.png)
Missing Employee in GovBooks Labor Distribution
There are several possible reasons for why an employee is missing from the labor distribution.
Employee needs to be added to the Persons screen
The Persons screen is used to add an employee to the labor distribution module. Check here first to see if the missing employee is set up. Check all statuses in case the employee has been made inactive. If you do not see the employee in the Persons screen, you can add them.
Employee does not have any time data for the timesheet/payroll period in QuickBooks Online
If your time data source is QuickBooks Online (instead of GovBooks Timesheets), check the Time Activities by Employee Detail Report in QuickBooks Online to verify that time data for the employee actually exists for the time period. If it does not exist, either the employee recorded no time in your 3rd-party timesheet application, or the time data still needs to be imported into QuickBooks Online from your 3rd-party timesheet application.
Employee does not have any time data for the timesheet/payroll period in GovBooks Timesheets
If your time data source is GovBooks Timesheets (instead of QuickBooks Online), check the Timesheet Report in GovBooks to verify that time data for the employee actually exists for the time period. If it does not exist, the employee recorded no time in GovBooks Timesheets.
A duplicate employee exists in QuickBooks Online
QuickBooks Online allows employees with the same name to be created in their payroll or timesheet systems which creates a duplicate employee. If a duplicate employee does exist, you may have connected GovBooks to an employee in QuickBooks Online which is no longer in use. This can be easily fixed by creating a new Persons record in the GovBooks Persons screen and connect to the correct employee in QuickBooks Online.
Go to the Persons screen in GovBooks and search in the Persons field for a duplicate employee. It is recommended to first sync GovBooks to QuickBooks Online before proceeding to ensure you have the most recent employee and vendor data loaded into GovBooks. In the Persons field, search for the duplicate QuickBooks Online employee. If an employee is listed here in the Persons field, it means that the employee has not yet been set up as a Person in GovBooks and therefore will not be included in the labor distribution calculation. If you find a duplicate in the Person field, you can set it up now and then try to compute the labor distribution again.
To help you identify the employee record in QuickBooks Online, we have added the PersonID column to GovBooks. Each employee in QuickBooks Online has a unique PersonID. However, in QuickBooks Online, it is difficult to find the PersonID because it is not a field that is displayed in their application.
To find the PersonID in QuickBooks Online, go to Reports and select the Employee Contact List. Ensure that this list is not filtered to remove 'Deleted' employees so that you see all the data. This list contains all of the employees that have been set up in QuickBooks Online to include duplicates. Sometimes, duplicates will be listed with their Last Name, first, so be sure to search by both first name and last name.
By clicking on a name, you will open the employee record in QuickBooks Online. The PersonID is located in the webpage URL as the final numeric value, in this case, '60'. Oddly enough, this is the only place to locate the PersonID in QuickBooks. Now that you know where to find it, you can use this as a way to map employees from QuickBooks to GovBooks.
