Import Notes

There are some steps that should be taken prior to importing time and disbursement data into Timekeeping.  This should avoid validation issues with the data.

Some information will need to be retrieved from Insol6 as it is not available in the Timekeeping application.  Other data is only available from within the Timekeeping application.

The job must exist

• Confirm that all jobs that have time and disbursement data being imported exist in Insol6.
  This is important where the legacy time recording system references a client differently than Insol6, e.g., Joe Bloggs Pty Ltd has a client code in the legacy application as 'JOEBLO-CVL" but in Insol6, the same job has a ShortName of "BLOGGS01".
• It is also possible that, where legacy time or disbursements are being imported, the job may not exist in Insol6.  You will have to recreate the job in Insol6 and create time categories in Timekeeping (see below) in order to import time or disbusements for that job.

The job must have a valid job type

If the job type is not entered in the import spreadsheet, then the job type for the imported time entry will default to the current job type.

• Confirm that jobs have a correct job type history recorded.  This would be where a legacy system records a job type differently from the standard job types in Insol6.
  
  This is important where a job has migrated from one job type to another as failing to match the job type will lead to a validation warning on import.
• Changes in job type? Not required if importing from systems that have separate codes.

The job must have time categories assigned

• Test that the jobs have a category series assigned in Timekeeping (AdminTimeCategories).
• The default setting in Timekeeping is for corporate and personal jobs to be assigned separate category templates, as certain tasks undertaken in personal jobs are not carried out in corporate appointments.
• Disbursement categories are not added to jobs. There is one set of disbursement categories for all jobs.
• Practice/internal categories should be added to practices that are responsible for recording and billing internal time.

The time categories must match Timekeeping descriptions

• Check the data to be imported will match up with the standard categories (corp/pers) and evaluation if we need to create custom categories.
  • Pre match Time Categories
  • Pre match Disb Categories

Users should have valid initials and positions

• Prematch User initials. Initials must be unique
• Check the user list is correct.
• Prematch Positions
  If not specified in the import, the position will default to the user's position

Other matters 

• Negative entries have negative bills