QuickBooks Classes in BigTime

If you use classes in your QuickBooks file, then you can setup BigTime to support classes as well.

Typically, BigTime will post a class with each time entry, each expense ("bill") and each invoice. There are two ways to make sure that the right class is attached to each of those transactions.

1. The user can pick the appropriate class when they enter their time or expenses. BigTime has a number of time/expense entry formats that support class selection. Just use one of those formats if you'd like your users to specify the class that should post to QuickBooks.
2. You can setup a default class per project, staff member or budget item. This is a great option if the class you would like to post to QuickBooks is based on the project, staff member or budget item to which a time entry, expense entry or invoice line item is linked.

Default Class Selection

To turn on the default class option in BigTime, you'll just need to decide which entity will determine the class applied to your time/expense/invoice data. You can choose that default class based on the project, the budget item or the staff member. There's a "default class" selection option on the Tools... System Settings... General screen which you can use to set BigTime to use one of those optional "default" class settings.

• Once you make that selection, you'll see a "default QB class" field on the edit screen for projects, staff or budget items.
• When users submit their timesheets or expense reports, that default class will be attached to each of their entries based on your selection. Note that any changes you make to your default class settings won't be applied to time/expenses that have already been submitted.

Posting Class Data to QuickBooks

In addition to making sure that the class value is attached to your time, expense and/or invoice line items, you'll also need to let BigTime know that you'd like to post class data into QuickBooks. There is a check box to turn on class posting in the Settings page for time, expenses and invoices.

You can turn on class posting for all of these transaction types, or just for a sub-set of them.

Updating the List of Classes

Your list of classes is updated from QuickBooks automatically as a part of the nightly sync. Note that BigTime will not delete classes to which time or expense data is already linked. You don't need to maintain a separate list of classes in BigTime, since any updates to the class list are done exclusively in QuickBooks.