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Guide to Using AccountLinx

AccountLinx is an application that we offer that allows you to export time data directly into or as a file format that can be imported by a compatible payroll/accounting application. This allows you to eliminate needlessly data entry and effortlessly utilize the time data for payroll, accounting, billing, reporting, and more. This article provides an overview of how to use AccountLinx and some commonly used menus/options.

Requirements

Using AccountLinx begins with selecting the "Exporter" which determines how AccountLinx connects to a payroll/accounting application or the file format of exported time data and what options are available to customize exported time data. If you have not yet selected the "exporter" for AccountLinx, you can refer to the following article that provides general steps.

AccountLinx Menu

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Map Buttons

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The "Map X" buttons allow you to specify how entities match between ExakTime and support payroll/accounting applications. The "Map X" buttons available are dependent on the payroll/accounting applications. Clicking a "Map X" button will open a new window that allows you to map entities directly or by inputting letters/numbers, depending on the exporter selected. The "Map X" can also display additional columns/options depending on other enabled settings.

For more information about the mapping process, you can refer to the following dedicated article for steps.

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Export Button

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The "Export" button allows you to initiate the export process for any selected time data of your employees. 

The export process will enter any time data into a supported payroll/accounting application directly or export a file containing the time data.

After the time data has been exported, it will be marked as exported in ExakTime Connect with a yellow arrow and be "hidden" in AccountLinx so it cannot be re-exported.

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For our best practices on the AccountLinx export process, please refer to the following dedicated article.

Date Range

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The date range selected will determine the time data that can be exported and is generally the first step for exporting. We generally advise selecting the date range that matches your pay period for the time data that you want to export. Selecting a date range for a large period can result in issues such as prolonged loading times or exporting time data that was not intended to be exported.

To specify a date range, select the start and end dates, then click "View".

Employee List

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The employee list on the left-hand side will list all of your active employees in ExakTime. The employees name will be black if they have time available to export for the date range selected and grey if there are no time records available for export. If an employee with no time records is selected for export, no data will be exported. 

Additional Employee Sorting Options

We offer additional options to sort your employees to improve your exporting experience.

Employees with Time in Date Range

Starting with AccountLinx 4.8.7.1207, employees can be filtered based on having time for the selected date range with the drop-down menu above the employee list. Employees who have no time records will not be listed. Employees who have incomplete time records will be listed, but the incomplete time records will not be listed for selection.

If you see an employee's name that is gray and italicized, it indicates that their time card only contains incomplete time records. The employee's time card should be corrected for their time records to be exported. 

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Location View

Starting with AccountLinx 4.8.7.1207, the Location view allows you to separate your employees and their time records based on the locations worked and can be enabled with the drop-down menu next to the search bar. This can help in instances where employees work in multiple locations, but time records for specific locations should not be exported. 

Using the checkbox for a location in the first column will select any time records for an employee containing that location. For example, if an employee has worked at multiple locations, but only 1 location was selected, only the time records with the selected location will be selected. 

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Categories to Separate Employees

You can use employee categories to separate employees if you only need to select certain employees, such as only field employees or non-contract employees.

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Time Record List

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The time record list will populate with exportable time records for the selected employee. Incomplete time records or time records that have already been exported will not be listed. This time record list is intended for reference so you can quickly see if an employee has time records to export for the specified date range.

If any changes should be made to a time record, they must be done in ExakTime Connect. After making any changes, click "View" next to the date range to reload the time records. 

Tools

The tools menu provides various options for configuring your AccountLinx exports, interface, and option to re-export.

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Exporter Settings

The "Exporter Settings" window allows you to configure your AccountLinx exporter settings and the export file location.

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Exporter Configuration

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The exporter settings of AccountLinx is one of the primary menus that allows you to configure your AccountLinx exports for your company's needs. The options are dependent on the selected exporter and can affect your mapping windows or your export process.

Advanced Export File Location

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The "Advanced Settings" window allows you to specify where your files exports should be saved to and the name of the export file.

Options

The "Options" menu provides various options for the interface and mappings. This menu is seldom used and is primarily used for it's "Integration" tab. The "Integration" tab is further elaborated in the following article.

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Reset Exported Records

"Reset Exported Records" is an option of AccountLinx that marks exported records as unexported, allowing you to export the time records again. This option is further elaborated in the following article.

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