Timesheet Import Wizard - Import Settings Changes

Description

To support the ability to import an alternative timesheet number, a standard rate set or superseded rate values, the following Field Mapping changes have been made to Timesheet Import.

Field Mapping Changes to Support Standard Rate Sets and Superseded Values

In stage 2 of the import process ‘Import Settings’ page, we have made some additions to the existing Field Mappings ‘Map to Fields’:

Example Import File for Creating New Rate Sets

The example below shows a representation of what must be provided in an import file so that new standard rates rate sets can be generated on job order in FastTrack360. In this example, the Overtime and Reimbursement elements do not exist in the job rates. Items highlighted in yellow are elements that must be provided in the import if new rate sets are to be created.

For normal rates (not reimbursement) the following mapped values are required:

• Pay Code or Pay Code Import Code

• Pay Rate

• Bill Code or Bill Code Import Code

• Bill Rate

To use import to add Reimbursement items, the following is required:

• Reimbursement Item or Reimbursement Import Code

• Net

• GST/VAT (if applicable to the reimbursement being claimed, not required for the new rate)

• Bill Code or Bill Code Import Code

• Bill Rate (please be aware this value will be applied to the Job’s new Rate Set as a FLAT RATE - if you wish to use the same Reimbursement item for future imports, provide the Bill Rate required for each reimbursement, and this value will be applied in the Interpreter as a superseded rate value)

Import Settings Changes to Support Grouping

FastTrack360 now supports the ability to bulk import timesheet iterations. For example, a single import file can contain the original timesheet and one or more adjustment timesheets for the same job order and week ending date. To facilitate this, the Timesheet Import Wizard Import Settings now features a Group Field option (see Figure 1 below) which is mandatory if multiple timesheet iterations are to be bulk imported via a single import file. This new option allows you to specify which field in the import file must be used to provide a grouping sequence for matching rows of data in the import file to a unique timesheet in FastTrack360.

In the import file, a grouping value must be provided against each data row for the same job and week ending date to inform FastTrack360 of which iteration of a timesheet the row corresponds to. If an original and one or more adjustment timesheets need to be created based on the data provided in the import file, the system uses the grouping value to determine the rows required for each timesheet and the order of the timesheets. The ability to sequence the order is very important the system must be able to match each row of data in the import file to the corresponding original timesheet or adjustment timesheet respectively.

Grouping Example

In the example below, the new Alt TS Id (alternative timesheet ID) field as the grouping value, as this is a value that can be included in each row of data in the import file. Where there is data for more than one iteration of a timesheet for the same job and week ending date, the system will use Alt. TS Id to identify the correct original or adjustment timesheet to which each row of data corresponds and the sequence of the timesheets (i.e. original, adjustment 1, adjustment 2 etc.). In this example, the Alt. TS Id field has also been mapped in the Field Mappings, thereby allowing the alternative timesheet ID to be saved against the target timesheet in FastTrack360, which may be helpful for cross-checking with timesheets in the 3rd party system.

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Figure 1: Timesheet Import Settings - Group Field

In the example representation of an import file below, ‘Alt TS No’ is used as the grouping. There are three iterations of the same timesheet, where the original timesheet is a zero result adjustment only timesheet, as follows:

1. Alt TS No: 4556 - First timesheet is for 8 hrs of Ordinary.

2. Alt TS No: 4559 - The first adjustment, changes this to 7 hrs of Ordinary 8 hrs was not correct.

3. Alt TS No: 4563 - In the third iteration, the hours have not changed, however a reimbursement item was missed in the previous iterations.

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 standard 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.