Description
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Description
The existing Timesheet Import feature, located in Time & Attendance > Import, has been enhanced to provide users with the ability to include the following timesheet elements:
Reimbursements
Absence Items ie; Leave Items
Adjustment Timesheets
Minor changes Changes have been made to the existing Timesheet Import process to include these items.
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process to include these items.
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A new API has been added to the existing Timesheet APIS to provide the ability to support Adjustment Timesheets. Click here and log into the API Developer's portal his API release. |
Field Mapping Changes
In stage 2 of the import process ‘Import Settings’ page, we have made some changes and additions (shown in red) to the existing Field Mappings ‘Map to Fields’:
New / Updated Map to Fields | Description | Data Format | ||||
Attendance / Absence Item Name | Updated to provide ability to map to an Attendance Item Name or an Absence Item Name | Alphanumeric (maximum 255 characters) | ||||
Attendance / Absence Item Import Code | Updated to provide ability to map to an Attendance Item Code or an Absence Item Code | Alphanumeric (maximum 255 characters) | ||||
Adjustment Reason | Added to provide the ability to map to an Adjustment Reason where the timesheet to be imported is an Adjustment Timesheet (Adjustment Reason is mandatory for Adjustment Timesheets). | Alphanumeric (maximum 40 characters) | ||||
Adjustment Reason Import Code | Added to provide the ability to map to an Adjustment Reason Import Code where the timesheet to be imported is an Adjustment Timesheet (Adjustment Reason is mandatory for Adjustment Timesheets). | Alphanumeric (maximum 50 characters) | Reimbursement Date | Added to provide the ability to map to the date of a Reimbursement item. This value is required where a Reimbursement is to be imported with the timesheet. | Date (format: dd/mm/yyyyan Adjustment Reason Import Code where the timesheet to be imported is an Adjustment Timesheet (Adjustment Reason is mandatory for Adjustment Timesheets). | Alphanumeric (maximum 50 characters) |
Reimbursement Item Name | Added to provide the ability to map to the name of a Reimbursement item. Must include this item OR Reimbursement Import Code where a Reimbursement is to be imported with the timesheetwith the timesheet. Note for the Date, the existing ‘Item Date’ mapping item is used. | Alphanumeric (maximum 255 characters) | ||||
Reimbursement Import Code | Added to provide the ability to map to the name of a Reimbursement Code Must include this item OR Reimbursement Item Name where a Reimbursement is to be imported in the timesheet. | Alphanumeric (maximum 50 characters) | ||||
Net | Added to provide the ability to map to the net value of a Reimbursement item. Must include this item where a Reimbursement is to be imported in the timesheet where Currency Code and Currency Value do not apply. | Numeric | ||||
Tax (GST/VAT) | Added to provide the ability to map to the tax (GST/VAT) value of a Reimbursement item. Must include this item where a Reimbursement is to be imported in the timesheet where Currency Code and Currency Value do not apply. Can be zero if not applicable. | Numeric | ||||
Currency Code | Added where Currency Conversion has been configured in the environment, and the Reimbursement Item value needs to include the Currency Code that it needs to be converted to in the payroll process. Where Currency is required, Currency Code and Currency Value are required. Net an Tax values are not required. | Alphanumeric (3 characters) | ||||
Currency Value | Added where Currency Conversion has been configured in the environment, and the Reimbursement Item value needs to include the Currency Value that needs to be converted in the payroll process. Where Currency is required, Currency Code and Currency Value are required. Net an Tax values are not required. | Numeric | ||||
Reimbursement Project Code | Added to provide the ability to map a project code to a Reimbursement item. Where the Project Code is mandatory on a timesheet, this value must be included with any reimbursements.Alphanumeric (maximum 50 characters) | Alphanumeric (maximum 50 characters) |
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Note that for Reimbursement items, in the row the value for Pay Code Name (where mapped) is left blank, as the Reimbursement Item Name is used instead. The Quantity item (where mapped) is also left blank for rows containing Reimbursement items. |
Pre-queuing Validation Changes
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The system will check if Reimbursement Fields have been mapped. If any Reimbursement Item has been mapped, the system will check if all of the following fields have been mapped:
Reimbursement Date
Reimbursement Item OR Reimbursement Import Code
Net and Tax (GST/VAT) OR Currency Code and Currency Value
If the validation fails, the following in product errors messages will advise the required conditions.
General Validation Changes
If an item in the import file can be matched to a unique job order in the database, Timesheet Import will then perform general validation to ensure that the data provided in the item is correct.
We have made some changes to the conditions that may cause an item in the import file to fail the general validation where the timesheet includes Reimbursements, Absence Items or the Timesheet is an Adjustment Timesheet. These condition errors will be reported in the exception report as per the existing process.
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Condition
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Error Message
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Data has already been keyed in and saved on the target timesheet in Time and Attendance and there is no Adjustment Reason provided
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The timesheet item has been keyed so may be a duplicate. If this is an Adjustment Timesheet, a valid Adjustment Reason must be assigned to the timesheet for an Adjustment Timesheet to be created.
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The Adjustment Reason assigned is not valid. This can include validity dates not intersecting with Today Date; code does not exist; code provided is for a Country that is not the same as the Job’s timesheet.
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Adjustment Reason is not valid. Either the reason provided does not exist; the validity is not compatible with today’s date; the country of the reason is not compatible with the country of the timesheet.
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The Adjustment Target Timesheet cannot be identified in Interpreter Review.
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The Adjustment Timesheet’s target timesheet cannot be identified in Interpreter Review.
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There is an absence item included in the Adjustment Timesheet data
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Absence items cannot be adjusted in Adjustment Timesheets. This can be done in the Interpreter or Pay Process.
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An absence item in the import file is linked to a Leave Type that is pending. Status must be released.
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An Absence item in the import file is linked to a Leave Type that has a Pending Status. Status must be Released.
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The Absence item has a Project Code.
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Absence items must not include a Project Code.
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An absence item in the import file has date(s) that conflicts with an approved leave request item.
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An Absence item in the import file has date(s)/ time(s) that conflict with an approved Leave Request. Either cancel the request or remove the item from the import.
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An mapped attendance/absence/reimbursement item in the import file has no import code/item name (value).
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The import code/item name of an attendance/absence/reimbursement item within the import file does not match the import code/item name of any existing attendance/absence/reimbursement item within the system.
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Attendance/Absence/Reimbursement Item Import Code/Name does not exist in the system.
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The start date of an attendance/absence/reimbursement item on a timesheet falls outside of the date range of the timesheet.
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Attendance/Absence/Reimbursement item start date must fall within the timesheet header date range.
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An attendance/absence item on a timesheet has a start or end time that overlaps another attendance/absence item.
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Attendance/Absence item overlaps another attendance/absence item.
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will check if all of the following fields have been mapped:
Item Date
Reimbursement Item OR Reimbursement Import Code
Net and Tax (GST/VAT) OR Currency Code and Currency Value
If the validation fails, the following in product errors messages will advise the required conditions.
General Validation Changes
If an item in the import file can be matched to a unique job order in the database, Timesheet Import will then perform general validation to ensure that the data provided in the item is correct.
We have made some changes to the conditions that may cause an item in the import file to fail the general validation where the timesheet includes Reimbursements, Absence Items or the Timesheet is an Adjustment Timesheet. These condition errors will be reported in the exception report as per the existing process.
Condition | Error Message |
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Data has already been keyed in and saved on the target timesheet in Time and Attendance and there is no Adjustment Reason provided | The timesheet item has been keyed so may be a duplicate. If this is an Adjustment Timesheet, a valid Adjustment Reason must be assigned to the timesheet for an Adjustment Timesheet to be created. |
The Adjustment Reason assigned is not valid. This can include validity dates not intersecting with Today Date; code does not exist; code provided is for a Country that is not the same as the Job’s timesheet. | Adjustment Reason is not valid. Either the reason provided does not exist; the validity is not compatible with today’s date; the country of the reason is not compatible with the country of the timesheet. |
The Adjustment Target Timesheet cannot be identified in Interpreter Review. | The Adjustment Timesheet’s target timesheet cannot be identified in Interpreter Review. |
There is an absence item included in the Adjustment Timesheet data | Absence items cannot be adjusted in Adjustment Timesheets. This can be done in the Interpreter or Pay Process. |
An absence item in the import file is linked to a Leave Type that is pending. Status must be released. | An Absence item in the import file is linked to a Leave Type that has a Pending Status. Status must be Released. |
The Absence item has a Project Code. | Absence items must not include a Project Code. |
An absence item in the import file has date(s) that conflicts with an approved leave request item. | An Absence item in the import file has date(s)/ time(s) that conflict with an approved Leave Request. Either cancel the request or remove the item from the import. |
An mapped attendance/absence/reimbursement item in the import file has no import code/item name (value). OR The import code/item name of an attendance/absence/reimbursement item within the import file does not match the import code/item name of any existing attendance/absence/reimbursement item within the system. | Attendance/Absence/Reimbursement Item Import Code/Name does not exist in the system. |
The start date of an attendance/absence/reimbursement item on a timesheet falls outside of the date range of the timesheet. | Attendance/Absence/Reimbursement item start date must fall within the timesheet header date range. |
An attendance/absence item on a timesheet has a start or end time that overlaps another attendance/absence item. | Attendance/Absence item overlaps another attendance/absence item. |
An unpaid break during an attendance/absence on a timesheet has a start time that falls outside of the attendance/absence start or end time. | Attendance/Absence Item with work date <date><time> has a Break Item that starts or ends outside of the Attendance/Absence time. |
An unpaid break during an attendance/absence on a timesheet has an end time that falls outside of the attendance/absence start or end time. | Attendance/Absence Item with work date <date><time> has a Break Item that starts or ends outside of the Attendance/Absence time. |
An unpaid break during an attendance/absence on a timesheet has a duration that is equal to or greater than the duration of the attendance/absence itself. | Attendance/Absence Item with work date <date><time> has a Break Item total equal to or greater than attendance/absence item duration. |
An unpaid break during an attendance/absence on a timesheet has a start or end time that clashes with another unpaid break. | Attendance/Absence Item with work date <date><time> has a Break Item that starts or ends outside of the Attendance/Absence time. |
An unpaid break during an attendance/absence on a timesheet has an end time that falls outside of the attendance/absence start or end time. | Attendance/Absence Item with work date <date><time> has a Break Item that starts or ends outside of the Attendance/Absence time. |
An unpaid break during an attendance/absence on a timesheet has a duration that is equal to or greater than the duration of the attendance/absence itself. | Attendance/Absence Item with work date <date><time> has a Break Item total equal to or greater than attendance/absence item duration. |
An unpaid break during an attendance/absence on a timesheet has a start or end time that clashes with another unpaid break. | Attendance/Absence Item with work date <date><time> has a break item that overlaps another break item. |
Currency Code provided is not configured or there is no valid exchange rate for the code. | Currency Code must be configured and a valid exchange rate must exist. |
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/Reimbursement Item with date <date><time> has a Project Item with a Project Code that does not exist in the available pick listbreak item that overlaps another break item. |
Currency Code provided is not configured or there is no valid exchange rate for the code. | Currency Code must be configured and a valid exchange rate must exist. |
Row contains at least one value (in addition to Item Date) for a reimbursement, however one or more required values are missing. | Reimbursement item is missing one or more values (Tax value can be zero or null). |
Pay Code value provided is not the correct type ie; Pay Code Name / Pay Code Import Code value should not be of type ‘Reimbursement’ and Reimbursement Name / Reimbursement Code value should be of type ‘Reimbursement’. | Value provided for Pay Code Name / Pay Code Import Code cannot be Pay Code Type ‘Reimbursement’. Value provided for Reimbursement Name / Reimbursement Import Code must be Pay Code Type 'Reimbursement’. |
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/Reimbursement Item with date <date><time> has a Project Item with a Project Code that does not exist in the available pick list. |
Exception Report Changes
In the past in the Exception Report, the error rows are displayed below the offending row where the validation has failed. This makes it time consuming if you wish to fix the errors and re-use the same file (saved with a different name) to import as you need to then delete the error row.
In this release we have changed the exception report to show the error the same row as the offending item. The last column will now display any error messages, so you can quickly identify and fix the offending rows, save the file and proceed to the import process.
Benefits
These enhancements increase the scope of timesheet import, which will reduce the need to manually add Reimbursements and Absence items to already imported timesheets within Interpreter Review and the requirement to manually create Adjustment Timesheets within the product where it would be more beneficial to import these items.
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No changes to product configuration are required to support this enhancement. As described above the mappable field components and validations have been updated to accommodate Absence Items, Reimbursements and Adjustment Timesheets. The process to import has not changed. /wiki/spaces/MPS/pages/2226226264 to read more about Timesheet Import.