Enter a weekly timesheet

Create Employees > Create “+” sign at the top middle of the QBO homepage screen, in between magnifying glass and clock icon > Employees > Weekly Timesheet
You will need a Plus plan for this activity.

Enter a weekly timesheet

  1. Choose a name from the list. An employee or a Vendor name for Independent Contractor.
  2. Select the week for which you want to record activities.
  3. Select a customer if you want to bill the activity to a customer or track expenses for a customer.  If you don’t see this custom field, see below for to enable bills and expenses to a customer.
  4. Select a service. If you use services to enter time, choose a service that represents this activity from the products and services list. If you need new service item, see below for setup.
  5. Select a class. If you don’t see this custom field, see below for to enable class tracking.
  6. Select a location/department. If you don’t see this custom field, see below for to enable location/department tracking.
  7. Description field. (Optional) Edit a description of the activity if necessary. If the activity is billed to a customer, the Description appears on their invoice, depending on your company settings. Text for the description appears automatically from the Sales Information field once you select a service item.
  8. Billable. If you are billing the activity to a customer, select the Billable checkbox. If you are allowed to change the rate at which an activity is billed, make sure that Bill at rate/hr is correct.
  9. Select Taxable if the activity is taxable.
  10. For each day of the week this activity occurred, enter the number of hours spent on this activity for that day. You can add more activity lines if needed or clear all lines and begin again. To change First day of work week on a weekly timesheet form, see custom field table below.
  11. Note: If activities for this week are similar to last week’s, you can copy last week’s timesheet. To do so, click Copy Last Timesheet at the bottom of the form.
  12. Click Save and close (or Save and new to enter another time activity).
  13. See Custom Field Table below.

 
weekly-timesheet
 

Custom Field Table (need PLUS plan)

Location/Department
From the home page screen > Company gear wheel icon at the upper right corner > Your Company > Account and Settings > Advanced > Categories > Track Locations > ON
 

track-locations
 

Class
From the home page screen > Company gear wheel icon at the upper right corner > Your Company > Account and Settings > Advanced > Categories > Track Classes > ON
 
track-classes
 

Customer
From the home page screen > Company gear wheel icon at the upper right corner > Your Company > Account and Settings > Advanced > Time Tracking > Make Single-Time Activity Billable to Customer > ON
 
make-single-time-activity
 

Service
From the home page screen > Company gear wheel icon at the upper right corner > Lists > Products and Services > New > Time Tracking > Service > Fill out Name, Sales Information, Sales price/rate (hourly rate) > Income Account
 
service-rate
 

Show Billing Rate Box
From the home page screen > Company gear wheel icon at the upper right corner > Your Company > Account and Settings > Advanced > Time Tracking > Show billing rate to users entering time> Checkbox

 
show-billing-rate
 

First day of work week
From the home page screen > Company gear wheel icon at the upper right corner > Your Company > Account and Settings > Advanced > Time Tracking > First day of work week > Select Day from the list > Save.
 
first-day-of-work-week
 






Track Locations in QuickBooks Online

Location Tracking

    • Location tracking is available in Plus plan only.
    • Adds a Location field on forms so you can assign transactions to different locations like stores, sales regions, and counties.
    • First, to enable Location Category feature on: from the home page screen > company gear (upper right corner) > settings > company settings > company > categories > track locations > ON > Save

    track locations on
     

    • Location label can be changed to the following: Location (default), Business, Department, Division, Property, Store, Territory

     

    location
     

    • To add NEW Location > From the home page screen > company gear (upper right corner) > lists > all lists > locations > click new blue button (upper right corner) > fill out Location Information short form > save

    add new location
     

    • To run Location list > From the Location page > select Run report (next to New button, not under Action column)
    • To run Location Quick Report > From the Location page > select Run report under Action column > Customize if needed and run report>Optional: Save Customizations button to make this as “My Custom Reports”

    location quickreport

 

  • For Edit, Delete > select down-arrow (next to run report) under Action column

They have the following Location related as built-in business reports:

    • Location list
    • Profit and Loss by Location
    • Purchases by Location Detail
    • Sales by Location Detail
    • Sales by Location Summary

 
location list report

profit and loss by location

purchases by location detail

sales by location detail

sales by location summary

 

How do I apply a Class or a Location Tracking to a Bank Transfer transaction? I need to run Balance Sheet by Class/Location.

When you do a transfer transaction using Bank Transfer Form (Create + sign > Other > Transfer), transferring funds from one account to another, you do not see a field where you can apply a class and a division on the transaction. This may be very critical data to run reports.

If this information is very important for business, you will need to write a Journal Entry. In Journal Entry Form, you can enter Class and Location.

Note: You need PLUS level subscription for Class and Location tracking features.

When you write a Journal Entry, if you just use one bank account as debit and another bank account as credit with class and location, it will still not show up on transaction report.

Trick is you still need to add one expense account with zero amount. See attached Journal Entry screenshot photo below.

When one expense account was added along with two bank accounts, the Transaction Report came out okay. It seems Class and Location transaction is mapped to Expense Account only at this time. Built-in Transaction Report will not have Class and Location columns, so you need to customize the report a bit. To customize the Transaction Report > Click Customize button > Select Rows/Column > Select “Change Columns” blue button > Add Location and Class from available columns > Click OK button.

Now, you can also run the Balance Sheet by Class report as well as the Balance Sheet by Location report. With a little bit of available customization steps, of course!

Video Tutorial:
http://youtu.be/b8DIpPHDLbc

bank transfer form

journal entry with one expense account

transaction report b of a with class

transaction report chase with class

How can I reclassify old transactions posted to locations? How can I do this fast?

There is no quick way to select all transactions and “Reclassify” “Location” at this time. You will need to open each transaction and reclassify it one by one.

If you have QuickBooks Online Accountant version, you can reclassify (accountant tool > upper left corner, little email icon) certain selected transactions and change CLASS in batch, but not LOCATION at this time.

If you think you need this feature added to future revision, send them feedback here:

From the home page screen > Company Gear (upper right corner) > Your Company > Feedback > Post Your Own Idea

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