Help Center

Processing and Exporting Time and Expense

Follow

Administrators can process and export time and expenses, which may involve the following:

  • Sending Timecard Reminders
  • Sending Approval Reminders
  • Approving for Accounting
  • Exporting Invoices
  • Exporting Payables

Sending Timecard Reminders

If there are unsubmitted timecards, you may choose to send timecard reminders that will alert users to submit their saved time. To do so:

  • Click on the Review tab.
  • Click on Unsubmitted Timecards and click Reload. You may also toggle to previous weeks.
  • Check off the line items for users you would like to send reminders to. procexp1.png
  • Click Send Timecard Reminders.

These people will now receive emails reminding them that they have not submitted timecards for the week.

Sending Approval Reminders 

If there are unapproved timecards, you may choose to send approval reminders that will alert managers to log in and approve timesheets. To do so:

  • Click on the Review tab
  • Scroll down to the Unapproved section or click on Unapproved
  • Check off the line items for users you would like to send reminders to. procexp2.png
  • Click Send Approval Reminders

Managers for these users will get now receive emails reminding them that they have timecards in their queue, ready for approval.

Approving for Accounting

Once you have approved timecards, you may push it into accounting where they will be ready to be exported as invoices and/or payables.

  • Click on Review.
  • Scroll down to the Approved section or click on Approved.
  • Check off the line items that are ready to be pushed into the next phase. procexp3.png
  • Click Approve for Accounting at the bottom of the page.

All of the selected data will now be located in the Invoices and Payables tabs for final review, ready for export.

Exporting Invoices

  • Click on Invoices.
  • To review rates and invoice line-item descriptions that will be sent to the accounting system, ensure the Detail Level is set to Detailed. procexp4.png
  • Review information to be exported.
  • Uncheck any items that are not ready for export, as applicable.
  • Click Export. **
  • Click OK.

         procexp5.png

  • This will download a file vt_bill.vsf onto your computer. If it doesn’t automatically run, click on it to do so. 
  • SpringConnect will open and display a summary of data that will be exported. procexp6.png
  • Click Import.
  • SpringConnect will validate the data to be exported
  • If no warnings are generated, Click OK
  • Click OK after all data has been imported
  • Check the data in QuickBooks

** Please Note: The items checked in the Confirm Export Settings section are global settings (Settings/My Company). Although each setting may be overridden here, they are best set globally and not overridden at each export.

Exporting Payables

  • Click on Payables.
  • To review pay rates for all hours worked, ensure the Detail Level is set to Detailed. procexp7.png
  • Review information to be exported.
  • Uncheck any items that are not ready for export, as applicable.
  • Click Export. **
  • Click OK. 

        procexp8.png

  • This will download a file vt_pay.vsf onto your computer. If it doesn’t automatically run, click on it to do so.
  • SpringConnect will open and display a summary of data that will be exported. procexp9.png
  • Click Import.
  • SpringConnect will validate the data to be imported.
  • If no warnings are generated, Click OK.
  • Click OK after all data has been imported.
  • Check the data in QuickBooks .

** Please Note: The items checked in the Confirm Export Settings section are global settings (Settings/My Company). Although each setting may be overridden here, they are best set globally and not overridden at each export.

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments