Import Timesheet Data

The Import Timesheet Data feature is used to import pay details from various bundy (time) clocks.

Setting Employees up for timesheet import

Before importing timesheets, certain items need to be set up in Elite Payroll for each employee:

1 From the Lists menu select Awards. Ensure that for every award in the timesheet import file, there is an Award set up with the same name Elite Payroll.

2 For each award, click on the Timesheet tab, and ensure that shifts have been set up to cover every hour of every day.

3 Ensure that each employee for which a timesheet will be imported has been set up for being paid using the timesheet method. To do this, select Employees from the Lists menu. On the Personal Details tab, select $image\radial.gif$ TimeSheet in the Pay Employee Using section.

4 For each employee for which a timesheet will be imported select an Award and Classification on the Employee record – Company Tab.

5 For each employee for which a timesheet will be imported, ensure that the employee has their Normal Hours pay rate set up as an Hourly Rate or þ Use Award Pay Rates is selected on the Employee record – Pay Rates tab.

For a Normal Hours pay rate to be set up as an hourly rate, the þ Use as Normal Hours Pay Rate option must be selected for the pay rate on the Pay Rates List.

Importing a timesheet file:

1 Choose Import>Timesheet Data from the Activities menu to display the Import Timesheet Data .

2 If the timesheet data file displayed (The default file is Ts.txt) isn't the file you want to import, click Browse and to locate the timesheet data file.

3 Click to select the timesheet import file and then click Open. Alternatively, you can double-click on the timesheet import file.

4 Click Import File to import. When the import is completed, the Employee List will be displayed. The pay details imported won't be displayed yet, because the pay hasn't been processed.

5 After the import is completed, click the Pay Run icon from either the toolbar or the Tour Guide and you'll find that the relevant details have been imported to the pay. After details are checked, you'll need to click Process Pays to actually create the pays.

Troubleshooting.

If you have tried the import, and nothing seems to have imported, you should check the following:

$image\bullet.gif$ Ensure that the employee and award details are set up correctly as explained above.

$image\bullet.gif$ Check to ensure that the employee actually has a timesheet record in the timesheet import file. You can do this by locating the import file using Windows Explorer and then clicking on the file to open the file with Notepad. To display all the details in Notepad, choose word-wrap from the Notepad Edit menu.

$image\bullet.gif$ Ensure that the Pay Date and date paid match the pay being processed.

$image\bullet.gif$ Ensure that the timesheet file is in the correct format. The correct format is comma delimited, with a carriage return line feed after each record. This means that after each field there is a comma and after each timesheet record there is a carriage return and line feed characters.