Importing time entries into Timekeeping

Use the import process to load data from the import template into Timekeeping.

Import format

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.

Column	Required	Comment
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.
Units	Mandatory	The number of decimal hours (as 0.1 = 6 minutes)
Total	Mandatory	$
UserInitials	Preferred	If not provided will be set to the "Data Migration" system user account.  If provided must match to the user's initials
UserPosition		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.
TimeEntryType	Mandatory	Must be either 'Time' or 'Disbursement'
TE Ref		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).
Bill Note
Billed $	Mandatory (if billed)	Only required if time entry has billed, blank if not (do not include zero or NULL).
Woff Won		Only required if there has been time written off (or written on) to the bill (do not include zero or NULL).

Note

• 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.

Example

Displayed is an example of what a valid import file looks like.

Note

• 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

Uploading

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.

Import

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.