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Ability to import multiple timesheets for the same job and the same week ending date
Currently when using Timesheet Import to support importing timesheets and adjustments, a user has to import the original, approve in the submitted state, then in a separate import, import the adjustment, approve in the submitted state etc. As such you can no import one version of the timesheet at a time. This may be limiting where data from the third party system needs to be imported where a combination of the original and subsequent adjustments is included. To support this requirement where timesheets will not be manually keyed, a new setting ‘Adjustment Only’ has been added to the Client and Job record’s Pay/Bill section. Once ticked where the job is Submitted to Timesheet, zero result adjustment only timesheet headers set to ‘Released’ are automatically generated. These headers only display in the Time & Attendance 'Historical’ Tab, providing users with the ability to bulk import the original timesheet as an adjustment which will result in a positive value timesheet, and its subsequent adjustment timesheets, where the data may be in one file.
Where the first timesheet will be keyed into Time & Attendance, and you wish to be able When importing timesheets into FastTrack360 from a 3rd party system, it is now possible to import multiple versions of the same timesheet (i.e. the original timesheet and one or more adjustment timesheets for the same job order and week ending date) in a single import.
To support this, a new setting called Adjustment Only has been added to the Pay/Bill section of the Client and Job record. When ticked, the following applies:
It indicates that all timesheets for that client or job order will imported and will not be manually keyed in FastTrack360
When a job is submitted to timesheet, a ‘zero result’ timesheet header is automatically created for each timesheet and the status of each timesheet header is set to Released. These timesheet headers are required to allow the bulk import of an original timesheet and one or adjustments to that original timesheet and are only visible in the Historic timesheets list in Time and Attendance.
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The Adjustment Only option is not required if the original timesheet will be manually keyed in FastTrack360 and you need to import all of its subsequent adjustment iterations either individually or in one |
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timesheet import file. It is only necessary to use the Adjustment Only option if the original timesheet and its subsequent iterations are to be imported from an external source. |
To achieve the ability to bulk import timesheet iterationsmultiple iterations of a timesheet in a single file, in the Timesheet Import Wizard Import Settingssettings, a new value option called ‘Grouping’ is required in to be mapped to the file against all rows for the same job and week ending date to determine the ‘Grouping’. Where multiple adjustment timesheets need to be generated, the system will use the Grouping value to determine the rows required for each timesheet and the order of the timesheets. It is important that the grouping value import file, and the import file must provide a grouping value to identify which iteration of the timesheet each row in the import file corresponds to. This information provides the system with the ability to determine the rows with the same job and week ending date that belong to each timesheet and the timesheet adjustment sequence, so that we the logic can target the correct timesheet that is being adjusted. Click here for more details.
Where timesheets have been imported, they exist in the Submitted state and will need to be approved prior to any additional adjustments being imported.
Ability to Import New Standard Rate Sets/Rate Values via Timesheet Import
Supersede a Pay or Bill Rate
Where data is imported When importing time and attendance data from a third 3rd party system, there may be a requirement to be able to easily supersede a pay and or bill value that exists in the Job’s standard rates. The pay code and related bill code exist in the rates, however the rate value from the third party system needs to be applied. To prevent the need to manually edit the job’s rates, an enhancement has been made to provide the ability to include standard rate values in the import file. To support this new items have been added to the Timesheet Import Field Mappings. Where imported, superseded rate values will not update back to the Job Order, they will apply in Interpreter Review and where a value has been superseded via import the related cell will display in a different colour so you are aware. Click here for more details. Where the item is Direct Valuation, for example an expense reimbursement, the existing process is upheld where that value is required in the import.Except for Direct Valuation values, where the import includes Pay and or Bill Rate values, these will be stored against the imported timesheet and flagged as ‘Superseded’, even if the value provided is the same a what is currently in the job order, such as a Vendor Management System (VMS), you may have the requirement to also import the corresponding rates from the external system and have those rates supersede the standard rates on the corresponding job orders in FastTrack360. To support that, in the Timesheet Import Wizard settings new options have been added to allow rate fields to be mapped to values in the import file.
When rates are imported in a timesheet import file, the imported rates do not get updated in the job rates on the corresponding job order but they are used to pay and bill the corresponding timesheet item instead of the job rates. In Interpreter Review, where an imported rate has been used as the pay or bill rate, that rate is highlighted to identify that the rate has superseded the job rate. Click here for more details.
Ability to import a new Standard Rate Set
Where data is imported from a third party system, and new rate set is required for a Standard Rate Job Order, however users do not wish to have to manually create the new rates in the Job, there is a requirement to be able to import the new rate set. To support this new items have been added to the Timesheet Import Field Mappings, click here for more details. Where In addition to being able to import pay and bill rates to supersede the standard rates that are defined on a job order, it is now possible to add a new rate set for a standard rates job order when importing timesheets from a 3rd party system. New options have been added in the Timesheet Import Wizard to allow mapping of fields that are required in the import file to enable the creation of a new rate set Click here for more details.
If a new Rate Set is detected on import, the system will automatically inject the rates into the validity period that corresponds with the item being imported. This will ensure that where the approved timesheet is interpreted, there is valid rate set available in the related Jobon the corresponding job order.
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Benefits
These enhancements are designed to support data import from third party system, where:
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