Reckon setup

Reckon Hosted runs on Reckon's servers and connects through web-based credentials. A locally installed Reckon Accounts file (formerly QuickBooks) runs on your own computer or network and requires an extra driver and security certificate.

This guide covers setup for both connection types.

Before you begin

• Confirm which Reckon product you are using: Reckon Hosted (cloud) or Reckon Accounts (desktop or network-installed, formerly QuickBooks).
• Verify you have administrator access in Reckon to create users and grant permissions.

Connect Reckon Hosted

Reckon Hosted connections use web-based credentials stored in Wageloch's Payroll Connection Settings.

1. In Reckon, go to Company > Users > Set Up Users and Roles, then select New.
2. Enter a username and password for Wageloch to use.
3. Assign a role with full access, including Time Tracking access.
4. Select OK.
5. In Wageloch, open Settings > Payroll > Payroll Connection Settings > Credentials tab.
6. Enter the Reckon database username and password you created in step 2.
7. Tick Store Credentials Globally.
8. Select Done.
9. In Reckon, go to File > Audit Company File > Company File Information.
10. Note the full file path shown next to Location (for example Q:\CompanyFile.QBW).
11. In Wageloch, open Settings > Payroll > Payroll Connection Settings > Company Files tab.
12. Select your store.
13. Enter the file path from step 10 into Hosted file location.
14. Optional: tick Assign all timesheets to Reckon Classes / Customer Jobs and select the linked field if you want to route timesheets to specific job categories.
15. Select Done.

Connect a locally installed Reckon Accounts file (formerly QuickBooks)

Locally installed Reckon Accounts files use a local company file, a driver, and certificate-based permission grants. This method differs significantly from Reckon Hosted.

Select and configure the company file

1. In Wageloch, open Settings > Store (for the store to connect).
2. Select Edit.
3. Select Company file.
4. Browse to and select the Reckon .QBW company file.
5. Select Open, then OK.

Grant Wageloch permission to access Reckon

1. In Wageloch, select Database mappings to map timesheet categories to Reckon payroll items (see Payroll mapping for details).
2. If an error message appears saying Wageloch is not listed as an Integrated Application, open the correct Reckon company file in Reckon first, then select Database mappings again in Wageloch.
3. A Reckon/QuickBooks Application Certificate prompt appears, requesting access for the Wageloch application.
4. Select Yes, always; allow access even if [Reckon/QuickBooks] is not running.
5. Tick Allow this application to access bank account numbers, customer credit card information, and other personal data.
6. Select Continue.
7. A follow-up prompt asks if you're done. Select Done to save it as a permanent exception.

Verify user permissions

Confirm that whichever Reckon user is set for Integrated Applications has full permission on their user account. This permission is required for Wageloch to create timesheets even when Reckon is not open.

Import staff via IIF file (locally installed Reckon Accounts only)

This method is for locally installed Reckon Accounts files only. For Reckon Hosted, use the direct import method described in Import Staff.

1. In Reckon, go to File > Utilities > Export > Lists to IIF Files.
2. Tick Employee List.
3. Select OK.
4. Choose a filename (for example Employee.IIF) and select Save.
5. In Wageloch, open Settings > Staff > Import > Staff.
6. Select Load IIF in the upper-left.
7. Locate the IIF file saved in step 4 and select Open.
8. Match each column to the correct field (for example Surname, Given names).
9. Select GO!.
10. Select the site and pay group.
11. Select OK to import.

Enable time tracking

This step applies to both Reckon Hosted and locally installed Reckon Accounts files. Enable timesheets before exporting data from Wageloch.

1. In Reckon, go to Edit > Preferences > Time Tracking > Company Preferences tab.
2. Set Do You Track Time? to Yes.
3. Set First Day of Work Week to match your pay period start.
4. Select OK.

Configure employees for timesheet use

Perform this step for every existing employee and every new employee you create in future. Timesheets will not transfer to Reckon without this setting.

1. Open an employee's payroll information in Reckon.
2. Tick Use time data to create paycheques.

Map timesheet categories to Reckon payroll items

Payroll mappings define where Wageloch sends each timesheet column (ordinary hours, overtime, leave, penalty rates) in Reckon. For details, see Payroll mapping.

Submit and check timesheets

Once your timesheet configuration is complete, verify the submission flow works correctly.

1. In Wageloch Time, select Submit timesheets.
2. Confirm all days are correct (shown green) for the period you want to pay.
3. Select Next.
4. Review the calculated hours according to the applicable award.
5. Select Submit.
6. In Reckon, go to Employees > Pay Employees > Start Scheduled Payroll.
7. Choose the pay period end date.
8. Confirm the timesheet hours have arrived correctly before processing the pay run. Check carefully for any mistakes.

Validate the setup

Confirm the following before processing your first live payroll:

• Each store is mapped to the correct Reckon company file (Reckon Hosted) or local file path (locally installed Reckon Accounts).
• All employees have Use time data to create paycheques enabled.
• Payroll mappings route timesheet columns to the correct Reckon payroll items.
• A test timesheet export arrived in Reckon with correct hours.

If any validation step fails, contact Wageloch Helpdesk for support.