If the import file format is correct and the minimum required fields have been mapped, the file will be queued for processing by the import process, at which point the following validation occurs:
job order matching matching manual items to job orders and timesheets
general validation.
If an item fails either of these validations, the entire corresponding timesheet row will fail to be imported and an exception error message or messages will be written to an exception report. However, this will not prevent other timesheets manual item rows in the same import file from being imported if they pass validation.
Job Order and Timesheet Matching
Timesheet Import will attempt to match each item in the import file to a unique job order that exists in the system. This is done in one of the following ways depending on which import file fields have been mapped:
by attempting to match on using the Timesheet ID fields
by attempting to match Job ID fields
by attempting to match on Client fields
by attempting to match on Candidate fields.
Step 1 - Requirement to match import data to timesheets / job orders
Matching by Timesheet ID Fields
If any of the following Timesheet ID fields are mapped, they will be used to match rows in the import file to an interpreted timesheet in the database based on the applicable item date:
Timesheet ID
The table below lists the exception conditions that may apply when attempting to match manual timesheet data to an existing timesheet using the abovementioned field. In each case, the table shows the error message that will be written to the exception report.
Condition | Error Message |
The supplied Timesheet ID does not exist. | The provided Timesheet ID does not match the ID of an existing timesheet. |
Where Timesheet ID has been supplied and is valid, however the target interpreted timesheet is not of type ‘Not Reviewed’. | Target Interpreted Timesheet’s status does not support importing manual items. Status must be ‘Not Reviewed’. |
Matching by Job ID Fields
...
Condition | Exception Report Message |
A row in the import file could not be matched to an existing, valid job order by any of the job ID fields. A valid job order must have: | Job Order cannot be found. |
A valid job has not been found for the provided Purchase Order Number. This exception will occur even if the offending row can be matched to a valid job order by the | Job Order ID or Job Alt No fields.Job Order Cannot Be Found for the Submitted Purchase Order Number. |
A row in the import file specifies a purchase order number but there are multiple job orders with the same purchase order number and item date and therefore the row cannot be matched to a single job order. | Multiple matching job orders identified for specified date. |
The Job Order has been identified by one of the Job Identifiers, but the interpreter manual item item date for this line does not fall between the job's start and end dates. | Specified Date Does Not Exist on the Job OrderThe manual item date must fall within the timesheet header date range. |
The Job has been determined from the provided information, and a Candidate has been identified from the provided information, but this candidate is not the candidate on this order. | Specified Candidate Does Not Exist on the Job Order |
...
| Info |
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If two or more of the Client fields are mapped, only the first field will be used as shown in the order above. For example, if the Cos t Cost Centre Code field and the Client No fields are provided, only the Cost Centre Code field will be used for matching purposes. |
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| Info |
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The Client fields listed above are used to identify the client who owns a job order. Once the client is identified, Timesheet Manual Item Import will try to match a timesheet item to a job order by attempting to find a job order in which the specified candidate is placed for that client for the corresponding item date. However, if the candidate has been placed in multiple jobs for the same client for an overlapping period, the system may not be able to uniquely identify the relevant job order and the corresponding timesheet manual item will fail to import. Therefore, it is recommended that, if possible, Job ID fields are included in the import file if there is a possibility that payees may have multiple placements with the same client for the same period. |
The table below lists the exception conditions that may apply when attempting to match timesheet manual item 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 |
A job must be able to be identified based on the combination of client and candidate identifiers. A valid job order must have:
| Job Order Cannot Be Found. |
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 client. | Candidate Not Placed on Valid Order for This Client and Date. |
Only one order can be identified – the resulting job number must be unique. | Multiple matching job orders identified for specified Candidate, Client and Date |
...
| Info |
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The Candidate fields listed above are used to identify the candidate linked to the payee who is placed in a job order. Once the candidate is identified, Timesheet Manual Item Import will try to match a timesheet row item to a job order by attempting to find a job order in which the specified candidate is placed for the corresponding item date. However, if the candidate has been placed in multiple jobs for the same or different clients for an overlapping period, the system may not be able to uniquely identify the relevant job order and the corresponding timesheet will fail to import. Therefore, it is recommended that, if possible, Job ID fields are included in the import file if there is a possibility that payees may have multiple placements with the same period. |
...
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. |
Step 2 - Requirement to Match a Manual Item to an Interpreted Timesheet
Where a Job Order has been successfully identified, and where the Timesheet ID has not been provided in the import, the system will attempt to match the manual item to an interpreted timesheet in the ‘Not Reviewed’ state.
The table below lists the exception conditions that may apply when attempting to match the import data to a timesheet within the identified Job Order.
Condition | Error Message | ||
No matching interpreted timesheet in the ‘Not Reviewed’ state is found that matches the Manual Item Date. | An Interpreted Timesheet with the state of ‘Not Reviewed’ cannot be matched to the manual item date. | ||
Multiple ‘Not Reviewed’ timesheets match to the Manual Item Date (for example where one is target and one is adjustment to target timesheet).
| Multiple Interpreted Timesheets match to the manual item date. |
General Validation
If an item in the import file can be matched to a unique job order timesheet in the database, Timesheet Interpreter Manual Item Import will then perform general validation validations to ensure that the data provided in the item is correct.
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.
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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.
...
| Note |
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In the UK Reimbursement items can be flagged as ‘VAT UK - Exempt’. If an import file contains a Reimbursement item that has been flagged as VAT Exempt, and the VAT value has been provided, the row will not be excepted however only the Net value will be stored in the interpreted timesheet manual item, as the item is exempt from tax. |
Condition | Error Message |
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 |
. |
The |
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.
| Info |
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This is a warning only and will not prevent the timesheet from being imported and created within FastTrack360. |
Warning: an attendance item for <date
> overlaps an existing leave request item and will overwrite the existing leave request.
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.
| Info |
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This is a warning only and will not prevent the timesheet from being imported and created within FastTrack360. |
Warning: an additional item for <date> overlaps an existing leave request item and will overwrite the existing leave request.
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 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.
Manual Item Date for an item falls outside of the date range of the timesheet. |
The manual 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.
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.
The import code/item name of a Pay Code item within the import file does not match the import code/item name of any existing Pay Code item within the system for the Timesheet’s Country. | A Pay Code Import Code / Name does not exist in the system. |
The import code/item name of a Bill Code item within the import file does not match the import code/item name of any existing Bill Code item within the system for the Timesheet’s Country. | A Bill Code 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
<date><time> has a Break Item that starts or ends outside of the Attendance time.
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
<date><time> has a Break Item that starts or ends outside of the Attendance time.
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
<date><time> has a Break Item total equal to or greater than attendance item duration.
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
<date><time> has a break item that overlaps another break item.
The start or end time of a project item on a timesheet overlaps that of another project item.
Attendance Item with work date
<date> <time> has a project item that overlaps another attendance item.
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
<date><time> has a Project Item with a Project Code that does not exist in the available pick list.
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.
. | |
The values for Timesheet Week Start Date and Timesheet Week End Date do not match an existing interpreted timesheet | Timesheet Week Start Date and Timesheet Week End Date values to not match an exiting interpreted timesheet. |
The Pay Code Name / 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. |
The Bill Code Name / Bill Code Import Code field is used in the field mappings but no item code is supplied in the import file. | Item code not supplied. |
The Pay Code Name / Pay Code Import Code provided is not a Reimbursement Item, however values have been provided for other reimbursement fields. | Pay Code provided is not of type Reimbursement, however values have been provided for reimbursement fields. |
The Pay Code provided is a Reimbursement Item, values and mapping has been provided for Reimbursement Net and Reimbursement GST/VAT however value has also been provided for Pay Rate. | A Pay Rate and Reimbursement Net value has been provided for a Reimbursement Pay Code. Only the Reimbursement Net value is required. |
Pay Code provided is not a Reimbursement item, and Pay Rate value is null | Pay Rate value cannot be null. Zero is accepted. |
Bill Rate is null | Bill Rate value cannot be null. Zero is accepted. |
Pay Quantity is null | Pay Quantity cannot be null. Zero is accepted |
Bill Quantity is null or zero | Bill Quantity cannot be null or zero. |
The Enforce Project Codes option has been enabled on the job order to which |
an interpreted timesheet belongs, but |
the manual item does not have a project code. |
Manual Item Project Code required. |
The Enforce Project Code Selection option has been enabled on the job order to which |
an interpreted timesheet belongs, but the project code |
provided for the manual item 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
. |
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 |
An unpaid break during an attendance on a timesheet has a start or end time that clashes with another unpaid break.
Item with |
date |
<date><time>
<date> has a |
A pay code import code in the import file is not found in the system.
Project Code that does not exist in the |
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.
available pick list. |