Description
Currently where an Adjustment Timesheet is required, the import process must mimic what is required in the UI, for example:
In Historical the target timesheet is sourced (timesheet that requires changes).
The user creates an Adjustment Timesheet, which replicates the data that is in the target timesheet.
The user makes changes in the Adjustment Timesheet to support what the target timesheet should have been. For example if Start Time/ End Time was not correct for items, the Start and End Times are altered and / or if an Additional Item was incorrectly claimed, it is deleted.
The Adjustment Timesheet is then approved.
In interpretation the system compares the target timesheet to the Adjustment Timesheet and offsets (credits) any values that are on the target timesheet. This ensures that the Adjustment will only includes items that are different to what was in the target, so clients are invoiced / credited for the changes.
In order to import an Adjustment Timesheet, the data provided must represent what the target timesheet should have looked like, so that the process for offset works correctly in interpretation.
This strategy may be frustrating where data for Standard Rates is being imported from a VMS system and adjustment data will only ever include the adjustment transactions. For example original timesheet had 8 Ordinary, plus a Reimbursement, and the hours should have been 7, so the data supplied for the adjustment is to either fully negate the 8 Ordinary to -8, and a subsequent adjustment has Ordinary of 7 hrs OR the adjustment is just for -1 Ordinary, and no item is supplied for Reimbursement as that is unchanged.
No Credit Interpret (NCI)
In this release we have provided the ability for Timesheet Import, where the Job is for Standard Rates to flag the import as ‘No Credit Interpret’. Where this setting is true, the interpreter will not compare the adjustment timesheet to the target and the data is represented as per the items imported.
To support this requirement, the following changes have been made:
In Time & Attendance > Timesheet Import > Import Settings we have added a new checkbox labelled 'No Credit Interpret.
By default this will not be ticked.
If you save a template, then this item will be stored with the template (if ticked or unticked) so you can manage the setting with your templates.
In Interpreter Review, where ‘No Credit Interpret’ has been stored against the imported interpreted timesheet, the logic to credit the target timesheet’s transactions will not be run. As such the results will be what was imported, which will include positive and negative values (if using a negative strategy to adjust quantity and or Reimbursements).
Important Considerations
Grouping is still required if you wish to import more than one iteration of a timesheet in one file, for example Original and Adjustment data in one file. The ‘Adjustment Only’ setting in the job is only required if you want to treat all timesheet data as adjustments.
If you Reject, Recall a NCI flagged timesheet in Time & Attendance or Reverse from Interpreter and then make changes to the timesheet in the UI, it will still be interpreted without offsetting the original timesheet data (where it is an adjustment).
You cannot enter negative quantities in Time & Attendance, these can only be applied via Timesheet Import.
If you import iterations of a timesheet out of order ie; negative timesheets first, and in interpreter release these to pay prior to approving other timesheet iterations for that week end date, the pay process the net result may have implications to your ability to process the pay batch. For example, if it is the first timesheet for a new fiscal year, the YTD needs to be greater than zero which will trigger an error preventing you from closing the pay batch.
Benefits
These enhancements are designed to support data import from third party system, where:
import data needs to be honored as per the VMS output.
adjustment data needs to be ‘drip fed’ onto timesheets. For example worked items are imported first, and then expenses and or overtime items are imported later.
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.