Use the import process to load data from the import template into Timekeeping.
Download the latest import template from within the application. See "Download the Timekeeping import template".
The format of the import template must be a .csv file and is validated.
Data fields in the spreadsheet
Populate data in the spreadsheet. Columns headed 'Bill Ref', 'Invoice Date', 'Bill Note', 'Billed $' and 'Woff Won' are only required where a time or disbursement entry has been billed and can be blank if not billed.
Further information regarding importing billing details is available here.
|JobShortName||Mandatory||Must match to the short name of an existing job|
|Job type||If not provided, the import will use the current job's job type. Leave this blank unless you want to import a previous job type's time.|
|Date||Mandatory||The date of the entry (as 'dd/mm/yyyy')|
|TimeofDay||Can be provided but not needed|
|Category 1||Mandatory||This must match a value from the list of first level categories for the job type.|
|Category 2||Preferred||If provided, this must match a value from the list of second-level categories for the job type.|
|Category 3||If provided, this must match a value from the list of third-level categories for the job type.|
|Notes||The narration of the time entry.|
The number of decimal hours (as 0.1 = 6 minutes)
|UserInitials||Preferred||If not provided will be set to the "Data Migration" system user account. If provided must match to the user's initials|
If the user position is not provided the value will be set to the current position of the user.
If the import is for a different position, then the position name needs to match exactly with a position in the database.
Must be either 'Time' or 'Disbursement'
This will usually be a distinct reference for a time or disbursement entry but may be duplicated where an entry has been part billed on two or more bills.
|Bill Ref||Mandatory (if billed)||
A distinct reference for a bill.
|Invoice Date||Mandatory (if billed)||
The date of the bill (as dd/mm/yyyy).
|Billed $||Mandatory (if billed)||
Only required if time entry has billed, blank if not (do not include zero or NULL).
Only required if there has been time written off (or written on) to the bill (do not include zero or NULL).
- Billing data cannot be imported separately because it must be matched against a time entry
- If an entry appears on more than one bill then the time entry columns A - N needs to appear duplicated on a new row (the reference is needed to link each entry row). The time entry will only be imported once.
- The rate on imported entries are not resolved to specific rates in the software. The rates for imported entries are calculated from the TE Amount / Units. If you want to edit the rate of the entry then you need to select a rate when updating the entry.
Displayed is an example of what a valid import file looks like.
- Ensure Short job code matches
- Job type left blank
- Time of Day left blank
- Cat 1 and Cat 2 matches
- Notes / Memo completed
- User Initials uniquely matches a user
After completing the spreadsheet, click the "Import" button and select "Upload Import file".
Locate the saved import spreadsheet and click "Open".
The data review step appears.
If you receive a red warning message click here
The data review step
A list of records to be import appears in the import page. If there are any validation warnings for the imported data a message will appear in the "Issues" column.
You may click "Show issues only" to filter the list of imported records to the issues that need to be resolved for the import.
Review time entry
You may click on any record to review the entry. You may resolve any issues and continue with the import process. If there are too many issues, cancel the import and resolve those issues in the spreadsheet, then start the import process again.
Once you have resolved any import issues, click the "Import" button to import and create the time entries.
Review created time entries
Once the data has been imported, review the job to confirm the time and disbursement data, and any billing information, has been correctly imported.