Reports Tab

    The uAttend system has a fast and simple method for importing time activity data to QuickBooks desktop versions. There are a few things to set up on uAttend to make sure that the company information maps correctly to QuickBooks.

    This article will walk through how to do the following setup and tests:

    1. Setup QuickBooks Export in uAttend
      1. Find the Company Name and Company Create Time from QuickBooks.
      2. Find the Pay Codes in QuickBooks to use in uAttend.
    2. Export Report from uAttend.
    3. Import Report to QuickBooks Desktop.

    Important Note

    1. QuickBooks Payroll Items will be your uAttend Pay Codes
    2. Customer Job in QuickBooks will be the uAttend Department

    Setup QuickBooks Export in uAttend

    Note: Each uAttend account is licensed to use CSV or Workwell Technologies export preferences. For all other choices, there will be a fee of $5.00 per month.

    1. Go to Settings > Exports > QuickBooks 2012 & Later V5 (Enterprise) Custom Export or QuickBooks Enterprise 2018mceclip0.png
    2. The QuickBooks export will require the following information to match from your QuickBooks company file:

      1. Company Name -name as it appears on your QuickBooks company file.
      2. Company Create Time- see below to find your Company Create Time.
      3. Pay Codes- exactly as they have been set up in QuickBooks.
      4. Employee Names- to match exactly, duplicates may be created if they do not match.

    Find the Company Name and Company Create Time from QuickBooks

    1. In QuickBooks, go to File > Utilities > Export > Timer Lists. Choose a folder to save this file – you’ll need to open it in the next step.
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    1. Open the location of your newly saved file and right-click on it.
      1. They are located on the 2nd line and look like this:
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      2. Choose Open With and select Notepad, you may need to click More Apps to find Notepad in the list.
      3. The output will have lots of information, but we’re only interested in the Company Name and Company Create Time.
    2. In uAttend’s Export tab the Company Name and Company Create Time are copied into the corresponding fields shown in this image.
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    Find the Pay Codes in QuickBooks 

    Note: uAttend Pay Codes are Payroll Items in QuickBooks.

    There are a few places you can find these Items in QuickBooks.

    1. Employees > Enter Time > Use Weekly Timesheet
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    2. Click on PAYROLL ITEM
      1. Make a note of the drop-down list:
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    3. Update uAttend pay codes to match.
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    4. To enter a new Pay Code simply select the <Add New> option from the drop down and follow the steps
      1. Select Hourly Wages. mceclip0.png
      2. Select the type of time.mceclip1.png
      3. Enter the name of the Pay Code, this will need to match uAttend.mceclip2.png
      4. Select Expense Account.mceclip3.png
      5. The new added Pay Code will appear on your pay code list.mceclip4.png
      6. Update uAttend with the same name as the Pay Code item created. mceclip5.png

    Export Report from uAttend

    1. Click on the Reports tab.
    2. Click on Pay Period Report.
    3. Select the desired departments or the report runs for all departments.
    4. Click on Run Report (In Orange, top right corner of the report).
    5. Adjust to the appropriate pay period, if necessary by using the back arrow.
    6. Click on Export from the upper right corner.
    7. This will download a ".iif" file automatically if it doesn't check that all popup blockers are disabled.
    8. You can click on Show in Folder to find where the file was saved, most browsers default location is the Downloads folder.

    Import Report to QuickBooks Desktop

    1. In QuickBooks choose File > Utilities > Import > Timer Activities.
    2. You may see a popup screen like this, you can safely click OK or check Don’t display…mceclip6.png
    3. Select the export file from step 5 above.
      1. If you see a warning about the import file being created by an old version of the Pro Timer you can click OK to clear it – the data will import normally.
    4. The import will happen quickly then show you a screen that states Your data has been imported successfully!
    5. Click View Report to see the data.
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    6. You can also go to the employee timesheets to view the data imported.
      1. Click on Employees > Enter Time > Use Weekly Timesheet
    7. Select an employee from the dropdown to view the imported time data

    Note: If you are getting errors stating “Payroll Item does not exist” go to the steps to add a new item in Find the Pay Codes in QuickBooks section above.

    1. Payroll Items will be your uAttend Pay Codes
    2. Customer Job will be the uAttend Departments

    If you see an error stating Time Data is used to create paychecks and are prompted to edit time entry for an employee in QB follow these steps:

    1. From the QB menu choose Employees and then Employee Center.
    2. Double-click the name of the employee that is popping up.
    3. Click the Payroll Info tab (down the left side).
    4. Uncheck the Use time data to create paychecks.
    5. Click OK and try the import again.

     

    The Overtime Report will allow Administrators and Supervisors to track Overtime for employees for a pay period or a date range. In the Overtime report, Administrators will view all employees and Supervisors will only view the employees in their responsible departments. The Overtime Report will display the total number of regular hours (REG) and the total number of Overtime hours (OT1 and OT2) worked per employee and/or department for the selected date range.

    NOTE: If Weekly Overtime rules are turned on, the last day of the work week will have any earned Weekly Overtime hours calculated to the OT1 Hours. The last day of the work week must be in the date range for the Overtime Report to have those hours calculated in OT1 Hours. If the last day of the work week is not in the date range, Weekly Overtime hours will not be in the OT1 Hours calculations.

    To run the Overtime Report, follow these steps:

    1. Go to the Reports tab in your uAttend account.
    2. Click on Overtime Report
    3. The report defaults to current pay period date range, all active employees, and all departments. 

     

    Filter options include:

    • Date Range: to change the date click on the date range and select from the drop-down options.
    • Active or Archived Employees: click on the drop-down option to filter by Active, Archived or Both.
    • Departments: click on All Departments to filter by specific departments.
    • Employees: click on All Employees to filter by selected employees.

     

    The report displays:

    • Employee First and Last name
    • Regular Hours - (REG): Total amount of time (in hours) the employee worked in Regular Time during the selected date range
    • Overtime 1 Hours - (OT1): Total amount of time (in hours) the employee worked in Overtime 1 during the selected date range
    • Overtime 2 Hours - (OT2): Total amount of time (in hours) the employee worked in Overtime 2 during the selected time range
    • Total Hours: Total number of combined hours from Regular Hours, Overtime 1 Hours, and Overtime 2 Hours

     

    You’ll able to print, email or export the Overtime Report based on the filters selected.

    • Print: Click on the Print option on the top right
    • Email: Click on the Email option on the top right, select the email or enter an email with an optional message, then click Send.
    • Export: Click on the Export option on the top right and the CSV export file will start downloading.

     

     

     

    The Time Off Report will allow Administrators and Supervisors to track time off that employees have used. Administrators will view all employees and Supervisors will only view the employees in their responsible departments.

     

        1. Go to the Reports tab.

        2. Click on Time Off Report.

        3. Select the Date Range, the date range defaults to the current pay period date range.

        4. Select the Employee Type, options include Active employees, Archived employees, or Both.

        5. Option to filter by:

    • Departments (defaults to all)
    • Employees (defaults to all)
    • Time Off Type (defaults to all)
    • Approval Type (defaults to all)

        6. Click on Run.

     

    Report displays:

    • Employee Name
    • Used: Total hours used in selected date range
    • Current Available: Total balance of all time off type hours available to the employee as of today

     

    Expand rows to show details:

    • Dates of Time Off
    • Time Off Type
    • Approval Type
    • Total Hours
    • Name(s) of Approver (or user who manually recorded time off)

     

    Time_Off_Report_1.jpg

     

    You can also choose one of the following links on the screen:

    • Print - Displays a clean view of the data with expanded rows, preferable for printing. 
    • Email - Allows you to email the data. 
    • Export - Allows you to export the data in CSV format.

    Customers who have an FTP server on their network can set up regularly-scheduled reports to be sent automatically multiple times during the day by selecting the desired time(s) the report will be sent. 

    To schedule a report, follow these steps:

    1. Click the Reports tab, then select your report(s) and configure your settings in the Scheduled FTP Reportssection.

    2. Click the toggle to enable the report(s) you would like to be sent to your sever via FTP. The options are:

    • Daily Hours Report —This report will send you send you a list of total employee total hours worked for the day by pay code. 

    • Employee List Report —This report will send you a list of your employees. By default, your employee list will include employee First Name, Last Name, Department, Department Code, and Status. You can also choose from the additional attributes to include in your employee report: 

      • Active employees only, Archived employees only, or Both.
      • All Attributes

      • Username

      • Email

      • Phone

      • Payroll ID

      • Base Rate

      • Badge Number

      • PIN

      • Fingerprint IDs

      • Facial ID

      • Exemption Status

    • Time Clock Report —This report will send you a list of the time clocks in your account.

    • Punch Report —This report will send you a list of all punches that occurred for the current pay period.

    • Status Report — This report will send you a list of employees's punch status at the time the report is sent. 

    Scheduled_Report_1.png

    3. Click Edit to configure the FTP settings. 

    4. In the Report Schedule section, select the desired time(s) you would like the report to be sent.

    Note: all scheduled reports will be sent in Central Standard Time.

    5. In the Report Delivery section, enter the IP address of the FTP host.

    6. In the FTP User Name field, enter the username used to access the FTP client. 

    7. In the FTP Password field, enter the password used to access the FTP client.

    8. Select if you'd like to overwrite each report or receive multiple reports. The options are:

    • Enabled — If this option is selected and the report is scheduled to be sent multiple times in a day, the most recent report will overwrite the existing report on your server for that day. 
    • Disabled — If this option is selected and the report is scheduled to be sent multiple times in a day, the report name will be unique and will not be overwritten on your server.
    9. Click Save.
     
    Scheduled_Report_2.png

    The Average Hours reports allows Administrators to view the average weekly hours and total hours worked for all employees and allows Supervisors to view the average weekly hours and total hours worked for the employees they supervise for the selected date range. 

    By default, the report shows a summary of the average weekly hours and total hours worked for the selected date range. Administrators can view a detailed breakdown of the total weekly hours worked for all employees and Supervisors can only view a detailed breakdown of the total weekly hours for the departments and employees they supervise.

    To run the Average Hours report, follow these steps:

    1. Click the Reports tab on the main menu.

    2. Click Average Hours Report from the Reports dashboard.

    3. Select the date range and employee type (Active, Archived, or Both) for which you want to run the report. 

    4. Select the departments or employees for which you want to run the report.

    Note: By default, all departments and employees are checked. To clear the check marks, you must uncheck the check box at the top. Then you can select individual departments and employees for whom you want to run the report.

    5. Click Search.

    The report data will display.

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    To view a detailed breakdown of the total weekly hours worked for an employee, select the expand icon [+] in line with the employee's name.

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    To view a detailed breakdown of the total weekly hours worked for all employees, select the Expand All checkbox at the top of the report. 

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    You can click the Print link to print a copy of the report, the Email link to email the report to yourself or someone else, or the Export link to download a copy of the data for local archiving.

    To view shift-related exceptions, such as Early In, Late In, Early In, and Early Out punch times, as well as Missing Break Punches and Missing Lunch Punches, you can run a shift exception report. To run a shift exception report, follow these steps:

    1.  Click the Reports tab on the main menu.

    2.  Click Shift Exception Report from the Reports dashboard.

    3.  Select the date range for which you want to run the report.

    4.  Click All Departments to view a list of all departments and click All Codes to view a list of all shift codes.

    5.  Check the departments and codes for which you want data.

    NOTE: By default, all departments and shift codes will be checked. To clear the check marks, you must uncheck the check box at the top. Then you can select individual departments and shift codes for which you want to run the report.

    6. Click Search.

    The report data will display. You can click the employee's name or the red highlighted shift exception to view the appropriate timecard.

    You can also choose one of the following links at the top of the screen:

    Print—Displays a clean view of the data, preferable for printing.

    Email—Allows you to email the data.

    Export—Allows you to export the data in CSV format, unless you have chosen a different format for exporting. Exports the data to your computer for importing into payroll.

    To view shifts by shift code or by employee for a specified date range, you can run a shift report. To run a shift report, follow these steps:

    1.  Click the Reports tab on the main menu.

    2.  Click Shift Report from the Reports dashboard .

    3.  Select the date range and the employee type (Active, Archived, or Both) for which you want to run the report.

    4.  Click All Departments to view a list of all departments and click All Codes to view a list of all shift codes.

    5.  Check the departments and codes for which you want data.

    NOTE: By default, all departments and shift codes will be checked. To clear the check marks, you must uncheck the check box at the top. Then you can select individual departments and shift codes for which you want to run the report.

    6. Click Search.

    The report data will display.

    You can also choose one of the following links at the top of the screen:

    Print—Displays a clean view of the data, preferable for printing. 

    Email—Allows you to email the data.

    Export—Allows you to export the data in CSV format, unless you have chosen a different format for exporting. Exports the data to your computer for importing into payroll.

    To view jobs by job code or by employee for a specified date range, you can run a job tracking report. To run a job tracking report, follow these steps:

    1.  Click the Reports tab on the main menu.

    2.  Click Job Tracking from the Reports dashboard.

    3.  Select the date range and the employee type (Active, Archived, or Both) for which you want to run the report.

    4.  Select either List by Job Code or List by Employee.

    5.  Click All Departments to view a list of all departments and click All Codes to view a list of all job codes.

    6.  Check the departments and codes for which you want data.

    NOTE: By default, all departments and codes will be checked. To clear the check marks, you must uncheck the check box at the top. Then you can select individual departments and job codes for which you want to run the report.

    7. Click Search.

    The report data will display.

    You can also choose one of the following links at the top of the screen:

    Print—Displays a clean view of the data, preferable for printing.

    Email—Allows you to email the data.

    Export—Allows you to export the data in CSV format, unless you have chosen a different format for exporting. Exports the data to your computer for importing into payroll.

    You can run an employee report if you wish to view employee data. To run an employee report, follow these steps: 

    1.  Click the Reports tab on the main menu.

    2.  Click Employee Report from the Reports dashboard.

    3.  Select the employee type (Active, Archived, or Both) for which you want to run the report.

    4.  Click All Departments to view a list of all departments and click All Attributes to view a list of all employee attributes.

    5.  Check the departments and attributes for which you want data.

    NOTE: By default, all departments and attributes will be checked. To clear the check marks, you must uncheck the check box at the top. Then you can select individual departments and employee attributes for which you want to run the report.

    6.  Click Search

    The report data will display.

    You can also choose one of the following links at the top of the screen:

    Print—Displays a clean view of the data, preferable for printing.

    Email—Allows you to email the data.

    Export—Allows you to export the data in CSV format, unless you have chosen a different format for exporting. Exports the data to your computer for importing into payroll.

    Tips reports allow you to view tips for each employee for a specified date range. To run a tips report, follow these steps:

    1.  Click the Reports tab on the main menu.

    2.  Click Tips Report from the Reports dashboard.

    3.  Select the date range and the employee type (Active, Archived, or Both) for which you want to run the report.

    4.  Click All Departments to view a list of all departments.

    5.  Check the departments for which you want data.

    NOTE: By default, all departments will be checked. To clear the check marks, you must uncheck the check box at the top. Then you can select individual departments for which you want to run the report.

    6.  Click Search.

    The report data will display.

     You can also choose one of the following links at the top of the screen:

    Print—Displays a clean view of the data, preferable for printing.

    Email—Allows you to email the data.

    Export—Allows you to export the data in CSV format, unless you have chosen a different format for exporting. Exports the data to your computer for importing into payroll.

    Expense reports allow you to view expenses by expense code or by employee for a specified date range. To run an expense report, follow these steps:

    1.  Click the Reports tab on the main menu.

    2.  Click Expense Report from the Reports dashboard.

    3.  Select the date range and the employee type (Active, Archived, or Both) for which you want to run the report.

    4.  Click All Departments to view a list of all departments and click All Codes to view a list of all expense codes.

    5.  Check the departments and codes for which you want data.

    NOTE: By default, all departments and codes will be checked. To clear the check marks, you must uncheck the check box at the top. Then you can select individual departments and expense codes for which you want to run the report.

    6.  Click Search.

    The report data will display.

    You can also choose one of the following links at the top of the screen:

    Print—Displays a clean view of the data, preferable for printing.

    Email—Allows you to email the data.

    Export—Allows you to export the data in CSV format, unless you have chosen a different format for exporting. Exports the data to your computer for importing into payroll.

    Punch reports allow you to view the punch history or locations and times of all punches during the assigned pay period. To run a punch report, follow these steps:

    1.  Click the Reports tab on the main menu.

    2.  Click Punch Report from the Reports dashboard.

    3.  Select the date range, the employee type (Active, Archived, or Both), and the punch type (All Punches or Missed Punches) for which you want to run the report.

    Note: Missed punches will display as ------ in the missed punch column. 

    4.  Click All Departments to view a list of all departments, click All Employees to view a list of all employees or click All Punch Methods to filter your report by punch methods.

    5.  Check the departments and employees for whom you want data.

    Note: By default, all departments and employees will be checked. To clear the check marks, you must deselect the check box at the top. Then you can select individual departments and employees for whom you want to run the report.

    6. Click Search.

    The report data will display.

    Punch_Report.png

    You can click the Print link to print a copy of the report, the Email link to email the report to yourself or someone else, or the Export link to download a copy of the data for local archiving.

     

    The Pay Period report displays a breakdown of employee totals for a given pay period by pay code. This report provides a high-level view of hours by each department (or all departments) or by employee and is useful for exporting employee time data into your payroll provider. 

    To run the Pay Period report, follow these steps:

    1.  Click the Reports tab on the main menu.

    2.  Click the Pay Period Report card from the Reports dashboard.

    3.  Check the boxes next to the departments for which you want to run the report.

    NOTE: By default, all departments will be checked. To clear the check marks, you must uncheck the check box at the top. Then you can select individual departments for which you want to run the report.

    4.  Click Run Report at the right of the screen.

    The report data will display.

    NOTE: Gross pay is only reported if you have added an hourly rate to the user's profile.

    You can also choose one of the following links at the top of the screen:

    Print—Displays a clean view of the data, preferable for printing.

    Email—Allows you to email the data.

    Export—Allows you to export the data in CSV format, unless you have chosen a different format for exporting. Exports the data to your computer for importing into payroll.

    Batch reports allow you to see the details of timecard data, whereas timecard reports give an overview. You can run batches for as many employees as you wish.To run a batch report, follow these steps:

     

    1.  Click the Reports tab on the main menu.

    2.  Click Batch Report from the Reports dashboard.

    3.  Check the departments and users for whom you want data.

    NOTE: 

    • By default, all departments will be checked. To clear the check marks, you must uncheck the check box at the top. Then you can select individual departments for which you want to run the report. 
    • With the Employee Type option you can view active, archived, or both types of employees, click on the drop-down and select either archive only or both to show archive employees on their own or along with the active employees. Only employees with punches on the pay period selected will show up in the batch report. 

     

    4.  If you wish to view data for an individual user, click the plus sign (+) to the right of the user's name.

    5.  If you wish to print the batch, click the Print Batch button at the bottom of the screen. A PDF file of the batch will print.

    6.  If you wish to email the batch to yourself or someone else, enter the email address in the field next to Email Batch, then click Email Batch. A PDF file of the batch will be emailed.

    Timecard reports allow you to view hours by department or by employee. To run a timecard report, follow these steps:

    1.  Click the Reports tab on the main menu.

    2.  Click Timecard Report from the Reports dashboard.

    3.  Select the date range and the employee type (Active, Archived, or Both) for which you want to run the report.

    4.  Select either List Hours by Department or List Hours by Employee.

    5.  Check the box next to the employee(s) for whom you want to run the report, then click Search.

    NOTE: By default, all departments will be checked. To clear the check marks, you must uncheck the check box at the top. Then you can select individual departments for which you want to run the report.

    6.  Click Search.

    The report data will display.

    You can choose one of the following links at the top of the screen:

    Print—Displays a clean view of the data, preferable for printing.

    Email—Allows you to email the data.

    Export—Allows you to download a copy of the data for local archiving.

    NOTE: Click the Gross Pay link to see the gross pay total for a specified employee. To run a gross pay report on a user, the user must be assigned an Hourly Rate through their user profile.