This article explains how to configure a portal integrated with AccountingCS (ACS).


In this article:

About the integration

Activate Timerack Integration in ACS

Portal Configuration

    Partner Setup

    Client Setup

        Find and Enter the Client GUID

        Confirm Client Settings

About the integration

See Information shared between Accounting CS and Time Rack 


Employee Data

Changes to employee data should originate in ACS. If a change, such as attaching an employee to a new Level (Location or Department), is made in Timerack and a user does not make the same change in ACS, the employee may not be paid correctly. If the payroll file is sent to ACS with hours attached to a Level to which the employee is not assigned in ACS, ACS will not recognize the hours. 


Payroll

When payroll is extracted in Timerack, an XML file pushes to ACS. When the Timerack integration is active, Accounting CS will only allow users to process a payroll file coming from Timerack and no other batch sources. If the client is not yet ready to go live with the payroll integration, the CPA can turn the integration on to import employees and then turn it off until it is time to run payroll. See Submit Payroll To AccountingCS for how to run payroll for an ACS-integrated portal. 


Accruable Benefit Balance Calculation

Last Calculated Date on the PTO tab of an Employee Profile displays the Pay Period ending date of the last Pay Period in which an Accruable Benefit was used (not the end date of the most recent Pay Period processed and not the most recent Reporting Date on which an Accruable Benefit was used). 

Activate Timerack Integration in ACS

The CPA firm must turn on the Timerack integration in ACS so that ACS will begin sending data to Timerack. Send this KB article link to the CPA contact: Activate Timerack Integration in Accounting CS (ACS) 

Portal Configuration


Partner Setup

Each partner that uses ACS has a unique Firm ID. If the portal is for a brand-new partner, retrieve their Firm ID from the Partner Gathering Document attached to the Order or Deal in HubSpot. If the Firm ID field is blank in the Partner Gathering Document, ask the partner/CPA firm for this information.  Partners who have active Timerack clients already have the Firm ID set up on their partner profile.  


Client Setup

Find and Enter the Client GUID

1) Navigate to the applicable Partner Portal and then click Clients on the top navigation menu.


2) Choose the Payroll Client List option on the left.


3) Ensure that No is selected on the Exists in Timerack dropdown menu and then click the Download Clients button.


4) A list of clients sending data to Timerack will display. Reference the Client ID field to verify which is the correct client and then copy the Client GUID. If the applicable Client GUID is not showing, contact the CPA and verify they have enabled Timerack correctly in Accounting CS. 


5) Go to the Manage option on the left.


6) Use the Select Client dropdown menu to open the applicable client profile.


7) Paste the copied GUID into the Client GUID field in the Client Information section. 

Confirm Client Settings

Mark the Payroll Client checkbox.


Payroll Bridge

SBPR

Organization Structure Levels

Levels one and two are integrated. If additional Levels are required, they can be manually created in Settings>General>Organization Structure and then manually assigned to employees in Timerack. The same must also be done in AccountingCS; if an employee(s) is attached to a Level(s) in Timerack but not in AccountingCS, their hours will not register and they will not be paid correctly.