Description
The existing Timesheet Import process has been enhanced to support the following scenarios:
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 can only import one adjustment timesheet for the same job and same week ending date per import. This is limiting where data from the third party system needs to be imported in bulk, with all of the timesheet’s iterations. To support this requirement, 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, in one file.
To achieve this in the Import Wizard Import Settings, a new value is required in 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. Click here for more details.
Ability to Import New Standard Rate Sets/Rate Values via Timesheet Import
Supersede a Pay or Bill Rate
Where data is imported from a third 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 has been changed in the third party system. To prevent the need to manually edit the job’s rates, where this is needed, an enhancement has been made to provide the ability to include new standard rate values in the import file. To support this new items have been added to the Timesheet Import Field Mappings. 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 Order 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. Where 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 Job.
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) |
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 |
|---|---|
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. |
Benefits
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Configuration
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