How To: Import Time sheets
Staffing Complete allows you to import time entries from a CSV file to build orders instantly vs the manual process of typing in all the order information. This allows users to maintain the accuracy of time that’s been captured by a 3rd party time keeping system and build large orders instantly, while still keeping the ability to modify the imported information afterwords. This article will detail the requirements of our own two import formats, the “Position” format will rely on a more detailed setup process, and the “Placement” format will rely on a more quick and simple setup.
Below you can download either format. The top header row will have the required items in bold, and you can either delete or leave the header line before importing.
Click below to download the “Placement” format
Click below to download the “Position” format
Staffing Complete “Placement” Format Preparation
Before importing the Placement format, you must assign unique codes to at least one active placement entry, and one pay type. To set the placement code, navigated to the Customer module “Placements” tab, where you will right click in the empty area and select “Add Placement”, and select the job site and person for the placement just like building a standard order as shown below.
Once the placement has been added, you must add a unique number to the “TC Code” field for each placement. This code can be anything you like as long as it’s unique, and both you and the time keeping vendor are using the same code for the same placement.
Setting the Pay Type Code
The “Pay Type” code can be set in the Setup module>Types>Payroll> Timeclock code field. A unique code must exist for any pay type you want to reference on the import sheet.
Once you’ve set the two unique codes, you’re ready to proceed to the “Importing the Time Sheet” section.
Staffing Complete “Position” Format Preparation
Before importing the position based format, various portions of the software require setting up which involves assigning unique codes to various items in the software that will be referenced on the format. Depending on which time keeping company is entering the time entries on the file, you may want to work with them when entering codes in the software should they already have codes they intend to use for specific clients, placements, etc. Keep in mind that the code for each item must be unique, i.e. two customers can’t have 123 as their import ID.
Setting the Office Code
The Office code can be found in the Setup module>Office>General> Office #.
Setting the Pay Type Code
The “Pay Type” code can be set in the Setup module>Types>Payroll> Timeclock code field. A unique code must exist for any pay type you want to reference on the import sheet.
Setting the Client Code
The Client code can be found in the Customer module>General tab> Timeclock Code.
Setting the Position Code
The Position code can be found in the Customer module>Positions tab> Code.
Setting the Personnel Code
The Personnel code can be found in the Personnel module>Other Payroll tab> Timeclock Code.
Creating the Batch and Importing the Time Sheet
Once Staffing Complete has been prepped with the import information, you’ll then be ready to import time. Start by navigating to the Payroll module >“Import Time” tab. Click the “Insert” button or right click and select Step 1 – Create Batch, and a new row will appear with a new batch number.
Each batch number listed in this top area is meant to house one import file
Right click the line of the new batch row and select the Step 2 - Import Time, then the format the import file is in.
This will open up a window where you’ll then navigate to the location your import file is saved, highlight the file, and click Open. You’ll then receive a confirmation message that the file was imported and will detail how many records have been imported. Keep in mind the file must be saved in CSV format.
Import, Review, Validate, and Processing the Import
With the file now uploaded you’re free to select a batch in the upper window which will load details regarding the selected batch in the lower window. This area will show you the fields and associated information that was captured upon importing your file, entries in blue were imported without issue while red entries have encountered an error.
If the imported records have a “Y” in the “Errors” column, you can review the errors by clicking one of the error tabs above it to see errors either for the selected row, or the entire import. Though the information displayed can’t be edited from the import tab, you can right click to view options such as to remove a single row, remove all records (which will empty the batch of all imported information) etc. In the below example the errors are due to two offices having the 545 code and the clients aging max rule was expired.
If the errors show can be resolved in Staffing Complete and after you’ve made the needed changes, you can right click and validate the row or entire batch for the information to be reviewed for errors again. Once validated again there are no errors, and you’re free to process the file.
Processing the Import
Once the errors have been removed and the batch validated, you can now process the file. When you select “Process File”, Staffing Complete will create an order for each customer in the import, then push the validated rows into each customers newly created order. In the below example the worker has worked for two different clients, each having two different positions that were worked. After processing the import file two new orders were created (one for each customer) and the two worked positions were entered into their respective order number that the “Imported Records” window will display as shown below.
Once the file has been processed then the import batch can’t be deleted, and you can change the status to mark it as closed.
Carvin Software LLC