Standard Time Card Import (Weekly)

Overview

Updated 09/13/2022

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.

• Click here for information on the Standard Time Card Import (Daily)
• Click here for information on the importing Connect Timesheets config

Time Card Import Demonstration Video
Setup
Permissions
Time Entry Import Template
Transaction Type Mapping
Process
Process the Time Card Import
Completing the Import Mapping
Enhanced filtering within Import Connect Time Sheets

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.

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.
   
   
   
   
2. Click on the attachment link. The spreadsheet will download to your computer.
   
   
   
   
   1. Ensure the columns of the spreadsheet are, and remain, in the format pictured below.
      
      
      
      

      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.

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. 

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.

Enhanced filtering within Import Connect Time Sheets

You can select available Import Connect Time Sheet transactions through multiple filters, so that you can pull all the transactions you require at one time.

 

The import of Connect time sheets is done in Back Office before you start the time entry process. Go to Actions > Import Connect Time Sheets and the system will create a time entry batch to bring in the time that people have worked on jobs for the last week to bring them through payroll.

To start an Import Connect Time Sheet process, follow these steps:

1. From the Time Entry screen, select Import Connect Time Sheets.
2. Click the Fetch Connect Time Sheets button to retrieve the data.
3. Select the items from the Available list to populate the Collection list.
4. At this point, filters can be applied. You can type a search term in one of the "Available" columns (for example, Customer Name) to filter by that search.
   1. Then you can select all of the records according to that filter, instead of all records available, and add them to the Collection.
5. Enter a Batch Description.
6. Click Import. All items in the Collection will be brought in. The items imported will be removed from the top grid of Available items.
7. Additional filters can be applied for additional imports if desired. For example, use SSN to filter by employee.
8. Refresh the Sheet View. You will see the items that have been imported.