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 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 to import all of its subsequent adjustment iterations individually or in one file, the ‘Adjustment Only' strategy is not required.
To achieve the ability to bulk import timesheet iterations, 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. It is important that the grouping value provides the system with the ability to determine the timesheet adjustment sequence, so that we can target the correct timesheet that is being adjusted. 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 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.
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 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.
Benefit
These enhancements are designed to support data import from third party system, where:
import data needs to inform FastTrack360 of the rate requirements to remove the need to update rates in a Job Order.
import data needs to generate multiple adjustment timesheets in one import for the same Job Order and same Week Ending Date to support different iterations of timesheets.
Configuration
Additional fields will need to be mapped in Time & Attendance > Timesheet Import Wizard > Field Mapping where new rates and or rate values are to be imported and where timesheet grouping is required for import of multiple adjustment timesheets for same Job Order and same Week Ending Date.