Description
The Timesheet Import feature has been designed to mimic what is required where manually keying in a timesheet. As such when using the import function only positive values are used for Adjustment Timesheets. The system’s strategy is an ‘as is / to be' strategy, for example where an adjustment is generated in FastTrack360 in the Historical Tab, the system replicates the original (target) timesheet (as is) and a user makes changes to support what that original timesheet should have looked like (to be). For example in a Standard Rate Timesheet, the Ordinary item of quantity 8, should have been quantity 7, so value 8 is altered to 7, and a reimbursement was missing, so this is added. All other values that have not changed, remain on the adjustment timesheet.
Where approved and interpreted, the system performs a balance of values between the original target timesheet and the adjustment, so in the example above, the Ordinary item balance value is -1 and a new value of Reimbursement is added. For values that have not changes a +/- transaction occurs in interpretation so these items are balanced out to zero. As such the original timesheet still stands as is and the adjustment timesheet only represents the items that have been altered.
For a Standard Rate timesheet, the system will accept negative Qty values on import (this is not accepted in the UI). Where negative values are used, the items are not interpreted in the same way, they will be treated purely as independent credit values. If your third party VMS system will only provide Debit / Credit data, you must ensure that in import a positive timesheet is first imported (as the first timesheet for that week ending date) and the first adjustment completely negates (credits) all of the individual items on the first timesheet.
Using this strategy for 3 iterations of a timesheet for Week Ending Date 23/06/24, the following would be imported to support full Debit/Credit invoicing where changes needed to be made to the original timesheet:
Original Imported Timesheet for W/E 23/06/24 Timesheet 1234:
Candidate ID | Job ID | Item Date | Pay Code Name | Pay Quantity | Pay Rate | Bill Code | Bill Rate | Reimbursement Item | Reimbursement Net Value | Reimbursement GST/VAT Value |
100000094 | 200005708 | 17/06/24 | Ordinary | 8 |
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100000094 | 200005708 | 17/06/24 |
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| Reimbursement | 100 | 10 | ||
100000094 | 200005708 | 18/06/24 | Ordinary | 8 |
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100000094 | 200005708 | 19/06/24 | Ordinary | 8 |
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100000094 | 200005708 | 20/06/24 | Ordinary | 8 |
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100000094 | 200005708 | 21/06/24 | Ordinary | 8 |
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First Adjustment Timesheet for W/E 23/06/24 to negate all of the target timesheet items. Timesheet 1235:
Candidate ID | Job ID | Item Date | Pay Code Name | Pay Quantity | Pay Rate | Bill Code | Bill Rate | Reimbursement Item | Reimbursement Net Value | Reimbursement GST/VAT Value |
100000094 | 200005708 | 17/06/24 | Ordinary | -8 |
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100000094 | 200005708 | 17/06/24 |
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| Reimbursement | -100 | Reimbursement | -100 | -10 |
100000094 | 200005708 | 18/06/24 | Ordinary | -8 |
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100000094 | 200005708 | 19/06/24 | Ordinary | -8 |
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100000094 | 200005708 | 20/06/24 | Ordinary | -8 |
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100000094 | 200005708 | 21/06/24 | Ordinary | -8 |
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Second Adjustment Timesheet for W/E 23/06/24 to provide what the timesheet should look like. Timesheet 1236.
Candidate ID | Job ID | Item Date | Pay Code Name | Pay Quantity | Pay Rate | Bill Code | Bill Rate | Reimbursement Item | Reimbursement Net Value | Reimbursement GST/VAT Value |
100000094 | 200005708 | 17/06/24 | Ordinary | 8 |
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100000094 | 200005708 | 17/06/24 |
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| Reimbursement | 100 | 10 | ||
100000094 | 200005708 | 18/06/24 | Ordinary | 8 |
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100000094 | 200005708 | 19/06/24 | Ordinary | 8 |
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100000094 | 200005708 | 20/06/24 | Ordinary | 7 |
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100000094 | 200005708 | 21/06/24 | Ordinary | 8 |
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If you use the new Billing Group on your Debtor for data grouping by timesheet (click here for more details), using the above strategy the client would receive:
Invoice for Timesheet 1234 for 8 * 5 Ordinary, and a reimbursement $100.
Credit Note for Timesheet 1235 for negative 8 * 5 Ordinary, and a negative reimbursement of $100.
Invoice for Timesheet 1236 for 8 * 4 + 1 * 7 Ordinary, and a reimbursement $100.
It is important to note that you must not import a mixture of positive and negative values in an individual timesheet as the interpreter will attempt to find the difference to the original timesheet item for positive values and will treat negative items as a full credit. The data will be confusing to the system and as such the summed results will not be accurate.
This strategy will only work for Standard Rate timesheet’s. Agreement Rate timesheets must use the as is/to be strategy were all values are positive where adjustments are required.
Reimbursements: When using the Debit / Credit strategy, it is important to note for the credit timesheet, the reimbursement item imported must include a negative value for both Net and GST/VAT as per the preceding positive timesheet, and the related reimbursement Bill Code and Bill Rate. If the Bill Code and Rate are not included the interpreter will interpret the Pay items as negative and the Bill items as positive so you will not achieve a full credit note.
In the interpreted timesheet the negative Bill Rate will display as a superseded value as the logic considers it different to what is in the job, which is a positive value.
Benefits
The Debit / Credit strategy will assist clients where they wish to bill clients with full debits and credits of timesheets, where there are timesheet iterations (same Job and same Week Ending Date).
Configuration
No configuration is required to use this strategy.