Avionté Time and Pay File - Import/Export into Back Office

Updated September 20, 2023 16:37

CHAPTERS

Receive Import File
Import Process - Overview
Mapping and Permission Configuration
Import When Additional Overtime Processing Is Needed
Troubleshoot The Import When Errors Occur
Troubleshooting - Error Examples
Reference: File Fields Guide

Receive Import File

The Avionté Time and Pay file will be sent to you via email. This will need to be imported into Avionté Back Office.

Import Process - Overview

The file is loaded using the Import/Export function in the Back Office.

Navigate to Back Office > Import Export.
Click New Batch.
Enter a Description for the batch run.
Select the Mapping Group of WorkN Time Card Import.
Processing Method should auto-populate to WorkN Time Card Import. This would have been configured in Admin Tools > Category: System > Select: Import Export Mapping
Browse for the CSV file downloaded via email you have on your computer that you are going to be importing.
In the Parameter section select a Value [week end date] for the Accounting Period parameter.
Click Finish.

Click “Process Import Export Batch”. If there were any errors, a grid will pop up showing all the lines from the import file, and any lines with errors will have a plus sign at the far left of the row. Expand out the plus sign to see the error.
- Note: Nothing will be imported until the file is 100% error-free.

If the file import ran successfully, you will get a message letting you know that the import was successful, and the import-export batch will automatically be closed.

Go to Time Entry > Sheetview > Actions > Refresh - the transaction will appear

Mapping and Permission Configuration

Upon set up, you will be provided with WorkN terms and asked to "map" these codes to Avionté standards. This is how the Import will know what transaction type to map the employees’ pay records to. As a reminder, WorkN is another name for the 24/7 product.

To begin, go to Admin Tools > Category: System > Select: Import Export Mapping.

In the Mapping Type Group, select WorkN Time Card Import.
Ensure under Mapping Type Group Details the Group Code AND Processing Method both are set to WorkN Time Card Import

Select the Mapping Type Data tab; enter a Source System Value of "Regular" and a Mapped Value of "Reg;" Save.
Ensure you have permission for the WorkN Time Card Import under Admin Tools > Report > Advance Query tab > WorkN Time Card Import > User; Save.
Ensure the Overtime Plan is configured for the Order under Order > Detail > Date > OT Plan

Import - Basic Steps

Open Back Office > Import Export
Select Import Export Batch Wizard
Fill in the Description.
Select Mapping Group = WorkN Time Card Import
Click the Browse button; browse your computer to find the export file from the email received, and select it
Under Parameter > Accounting Period, select a Value [week end date]
Click Finish
Click on Process Import Export Batch
The pop-up message “The import batch has been processed successfully” will display; click OK
The Validation and Error screen will open
Go to Time Entry > Sheetview > Actions > Refresh - the transaction will appear

Import When Additional Overtime Processing Is Needed

Open Back Office > Import Export
Select Import Export Batch Wizard
Fill in the Description.
Select Mapping Group = WorkN Time Card Import
Click the Browse button; find the export file from the email you received
For Parameter > Accounting Period, select a Value [week end date]
Click Finish
Click on Process Import Export Batch
A pop-up message for OT Processing Required appears: “There are transactions that require additional OT Processing. Please press ‘Process OT’ to start.”
Click OK. [This occurred because the talent has an existing transaction in Time Entry that the system needs to apply the Overtime calculation against]
A pop-up message “The import batch has been processed successfully” will display; Click OK
The OT Processing screen will open.
Click Process OT
A pop-up message appears for Import Export Batch OT Complete “Completed OT Processing;” click OK
Go to Time Entry > Sheetview > Actions > Refresh - transaction will appear

Troubleshoot The Import When Errors Occur

Open Back Office > Import Export
Select the Import Export Batch Wizard
Fill in the Description.
Select Mapping Group = WorkN Time Card Import
Click Browse to find the export file from the email received
Select a Value [week end date] for the Parameter Accounting Period
Click Finish
Click on the Process Import Export Batch button
The Validation and Error screen opens.
A pop-up message “The import batch has been processed successfully” displays.
A record with the issue will display with a “+” beside. Click on the "+"
An Error Description will display
Take the steps to correct the Error, and click on the Process Batch button

If you have any errors, resolve them in Avionté or on the import file, then try your import again. If you made any changes to the file itself, you would have to discard your import/export batch and make a new batch for the changed file.
A pop-up message “The import batch has been processed successfully” displays; click OK
Go to Time Entry > Sheetview > Actions > Refresh; the transaction will appear

Troubleshooting - Error Examples

- - Invalid or Missing Mapping: Map this transaction type in Admin Tools > Import Export Mapping on the Mapping Type Data, then reprocess the file. See below for more information.
  - No Active Assignment Schedule Found. This error occurs when an Assignment is not found for a placementId: [######] in the supplier. This indicates that the record belongs to an assignment within a different supplier and cannot be imported into the current Supplier. The User will need to either remove the record from the CSV file, discard the import export batch, and then create a new one from the new file; or, they could flag the record to Ignore from Import by entering a value of True under the NewValue column. Example:

Reference: File Fields Guide

Daily File Name standard format: Avionte-Time-And-Pay-Avionte-YYYYMMDD-Daily-0-MMDDYYYY.csv

This is the format for the standard WorkN Daily file that is created to be imported into Classic Back Office.

Column	Details
Transaction Date	WorkN Start Date. For Daily Files, the day the payment transaction is for. Format of MM/DD/YYYY
BOLD Assignment ID	WorkN Assignment ID. A unique identifier that will associate the Supplier and Assignment within Classic. This ID is stored in the database only and is not visible on the UI.
Week Ending Date	The end date of the Pay Period week. Format of MM/DD/YYYY. Is tied to the Classic Back Office Week Worked.
Pay Code	The Pay Code is the earnings to which the time is to be allocated. Logic to accept REG or Regular only. This will create the Reg Type on the Classic Back Office transaction. Should only be sending regular [REG], as the OT Plan will look at regular to apply the OT Plan Rules
Hours	The number of hours to be applied to the pay code. This will create the Pay Units on the CLASSIC Back Office transaction.
First Name	WorkN Employee First Name. Informational only, not used to aid the import.
Last Name	WorkN Employee Last Name. Informational only, not used to aid the import.
BOLD Employee ID	WorkN Avionte Candidate ID. Informational only, not used to aid the import. [Equivalent to BOLD Applicant ID on the Talent URL] WorkN Admin Portal - Avionte Candidate ID BOLD - Applicant ID on the Talent URL
Verifier Name	WorkN name of Verifier. Informational only, not used to aid the import.
Time of Verification	WorkN Date and Time of Verification. Informational only, not used to aid the import.
Branch	WorkN Branch. Informational only, not used to aid the import.
BOLD Job ID
Supervisor Signature URL	Contains the unique URL address that links the image of the Supervisor's Signature for the employee's WorkN time entry transaction to be applied to the Invoice.

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