Getting Started Checklist (2024)

Tasks to complete in QuickBooks

Employee Verification (QB Employee Center)

Social Security Number is required

A minimum of one payroll item must be assigned with a pay rate

Each active employee must have the “Use time data to create paycheck” box checked in their payroll setup

Employee hire date is required

Contract Verification (QB Customer Center)

Direct Labor: A contract is referred to as DIRECT when work is performed for an entity outside of your business. Direct work is commonly reflected on an invoice.

A QuickBooks customer (level 1) is initial imported as a contract and the first job (level 2) is designated as a charge number. A charge number represents a funding source for the contract.

If the customer is structured to group multiple contracts, then the contract is represented by the first level job under the customer. The charge number (of funding level) is always the job direct under the contract.

Each customer’s structure is defined in eFAACT Central in the section titled Contract Structure. The Contract level is defined by placing a check in the contract column. The job level under the contract is automatically designated as a charge number. Additional job levels can be added to represent projects and sub tasks. All job levels are recognized by eFAACT.

Indirect Labor: eFAACT requires a QuickBooks customer/job structure for recording hours on Indirect tasks, such as personal leave, Overhead, G&A. All indirect labor is organized under 1 customer.

Example:

Customer: Indirect

Job: Personal Leave

Job: Overhead

Job: G&A

Service Items

Service items represent the services that your business buys and sells. A service item will track work performed by your employees or work done for your business by someone else. A service is performed for a select customer/job, it is not the job itself.

A minimum of one service item must be defined.

T&M contracts use the service item price to derive the billing rate.

A service item represents a labor category and may be shared across contracts. A single default can temporarily be setup if labor categories are not yet defined.

eFAACT Implementation Tasks

These first steps are completed using eFAACT Desktop.

Login to eFAACT Desktop with the initial default login credentials of User Name: admin and Password: admin

If the QuickBooks Subscribe link is visible, then click to submit the initial subscribe which authorizes eFAACT to access the currently open QuickBooks company file.

Run an initial Sync List. The sync list imports QuickBooks information required for the rest of the implementation process.

After initial information is imported from QuickBooks, the eFAACT implementation continues in eFAACT Central.

Login to eFAACT Central (https://efaactcentral.com) using the same initial default login credentials. For “how to” details, review the video and documentation links available in the top right of each eFAACT page.

All Users

For each user enter a username and establish users options. Usernames may be setup individually or jumpstarted using one of the built-in options. After completing the basic setup for one or more users, send each user their unique login credentials with a single click. This step requires the user’s email address be available in eFAACT (most commonly imported from QuickBooks). Select/check each user and click the “send credentials” button located above the grid. This step sends an email to each selected person which contains eFAACT login information and time entry tutorial video. Users may reset their passwords the next time they login.

Assign Administrators

An Administrator is a user with access to all eFAACT features and all data. To assign an administrator, simply check the first column next to the user’s name. A general recommendation is to assign at least two administrators, providing a backup if someone is unavailable. The initial admin/admin credentials will no longer be available after an eFAACT Administrator is established for your company.

Assign Supervisors

The Assign Supervisor page defines an employee as a supervisor. A supervisor is assigned a group of persons referred to as their direct reports and has authority to approve timecards and expense reports.

Initial Company Settings

Company settings are available from the gear icon located on the left side of the eFAACT Central home page. To get started, assign your company’s Pay Frequency and Fiscal Year Begin Date. This information is used to build an initial company calendar that supports leave accruals and an initial processing schedule. If you company is organized with 26 pay periods per year, also select the first pay period start date that falls within the current fiscal year.

Contract Structure and Type

Initial structure and contract information has been imported from QuickBooks, review for each contract. For DIRECT contracts, set the contract level and invoicing level, then assign each charge number a contract type. If all charge numbers are the same contract type, the type may be assigned at the contract level and it will cascade down.

Assign a required INDIRECT contract by setting the contract type to indirect. This contract will track indirect labor hours.

Authorizations

Authorize tasks for each user. The authorized task(s) will be available on the user’s timecard for the designated period.

Current Entry Periods

Current entry period defines the period available for entry on a user’s timecard and expense entry form. This is commonly synchronized with pay periods.

At this point of the eFAACT implementation, timecards are available for entry and approval followed by sending hours and journal entries to QuickBooks.

Copyright © Penergy Technologies, Inc.

Getting Started Checklist (2024)

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