SwipeClock integration overview

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

For live payroll processing only

Accounting CS integrates with one of SwipeClock's cloud-based time and attendance solutions, which can help to simplify time tracking. If your firm currently works with clients using SwipeClock, you can take advantage of this integration and avoid the need to manually import or export information between Accounting CS and SwipeClock.

This overview steps you through the process of starting service with SwipeClock and setting up your client and employee records for SwipeClock import. You may also want to view the Setting up integration with SwipeClock video before you begin.

The prerequisites to integrating Accounting CS and SwipeClock are noted below. It is imperative to follow these steps before setting up payroll processing in SwipeClock.

Starting service with SwipeClock

To set up service with SwipeClock, contact their sales staff directly by phone, email, or on the Web.

Setting up your firm with SwipeClock

Follow these steps to grant permission to Accounting CS to access the firm's client information in SwipeClock.

  1. Choose Setup > Firm Information > Firm and click the Preferences tab.
  2. In the SwipeClock Integration section, click the Ellipsis button next to the SwipeClock partner login credentials field.
  3. In the SwipeClock Partner Login Credentials dialog, complete the Accountant ID field and the Accountant Secret field with the information provided via the SwipeClock application.
  4. Click OK to close the dialog, and then click Enter to save your changes.

Setting up SwipeClock clients in Accounting CS

  1. Choose Setup > Clients.
  2. Highlight the existing client name and click Edit, or add the new client as described in the Entering basic client information article.
  3. Click the Payroll Information tab and, in the Employee Data Integration section, mark the SwipeClock checkbox.
  4. Click the Ellipsis button next to the checkbox, and in the SwipeClock dialog, enter the Site ID (which is provided in the SwipeClock application) and the File format name (which, in most cases, should be csxml2). If the csxml2 file format does not work for your client, you'll need to work with SwipeClock support to have them provide a custom format for you.
  5. Accounting CS transfers all employee setup information to SwipeClock for SwipeClock clients. However, if you want only to import time clock files from SwipeClock into Accounting CS, mark the Import time clock files only checkbox. Click OK to save your settings.
  6. Click the Ellipsis button next to the Payroll Schedules field.
  7. In the Payroll Schedules dialog, select a payroll schedule and then click the Edit button.
  8. In the Time Entry Method section, choose the Import option and then select SwipeClock in the Source drop-down list.
  9. Verify that the period begin dates and period end dates of the payroll schedule match the pay periods in SwipeClock.
  10. Click Enter and Done to close the dialog, and then click Enter to save the client information.

Setting up employees of SwipeClock clients in Accounting CS

  1. Choose Setup > Employees.
  2. Set up your employee as usual, as described in the Entering basic employee information article.
  3. If the employee uses multiple payroll schedules, select the SwipeClock pay schedule in the Primary payroll schedule field in the Main tab. You can select other pay schedules in the Alternate payroll schedule field.
  4. On the Payroll Items tab, make sure that each employee has at least one active pay item set up.

Notes: 

  • Employees must be set up in Accounting CS prior to being imported to SwipeClock.
  • The Employee ID is the unique identifier used to match employee records between Accounting CS and SwipeClock. Changing or re-using an Employee ID could cause time to be associated with the incorrect employee, or possibly cause a duplicate employee to display in SwipeClock.
  • If the client creates a new employee record in SwipeClock, that same employee record must be manually created in Accounting CS as well. Both records must use the same employee ID number to establish the connection and enable future synchronization. 
  • Changes to employee information must be made in Accounting CS, and will then transfer to SwipeClock. Employee information changed in SwipeClock will not transfer back to Accounting CS.

Setting up client information in SwipeClock

This section provides some tips and reminders that may be helpful as you set up client information in the SwipeClock application. For further information about setting up your clients in SwipeClock, refer to the SwipeClock Knowledge Base article Thomson Reuters Accounting CS Integration External link. (What's this?)

This icon appears alongside links to resources that are not developed or maintained by Thomson Reuters. We provide access to these resources for your convenience, but we are not responsible for their accuracy. If you need additional assistance, please consult your qualified technician and/or the vendor who developed the resource.

Mapping payroll items and accruable benefits in SwipeClock.

Prior to importing time clock information from SwipeClock, you'll need to make sure that your payroll items and accruable benefits match. Follow these steps in the SwipeClock application.

  1. Choose Settings menu > Processing Rules and then choose the Processing option.
  2. Click the PayCodeTranslation rule.
  3. In the Pay Code Translation pane, map your SwipeClock payroll items and accruable benefits to those that you want to use in Accounting CS. Show me.
    Payroll Item Mapping

Employee data sent to SwipeClock

When information is saved in the Setup > Employees screen, Accounting CS sends it to SwipeClock automatically. The following table provides details about which fields in Accounting CS correlate to which fields in SwipeClock when that data is sent.

Accounting CS field SwipeClock field
Employee ID Employee Code
First, Middle, Last name fields First, Middle, Last name
Home phone Phone
Email Email
Hire date Start date
Inactive date Separation date
Primary department Department
Primary location Location
Job title Title

Processing payroll checks for SwipeClock clients

If you have completed all of the setup steps detailed above, Accounting CS retrieves time clock data from SwipeClock, based on the period beginning and ending dates, when you process payroll checks for SwipeClock clients.

We recommend that you verify that employee pay rates are up to date and correct in Accounting CS before you retrieve the timeclock information. If there are changes in employee information (rates, addresses, etc.) they must be made in Accounting CS and then that information will transfer correctly into SwipeClock.

  1. Choose Actions > Enter Batch Payroll Checks.
  2. In the Payroll schedule field, select the applicable schedule from the drop-down list. The Time Clock Entry Import dialog opens automatically and retrieves the data from SwipeClock based on the current pay period.
  3. Accept or enter any necessary rate changes on the Rate Changes tab, review the time that has been retrieved on the Time Clock Entry Detail tab, print the details from each tab if you choose to, and then click the Continue button to proceed with the import.
  4. After the time clock information has been successfully imported into the Enter Batch Payroll Checks screen, process the checks as you normally would, as described in the Entering batch payroll checks procedure.

Important limitations or exceptions

  • New payroll items and accruable benefit items can be added only in Accounting CS.
  • SwipeClock does not currently support the import of deduction items. However, any deduction items that you set up for an employee in Accounting CS will be calculated on payroll checks after time entry is imported from SwipeClock. You will need to make any manual amount adjustments to the deduction items in Accounting CS.
  • To avoid problems with synchronization between Accounting CS and SwipeClock, employees should be added only in Accounting CS, and then imported to SwipeClock. Additionally, employees should not be deleted, but rather set as inactive.

Troubleshooting

Duplicate employees are showing up in SwipeClock

The Employee ID is the unique identifier used to match employee records between Accounting CS and SwipeClock.  If you need to change an employee ID, You must make this change in Accounting CS and let the integration automatically update the employee ID in SwipeClock to match.  If the employee ID is changed in SwipeClock first, that change does NOT transfer back to Accounting CS. Therefore, the next time Accounting CS sends the employee’s information to SwipeClock, it will use the original ID.  Because the old ID no longer exist in SwipeClock, it creates a new, duplicate employee using the old ID.

Location <Location Name>, Department <Department Name> for employee <Employee ID> is missing or invalid
If you receive this message when trying to import time from SwipeClock into Accounting CS, this means that hours were entered in a Location/Department distribution for an employee in SwipeClock, but that Location/Department distribution is no longer active on the employee in Accounting CS.  To correct this issue you will need to cancel the batch, go into the Setup > Employees screen, select the employee, and verify that all of the Location/Department combinations that were used in SwipeClock are still active on the employee.

SwipeClock data is not importing to Accounting CS for certain employees

If hours entered for a particular employee are not importing from SwipeClock to Accounting CS, it could be because the description for the payroll item is not an exact match in each application.  In Accounting CS, choose Setup > Payroll Items and make sure that the description in the Description field in the Main tab matches the description for that payroll item in the Client Configuration screen of SwipeClock.

SwipeClock data is not importing to Accounting CS for certain payroll items.

If data for particular payroll items is not importing from SwipeClock to Accounting CS, it could be because the description for the payroll item is not an exact match in each application. In Accounting CS, choose Setup > Payroll Items and make sure that the description in the Description field in the Main tab matches the description for that payroll item in the Client Configuration screen of SwipeClock.

 Accruable benefit balances in SwipeClock are different than in Accounting CS.

If the balances for an accruable benefit item are out of sync between the two applications, it could be because the description for the accruable benefit is not an exact match in each application. In Accounting CS, choose Setup > Accruable Benefits and make sure that the accruable benefit description in the Description field in the Main tab matches the description for that accruable benefit in the Client Configuration screen of SwipeClock. Also, note that accruable balances do not show up in SwipeClock until you have finalized a pay period in SwipeClock.

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