Exporting to hrs to Quickbooks

​@a_reyes  That is just how it works. We rarely have to do that anymore. It is usually more prevalent when we have a new Ops Manager or add a new county for prevailing wage.  

Our Ops Managers review timecards daily and are very thorough when approving them. They record any time off to an indirect ticket so that the hourly timecards come over with all their time accounted for.  The operations manager is responsible for making sure that each hour has the right allocation of time and pay codes needed for the type of work that their crew performed. Once admin exports the time, that is what their paychecks are all based off. 

Once you can get your checks and balances done with the details in Aspire prior to selecting export, that will all but eliminate the re-exporting causing duplicates issues in Quickbooks.

When we do have to redo something, we only un-approve the person/s that is effected so the removal of duplicates is reduced.  

Having some SOP’s for daily time review makes things easier when it comes time or the weekly time review. I have an actual checklist of things to verify before exporting. I review absences, early dismissals, PTO requests first. Then I view total hours worked to make sure that I don’t have anyone who has logged 60 hours in 4 days or something like that. Finally I view each person by day to check hours logged. Sometimes crews will forget to clock out and time still gets approved resulting in a 16 hour day.

I often have to take a breath and remind myself not to rush this as undoing and redoing it is important. 

Thank you for responses, I think the issue we have is with the time being approved. A lot of employees forget to clock out or at least say they do but system doesn’t update. Some instances we go and adjust time but the the next day time is doubled (have to find out why this happens in Aspire). This is when we have issues because time has already been exported.

2 questions-
Are you doing daily time entry approvals for your teams?
Are you exporting daily as well?  We only export once per week after all the time has been triple confirmed. 

Daily time approval is key… and training the team to clock out.