Working with QuickBooks limitations

There are challenges in connecting two systems with somewhat different purposes and perspectives. While Rosemark is specifically designed for homecare, QuickBooks is a very general program that attempts to service almost any kind of business. This is one of its strengths as well as one of its weaknesses.

QuickBooks places some limitations on what information can be automatically updated. In these cases, you would have to manually ensure that the information is correct in both places.

Employee Social Security Number - This can be filled in when an Employee is first created, but cannot subsequently be changed. For example: you have a Caregiver (Employee) in Rosemark that has an incorrect SSN and you sync them. Both Rosemark and QuickBooks will have the incorrect SSN. When you correct the number in Rosemark, it will show an error when you sync, because QuickBooks will not allow that number to be altered. You then have to go into QuickBooks and correct the SSN there.

Employee Hire Date - Like the SSN, this can be filled in when the Employee is "created" in QuickBooks, but cannot subsequently be updated. (Note: if you do not need to keep these in sync, you can have Shoshana disable Hire Date syncing for you.)

Middle Initial - Rosemark automatically prints a period after the middle initial in all reports, so there is no need to place a period in the MI field (in fact, Rosemark strips it out if it’s present). QuickBooks does not automatically print a period after the middle initial, so users must explicitly include the period. When syncing, Rosemark places a period in the QuickBooks middle initial field.

State – QuickBooks requires that the abbreviation of the State strictly adhere to the convention of the two capital letter code. The Rosemark Scheduling System™ is more forgiving, but when you synchronize the data, QuickBooks will not allow variations.

Payroll Tab – QuickBooks does not allow access to most of the fields on the Employee Payroll tab: Marital Status, # of Deductions, Direct Deposit, Get Check and Mail Check. For that reason, you must visit these within QuickBooks.