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
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.
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 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 multiple iterations of a timesheet in a single file, in the Timesheet Import Wizard settings, a new option called ‘Grouping’ is required to be mapped to the 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. That provides the system with the ability to determine the timesheet adjustment sequence, so that it 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.