We need to bill all payroll costs to various customers.  Payroll costs are defined as all of the following:

1.       Employee’s gross salary

2.       Company share of social security

3.       Company share of Medicare

4.       Federal unemployment taxes paid

5.       Texas unemployment taxes paid

When a payroll run is processed, all the above costs are coded to the appropriate customer and Quickbooks flags them as “billable” at this point.

To bill the payroll costs out, we then go to the Customers menu and select “Invoice for Time and Expenses.”  All of the employee costs as outlined above are then brought up in a list.  We check the items we want to bill (which is all of them) and then select “create invoice”.

When the invoice is created, the above 5 items are listed separately, but useful descriptions are not displayed.   We need the invoice to list both the employee name and the nature of the expense associated with each cost that is being billed out.  E.g.

John Doe             Gross Salary                                   $500

John Doe             Company Social Security               $25

Etcetera

We have tried using various invoice forms and these fields are never available to select for inclusion.

We are able to see the fields needed in the payroll module, by viewing a detail of the employee check.  However we have not been successful in finding these fields in the Quickbooks tables so that we can pull them into the invoice using your software.  If I can see the data in the tables, I am confident that I can extract them using QODBC and SQL to format them into a report that is suitable.

Thanks in advance for any help.

Ok for this example PayCheck:

I found all the details using:

sp_report PayrollTransactionDetail show PayrollItem, WageBase, Credit, Debit, Amount
parameters DateFrom = {d'2007-12-01'}, DateTo={d'2007-12-01'}, IncludeAccounts = 'All',
ReportDetailLevelFilter = 'AllExceptSummary', EntityFilterFullNameWithChildren='Dan T. Miller'
Where  PayrollItem is not NULL

Simply change the bold entries to the employee and paycheck date you're after.

I have spent a significant amount of time working with this now that I have access to query the data via a stored procedure.  I can extract the data I need and use that to create a manual invoice.

However, as noted in the first post, what I actually need to simulate is the creation of an invoice using the “Invoice for Time & Expenses” function in Quickbooks.  The “Invoice for Time & Expenses” function (1)  reads records that are processed by Payroll and marked as billable, (2) creates an invoice for them, and (3) marks them as processed/billed in some way such that they don’t show up on the “to be billed” list again once the invoice has been created.

The current QuickBooks vanilla process works fine except that we need two additional fields to display on the invoice – as noted in the first post.  I need the invoice to display employee name and the nature of the expense (e.g. Gross Salary, Company Social Security, etc) which will provide the detail/substantiation needed by the customer being billed for the payroll costs.

Since the data is being extracted via a stored procedure, I don’t know where the actual tables are in QuickBooks.  In addition, I can’t update the QuickBooks base tables to denote that the records have been processed and an invoice has been created.  Your help is greatly appreciated.

The Biilable "HasBeenBilled" status is done by updating the TimeTracking table:

UPDATE TimeTracking SET EntityRefFullName='Dan T. Miller',
DurationMinutes=7200, BillableStatus='HasBeenBilled'
WHERE TxnID='5C08-1197761584'

See: TimeTracking IsBillable Update for more.

Hello, We do not use the time tracking table at all.  Quickbooks is pulling the data in as billed expenses (not as billed time) from Quickbooks payroll tables.  The information is not stored in the referenced time tracking table.

Furthermore, we are trying to do this using the "Invoice for Time & Expenses" function as detailed in previous two posts - could you re-visit those posts and see if any additional help can be offered? 

Many thanks.

Intuit provide very limited access to payroll functions. Try looking at:

sp_report PayrollItemDetail show Text, Blank, TxnType, Date, RefNumber, SourceName,
PayrollItem, WageBase, Amount, BillingStatus
parameters DateMacro = 'ThisQuarter', IncludeAccounts = 'InUse'