---
title: "ERP export — Clock Clerk user guide"
description: "The ERP export screen in Clock Clerk: who sees it, its Overview, Downloads, Mapping, Settings and Log tabs, and each button and when it appears."
url: "https://clockclerk.com/guide/screens/admin-erp"
---

Screens

# ERP export

Finance's view of the export to your ERP or QuickBooks: whether it is working, what has gone and what is held, how your people and projects are matched to the ERP's records, what is sent, and every posting with what the ERP said about it. The workflow, from connecting the ERP to fixing a failed posting, is in [Export to an ERP or QuickBooks](https://clockclerk.com/guide/workflows/export-to-your-erp.md).

![The Overview tab of ERP export for Company file · QuickBooks Desktop, as a Finance user sees it. Connection shows Status On and Last file Nothing downloaded yet. Postings counts 75 Held, marked, and none Unresolved, Rejected, Queued, Sending, Accepted or Superseded, then 0 waiting to download. Held lists 5 projects have no QuickBooks Desktop project. and 8 people have no QuickBooks Desktop employee., each with a link to its 75 postings and Map them.](https://clockclerk.com/guide/img/erp-overview.webp)

The Overview for a QuickBooks Desktop connection, as Finance sees it.

## Who sees it

Finance users and administrators, on the Team and Enterprise plans and during the trial: **ERP export** in the menu, under **Payables**, at [/admin/erp](https://app.clockclerk.com/admin/erp). It appears in the menu once an administrator has connected an ERP in **Settings** → [Integrations](https://clockclerk.com/guide/screens/admin-integrations.md), and stays while that connection is switched off, since its log and downloads are still here. Deleting the last connection takes it out of the menu again. Below Team it is never in the menu. Users and managers are told *You don't have access to this area*.

The heading names the connection and its ERP, such as *Company file · QuickBooks Desktop*, with **Off** while it is switched off. The connection itself, its address and key, is on the administrators' [Integrations](https://clockclerk.com/guide/screens/admin-integrations.md) tab. Until there is one, the screen still opens at its address, and says *Nothing is exported yet: the organization has no ERP connection.*, with **Add one** for an administrator, or *An administrator adds one.* for Finance.

The tabs are **Overview**, **Mapping**, **Settings** and **Log**, and, for QuickBooks Desktop only, **Downloads** second.

## Overview

- **Connection**: its **Status**, which is **On**, **Failing** (its last test failed), **Not tested**, **Off — nothing is being sent** (for QuickBooks Desktop, **Off — nothing is taken into a file**), or **Not available on this deployment**. Then the **Last problem**, if there was one, and the **Last call** to the ERP: when, why (**On approval**, **Scheduled** or **Retry**) and how many were sent, accepted, rejected and left without an answer. For QuickBooks Desktop it is the **Last file** instead: when, how many were in it and how many were left out.
- **Postings**: how many are in each state, **Held**, **Unresolved** and **Rejected** first and marked when any are there, each count linking to those postings in the log. What each state means is in [the workflow](https://clockclerk.com/guide/workflows/export-to-your-erp.md). For QuickBooks Desktop, it also says how many are waiting to download, with **Download them**.
- **Held**: why postings are held, said once per reason, such as *3 people have no QuickBooks Desktop employee.*, each with a link to the held postings in the log and, where mapping a record releases them, **Map them**. Or *Nothing is held.*
- **Cost months waiting for weeks**, where a monthly or annual cost is sent: each person's month that goes once their weeks are approved, under the note *These go once their weeks are approved. Nothing needs doing here.* The section appears only while a month is waiting.

## Downloads

For a QuickBooks Desktop connection only, whose postings go as a file you import.

![The Downloads tab of ERP export. Download for QuickBooks Desktop lists four steps: back up the company file, download the file here, import it under File › Utilities › Import › IIF Files, and make the changes listed under By hand in QuickBooks. A warning says a file's postings count as sent as soon as it is downloaded, and to undo the file if the import fails. Then Nothing is waiting to download and the Download for QuickBooks Desktop button. Files says Nothing downloaded yet, and By hand in QuickBooks says Nothing to change by hand.](https://clockclerk.com/guide/img/erp-downloads.webp)

Downloads, before the first file, while every posting is still held.

- **Download for QuickBooks Desktop**: the steps, how many postings are waiting, how many were left out because QuickBooks Desktop cannot take them as they are (with **See why in the log**), and the button that makes the file.
- **Files**: each file made, newest first, with when it was **Made**, its name, **What it holds** (such as *Day: 12, Day · Reversal: 1*), how many were **Left out**, and **Undone …** where it was undone. **Show older files** pages back.
- **By hand in QuickBooks**: for each file, the old time entries of corrected days, which a file cannot take back, with their date, person, job, hours, item and reference, to find and delete in QuickBooks. Or *Nothing to change by hand.*

## Mapping

![The Mapping tab of ERP export for Company file · QuickBooks Desktop. Lists from QuickBooks explains why the pickers list only the names the company file holds and how to export the lists, then shows Employees 8, Customers and jobs 8, Vendors 1, Service items 3 and Chart of accounts 3, each uploaded on Oct 22, 2026, and Upload lists from QuickBooks. Match automatically explains what it proposes, with its button. Below, People, marked Required and Not mapped: 10, lists each person as Not mapped, with Map.](https://clockclerk.com/guide/img/erp-mapping.webp)

Mapping, with the lists uploaded from QuickBooks Desktop above the tables.

- **Lists from QuickBooks**, for QuickBooks Desktop: how to export the lists from the company file, each list with its **Records** and when it was **Last uploaded** (or *Not uploaded yet*), and **Upload lists from QuickBooks**. A file can be up to 20 MB. Each list in it replaces the one uploaded before.
- **Match automatically**: proposes a match for each person (by email), project (by code, then exact name) and activity (by name) not mapped yet, only where exactly one fits. The proposals are listed, ticked, with **Ours**, **In the ERP** and **How** (*by email*, *by code*, *by name*); nothing is saved until you choose **Save ticked**, and **Discard** drops them. For QuickBooks Desktop, whose lists hold names only, it proposes nothing.
- **A table per kind of record** the ERP takes: **People**, **Clients**, **Projects**, **Tasks**, **Activities**, **Billing roles**, **Expense categories**, **Contractors**, **Cost centers**, or SAP's **Contractors' purchase orders**. Those the ERP requires say **Required** and come first, with how many are **Not mapped**: *Hours for anything not mapped here are held, and go once it is mapped.* Each row has your record, the ERP's record it goes to (or **Not mapped**), and **How**: **Manual** or **Matched**, and by whom. A record deleted here shows as *No longer here (#…)*.

**Map** or **Change** opens a search of the ERP's records (**Search by name or number**, then **Search**, and **More** for the next page), because each search asks your ERP. For QuickBooks Desktop, it searches the uploaded lists, and says *This list hasn't been uploaded from QuickBooks yet. Upload the lists above first.* until it has been.

## Settings

![The Settings tab of ERP export: Export from 09/01/2026, with the hint that approved days before this date are never sent; What is sent, with Hours only chosen over Hours and what they cost, and Today 10 paid hourly, 0 monthly, 0 annually, and 0 with no cost; Send each day's notes; When the ERP's period is closed, Hold the day until somebody decides; Send contractors' approved months as vendor bills; Send approved reimbursable expenses; who last changed the settings; and Save settings, not yet available.](https://clockclerk.com/guide/img/erp-settings.webp)

Settings, for an ERP that takes cost, bills and expenses.

**Export from**, **What is sent**, **A monthly or annual cost** (once cost is sent), **Send each day's notes**, **When the ERP's period is closed**, **Send contractors' approved months as vendor bills** and **Send approved reimbursable expenses**, each described in [the workflow](https://clockclerk.com/guide/workflows/export-to-your-erp.md). An option the ERP cannot take is not on the form: Dynamics 365 Project Operations takes no cost and no bills, SAP takes no expenses, Business Central takes no expenses while its hours go to the job journal, and Workday without Financials takes hours only. **To their cost center, as one amount** is there only where the ERP has cost centers. The foot says when the settings were last changed, and by whom.

## Log

![The Log tab of ERP export. Calls to the ERP says Nothing sent yet. Postings is filtered to State Held, with From and To empty, and lists days such as Day 401 · r1 · Post, with its reference cc-1-2-TimesheetDay-401-r1, a Held tag, no ERP id, the message No QuickBooks Desktop employee for Alex Moreau. No QuickBooks Desktop project for EDI Gateway., Show, and Release.](https://clockclerk.com/guide/img/erp-log.webp)

The log, filtered to held postings.

- **Calls to the ERP**: the latest calls, with **Started**, **Why** (**On approval**, **Scheduled**, **Retry**, or **Downloaded as a file**), and how many were **Sent**, **Accepted**, **Rejected** or got **No answer**.
- **Postings**, filtered by **State**, **From** and **To**, newest first, with **Newer** and **Older**. Each says **What** it is (**Day**, **Cost month**, **Contractor month** or **Expense**, its revision, and **Post** or **Reversal**) with its reference; its **State**, and who released or resolved it; its **ERP id**; its **Message**, the hold reason or what the ERP last said; and, under **Show**, exactly what was **Sent**.

## Buttons and when they appear

| Button | What it does | When you have it |
| --- | --- | --- |
| Add one | Opens the Integrations tab to connect an ERP. | For an administrator, while there is no connection. |
| Match automatically, Save ticked, Discard | Proposes matches, saves the ticked ones (*Mappings saved: ….*), or drops them. | Mapping. |
| Map, Change | Picks the ERP's record for one of yours. The app says *Mapped … to ….* | On each row whose record still exists. |
| Remove | Removes a mapping after **Remove this mapping?**: what is in the ERP stays, and hours from the next approval are held until it is mapped again. | On a mapped row. |
| Upload lists from QuickBooks | Stores the lists in an IIF file exported from QuickBooks Desktop. | Mapping, for QuickBooks Desktop. |
| Save settings | Saves the settings. The app says *Export settings saved.* | Settings, once something is changed. |
| Retry | Queues a rejected posting to be sent again: *Queued to be sent again.* | Log, on a **Rejected** posting. |
| Release | Marks a held posting as entered in the ERP by hand, so it is never sent, after **Release this posting?**. It cannot be undone. | Log, on a **Held** posting. |
| Resolve | Opens **What did the ERP say?**: **It is in the ERP** with **Its id in the ERP**, or **It is not in the ERP — send it again**, then **Record it**. | Log, on an **Unresolved** posting. |
| Download for QuickBooks Desktop | Makes a file of everything waiting and downloads it. What it holds counts as sent. | Downloads; turned off while the connection is off. |
| Download again | Downloads a file already made, as it was. Changes nothing. | Downloads, on every file. |
| Undo | After **Undo this file?** and **Undo the file**, puts its postings back in the queue for the next file. Only for an import that failed. | Downloads, on the newest file not undone. |

While the organization is read-only, every action on the tabs but **Download again** is gone (an administrator still has **Add one**), and the settings cannot be changed; the tabs can still be read (see [Roles](https://clockclerk.com/guide/roles.md)).