The Timesheet Import module allows time and attendance information that is captured outside of the FastTrack360 system to be imported into the system so that electronic timesheets can be created, approved, paid and billed.
The Timesheet Import module imports timesheets via an import batch process, which groups together a collection of timesheet data that is processed together to create timesheets within the FastTrack360 Time and Attendance module. The timesheet import batch process consists of the following general steps:
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Once the field mapping has been configured it is possible to queue the timesheet import batch for processing. On attempting to queue an import batch for processing, the system performs field mapping and data type validation to ensure that timesheets and timesheet items can be theoretically created based on the mapping and types of data provided within the import file. For more information, see Field Mapping & Data Type Validation.
If the validation succeeds the import batch is sent to the Process Queue, where the batch undergoes processing. The amount of time that it takes for a queued batch to complete processing depends on a number of factors such as the following:
the number of prior import batches already queued for processing the number of individual rows within the import file.
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Field Mapping & Data Type Validation
When you attempt to queue an import batch for processing the system will perform validation of the field mapping that has been applied to ensure that fields that have been mapped are sufficient to theoretically create timesheets and timesheet items within Time and Attendance. These validations are described below.
If any of the field mapping or data type validation checks fail, the Timesheet Import batch will not be queued for processing and an error message will be displayed to identify the reason why the validation failed.
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For a full list and description of the fields that can be mapped and the applicable data type of each field, see Mapping Fields. |
Field Mapping Validation
When you attempt to queue a Timesheet Import batch for processing, the system will first check if fields have been mapped to identify the FastTrack job order to which each row in the import file corresponds. Specifically, the system will check if any of the following fields have been mapped:
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The table below lists the exception conditions that may apply when attempting to match timesheet data to an existing job order using the abovementioned fields. In each case, the table shows the error message that will be written to the exception report.
Condition | Exception Report Message |
No matching candidate is found for the Candidate identifier. | Candidate Cannot Be Found. |
The candidate can be determined from the identifiers, but is not placed on a valid order for this date. | Candidate Not Placed on Valid Order For This Date. |
The candidate can be identified, but is placed on more than one valid order on this date. | Candidate Placed on Multiple Orders for this Date. |
More than one candidate can be found which matches both the candidate information used (i.e. candidate no, candidate alt no, etc.) and the date. | Multiple Candidates Identified. |
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The table below lists the conditions that may cause an item in the import file to fail the general validation. Except where stated otherwise, the entire timesheet to which an item in the import file corresponds will fail to import and an exception will be generated in the exception report.
Condition | Exception Report Message | ||
An attendance item in the import file has no import code/item name. | Attendance Item has no Import Code/Name. | ||
The import code/item name of an attendance item within the import file does not match the import code/item name of any existing attendance item within the system. | Attendance Item Import Code/Name does not exist in the system. | ||
A job order number has been provided in the import file but the corresponding job order does not exist in the system. | Job Order cannot be found. | ||
Data has already been keyed in and saved on the target timesheet in Time and Attendance. | The timesheet item has been keyed. | ||
An attendance item in the import file has a date that clashes with the date of an approved leave request item. On import the attendance item will overwrite the leave request item. However, unless a leave approver cancels the leave request, it will remain in the system and will be paid in a pay batch if not cancelled.
| Warning: an attendance item for <date | ||
An additional item in the import file has a date that clashes with the date of an approved leave request item. On import the additional item will overwrite the leave request item. However, unless a leave approver cancels the leave request, it will remain in the system and will be paid in a pay batch if not cancelled.
| Warning: an additional item for <date> overlaps an existing leave request item and will overwrite the existing leave request. | ||
The Job ID field has been mapped but a job order number has not been specified for the item. | The job order number is mandatory. | ||
The Timesheet Code Required option is enabled on the job order to which a timesheet belongs but a timesheet code is not specified for the timesheet in the import file. | Timesheet code is required. | ||
The timesheet code specified on a timesheet is not unique. | Timesheet code already exists. | ||
Standard rates have been applied to the job order to which the timesheet belongs but no standard rate items exist on the timesheet. | Timesheet is assigned standard rates but has no additional items specified. | ||
The start date of an attendance item on a timesheet falls outside of the date range of the timesheet. | Attendance item start date must fall within the timesheet header date range. | ||
An attendance item on a timesheet has a start or end time that overlaps another attendance item. | Attendance item overlaps another attendance item. | ||
An attendance item on a timesheet has a start or end time that overlaps an absence item | Attendance item overlaps an absence item. | ||
An attendance item on a timesheet has an attendance type that does not match any attendance type defined within the Maintain Attendance / Absence area in the Recruitment Maintenance. | Attendance Item Import Code/Name does not exist in the system | ||
An unpaid break during an attendance on a timesheet has a start time that falls outside of the attendance start or end time. | Attendance Item with work date | ||
An unpaid break during an attendance on a timesheet has an end time that falls outside of the attendance start or end time. | Attendance Item with work date | ||
An unpaid break during an attendance on a timesheet has a duration that is equal to or greater than the duration of the attendance itself. | Attendance Item with work date | ||
An unpaid break during an attendance on a timesheet has a start or end time that clashes with another unpaid break. | Attendance Item with work date | ||
The start or end time of a project item on a timesheet overlaps that of another project item. | Attendance Item with work date | ||
The Enforce Project Codes option has been enabled on the job order to which a timesheet belongs but a project item on the timesheet does not have a project code. | Project Item total time for attendance item with work date <date><time>must equal attendance time. | ||
The Enforce Project Code Selection option has been enabled on the job order to which a timesheet belongs but the project code of a project item on the timesheet does not match any of the project codes defined as valid for the job order. | Attendance Item with work date | ||
A timesheet includes an unpaid break during an absence and the start time of the unpaid break falls outside the start or end time of the absence. | Break item start time must fall within the absence item duration. | ||
A timesheet includes an unpaid break during an absence and the duration of the unpaid break is equal to or greater than the duration of the absence. | Break item end time must fall within the absence item duration. | ||
A timesheet includes an additional item that is not valid on the date on which it occurs on the timesheet. | Additional item not available for this timesheet date. | ||
A timesheet includes an additional item for which a pay rate must be specified (direct valuation item) on the timesheet but no pay rate has been specified. | Direct valuation item must have a pay rate. | ||
A timesheet includes an additional item for which a pay rate cannot be specified (non-direct valuation) on the timesheet but a pay rate has been specified. | Additional item rate cannot be supplied. | ||
An attendance item and an additional item is specified in a single row of the import file. | Attendance and manual/additional items cannot be specified in the same row. | ||
The Enforce Project Codes option has been enabled on the job order to which a timesheet belongs but a project item for an additional item on the timesheet does not have a project code. | Additional item Project Code required. | ||
The Enforce Project Code Selection option has been enabled on the job order to which a timesheet belongs but the project code of a project item for an additional item on the timesheet does not match any of the project codes defined as valid for the job order. | Additional item Project Code must exist in available pick list. | ||
A pay code name in the import file is not found in the system. | There is no Pay Code with this Name | ||
A pay code name in the import file is not unique. | There are multiple pay codes with this name in the system. | ||
A pay code import code has been provided in the import file but there are multiple pay codes with the same import code in the system. | Manual Item Import Code duplicates found. | ||
An unpaid break during an attendance on a timesheet has a start or end time that clashes with another unpaid break. | Attendance Item with work date | ||
A pay code import code in the import file is not found in the system. | Manual Item Import Code/Name does not exist in the system. | ||
A pay code name in the import file is not found in the system. | Manual Item Import Code/Name does not exist in the system. | ||
The Pay Code Import Code field is used in the field mappings but no item code is supplied in the import file. | Item code not supplied. |
Timesheet Exceptions
Timesheet exceptions occur when a row in the timesheet import file contains erroneous or incomplete data that cannot be used to create a timesheet or timesheet items. For example, if a row within the timesheet import file references a job order number that does not exist in the system then it will not be possible to create the corresponding timesheet in the Time and Attendance module because there will be no job to which the timesheet can be matched.
Rows that correspond to a timesheet that could not be imported due to an exception error are written to an Exception Report, which can be downloaded once the Timesheet Import batch has completed processing.
For more information, see Downloading the Import File, Exception Report & Validation Report and Data Validation.