Use the import process to load disbursement data from the import template into Timekeeping.
This is exactly the same process as for time entries and as such it is generally carried out at the same time. However, there are a few differences in how the import template is populated for disbursement entries.
Those differences are detailed in the table below.
Data fields in the spreadsheet
|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 required.|
|Category 1||Mandatory||Must match a value from the list of first level disbursement categories.|
|Category 2||Not required for disbursements.|
|Category 3||Not required for disbursements.|
|Notes||The narration of the time entry.|
This should have a value of 1.
This should be the total value of the disbursement, in $.
The total amount is excluding tax. If disbursements include tax the category selected needs to include tax and the system will calculate tax (in addition to the Net amount included in the import spreadsheet).
|UserInitials||Preferred||This column can contain the user initials, but will default to the current user if not entered. So leave blank if you want to set to the current user.|
Not required for disbursements.
This will always be the full word 'Disbursement'
This will usually be a distinct reference for a disbursement entry but may be duplicated where an entry has been part billed on two or more bills.
Usually for disbursements the rest of the columns will be blank
|Bill Ref||Mandatory (if billed)||
A distinct reference for a bill. This enables the import routine to group entries for their respective bills.
|Invoice Date||Mandatory (if billed)||
The date of the bill (as dd/mm/yyyy).
|Billed $||Mandatory (if billed)||
Only required if the disbursement 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).
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.
Review the Disbursement repords
The disbursements appear in the "Disbursement" tab
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 disbursement 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 in the spreadsheet and start the import process again.
Once you have resolved any import issues, click the "Import" button to import and create the time entries.
Your entries are now successfully imported.
Review created disbursement entries
Once you import data review the data to ensure the data has been correctly imported.
An example import CSV is pictured below:
The highlighted fields are non-mandatory.
The other populated fields represent the columns that you would expect to be populated.