Our company uses a web application (myPrimavera Timesheets) for timesheet entry and Intuit QuickBooks for accounting. For invoicing and cost tracking purposes, each employee’s timesheet records had to be manually re-entered from Primavera Timesheets into QuickBooks Time Tracking system. This process was time consuming and prone to errors.
The solution was a two step process. The first step was to enhance the myPrimavera Timesheet application so that individual timesheet notes could be entered for hours worked on specific activities on specific projects. To accomplish this goal, we developed a Timesheet Notes Web Application where employees could enter notes for individual time entries on activities. Fortunately, myPrimavera has a custom web portlet feature built into it that allowed us to plug in our web application so that employees could access the Timesheet Notes Portlet directly when logging into myPrimavera. The second step was to build a Java integration application that retrieved the newly submitted timesheet note entries from myPrimavera Timesheets and inserted these records into the QuickBooks Time Tracking system. By using custom Activity and Project Codes available in Primavera, we were able to map all our critical timesheet fields into the QuickBooks Time Tracking system. Running the integration application is a one-click process and the application can now be re-run any time new timesheet records need to be transferred.
By streamlining the whole timesheet entry and tracking process, we were able to save six hours per week that would otherwise have been devoted to the re-entry of data. Also by building logic into the integration application, we were able to reduce the need for our accounting administrator to individually remap every timesheet field from one system to another, thus eliminating the potential of incorrectly entering data.
This project was implemented at Emerald Associates Inc.