Modify Syncing and Export Options

There are a number of options that will change how syncing and export happens. If you do not want the default options, simply give Shoshana a call at 734-662-3537 and we can adjust any or all of these features in your database.

In order to further adjust the syncing process to meet your needs, you may elect to leave certain elements out of the automated process. For example, you may decide that you want SSN's not to appear in Rosemark, while you do want them in QuickBooks.

Here is a list of the things you may elect to skip when syncing Customers, Contractors and Employees with, or exporting Shifts to QuickBooks. The default setting is indicated on the right (in other words, what will happen if you do not request that it be changed).

Option	Default Setting
Customer Syncing	Disabled
Customer Required for Shift Export	Disabled
Service Items Syncing	Disabled
Bill Rates	Enabled
Social Security Numbers	Enabled
Date of Birth	Enabled
Hired Date	Enabled
Pay Rates	Enabled
Allow Changes to Exported Shifts	Disabled
Ignore Shifts with Contractor	Disabled
Ignore Shifts with no Customer	Disabled

Once a Shift has been exported, it is locked so that changes cannot be made to it. This prevents Shifts that have already been paid and/or billed from being adjusted, thereby putting Rosemark and QuickBooks out of sync with each other. If you prefer, you can choose to allow these changes; however, Rosemark will not try to reconcile these changes with QuickBooks.

When Rosemark exports Shifts, it can include an entry for each Shift in the QuickBooks Notes column of the Timesheet or Invoice. There are several options available to you:

Setting	Description	Example
Shift Details*	Includes pay/bill duration, date, time, comment, Employee name and Service description (includes Service Type and Client name).
Times and Service	Includes time and Service description.
Service	Includes Service description.
Times and Caregiver	Includes time and Caregiver description.
Caregiver	Includes Caregiver description.
blank	Nothing placed in the Notes column.

The main effect that these choices have is on how the Timesheet or Invoice entry appears. If you are doing both payroll and billing, your best choice may be to include all the detail, because the more sparse options may be good for one or the other, but may not provide all the detail you need for both uses. You can always further edit the entry in the Timesheet or Invoice to achieve the desired result on an individual basis.

On a Timesheet, when the notes for any two Shifts are the same, they will roll up onto one line. If you are showing full Shift details, each Shift will necessarily be on its own line. If you are showing times & service, any Shifts that have the same times & service will roll up onto a single line.

The notes field of time entries may also be transferred to the line-item details if you use the QuickBooks process of adding Billable Times to an Invoice.

The next three figures show the effects of these different options on the same Timesheet (we did not include a picture of the blank option). Note that the Wrap text in Notes field is toggled on or off directly in the Timesheet, and controls whether you see all of the contents of the Notes field or only a single line. This is a QuickBooks option, not a Rosemark setting!