Active Directory and QuickBooks

The following topic details how to link employees to both Active Directory and QuickBooks when the employees already exist in QuickBooks. If employees do not currently exist in QuickBooks, use the standard Active Directory instructions and synchronize employees to QuickBooks at a later date.

 

Prerequisites:

 

Note: Once the steps which follow are completed, Active Directory is the controlling authority for employee User ID, First Name, Last Name and e-mail address. Any changes to these fields can only be accomplished using Active Directory.

 

 

Summary

The following steps involve modifying employee User IDs existing in DOVICO Timesheet to exactly match those entered in Active Directory, synchronizing employees with Active Directory and then merging the conflicting employee IDs.

 

To modify Employee User IDs:

From Active Directory:

  1. Document the name and User IDs of all employees synchronized with QuickBooks.

 

From DOVICO Timesheet:

  1. Click the Items List tab located in the Project Workspace view. The Project Workspace view is located in the Projects section of the side navigation bar.

  2. Select Employees in the drop-down list at the upper left corner of the view.

  3. Select an employee who is synchronized with QuickBooks.

  4. Click the Properties icon   on the toolbar or double click on the employee name to display the Properties window.

  5. Edit the employee's User ID field so that it exactly matches the User ID found in Active Directory.

  6. Click Done or use the Next Record button (or Previous) to browse to other employees. Clicking the Next (or Previous) button automatically saves any changes made.

  7. Edit other Employee User IDs as required.

 

To synchronize employees with Active Directory:

The Active Directory link is located in the Integration section of the side navigation bar.

 

STEP 1: Establish connection information

  1. Open the connection information area of the screen by clicking the "+" graphic.

  2. Enter the Active Directory server name.

  3. Enter the port number for the Active Directory server.

  4. Enter the Windows User ID and Password for a user having Read access to Active Directory.

    The Advanced button should only be used by experienced Active Directory administrators to customize the employees returned from the Active Directory query. The “Secure authentication” option should be left on at all times except in testing scenarios.

  5. Click the Connect button.

     

STEP 2 (Optional): Schedule updates

  1. Schedule daily updates by checking the update checkbox and entering the scheduled update time (in HH:MM).
     

Tips:

  • Daily updates should be scheduled during non-peak times.

  • If daily updates are not required, a manual update for all employees shown in the 'Employees to be synchronized' list box can be accomplished by clicking the Apply button.

  • DOVICO Timesheet's Job Scheduler service must be running for scheduled updates to occur.

 

 

STEP 3: Synchronize employees
 

All Active Directory employees that have not been synchronized to DOVICO Timesheet are listed in the left column (Available Active Directory Employees) and all employees currently synchronized to DOVICO Timesheet are listed in the right column (Employees to be synchronized).


 

 

  1. Select one or more employees from the left column.

  2. Click the Add>> button to move them to the list of employees to be synchronized.

  3. Click Apply.

  4. A new window (Merge Active Directory Accounts) opens offering the option to merge the conflicting employee account information in the DOVICO Timesheet database.

    1. Check each employee to overwrite.

    2. Click OK.
       

 

 

Notes:

  • When synchronized, the employee's First Name, Last Name, User ID and e-mail address displayed in the Employees view cannot be edited. Any changes to these fields can only be accomplished using Active Directory. The employee's Password is not stored in the DOVICO Timesheet database and the password cannot be modified using any DOVICO Timesheet component.

  • When any employee User ID is modified using Active Directory, that employee will have to be re-synchronized before that user can log into DOVICO Timesheet.

  • The First Name, Last Name, User ID and e-mail address fields in DOVICO Timesheet have limits on the maximum number of characters. Data imported from Active Directory which exceeds these limits will be truncated. First Name (100 characters), Last name (100), User ID (100) and e-mail address (250).