uAttend Connect Quickbooks Desktop App

    This article will address the compatibility requirements for using the uAttend Connect application and some features not included in the current version.  There are also sections on other Windows aspects, related to the uAttend Connect application, such as a guide to the application's system tray icons and instructions for quitting, closing and uninstalling the application from your Windows pc.

    Version Support

    QuickBooks: QuickBooks Desktop for Windows “Pro” and “Premier” versions from 2012 to present

    Windows: Windows 7 SP1, Windows 8.1(update 1), Windows 10 (all versions)

     

    Features Currently Out of Scope

    • QuickBooks Online syncing

    • Sync progress bar

    • Mapping uAttend employees to QuickBooks Vendors

    • Canceling a sync

    • Regional localization or internationalization

    • QuickBooks Desktop for Mac support

     
     

     System Tray Icons

    • Regular State: When the uAttend Connect application is running, your computer is connected to the internet, the application is not actively syncing, and there are no active syncing errors displayed within the application, the uAttend icon is displayed in the system tray.

    • Syncing State: When the uAttend Connect application is actively syncing, the uAttend icon is in the system with a symbol overlaying the icon that indicates an active sync.

    • Missing Connection State: When the uAttend Connect application is running and your computer is not connected to the internet, the uAttend icon is in the system tray with a symbol overlaying the icon that indicates a connection error.

    • Error state: When an error, other than a missing internet connection, has occurred during the syncing process, the uAttend icon is in the system tray with a symbol overlaying the icon that indicates an error has occurred.

    • State Priority: If more than one of the above conditions apply, uAttend system tray icon states should be prioritized in the following order (highest to lowest): Missing Connection State, Error State, Syncing State, Regular State.

    • Clearing Error State: Acknowledging a syncing error by clearing the error screen in the application, should return the uAttend system tray icon to the next lowest priority applicable state.

    • Clearing Missing Connection State: When your computer is reconnected to the internet, the uAttend system tray icon should return to the next lowest priority applicable state.

    • Clearing Syncing State: When the uAttend system tray icon is in syncing state, and a sync is completed or is otherwise no longer active, the uAttend system tray icon should return to “normal state”. 

     
     

    Quitting the Application

    You can select “Quit” from the hamburger style menu in the top right corner to quit the app.

    • When you quit the app, all state is preserved.

    • You cannot access the down arrow style menu in the top right corner or otherwise quit through the app, during an active sync.

     

    Closing the Application

    When you close the app, by clicking the close/”x” button in the top right corner of the application window, the app continues to run in the background, and the uAttend Connect icon remains in the system tray.

    • Reopening the app after the window has been closed should reopen the app on the same screen that was visible when you closed it.

    • If you close the app during an active sync, the app should continue to sync until the sync is complete.

     

    Uninstalling

    You can uninstall the uAttend Connect application from their computer by selecting “uAttend Connect” from the program list in the Windows Settings > “Add or Remove Programs” utility, clicking “uninstall”, and appropriately following the remaining uninstallation flow.

    • After successfully completing the uninstallation, the “uAttend Connect” app is no longer available in the Windows “Start Menu” under the letter “U” on Windows 10 machines.

    • After successfully completing the uninstallation flow, the “uAttend Connect” app, and associated folders and files originally located at the designated installation path, are no longer located at that path.

    This article will address and guide you through the processes for enabling, disabling and lastly re-enabling the uAttend Connect application.  This includes step by step instructions with images.

    Enabling QuickBooks Desktop Integration

    Follow these steps to enable the uAttend QuickBooks Desktop integration feature in the uAttend web portal.

    1. Login to the portal as an Administrator and navigate to the Settings tab and then to the Exports subtab.

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    A screen will display with the minimum system requirements and the required steps to enable the integration.

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    2. Click the “ENABLE” button in the “Step 1” section, noting the $5/mo. charge for the use of this feature.

    3. Click the “Confirm” button to accept the $5/mo. charge or click the “Cancel” button to cancel the activation of the integration.

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    4. Click the “DOWNLOAD” button in the “Step 2” to download the installation file to your computer.  The file should be named “uAttend Connect Installer.msi”.  

    A valid authentication key is generated and displayed in the “Step 4” section, which you will need to authenticate the uAttend Connect desktop application.

    5. Click the “Copy” button next to the authentication key to copy the key to your clipboard so you can paste it during installation.  You should see a notification that the key was successfully copied. 

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    6. Open the “uAttend Connect Installer.msi” file that was downloaded to your pc.  Proceed to the Installation help file to continue the walkthrough instruction.

     

    Disabling QuickBooks Desktop Integration

    Follow these steps to disable the uAttend QuickBooks Desktop integration feature in the uAttend web portal.

    1. If the QuickBooks Desktop (QBD) integration is enabled, click on the QBD Integration element.

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    2. Click the “DISABLE” button in the “Step 1” section of the QBD Integration screen.

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    3. Click the “CONFIRM” button to disable the integration or click the “CANCEL” button to keep the integration feature enabled.

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    • If you disable the feature, your account should NOT be charged $5/mo. if the integration is disabled before your account billing date. (See the My Account section of the portal to view your account billing date.)

    • The authentication key will no longer be valid to perform any future syncs, though active syncs in uAttend Connect should not fail when the key is inactivated.

     

    Re-enabling QuickBooks Desktop Integration

    Follow these steps to re-enable the uAttend QuickBooks Desktop integration feature in the uAttend web portal and get a new authentication key for the uAttend Connect application.

    1. If the QuickBooks Desktop (QBD) integration is not enabled, click on the QBD Integration element.

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    2. Click the “ENABLE” button in the “Step 1” section, noting the $5/mo. charge for the use of this feature.9.png

    3. Click the “Confirm” button to accept the $5/mo. charge or click the “Cancel” button to cancel re-enabling the integration.

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    4. Click the “Copy” button next to the authentication key to copy the key to your clipboard so you can paste it into QuickBooks. 

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    5. You should see a notification that the key was successfully copied.  Click the “CLOSE” button to exit the setup screen. 

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    This article will address and guide you through the processes for installing and completing the setup wizard for the uAttend Connect application.  This includes step by step instructions with images.

    Installation

    Double click the uAttend Connect installer (named “uAttend Connect Installer.exe”), from the Downloads folder (or your custom target folder for downloads), to open a new window where you can follow the prompts to complete the installation. 

    • You can override the default installation path with your desired installation path.

    • After installation, the resulting “uAttend Connect” app will be available in the Windows “Start Menu” under the letter “U” on Windows 10 machines.

    • After installation, uAttend Connect and its associated files are also available at the path specified during installation.

    • The application will not automatically start when you start your computer.

     

    Set up Wizard

    Intro Screen

    When the installed “uAttend Connect” app is initially opened, you will be directed to complete the setup wizard.  Make sure your computer is connected to the internet while completing the setup wizard.  If you quit the application during the wizard, then restart the program; all the previously entered information or selections are preserved and displayed in the application when it is restarted.

    1. Click the “Get Started” button to proceed to step 1 of the setup wizard, “Enter Your uAttend Company ID”.

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    Company ID

    The first step in the setup wizard screen prompts you to enter your Company ID.

    2. Enter your Company ID (displayed toward the top right of the window when logged into the uAttend web portal).

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    3. After entering a valid company ID click the “NEXT” button to proceed to the next step of the setup wizard, “Enter Authentication Key”.

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    Authentication Key

    The second step in the setup wizard screen prompts you to enter an authentication key.

    4. Enter your valid authentication key (should have been copied to the clipboard when enabling the QB feature in the previous steps).

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    5. Click the “LOG IN” button to proceed to the next step of the setup wizard titled “QuickBooks Company File”.

     

    QuickBooks Company File

    Three steps are displayed that prompt you to open QuickBooks Desktop and your appropriate Company File.

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    6. Open QuickBooks Desktop and open one Company File in QuickBooks.

    7. Click the “NEXT” button to proceed to set QuickBooks access permissions.

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    8. Select “Yes” to the permissions required and then click the “Continue” button to proceed to the next step of the wizard, “Map Employees”.

    “Yes” permission does not require QuickBooks to be open for uAttend to sync data to QuickBooks desktop.

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    Map Employees

    Names and payroll id’s for all “active” status employees (not “archived” or “temporarily disabled”) associated with your authenticated company, are displayed in a “uAttend Employees” column on the left, primarily sorted with unmapped employees on top, and secondarily sorted in A-Z alphabetical order by the first name.

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    • Any employees initially displayed out of view, due to vertical height limits of the application, can be scrolled into view.

    • The total number of mapped and unmapped uAttend employees are indicated at the top of the screen.

    • uAttend employees with names that match employees in QuickBooks are automatically populated in the right hand “QuickBooks Employees” column without any input from you.

    • uAttend employees without names that match employees in QuickBooks are styled differently than mapped employees and therefore implied as unmapped.

    • Selecting the text input next to an unmapped uAttend employee’s name should produce a cursor in the input, indicating that you can begin typing an employee’s name.

    • Typing characters in a field for an unmapped employee should produce a list of not mapped QuickBooks employees’ names with a matching sequence of characters.

    • Selecting a QuickBooks employee in the list, or completely typing a QuickBooks employee’s name implies the selection of that employee and should, therefore, create or update the corresponding employee mapping.

    • A QuickBooks employee should only be able to be mapped once.

    9. Map the needed employees, following the guidelines above.

    10.   After the employees have been mapped, click the “NEXT” button to proceed to the next step of the wizard, “Map Pay Codes”.

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    Map Pay Codes

    All uAttend Pay Codes are displayed in a column on the left.

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    • For each uAttend Pay Code, there is a corresponding drop-down input in the “QuickBooks Payroll Items” column on the right.

    • Selecting a drop-down input in the “QuickBooks Payroll Items” column displays a list of all payroll items in the active QuickBooks company file.

    • Selecting a payroll item from the list creates or updates the mapping for the corresponding uAttend Pay Code.

    • One payroll item can be mapped to multiple uAttend Pay Codes.

    11.   Map all pay codes, following the guidelines above.

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    12.   Click the “NEXT” button to proceed to the final setup wizard screen, “Set Up Complete!”.

     

    Set Up Complete

    A message appears confirming that you have completed the set up of the app.

    13.   Click the “LAUNCH APP” button to go to the main “SYNC NOW” screen of the app.

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    This article will address the details of the Sync Screen.  This will explain what you see on the page and describe the processes for interacting with this screen.

    Sync Screen

    Each time the application starts, it will open to the “sync” screen by default.

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    • Any displayed dates related to these pay periods are accurate (i.e. they match the pay period dates in the cloud for the current and previous pay periods).

    • Your uAttend company name and company id are displayed along with your QuickBooks company file name.

    • Multiple pay periods cannot be selected at once.

    • There is a “Preview Sync” button and a “How Syncing Works” option on the Sync screen.

    • Click “How Syncing Works” to display information about how syncing works and a button to go back to the sync screen.

    • See the Syncing help file for information on the sync function.

    This article will address the details of the Employee Screen.  This will explain what you see on the page and describe the processes for interacting with this screen.

    Employee Screen

    Clicking “Employees” in the main menu, takes you to the “Employees” screen.

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    • Names and payroll id’s for all “active” status employees (not “archived” or “temporarily disabled”) associated with your authenticated company ID, are displayed in a “uAttend Employees” column on the left, primarily sorted with unmapped employees on top, and secondarily sorted in A-Z alphabetical order by the first name.

    • Mappings should persist such that previously mapped employees, either in the wizard or in previous visits to this page, should be reflected on the page.

    • The total number of mapped and unmapped employees should be displayed on the screen.

    • Selecting the text input next to an unmapped uAttend employee’s name should produce a cursor in the input, indicating that you can begin typing an employee’s name.

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    • Typing characters in an input for an unmapped employee should produce a list of not yet mapped QuickBooks employees’ names with a matching sequence of characters.

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    • Selecting a QuickBooks employee in the list or completely typing a QuickBooks employee’s name implies your selection of that employee and should, therefore, create or update the corresponding employee mapping.

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    • A QuickBooks employee should only be able to be mapped to one uAttend employee.

    • If a previously mapped QuickBooks employee is no longer available, effectively breaking the mapping for an active uAttend employee, the employee will be displayed and function as if it is unmapped.

    This article will address the details of the Pay Codes Screen.  This will explain what you see on the page and describe the processes for interacting with this screen.

    Pay Codes Screen

    Clicking “Pay Codes” in the main menu, takes you to the “Pay Codes” screen.  This will explain what you see on the page and describe the processes for interacting with this screen.

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    • Previous pay code mappings, from uAttend “pay codes” to QuickBooks “payroll items” are preserved and displayed from the setup wizard or changes made during previous visits to this screen.

    • uAttend Pay Codes are displayed in a column on the left.

    • For each uAttend Pay Code, there is a corresponding drop-down input in the “QuickBooks Payroll Items” column on the right.

    • Selecting a drop-down input in the “QuickBooks Payroll Items” column displays a list of all payroll items in the active QuickBooks company file.

    • Selecting a payroll item from the list, updates the mapping for the corresponding uAttend Pay Code.

    • One payroll item can be mapped to multiple uAttend Pay Codes.

    • If a previously mapped QB “payroll item” is no longer available, effectively “breaking” a Pay Code mapping, an error state is displayed on the input for the appropriate Pay Codes, indicating the missing mapping.

    This article will address the details of the About Screen.  This will explain what you see on the page and describe the processes for interacting with this screen, such as updating the application.

    About Screen

    This screen accurately displays your current version of the uAttend Connect application.

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    • A message conveys that your application is up to date if no newer versions of the application are available.

    • If an update is available, the version of the update is displayed and an “UPDATE NOW” button is visible.

    • Click the “UPDATE NOW” button to open an update dialog box that successfully updates your uAttend Connect application version to the latest production version.

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    This article will address and guide you through the processes for syncing the uAttend Connect application with your Quickbooks company file.  This includes details with images for the steps of the syncing process and descriptions of possible errors.  The last section also addresses the sync history and sync detail screens.

    Syncing

    • Upon the completion of a sync, uAttend hours are imported into and available in QuickBooks as one “Timesheet” per mapped employee per calendar week in the selected pay period.

    • Only hours for “active” status employees are imported (i.e. hours for “archived” and “temporarily inactive” employees are not imported).

    • All QuickBooks “Payroll Items” mapped to uAttend “Pay Codes” in the application’s settings, are displayed on their own row on the timesheet.

    • Hours from uAttend are imported into the appropriate QB “payroll item” row on the timesheet according to their mapped uAttend “Pay Codes”.

    • If multiple uAttend pay codes are mapped to one QuickBooks payroll item, the hours for those pay codes should be combined on the same payroll item row (i.e. a payroll item can’t be on more than one row).

    • Hours from uAttend are imported into the appropriate day on the timesheet as indicated by the day of week/date column header on the timesheet.

    • No hours have been imported or otherwise edited on timesheets for QuickBooks employees who are not mapped to uAttend employees in the settings.

    • Hours for uAttend employees that have not been mapped to QuickBooks employees are not imported into QuickBooks. 

    • A successful sync should effectively delete and rewrite hours for all employees and days effected by the sync pay period and mappings (i.e. existing hours on QB timesheets for the relevant pay period prior to the sync are erased and overwritten).

    • Existing QB timesheet hours, on days not within the selected pay period to sync, should not be edited, deleted or otherwise altered (i.e. if the synced pay period ends on a Friday, the hours for Saturday on the same QB timesheet should not be affected).

    • Missed punches, i.e. an in with no out, or an out with no in, in uAttend, do not affect the total hours imported into QuickBooks.

    • Timecard approval bears no effect on which timecards or which hours are imported into QuickBooks.

     

    Actively Syncing

    While uAttend Connect is actively syncing, the “SYNC NOW” button instead displays “SYNCING” and includes a small animation of a “Loading” icon rotating clockwise.

    • While uAttend Connect is syncing, the “Payroll Period” cannot be changed.

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    Sync Preview and Progress

    Clicking “preview sync” displays a loading screen with an animation that indicates the application is loading, as requests are made and totals are calculated to display preview information for the selected pay period.

    • You can preview the following information BEFORE any data is synced to QuickBooks:

    • uAttend company name

    • QuickBooks company file name

    • Pay period date range

    • Total number of employees

    • Total hours (including minutes)

    • Total number of missed punches (if applicable)

    • number of unmapped pay codes (if applicable)

    • number of unmapped uAttend employees (if applicable)

    • number of approved timecards (if timecard approvals are enabled on acct)

    • Note: “approved” means that the timecard is not “pending” at any level of required approval

    • number of not approved timecards (if timecard approvals are enabled on acct, and if applicable)

    • Note: “not approved” means the timecard is “pending” at one or more levels of required approval

    • Clicking “start sync” displays a loading screen with an animation that indicates the application is loading, as timesheet data is imported into QuickBooks.

    • If an error occurs during the sync, an appropriate error message is displayed to you and the error is handled according to the uAttend Cloud - Integrations (2020) spec.

    • Once a sync is finished, you will be notified that the sync was completed and two buttons are displayed giving you the option to return to the sync screen or view sync totals, which navigates to the sync detail screen for the finished sync.

     

    Failed Syncs

    If an application error, lost internet connection, or a forced quit of the application through the windows task manager or otherwise, prevents the application from successfully finishing a sync, the status of that sync on the sync will be indicated as “failed” in the sync history log.

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    • When a sync fails, information recorded in the “Synced Time Card Data” .csv and the “Sync Details” section on the Sync Detail screen for that sync, accurately reflects the hours that were imported into QuickBooks Desktop during the failed sync.

    • If a sync error occurs while writing to QuickBooks for a subset of employees or pay codes, and the sync can be continued for the remaining time card data, the hours for the remaining time card data will be synced to QuickBooks and recorded in the "Synced Time Card Data" .csv.

    • If a sync fails because your computer loses its internet connection, an error message is displayed which prompts you to reconnect to the internet.

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    • If a sync fails because the application is unable to successfully communicate with uAttend Cloud to retrieve time card hours, an error message is displayed which notifies you that there’s an issue related to connecting to uAttend, and prompts you to contact support if the issue persists.

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    • If a sync fails because the application is unable to successfully delete or write to QuickBooks Desktop, an error message is displayed which notifies you that there’s an issue related to importing data into QuickBooks Desktop, and prompts you to contact support if the issue persists.

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    • All error messages resulting from a failed sync, where your QuickBooks company file data has been altered, should be communicated to you at the end of a sync and should include a “VIEW SUMMARY” button which navigates to the “Sync Detail” screen for the failed sync.

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    Sync History Screen

    Failed and successful syncs are displayed in a list as rows, where one row represents one sync.

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    • Status (failed or success), date (system date), start (system time), end (system time), and pay period dates for the applicable pay period are accurately displayed for each sync on the list.

    • Clicking anywhere within the container for a sync, takes you to the “Sync Detail” view for that sync.

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    Sync Detail Screen

    A “Sync Details” section of this screen displays the following information regarding the sync:

    • status (success or failed)

    • start (time in HH:MM:SS)

    • end (time in HH:MM:SS)

    • employees (total # included in import)

    • hours (total # imported)

    • missed punches (total # in pay period)

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    • The hours and employees in the “Sync Details” section accurately reflect the information that was imported into QuickBooks.

    • The total number of missed punches matches the total number of punches for the applicable pay period in uAttend Cloud at the time of sync.

    • If you click on the “Request Support” text in the top right corner, they’re taken to the “Request Support” screen/form (screen X).

    • Blue “Download Synced Timecard Data” text lets you save a .csv containing the total hours by uAttend employee and payroll item/pay code, at a designated location on their computer.

    • The resulting .csv accurately reflects the time imported into QuickBooks.

    • The resulting .csv includes the same information and follows the general structure of the .csv linked here.

    • A “Sync Errors” section contains a list of error messages if errors were experienced during the sync.

    • A sync with a status of “completed” should never have error messages in the “Sync Errors” section.

    This article will address and guide you through the processes for requesting support through the uAttend Connect application.

    Request Support

    Use the Request Support option to submit a ticket to our Support team, who will respond promptly to assist you in resolving your issue.

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    • If you attempt to submit the “request support” form without any information in the “name”, “email”, or issue description inputs, an error will display, prompting you to provide this required information.

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    • If a description of the issue, name, and email are provided and you click “submit”, a screen that confirms that your request was successfully submitted should display.

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