBooks ....................................................................................66

Employee Centre in QuickBooks ........................................................................................67

Viewing Employee Timesheets in QuickBooks ...................................................................69

Contact Us ................................................................................................................................72



Preparing Your CURA Application for QuickBooks

In order for CURA and QuickBooks to synchronize correctly, certain settings in both CURA and

QuickBooks need to be adjusted to allow seamless communication between the two

applications.

Getting Started

Note: Have the Administrator password on hand if logged into a non-

Administrator user account.

Configuring Timesheet Pay Types

1. Go into the Tools Module found at the bottom left corner of your screen



2. The first item that needs to be modified in CURA is the Timesheet settings. Scroll to the

bottom of the Corporate Tables list and select Timesheet Pay Type



3. If your company pays employees any additional wages (such as bonuses) enter them in

the New Value typing field and click the Save button. If your company does not pay any

additional wages, you can skip to the next section on page 7.

4. If you wish to make your new pay type a flat rate, check the flat rate box next to the pay

type you created.

5. Add as many additional pay types as necessary for your business.



Installing the CURA QuickBooks Synchronization Tool

1. While still in the Tools Module scroll down the list until you find CURA QuickBooks

Synchronization. Click on it to prompt the download window to pop-up.



2. The CURA Synchronization download process is in 2 separate stages. It requires you to

download the QuickBooks Foundation Library and the CURA QuickBooks

Synchronization Tool.

To begin click “Please Click Here for your QBFC 10 download to begin”

Note: This installation will only have to be performed once on your computer.



3. A download window will open asking you if you want to run or save the file. Click on

Run to start downloading and installing the tool immediately or click on Save to save the

file on your machine.

4. A User Account Control window may pop up on your screen asking “Do you want to

allow this app to make changes to your PC?” Click on the Yes button.



5. The Installation process will begin.

6. Click Finish to complete this part of the installation



7. Navigate back to the CURA Quick Books Synchronization section in the tools module.

Click on CURA Quick Books Synchronization. From here download the second file on

the right where it says “Please Click Here for your download V10 to begin”.



8. A download window will pop-up asking you to Open, Save, and Save As a zip file.

Select Open to start the download immediately. If you prefer to save the downloaded zip

file to your PC, then click Save or Save As.



9. Once the zip window opens select both the CuraQBSynchronization.msi and

setup.exe files by holding the Ctrl key on your keyboard and clicking both files. Then

drag and drop the files onto your desktop.



10. Once the files have been dragged onto your desktop right click on the setup file and click

Run as administrator. (If a security window asks if would like to run the application,

select yes.)



11. When the install wizard opens click Next to start the installation process.

12. Select if you would like this tool installed for just your PC user account, or for all users

who use this PC. Then click Next



13. The wizard will ask you to confirm the installation. To start installation, click on the Next

Button. Click Next to proceed.

14. Allow installation to run



15. When complete click Close.



Setting Up Your PC For The Synchronization Tool

1. Open your start menu and click on File Explorer.



2. Click on This PC on the lefthand side pane.

3. Double click on your computer’s (C:) drive



4. Find the Program Files folder and double click on it to open it.

5. Once in the Program Files folder right click in any empty space and click New, then click

Folder.



6. Name that new folder Mindscope.

7. Right click on the Mindscope folder and click Properties

s



8. When the Properties window pops up navigate to the Security tab, and select the user

profile that you are currently using on your PC. Once you have selected your user profile

name click Edit.

Note: The name in the parenthesis next to Users will be unique to your PC and your PC

Login Name. Do not rename any usernames to match name listed in the above image.

Consult your PC Administrator for help if needed.



9. Find your group or user name from the list, and proceed to Permissions for Users

section and check the box for Full Control, Modify, and Write. When all three have

been checked click Apply, then click OK.



10. Click OK on the Mindscope Properties window.

11. Navigate back to the Program files window. On the left hand pane of this window click back

to your PC’s (C:) drive. (If you are using a 32-bit PC you can proceed to the next section on

Page 29



12. When back in your PC’s (C:) drive, double click on Program Files (x86) folder.

13. Once the Program Files (x86) folder is open right click in any empty space and click

New, then click Folder. Name that new folder Mindscope.



14. Right click on the Mindscope folder and click Properties



15. When the Properties window pops up navigate to the Security tab, and select the user

profile that you are currently using on your PC. Once you have selected your user name

click Edit.

Note: The name in the parenthesis next to Users will be unique to your PC and your PC

Log-in Name. Do not rename any usernames to match name listed in the above image.

Consult your PC Administrator for help if needed.



16. Find your group or user name from the list, and proceed to Permissions for Users

section and check the box for Full Control, Modify, and Write. When all three have

been checked click Apply, then click OK.



17. Click OK on the Mindscope Properties window.

Your PC is now set up to start the CURA QuickBooks Synchronization process!



Preparing Timesheets from CURA for QuickBooks.

Timesheet Overview QuickBooks is sent pay information from timesheets in Temporary and Contract Placements

from CURA. In order for pay information to be sent to QuickBooks correctly the timesheets in

CURA need to be properly filled out and Approved. This is a 2 step process that is in place to

ensure the information is correct and verified.

Preparing your Timesheets Timesheets can be found in the Candidates, Job Order Module and Tools Module.

Regardless of where you access them they all behave the same when it comes to filing them

out and having them approved.

Finding Timesheets in the Candidates module:

1. navigate to a candidate’s summary page. From there click Schedule then click

Timesheet.



Filling out your Timesheet: Candidates Module

1. Once the timesheet window has loaded up you have a few different options on how to fill

out the time sheet.

o If you want to narrow down which client the candidate is working for, start typing

it in the Client Name field. The company name will populate after a few letters

have been typed in the field. A drop down menu will appear where you need to

select the name of the client you are looking for.

o You can narrow down placements viewed by Contact Name. This field acts the

same as the Client Name field.

o You can also choose which pay type to fill for the candidate by selecting the Pay

Type drop down menu

2. Enter the number of hours the candidate worked each day in the allotted fields, when

complete click the Save button. This will allow for the timesheet information to be

approved.



3. When the timesheet has been saved from Step 2, it will allow the Approved check box to

be available to use. The person required to approve these is now to look over the

timesheet to confirm it is correct. Once confirmed this information will be ready to be

sent to QuickBooks. To approve, check the box under where the word Approved, then

click Save.

When the timesheet has been approved you will no longer be able to modify the hours,

and the timesheet will list the name of the person who made the approval.

Note: If a mistake is spotted on the timesheet after the approval process has started

simply uncheck the approval check box and click Save.



Finding Timesheets in the Job Order Module:

1. Navigate to the Job Order the temporary or contract placement is assigned to.

2. On the menu bar above the Job Order Defaults table click Placements.

3. In the placements section you will see a list of all the candidates that are placed in this

job order. Click on the Details button for the candidate for whose timesheet you would

like to modify.

4. A placements window will open, at the menu at the top of this window click on

Timesheet.



Filling out your Timesheet: Job Order Module

1. Once the timesheets window has opened navigate to the week to which you need to fill

out the hourly information. The timesheets work on a 2-step process where first the

hourly information is entered and then saved, and the second step is where the

timesheets are approved.

Fill out the hourly information and click Save.

2. After Step 1 has been completed and has been saved, the Approved check box will be

available to check off. Timesheets must be approved in order for the information to be

sent to QuickBooks.



The hours that were previously entered have been approved and this time sheet is ready to be

sent to QuickBooks.



Timesheets in The Tools Module

The tools module is where you can find the master timesheets for all candidates who are placed

in a job placement. If you would like to enter hours for multiple candidates, you can do so here.

Finding Timesheets in the Tools module

1. Navigate to the Tools Module in CURA.

2. Scroll down the list until you see Timesheet



Filling out your Timesheet: Tools Module

1. Once you have found the time sheets in the tools module you will see a list of candidate

that are currently in a placement. To filter this view, you can type in a Client Name,

Contact Name, and select the Pay type for which you want to enter.



2. Fill out number of hours in the allotted dates for each candidate.

Note that Candidate Suzette Alexandre has already had her timesheet approved. Both

completed and uncompleted timesheets will be listed here.

The timesheets are successfully completed and are ready to be sent to QuickBooks!



Preparing QuickBooks for the Synchronization Tool

QuickBooks Preferences

1. Open your company’s QuickBooks file. When on the home screen, go to the menu click

Edit, then Preferences.



Dates and Times in QuickBooks

1. When the Preference window pops up click on the General, and open the Company

preferences tab. Under the Time Format section select Minutes, and check the

boxes: Always show years as 4 digits (1999) and Save transactions before printing.

(Do not click Ok after you have made these changes)



2. From the left pane click on the Time and Expenses. Open on Company Preferences.

Under the Time Tracking section select Yes. Change the First Day of Work Week

from the drop down list. Keep in mind the first day of the work week needs to match the

first day of the work week that you have in CURA.



Payroll & Expenses

1. Click on Payroll & Employees from the menu area on the left pane. Open the

Company Preferences tab at the top of the window. Locate the Display Employee List

by area at the bottom of this window. Select First Name.

2. After First Name has been selected click on the Employee Defaults button.



3. From the Employee Defaults Window here is where you can add a flat rate item Pay

Type such as Bonus pay or vacation pay. Click <Add New>

4. In the Add New Payroll item window you can select the pay type you would like to add.

Even though there is a Bonus option available in QuickBooks it does not function the

same as it does in CURA, to work around this select the Commission option to add a

flat rate bonus. Then click Next.



5. Name your commission Bonus, then click Next.

6. Payroll Expenses will be the default selection in the drop down menu of the next screen.

Simply select Next to continue.



7. If your version of QuickBooks opens the following window, select the option that would

suit your company’s needs. Click Next to continue.

8. In the available typing field add your company’s flat rate. Click Finish when complete.



9. This will return you to the Employee Defaults window. Click OK to close this window.



Configuring and Running the CURA QuickBooks Synch Tool

Opening the QuickBooks Synchronization Tool

1. Open the QuickBooks Synchronization Tool from your

desktop.

Note: Ensure that both CURA and QuickBooks are open prior to running the CURA

QuickBooks Synchronization Tool.

2. Enter your CURA username, password, and your company’s CURA URL and click

Login



Using the QuickBooks Synchronization Tool

Import Tab: Chart of Accounts

1. Navigate to the Import tab. Here is where we will import the Chart of Accounts to

properly fill out the Preference Tab. Click Import next to Chart of Accounts to begin. This

will prompt a window to popup in QuickBooks.



2. Open QuickBooks. A window will appear because the CURA Synch Tool does not have

a certificate with QuickBooks. In order to allow the tool to operate properly select Yes,

whenever this QuickBooks Company file is open, and check the box next to Allow

this application to access personal data such as Social Security Numbers and

customer credit card information. Then click Continue to proceed.



3. Another popup window will open to confirm that you are allowing access to the CURA

QuickBooks Synchronization tool. Click Yes to proceed.

4. Click Done to finish the process. And open your CURA QuickBooks Synchronization

tool.



1. Now that QuickBooks has given permission for the CURA QuickBooks Synchronization

to access information you will see that the chart of accounts has been successfully

transferred. Click OK.



Preferences Tab

1. Once logged in, navigate to the Preferences tab.

2. Fill out the fields for the following according to your company’s QuickBooks version and

terminology:

a. QuickBooks Edition

b. QuickBooks User Mode

c. QuickBooks Invoice Group By

3. Check off settings that your company need. (settings where indicated with “ ”

4. Verify that banking information is going to correct accounts. Change accounts if

necessary.

5. Click Save when complete.



6. Once settings have been saved, a window will popup saying Successfully Set

Preference.

Your additional Pay Types can be entered by scrolling down the Rate section. Since we have

not yet imported the Payroll Items, add the available rates to the additional pay rates for now.

Once the Payroll Items have been imported as well, you will be returning to the Preference

section to make the appropriate corrections.

Note: If any of the available drop down menus are blank after having imported the Chart

of Accounts, close the QuickBooks Synchronization Tool and restart it. The fields will be

populated once you return to the Preference tab.



Import Tab: Payroll items

1. Navigate to the Import tab

2. select the Import button to import the Payroll Items.



3. When it is complete, you will get a confirmation window, which you can select Ok.

4. Return to the Preference tab and correct the additional payroll items. If the additional

payroll items configured in QuickBooks do not appear in the list, close the

Synchronization tool and restart it. When you log back in, the additional payroll items will

be available in the drop down menus.



Transferring Information from CURA to QuickBooks

Main Tab

1. After the previous steps have been completed go to the Main tab of the Synch tool.

Select the employment type for which you want to transfer timesheets for. (Contract or

temporary).

2. click the drop down window next to Week Start Date. This will be the date from which

you want to import timesheets from CURA.



3. Choose the correct date. (In the below example January 17, 2016 has been selected)

Once your date has been selected, click Transfer.

Note: Each weekly timesheet from CURA can be transferred into QuickBooks only

once, unless the timesheet has been modified and resaved in CURA.



4. When all the timesheet information has been successfully transferred click OK.



CURA QuickBooks Synchronization Report & Report tab

5. When you have successfully transferred information from CURA to QuickBooks a report

will automatically be generated into your web browser. The Transfer Status will either be

OK or Updated depending on whether changes were made to the timesheets from

CURA, and re-transferred into the Synchronization tool.



Below is an example of the transfer report that has been updated.



6. After viewing your Report, you can close it. If you need to view this report again

navigate to the report tab of the Synchronization tool. Here you will see a list of recent

reports that were made using this tool.

When you are finished with the tool Click the Logout button.

Note: You may clear the list of reports by selecting the Purge button.

You may access previously purged reports by going to your PC’s (C:) drive>

Mindscope>Purged.



Accessing Transferred Information in QuickBooks

Client/Customer Information in QuickBooks

1. When on the QuickBooks home window, click on Customers.



QuickBooks Customer Centre & Invoicing

1. Once this window opens you will see a list of your clients in the Costumers & Jobs

pane to the left of the screen.

2. Click on the name of any of your clients and in the Customer Information area you will

see all the information that was parsed from CURA to QuickBooks in regarding to

company information and contact information.



3. After clicking on the company name from the Customer & Jobs list locate the

Transactions tab on the right hand side of the screen you will see a list of invoices that

have been automatically generated from parsing the timesheet information using the

Synchronization tool. Double click on an invoice to view it.



4. When the invoice loads here you will be able to view the contents of which the client is

being billed.

5. While viewing the invoice you have the option of changing the template type, emailing,

and printing the invoice.



Employee Information in QuickBooks

1. Navigate to the Home page in QuickBooks, and click on the Employee button.



Employee Centre in QuickBooks

1. In the left hand pane of the screen you will notice the names of the candidates that were

associated with the timesheets that you have transferred to CURA. The candidate

information that is in their CURA profile will also parse into this area.

2. Click on the names of any of your employees to see their pay history. To get more

details double click on the cheque that you would like to view.



3. Here is an example of the employee cheque.



Viewing Employee Timesheets in QuickBooks

1. If you would like to view the timesheets that were transferred from CURA to QuickBooks,

you can find them in the Employee Centre.

2. Click on the Enter Time Icon, then select Use Weekly Timesheet.



3. From here you will see the name of the employee you are viewing the timesheet for, and

the week of date that you are currently viewing.

4. To change the week of which you are viewing the timesheet, click the calendar icon next

to the dates listed. From there select the start date in the calendar that pops up for the

week you would like to view the timesheet for.



5. The timesheet starting with the new date you selected will now display on the screen.



Contact Us

This concludes the CURA QuickBooks Synchronization manual. If you have any questions do not hesitate to contact CURA support

Email : [email protected]

Phone: 1.888.322.2362 ext 1

mailto:[email protected]

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