Submit a ticket

Standard Time Card Import

Updated on Follow
0 out of 0 found this helpful

Overview

This document explains how we can use a standard AQ to create a time card spreadsheet file which can be then sent to Customers so that they can provide hours in the same format for import process. The spreadsheet can then be imported into Avionté via the Import/Export section.

 

Time Card Import Demonstration Video

This interactive training course contains a lesson on using the Standard Time Card Import along with a demo video.

 

 

 

Setup

Before a user can import time entry data into the application, two areas must be configured - permissions for each user and the availability of a correctly formatted import spreadsheet.

 

Permissions

To give access to your users so they can run the import feed, you will first need to give them access to the import:

 

  1. Open the Admin Tools > Report > Advance Query tab
  2. Select "Avionté Standard Time Card Import" from the list
  3. Place a check mark next to the user/groups that should have access to it
  4. Click Save.

 

Access_to_Time_Card_Import.png

 

 

Time Entry Import Template

The spreadsheet attached to this article is a template used to collect time entry information that can then be imported into the Avionté application.

  1. Scroll to the bottom of this article to find the spreadsheet attachment.

    StandardTimeEntryTemplateArrow.png
  2. Click on the attachment link. The spreadsheet will download to your computer.
    DownloadArrow.png


    1. Ensure the columns of the spreadsheet are, and remain, in the format pictured below.
      Time_Entry_Import.PNG


      Column Definition Notes
      Employee ID An identification number unique to the employee within the staffing agency Only one of these columns is required to link the employee/assignment in the application.
      SSN An employee's Social Security Number
      ExternalID

      An identification number unique to the employee outside of the staffing agency. (e.g. - employee is on a temporary assignment at a warehouse; the warehouse assigns a unique ID to each worker)

       

      If an ExternalID is being used, that value will be entered into the application in the Employee > Extra field. When the import is performed, the ExternalID for the Link Identifier parameter should be selected followed by the extra value associated with the ID.

      AssignmentID An identification number unique to the assignment
      FirstName The employee's first name First and Last names are not used in the actual import, but are required
      LastName The employee's last name
      PayCode A code signifying the pay type - Reg, OT, Training, etc. The import will map PayCodes to Avionté transaction types 
      Unit The unit value of pay (e.g. - 40 hours regular; 5 hours OT; 1 training charge) If anything is entered in Earnings, the application will default to a value of "1" for the pay and bill unit and the pay/bill rate will equal the Earnings value.
      Earnings Actual dollar earnings. 

 

 

 

Transaction Type Mapping

Transaction types are mapped between the Avionté application and the imported data. Mapped values can be managed in the System | Import Export Mapping Type window. 

 

There is a mapping for the transaction types and you can change/modify it from the Admin Tools >> Import Export Mapping >> Mapping Type Data tab. If some transaction types should be pay or bill only, you can update Extra5 column for those transaction types, if it is blank it will enter both the pay and bill units. If it is P, it will enter the pay units only. If it is B, it will enter the bill units only.

ImportExportMappingType.png

 

 

Process

Now that the application is enabled to perform an import of time entry data, this section provides the steps to perform the actual import process.

 

Process the Time Card Import

To import time data into Time Entry using the Standard Time Card Import,

 

  1. Navigate to the Import Export section

  2. Click New Batch

  3. From the Mapping Group drop-down menu, choose Avionte Standard Time Card Import. This selection will also default the Processing Method

  4. Enter a free-text description in the Description field

  5. Click the Browse button and select the Excel file to import.

  6. Select the WorkSheet you want to import from the file. The main or first sheet will be Sheet1.

    Note: A run-time error will populate if the file you are importing is open on your computer. Be sure to close the file before attempting to import.

  7. Select the proper Accounting Period Date from the Parameter section

  8. Choose how you are linking to the employee by selecting a choice in the Link Identifier drop-down menu.
    1. If you are using ExternalID then you need to select the External ID Link parameter otherwise leave blank)

  9. Click Finish. The New Batch window will close.

  10. Click Process Import Export Batch.

    Note: The first time you attempt the import, it will error out because you need to map the transaction types. 

Import_Batch_screen.jpg

 

Completing the Import Mapping

As you process more and more transactions using this import, the import will get "smarter" with each transaction that processes. The first time you process the import, you will receive errors which you can resolve in the Import Export > Validation & Error screen.

 

  1. When you receive an error pop-up asking if you'd like to view errors, choose Yes and the Validation & Error screen will open.

  2. Click the + sign on the far left of the errors list to expand the error details

  3. In the New Value column for an error, you can select the transaction type to which the system should map that value.

    Note: You can also place a "1" in the column next to "Ignore from Import" to discard this line item from the import. 

  4. Click Process Batch. You will then see all errors relating to that same transaction type disappear.

  5. Repeat steps 2-4 until all mapping errors are resolved.

 

Transaction_Type_Mapping.png

 


Have more questions? Submit a request

0 Comments


This space is for article feedback only. To make a request of the Avionté Support Team, please submit a ticket to https://support.avionte.com.