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In this release a new process has been introduced to provide the ability to bulk import manual items from an external source into an interpreted timesheet. An interpreted timesheet is a timesheet that has been keyed, submitted and approved within the Time & Attendance module, and has been passed through the interpreter engine to apply rules established in related Agreements.
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Please be aware that there is a known issue with this feature should an unhandled error occur, for example disruption in service during the import process. The results will show that the batch has completely failed, however some of the manual items may have been processed. We will be fixing this issue as a priority in a future release so that you will be able to view a report that shows the items that were processed in the batch. In the interim if you are notified of a failed batch, please use the search function in Interpreter Review > Interpreter Details Tab and enter in the batch number. This will show a list of timesheets where manual items have been imported for that batch where a partial import was completed. |
The Interpreter Manual Item Bulk Import workflow mirrors the current import wizard used to import timesheets, but however it has been designed to support mapping, validation and import of manual items into ‘Not Reviewed’ timesheets within the Interpreter Review module.
Once the security permission has been assigned (see Configuration below for details on this permission) you will see the ‘Import’ item under the Interpreter menu on the left hand slider menu panel.
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Once selected, the Manage Interpreter Import Batches screen displays. From this screen you can:
search and find existing batches by status, date range, batch number and source.
view batch audits
view related exception and validation reports
create and queue a new import batch
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Where the Add action is selected you can commence the import process by uploading the file to be imported. A source (configured in Maintenance > Source for Record Type ‘Timesheet’) can be assigned to identify the source of the data if required.
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Once the file has been successfully uploaded, click the Next action to progress to the Import Settings stage. From this screen you can:
map the file headers (shown in Column Header) to fields in an interpreted timesheet manual item.
Import Template - select and apply stored mapped template to save time.
Save Template - once the fields have been mapped, you can save the mappings to be re-used for a future import.
Delete Template - delete an existing template that is no longer required.
Clear Mappings - clear the mapped items in the list.
Queue Batch - once the fields have been mapped, queue the import batch to commence processing.
Cancel Batch - cancel where the batch is no longer required for import.
Save Batch - save the batch where you wish to return to finalise and queue for processing at a future time. This changes the batch status to ‘Open’.
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Manual Item mapping field details are described below:
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Map to Fields
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Description
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Data Format
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Candidate ID
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Number that uniquely identifies a candidate, as configured on a candidate record in Recruitment Manager.
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Integer (9 characters exactly)
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Candidate Alt No
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Alternative candidate number or code that is used by the client to reference a candidate, as configured in the candidate record properties in Recruitment Manager.
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Alphanumeric (maximum 50 characters)
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Candidate Firstname
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Given name of a candidate, as configured on a candidate record in Recruitment Manager.
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Alphanumeric (maximum 50 characters)
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Candidate Surname
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Family name of a candidate, as configured on a candidate record in Recruitment Manager.
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Alphanumeric (maximum 50 characters)
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Candidate Full Name (formatted CandidateSurname CandidateFirstname)*
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Full name of a candidate in the format <surname> <first name>.
For example: Smith John
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This field requires one string of characters followed by a space character, followed by another string of characters. The system will interpret the first string as the surname and the second string as the first name. Therefore, middle names or initials are not supported if using this field. For example,Smith A John is not valid because the system will interpret the character 'A' as the first name, because it directly follows the space character. |
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Alphanumeric (maximum 101 characters)
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Candidate Full Name (formatted CandidateFirstname CandidateSurname)*
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Full name of a candidate in the format <first name> <surname>.
For example: John Smith
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This field requires one string of characters followed by a space character, followed by another string of characters. The system will interpret the first string as the first name and the second string as the surname. Therefore, middle names or initials are not supported if using this field. For example, John A Smith is not valid because the system will interpret the character 'A' as the surname, because it directly follows the space character. |
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Alphanumeric (maximum 101 characters)
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Client No
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Number that uniquely identifies a client, as defined in a client record in Recruitment Manager.
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Integer (9 characters exactly)
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Client Alternate No
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Alternative client number or code that the client uses to identify themselves, as configured in the client record properties in Recruitment Manager.
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Alphanumeric (maximum 50 characters)
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Cost Centre Code
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Code that identifies a client cost centre (site), as defined in a Cost Centre record in Recruitment Manager.
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Two cost centres that belong to the same client cannot have the same cost centre code. However, cost centres belonging to different clients can have the same cost centre code. Therefore, if the same cost centre codes are used across different clients in your system, it is recommended that you use the Cost Centre No. field instead to help ensure a unique match. |
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Alphanumeric (maximum 50 characters)
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Cost Centre Name
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Name of a client cost centre (site), as defined on a Cost Centre record in Recruitment Manager.
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Two cost centres that belong to the same client cannot have the same cost centre name. However, cost centres belonging to different clients can have the same cost centre name. Therefore, if the same cost centre names are used across different clients in your system, it is recommended that you use the Cost Centre No. field instead to help ensure a unique match. |
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Alphanumeric (maximum 50 characters)
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Cost Centre No
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System-generated, nine-digit number that uniquely identifies a client cost centre (site), as defined in a Cost Centre record in Recruitment Manager.
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Integer (9 characters exactly)
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Job Alt No
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Alternative job order number that is used by the client to reference a job order, as configured in the job order record properties in Recruitment Manager.
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Alphanumeric (maximum 50 characters)
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Job ID
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Unique job number that identifies a specific job order record in Recruitment Manager.
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Integer (9 characters exactly)
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Purchase Order No
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Unique number or code that identifies a purchase order number, as assigned to a job order record in Recruitment Manager.
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Alphanumeric (maximum 50 characters)
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Timesheet ID
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The ID of the timesheet that the manual item is to be applied to. This is a system generated value that is assigned to a timesheet.
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Numeric
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Timesheet Week Ending Date
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Date on which the week ending date of a timesheet falls.
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Date (format: dd/mm/yyyy)
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Timesheet Week Starting Date
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Date on which the week starting date of a timesheet falls.
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Date (format: dd/mm/yyyy)
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Manual Item Date
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Date of the manual item, must intersect with the related interpreted timesheet’s Start Date and End Date period.
Mandatory
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Date (format: dd/mm/yyyy)
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Pay Code Import Code
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Import code that is assigned to a pay code, as configured in the pay code record header in Rates and Rules. This can be used to identify manual/additional timesheet items.
Mandatory where Pay Code Name is not supplied.
Note that this field needs to be used to identify additional items rather than the Pay Code Name - must relate to an active Pay Code for the Timesheet’s Country.
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Alphanumeric (maximum 50 characters)
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Pay Code Name
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Unique name that identifies a pay code, as configured in the pay code header in Rates and Rules. This can be used to identify manual/additional timesheet items.
Mandatory
Must be an active Pay Code for the Timesheet’s Country.
Note that this field needs to be used to identify additional items rather than the Pay Code Import Code field
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Alphanumeric (maximum 50 characters)
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Pay Quantity
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Quantity that applies to an additional pay (manual) timesheet item.
Mandatory
Cannot be null (but can be zero). Both + & - values are accepted.
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Numeric (maximum 38,6)
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Reimbursement Net Value
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The net value that applies where the related manual item Pay Code is of type ‘Reimbursement’.
Mandatory where Pay Code is of type ‘Reimbursement’.
Cannot be null (but can be zero).
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Numeric (maximum 38,6)
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Reimbursement GST/VAT Value
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The GST/VAT/Tax component value that applies where the related manual item Pay Code is of type ‘Reimbursement’.
Mandatory where Pay Code is of type ‘Reimbursement’.
Cannot be null (but can be zero).
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Numeric (maximum 38,6)
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Pay Rate
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Where the manual item is not of type ‘Reimbursement’ a pay rate value is required.
Mandatory
Can have a value of zero. Both + & - values are accepted.
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Numeric (maximum 38,6)
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Bill Code Import Code
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Import code that is assigned to a bill code, as configured in the bill code record header in Rates and Rules. This can be used to identify manual/additional timesheet items.
Mandatory where Bill Code Name is not supplied.
Note that this field needs to be used to identify additional items rather than the Bill Code Name - must relate to an active Bill Code for the Timesheet’s Country.
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Alphanumeric (maximum 50 characters)
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Bill Code Name
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Unique name that identifies a bill code, as configured in the pay code header in Rates and Rules. This can be used to identify manual/additional timesheet items.
Mandatory
Must be an active Bill Code for the Timesheet’s Country.
Note that this field needs to be used to identify additional items rather than the Bill Code Import Code field
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Alphanumeric (maximum 50 characters)
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Bill Quantity
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Quantity that applies to an additional bill (manual) timesheet item.
Mandatory
Cannot be null OR zero. Both + & - values are accepted.
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Numeric (maximum 38,6)
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Bill Rate
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The rate that is changed to the client for the manual item.
Mandatory.
Can have a value of zero. Both + & - values are accepted.
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Numeric (maximum 38,6)
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Project Code
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If the timesheet’s related job order is set to enforce project code, then a valid project code is required.
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Alphanumeric (maximum 20)
Validations
Once the batch has been queued for processing, the system will complete a series of validations, similar to Timesheet Import, to ensure that:
The data provided can be used to match to an interpreted timesheet.
The data provided can be used to create manual items in an interpreted timesheet.
The data provided is valid.
Click here for further details on how to use Interpreter Manual Item Import feature.
Benefits
As users can now inject multiple manual items into interpreted timesheet timesheets via import, this will save considerable time by removing the need to manually key add items into individual timesheets within Interpreter Review.
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