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This section contains descriptions and field lists for employees, sales representatives, payroll items, time lines, and billing rates.
You should enter some payroll items and go through the full payroll cycle a few times using QuickBooks to more easily understand the payroll cycle.
Employees people who work for the company. The main functions provided by QuickBooks are payroll related. Sales type transactions can have an employee as a sales rep. Using OfficeQ6, it's possible to (for example) calculate sales commissions using complex profit driven scales.
Employees are not nested. Also, people who the company interacts with, but does not carry on the payroll are often listed as Vendors or OtherNames.
| Field Name | Type | How Used | Description |
| nKey | Long | PKey | Unique employee record identifier. |
| sListID | S36 | Req | Unique identifier throughout QB file |
| sName | S41 | Req | Full name of this employee Includes first name, middle initial(s), and last name. |
| sSalutation | S15 | Opt | Salutation for employee (Mr., Mrs, etc.) |
| sFirstName | S25 | Opt | First name of person |
| sMidName | S5 | Opt | Person's middle name or initial |
| sLastName | S25 | Opt | Person's last name |
| sAddr1 | S41 | Opt | First line of address |
| sAddr2 | S41 | Opt | 2nd line of address |
| sCity | S31 | Opt | City |
| sState | S21 | Opt | State |
| sPostalCode | S13 | Opt | Zip or postal code (named sZip in earlier versions) |
| sPrintAs | S41 | Opt | Name as printed on checks or other documents |
| sPhone | S21 | Opt | Main telephone number |
| sPhoneMobile | S21 | Opt | Mobile telephone number (called sCellular in earlier versions) |
| sPager | S21 | Opt | Pager number |
| sPagerPIN | S10 | Opt | Personal ID number for this person's pager (called sPin in earlier versions) |
| sPhone2 | S21 | Opt | Second telephone number |
| sPhoneFax | S21 | Opt | Fax number (named sFax in earlier versions) |
| sSSAN | S11 | Opt | Socal Security account number (US only) |
| sEmail | S1023 | Opt | Email address if enployee |
| sEmplType | S9 | Opt | Type of employee. One of: "Owner", "Officer", "Regular", "Statutory" |
| sGender | S6 | Opt | Gender (Male or Female) of employee |
| dHired | Date | Opt | Date employee was hired |
| dReleased | Date | Opt | Date employee was released from employment |
| dBirth | Date | Opt | Date of birth for employee |
| sAccount | S99 | Opt | Account field in Additional Info tab. Often is Employee ID |
| sNotes | S4095 | Opt | Memo notes about this employee. Can contain anything - including carriage return and new line characters. |
| kBillRate | Long | FKeyOpt | Key of billing rate used for this employee |
| nPayPeriodCnt | Long | Opt | Count of annual pay periods for this employee |
| kClass | Long | FKeyOpt | Key of class of employee |
| bClearEarnings | Bool | Opt | T if earnings should be cleared at end of fiscal year |
| nEarnItemCnt | Long | Opt | Count of current payroll earnings items for this employee. One based. Items to follow. |
| kEarnItem1... | Long | FKeyOpt | First indexed key of payroll earnings item |
| kEarnItem10 | Long | FKeyOpt | ... up to maximum of 10 |
| mEarnRate1... | Curr | Opt | Earnings dollar amount or percent for this item. If this is a percent, it will have a '%' character at the right end of the value. |
| mEarnRate10 | Long | Opt | ... up to maximum of 10 |
| bUseTimeData | Bool | Opt | T if paychecks are generated from time-tracking data for this employee. |
| sUseTimeData | S16 | Req | Setting for if time data is used to create paychecks for this employee. One of: "NotSet", "UseTimeData", or "DoNotUseTimeData". (Appears redundant - but left for completeness). |
| rSickHoursAvail | Doub | Opt | Current number of sick hours available |
| sSickRestart | S19 | Opt | When an employee accrues sick leave time. One of: BeginningOfYear, EveryHourOnPaycheck, EveryPaycheck |
| rSickHoursAccrued | Doub | Opt | Number of sick hours this employee will accrue per accrual period. |
| rSickHoursMax | Doub | Opt | Maximum number of sick hours accruable |
| bSickResetHours | Bool | Opt | T if sick hours should be cleared at start of fiscal year |
| rSickHoursUsed | Doub | Opt | Number of sick hours used this fiscal year |
| dSickAccrualStart | Date | Opt | Date of year sick hours start accruing |
| rVacHoursAvail | Doub | Opt | Current number of vacation hours available |
| sVacRestart | S19 | Req | When an employee accrues vacation time. One of: BeginningOfYear, EveryHourOnPaycheck, EveryPaycheck |
| rVacHoursAccrued | Doub | Opt | Number of vacation hours this employee will accrue per accrual period. |
| rVacHoursMax | Doub | Opt | Maximum number of vacation hours accruable |
| bVacResetHours | Bool | Opt | T if vacation hours should be cleared at start of fiscal year |
| rVacHoursUsed | Doub | Opt | Number of vacation hours used this fiscal year |
| dVacAccrualStart | Date | Opt | Date of year vacation hours start accruing |
| nCustomCnt | Long | Opt | Count of custom fields used in this employee record |
| sCustomLabel1... | S31 | Opt | Custom label - number corresponds to field (one based) |
| sCustomLabel15 | S31 | Opt | Custom label - number corresponds to field - max index is 15 |
| sCustomField1... | S30 | Opt | First custom field value used in employee. |
| sCustomField15 | S30 | Opt | Last custom field value possible for employee |
| bInactive | Bool | OptDftF | T if currently inactive (Inactive checkbox is checked) |
Sales reps are employees, vendors, or other names that are available to be attached to sales type transactions for reporting purposes.
To be a sales rep, an entity must already exist as an employee, vendor, or other name. At the time a sales rep is entered, an abbreviation (typically a set of initials) is entered for the person as a sales rep.
| Field Name | Type | How Used | Description |
| nKey | Long | PKey | Unique sales rep record identifier |
| sListID | S36 | Req | Unique record identifier throughout QB file |
| sInitials | S5 | Req | Initials of this sales rep (must be unique within sales reps) |
| kEntity | Long | FKeyReq | nKey of Employee, Vendor, or OtherName who is this sales rep |
| bInactive | Bool | Opt | T if this sales rep is inactive |
A payroll item can be anything that affects the dollar amount of a payroll check or any company expense expense related to payroll. Several of the payroll items are created automatically by QuickBooks® and cannot be changed by the user. Most of the time, however, the user needs to add additional payroll items.
Payroll items can include almost anything: salary, wages, bonuses, commissions, federal taxes, state taxes, local taxes, and several other types of additions and deductions. For each item it is also significant whether the item is paid by the company or by the employee (or both).
| Field Name | Type | How Used | Description |
| nKey | Long | PKey | Unique payroll item record identifier |
| sListID | S36 | Req | Unique record identifier within QuickBooks file. Combination of object ID and creation time, separated by a hyphen. |
| sName | S31 | Req | Name of this payroll item. Note that in versions >2005, the name of the payroll item is sometimes the only way to distinguish between different payroll taxes. |
| sPayItemType | S13 | Req | Type of payroll item. One of: For 'wage'
types: Bonus, Commission, HourlyOverTim, HourlyRegular, HourlySick,
HourlyVac, SalaryRegular, SalarySick, SalaryVac For 'nonwage' types: Addition, Company, Deduction, DirectDeposit, Tax |
| sPayItemSort | S2 | Req | String that can be used to sort payroll items
in same order QuickBooks does. Mainly useful for reports and categorization. Examples: Salary type items = "13", Wage type items = "17", Deduction type items = "35". Currently, only 2 digits are used, ranging from 17 to 97. Note that payroll items with this number under 30 normally add to the paycheck total amount - whereas those over 30 deduct. |
| kAcctExp | Long | FKeyOpt | Key of expense account |
| kAcctLiab | Long | FKeyOpt | Key of liability account |
| bInactive | Bool | OptDftF | T if currently inactive (Inactive checkbox is checked) |
Each time line record associates several fields with a number of hours worked by an employee (or subcontracted to a vendor) on a particular day. These records are used for both the generation of payroll data and customer billings.
These records are only found in the 'Pro' (and higher) versions of QuickBooks®.
| Field Name | Type | How Used | Description |
| nKey | Long | PKey | Unique time line record identifier |
| dDate | Date | Req | Date activity was performed |
| kEmplVend | Long | FKeyReq | Key of entity who performed the hours. This is normally an employee - but can also be a vendor or other name (as subcontractor). |
| kCustJob | Long | FKeyOpt | Key of customer or job activity was performed for. Required if bToBill is True. |
| kItem | Long | FKeyOpt | Key of inventory item indicating type of work performed. Must be a "Service" type item. Required if bToBill is True. |
| rHours | Curr | Opt | Duration of the activity in hours and fractions hours. This may need to be rounded to the nearest minute. It has no more precision than to the nearest minute. For example, a value of 1.5833 is 1 hour and 35 minutes. |
| kClass | Long | FKeyOpt | Key of class assigned to activity |
| kPayItem | Long | FKeyOpt | Key of payroll item for payroll calculations. |
| sNote | S4096 | Opt | Miscellaneous notes about the activity |
| sBillStatus | S13 | Opt | Billed or billable status. One of: Billable, NotBillable, HasBeenBilled. As of around 2007, this replaces the bBilled field. We left them both in for compatability - but ignore the bBilled field if this field is present. |
| bToBill | Bool | OptDftF | T if activity is billable to a kCustJob (obsolete) |
| bBilled | Bool | OptDftF | T if activity has been billed to kCustJob (obsolete) |
Billing rates are modifications to standard rates used to override service item rates in time lines. They are based on who the employee or vendor is who performed the work.
Fixed billing rates are used where all service item rates are to be overridden. Custom rates are used with a specific list of service items (from InvtItem table) - where each item is given a custom price or custom percentage.
| Field Name | Type | How Used | Description |
| nKey | Long | PKey | Unique billing rate record identifier |
| sListID | S36 | Req | Unique record identifier within QuickBooks file. |
| sName | S31 | Req | Name of billing rate |
| sBillRateType | S9 | Req | Type of billing rate: FixedRate or PerItem. PerItem applies to specific service items. |
| mBillRateFixed | Curr | Opt | Rate when fixed billing type rate is used. This rate is used for all service items, so item list is irrelevant. |
| nGroupCnt | Long | Opt | Count of items in group. This is the limit for kItem... and rUnitPrice... |
| kItem1... | Long | Opt | Service item this rate applies to. Indexed field with several values - such as kItem1, kItem2, etc. |
| kItem12 | Long | Opt | Extension of field before this |
| rUnitPrice1... | Doub | Opt | Rate to be used for this service item. Can be a monetary amount or a percentage. Indexed field with several values - such as rUnitPrice1, rUnitPrice2, etc. |
| rUnitPrice12 | Doub | Opt | Extension of field before this |