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. This information provides the system with the ability to determine the rows with the same job and week ending date that belong to each timesheet and the timesheet adjustment sequence, so that the logic can target the correct timesheet that is being adjusted. Click here for more details.
Where timesheets have been imported, they exist in the Submitted state and will need to be approved prior to any additional adjustments being imported.
Ability to Import New Standard Rate Sets/Rate Values via Timesheet Import
Supersede a Pay or Bill Rate
When importing time and attendance data from a 3rd party system, such as a Vendor Management System (VMS), you may have the requirement to also import the corresponding rates from the external system and have those rates supersede the standard rates on the corresponding job orders in FastTrack360. To support that, in the Timesheet Import Wizard settings new options have been added to allow rate fields to be mapped to values in the import file.
When rates are imported in a timesheet import file, the imported rates do not get updated in the job rates on the corresponding job order but they are used to pay and bill the corresponding timesheet item instead of the job rates. In Interpreter Review, where an imported rate has been used as the pay or bill rate, that rate is highlighted to identify that the rate has superseded the job rate. Click here for more details.
Ability to import a new Standard Rate Set
In addition to being able to import pay and bill rates to supersede the standard rates that are defined on a job order, it is now possible to add a new rate set for a standard rates job order when importing timesheets from a 3rd party system. New options have been added in the Timesheet Import Wizard to allow mapping of fields that are required in the import file to enable the creation of a new rate set Click here for more details.
If 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 on the corresponding job order.
Benefits
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.