How to Process a Timesheet Import File

1.

Go to Agency Portal > Time and Attendance > Timesheet Import.
The Manage Import Batches screen opens.

2.

In the Batch List section of the screen, click .
The Create New Timesheet Import Batch screen opens.

3.

Next to the Import File field, click .
The Choose File to Import dialog box opens.

4.

Using the Choose File to Upload dialog box, navigate to the location where the import file has been saved and click on the import file.
The name of the selected file appears in the File name field on the Choose File to Upload dialog box.

5.

Click Open.
The Choose File to Upload dialog box closes and the name of the file you have selected for import is displayed in the Import File fiel d.

6.

If the import file you have chosen to upload uses a field delimiter other than a comma to separate fields of information, select the relevant type of character that is used to separate each field from the options available in the Delimiter field.
Note that if the import file uses a delimiter type other than a comma, pipe or tab character, you will need to select the Other option and then key in the relevant character type in the Delimiter Character Type field.

7.

If required, select an option from the Source field to identify where the timesheet data is being imported from. For example, the source may be used to identify the type of third-party clocking system from which timesheet data is being imported. This will allow timesheets to be searched in the Time and Attendance module based on their origin.

8.

Click Next.

The system attempts to read the import file and if successful the Import Settings screen opens. The column headers extracted from the field are listed under Column Header within the Field Mappings section of the screen. If this is the case, continue on to step 9 below.
If validation of the import file fails an error message is displayed and the import batch cannot be created and processed. For more information, see Import File Format Validation.

9.

In the Import Template field, select the template that defines the field mappings for the import. Alternatively, in the Map to Field col umn within the Field Mappings section of the screen select the FastTrack field to which each column header in the import file corresponds.

Note:
If you manually define field mappings within the Field Mappings section of the screen rather than using a predefined mapping template you can save the mapping you define as a template so that it can be applied as a predefined template in the future.
For more information, see Saving Field Mapping Templates.

10.

Once each column header is mapped to a FastTrack field, click Queue Batch.
The system attempts to validate the field mappings and if successful the import batch is queued for processing. For more information, see Process Queue Management.
If the field mapping is invalid, an error message is displayed and the import batch is not queued for processing. For more information, see Import File Format Validation..

Field Name

Description

Data Type

Candidate ID

Number that uniquely identifies a candidate, as configured on a candidate record in Recruitment Manager.

Integer (9 characters exactly)

Candidate Alt No

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.

Alphanumeric (maximum 50 characters)

Candidate Firstname

Given name of a candidate, as configured on a candidate record in Recruitment Manager.

Alphanumeric (maximum 50 characters)

Candidate Surname

Family name of a candidate, as configured on a candidate record in Recruitment Manager.

Alphanumeric (maximum 50 characters)

Candidate Full Name (formatted CandidateSurname CandidateFirstname)

Full name of a candidate in the format <surname> <first name>. For example: Smith John

Alphanumeric (maximum 101
characters)

Note:
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.

Candidate Full Name (formatted CandidateFirstname CandidateSurname)

Full name of a candidate in the format <first name> <surname>. For example: John Smith

Alphanumeric (maximum 101
characters)

Note:
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.

Client No

Number that uniquely identifies a client, as defined in a client record in Recruitment Manager.

Integer (9 characters exactly)

Client Alternate No

Alternative client number or code that the client uses to identify themselves, as configured in the client record properties in Recruitment Manager.

Alphanumeric (maximum 50 characters)

Cost Centre No.

System-generated, nine-digit number that uniquely identifies a client cost centre (site), as defined in a Cost Centre record in Recruitment Manager.

Integer (9 characters exactly)

Cost Centre Name

Name of a client cost centre (site), as defined on a Cost Centre record in Recruitment Manager.

Note:
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.

Alphanumeric (maximum 50 characters)

Cost Centre Code

Code that identifies a client cost centre (site), as defined in a Cost Centre record in Recruitment Manager.

Note:
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.

Alphanumeric (maximum 50 characters)

Job Alt No

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.

Alphanumeric (maximum 50 characters)

Job ID

Unique job number that identifies a specific job order record in Recruitment Manager.

Integer (9 characters exactly)

Purchase Order No

Unique number or code that identifies a purchase order number, as assigned to a job order record in Recruitment Manager.

Alphanumeric (maximum 50 characters)

Item Date

Date on which a timesheet item occurred.

Date (format:
dd/mm/yyyy)

Timesheet Week Ending Date

Date on which the week ending date of a timesheet falls.

Date (format:
dd/mm/yyyy)

Timesheet Week Starting Date

Date on which the week starting date of a timesheet falls.

Date (format:
dd/mm/yyyy)

Pay Code Import Code

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.
Note that this field needs to be used to identify additional items rather than the Pay Code Name fie ld if the Manual Item field in Agency Portal > Settings > Maintenance > Time & Attendance > Timesheet Import is set to Import Code instead of Pay Code Name.

Alphanumeric (maximum 50 characters)

Pay Code Name

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.
Note that this field needs to be used to identify additional items rather than the Pay Code Import Code field if the Manual Item field in Agency Portal > Settings > Maintenance > Time & Attendance > Timesheet Import is set to Name instead of Import Code.

Alphanumeric (maximum 50 characters)

Quantity

Quantity that applies to an additional (manual) timesheet item.

Numeric

Pay Rate

Rate of payment that applies to an additional (manual) timesheet item.

Numeric

Project Code

Unique code that identifies a specific project against which a timesheet item is allocated.
Note that if the Display Codes as Picklist option is enabled in the Job Order > Project Codes record for the corresponding job order in Recruitment Manager, the value provided in this field must match one of the project codes configured on the job order.

Alphanumeric (maximum 50 characters)

Timesheet Code

Code that uniquely identifies a timesheet, as specified in the timesheet header in Time and Attendance.

Alphanumeric (maximum 50 characters)

Attendance Item Name

Name of an attendance item, as configured in Recruitment Maintenance > Attendance.
Note that this field needs to be used to identify attendance or absence items rather than the Atten dance Item Import Code field if the Attendance Item field or the Absence Item field in Agency Portal > Settings > Maintenance > Time & Attendance > Timesheet Import is set to Name instead of Import Code.

Alphanumeric (maximum 255
characters)

Attendance Item Import Code

Import code that is assigned to an attendance item, as configured on an attendance type that is configured in Recruitment Maintenance > Attendance.
Note that this field needs to be used to identify attendance or absence items rather than the Atten dance Item Name field if the Attendance Item field or the Absence Item field in Agency Portal > Settings > Maintenance > Time & Attendance > Timesheet Import is set to Import Code instead of Name.

Alphanumeric (maximum 25 characters)

Attendance Type

Identifies if a timesheet item is an attendance or absence. Must be set to attendance or absence.

Alphanumeric (maximum 10 characters)

Start Time 1

Specifies the start time of the 1st shift on a given date.

Time (format:
hh:mm)

End Time 1

Specifies the end time of the 1st shift on a given date.

Time (format:
hh:mm)

Break Start 1

Specifies the unpaid break start time for the 1st shift on a given date.

Time (format:
hh:mm)

Break End 1

Specifies the unpaid break end time for the 1st shift on a given date.

Time (format:
hh:mm)

Project Code 1

Specifies the project code against which the 1st shift on a given date is allocated.
Note that if the Display Codes as Picklist option is enabled in the Job Order > Project Codes record for the corresponding job order in Recruitment Manager, the value provided in this field must match one of the project codes configured on the job order.

Alphanumeric (maximum 20 characters)

Start Time 2

Specifies the start time of the 2nd shift on a given date.

Time (format:
hh:mm)

End Time 2

Specifies the end time of the 2nd shift on a given date.

Time (format:
hh:mm)

Break Start 2

Specifies the unpaid break start time for the 2nd shift on a given date.

Time (format:
hh:mm)

Break End 2

Specifies the unpaid break end time for the 2nd shift on a given date.

Time (format:
hh:mm)

Project Code 2

Specifies the project code against which the 2nd shift on a given date is allocated.
Note that if the Display Codes as Picklist option is enabled in the Job Order > Project Codes record for the corresponding job order in Recruitment Manager, the value provided in this field must match one of the project codes configured on the job order.

Alphanumeric (maximum 20 characters)

Start Time 3

Specifies the start time of the 3rd shift on a given date.

Time (format:
hh:mm)

End Time 3

Specifies the end time of the 3rd shift on a given date.

Time (format:
hh:mm)

Break Start 3

Specifies the unpaid break start time for the 3rd shift on a given date.

Time (format:
hh:mm)

Break End 3

Specifies the unpaid break end time for the 3rd shift on a given date.

Time (format:
hh:mm)

Project Code 3

Specifies the project code against which the 3rd shift on a given date is allocated.
Note that if the Display Codes as Picklist option is enabled in the Job Order > Project Codes record for the corresponding job order in Recruitment Manager, the value provided in this field must match one of the project codes configured on the job order.

Alphanumeric (maximum 20 characters)

Start Time 4

Specifies the start time of the 4th shift on a given date.

Time (format:
hh:mm)

End Time 4

Specifies the end time of the 4th shift on a given date.

Time (format:
hh:mm)

Break Start 4

Specifies the unpaid break start time for the 4th shift on a given date.

Time (format:
hh:mm)

Break End 4

Specifies the unpaid break end time for the 4th shift on a given date.

Time (format:
hh:mm)

Project Code 4

Specifies the project code against which the 4th shift on a given date is allocated.
Note that if the Display Codes as Picklist option is enabled in the Job Order > Project Codes record for the corresponding job order in Recruitment Manager, the value provided in this field must match one of the project codes configured on the job order.

Alphanumeric (maximum 20 characters)

Start Time 5

Specifies the start time of the 5th shift on a given date.

Time (format:
hh:mm)

End Time 5

Specifies the end time of the 5th shift on a given date.

Time (format:
hh:mm)

Break Start 5

Specifies the unpaid break start time for the 5th shift on a given date.

Time (format:
hh:mm)

Break End 5

Specifies the unpaid break end time for the 5th shift on a given date.

Time (format:
hh:mm)

Project Code 5

Specifies the project code against which the 5th shift on a given date is allocated.
Note that if the Display Codes as Picklist option is enabled in the Job Order > Project Codes record for the corresponding job order in Recruitment Manager, the value provided in this field must match one of the project codes configured on the job order.

Alphanumeric (maximum 20 characters)

Start Time 6

Specifies the start time of the 6th shift on a given date.

Time (format:
hh:mm)

End Time 6

Specifies the end time of the 6th shift on a given date.

Time (format:
hh:mm)

Break Start 6

Specifies the unpaid break start time for the 6th shift on a given date.

Time (format:
hh:mm)

Break End 6

Specifies the unpaid break end time for the 6th shift on a given date.

Time (format:
hh:mm)

Project Code 6

Specifies the project code against which the 6th shift on a given date is allocated.
Note that if the Display Codes as Picklist option is enabled in the Job Order > Project Codes record for the corresponding job order in Recruitment Manager, the value provided in this field must match one of the project codes configured on the job order.

Alphanumeric (maximum 20 characters)

Start Time 7

Specifies the start time of the 7th shift on a given date.

Time (format:
hh:mm)

End Time 7

Specifies the end time of the 7th shift on a given date.

Time (format:
hh:mm)

Break Start 7

Specifies the unpaid break start time for the 7th shift on a given date.

Time (format:
hh:mm)

Break End 7

Specifies the unpaid break end time for the 7th shift on a given date.

Time (format:
hh:mm)

Project Code 7

Specifies the project code against which the 7th shift on a given date is allocated.
Note that if the Display Codes as Picklist option is enabled in the Job Order > Project Codes record for the corresponding job order in Recruitment Manager, the value provided in this field must match one of the project codes configured on the job order.

Alphanumeric (maximum 20 characters)

Start Time 8

Specifies the start time of the 8th shift on a given date.

Time (format:
hh:mm)

End Time 8

Specifies the end time of the 8th shift on a given date.

Time (format:
hh:mm)

Break Start 8

Specifies the unpaid break start time for the 8th shift on a given date.

Time (format:
hh:mm)

Break End 8

Specifies the unpaid break end time for the 8th shift on a given date.

Time (format:
hh:mm)

Project Code 8

Specifies the project code against which the 8th shift on a given date is allocated.
Note that if the Display Codes as Picklist option is enabled in the Job Order > Project Codes record for the corresponding job order in Recruitment Manager, the value provided in this field must match one of the project codes configured on the job order.

Alphanumeric (maximum 20 characters)

Start Time 9

Specifies the start time of the 9th shift on a given date.

Time (format:
hh:mm)

End Time 9

Specifies the end time of the 9th shift on a given date.

Time (format:
hh:mm)

Break Start 9

Specifies the unpaid break start time for the 9th shift on a given date.

Time (format:
hh:mm)

Break End 9

Specifies the unpaid break end time for the 9th shift on a given date.

Time (format:
hh:mm)

Project Code 9

Specifies the project code against which the 9th shift on a given date is allocated.
Note that if the Display Codes as Picklist option is enabled in the Job Order > Project Codes record for the corresponding job order in Recruitment Manager, the value provided in this field must match one of the project codes configured on the job order.

Alphanumeric (maximum 20 characters)

Start Time 10

Specifies the start time of the 10th shift on a given date.

Time (format:
hh:mm)

End Time 10

Specifies the end time of the 10th shift on a given date.

Time (format:
hh:mm)

Break Start 10

Specifies the unpaid break start time for the 10th shift on a given date.

Time (format:
hh:mm)

Break End 10

Specifies the unpaid break end time for the 10th shift on a given date.

Time (format:
hh:mm)

Project Code 10

Specifies the project code against which the 10th shift on a given date is allocated.
Note that if the Display Codes as Picklist option is enabled in the Job Order > Project Codes record for the corresponding job order in Recruitment Manager, the value provided in this field must match one of the project codes configured on the job order.

Alphanumeric (maximum 20 characters)

How to Save a Field Mapping Template

1.

At the Import Settings stage of the Timesheet Import Batch process, make sure you have mapped each column header the import file to a timesheet field.
For more information, see How to Process a Timesheet Import File.

2.

Click Save Template.
The Save Template screen opens.

3.

In the Please provide a name for the template field, key in the name under which you want to save the template.

4

Click OK.
The Save Template screen closes and the name of the template you have saved is added to the list of saved templates that are listed in the Import template field.