Standard Time Card Import (Daily)

This document explains how we can use a standard AQ to create a time card file which can be then sent to Customers so that they can provide hours in the same format for import process.

• Standard Time Card Import (Weekly)
• Importing Connect Timesheets config

On This Page
→ Activate Daily Transaction for Customer → Creating Daily Time Import File → How to Run AQ → Import File Format: Excel → Transaction Type Mapping	→ Import Access → Run the Import → On Multiple Assignments → How to Run AQ CUO TimeImport DailyOTPlanCalc → Attachments

Activate Daily Transaction for Customer

1. Locate the Root Customer
2. Click on the Extra Screen
3. Enter an extra called Uses Standard Time Clock = Yes
4. Go to the Sales & Service section for the Customer
5. Click on the Service Info Tab
6. Ensure that Generate Daily Transaction is listed
7. The Customer needs to have Generate Daily Transaction under Sales & Service >> Service Info Tab

Creating Daily Time Import File

The template can be sent to Clients so that they can provide hours in the same file each week.

1. Click on the Admin Tools button
2. Click on Report
3. Search for: STANDARD DAILY
4. Click on Standard Daily Time Entry AQ

How to Run AQ

1. Click on Report
2. Click on All Advanced Queries
3. In the search field, search for: STANDARD DAILY
4. Double click on the Standard Daily Time Import
5. Enter information into the following fields:
   1. Supplier
   2. Start Date
   3. End Date
   4. Root Customer
   5. Link Type
   6. External Extra ID
6. Click on the Run Query button

Export the file to Excel

1. Click on the Options button
2. Click on Export to Excel button

3. Select a location to save the file

   Note: We recommend not opening the file in Avionté and, instead, locate the file on your computer and double click to open.

Import File Format: Excel

Any line with no Day Label will get imported as Weekly Item.

Any Line that has Earnings but no hours will get imported with Unit = 1, Rate = Earnings

• Click here to download a sample Import File

File column layout

Avionte Employee ID	SSN	External ID	Assignment ID	First Name	Last Name	Pay Code	DayLabel	Unit	Earnings
123				John	Doe	Reg	Monday	8
123				John	Doe	Reg	Tuesday	8
123				John	Doe	Reg	Wednesday	8
123				John	Doe	Reg	Thursday	8
123				John	Doe	Reg	Friday	10
123				John	Doe	Reg	Saturday	0
123				John	Doe	Reg	Sunday	0
123				John	Doe	Bonus			500

• The first 4 columns are used to establish the link to the employee/assignment in Avionté.
  • One of the four needs to be filled out.
• The First Name and Last Name is not used in the import but the columns still need to be there.
• The Pay Code will get mapped to the Avionté transaction types.
• The DayLabel will be used for Date Work in transaction Daily Entry Item.
• The Unit is what will get entered for the pay/bill units.
• If you enter anything in the Earnings, it will enter 1 for the pay and bill unit with the pay/bill rate of the earnings value.

If you are using an external ID that is not one of Avionté's IDs (Employee ID, SSN, or Assignment ID) you will enter that in the employee extra screen.

Then when you do the import you will select ExternalID for the Link Identifier parameter and then select the extra value label that has that external ID stored in it for the External ID Link parameter.

Transaction Type Mapping

There is a mapping for the transaction types and you can change/modify it

1. Click on Admin Tools
2. Click on Import Export Mapping
3. Click on Mapping Type Data tab
   1. If some transaction types should be pay or bill only, you can update Extra5 column for those transaction types
   2. If it is blank it will enter both the pay and bill units.
   3. If it is P, it will enter the pay units only.
   4. If it is B, it will enter the bill units only.

Import Access

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. Click on the Admin Tools button
2. Click on Report
3. Click on Advance Query tab
4. Click on the Avionte Standard Time Card Import
5. Select the User/Groups that should have access to it
6. Click on the Save button

Run the Import

1. Click on Import Export section
2. Click New Batch
3. Select the Mapping Group of Avionte Standard Time Card Import
   1. If you have access to the import it will default the Processing Method; if not, you don't have access to the import.
4. Then enter a description
5. Click on the browse button
6. Select the Excel file to import
7. Enter the parameters:
   1. Choose the accounting period date
   2. Choose how you are linking to the employee
      1. If you are using ExternalID then you need to select the External ID Link parameter, otherwise leave blank
8. Click on Finish

9. Click on Process Import Export Batch.

   Note: If the import file contains records for employees assigned to branches that you do not have access to, a warning will display after clicking Process Import Export Batch. You can approve the warning to proceed with the import. Records belonging to inaccessible branches will still be imported into the batch; however, they will not be visible to you in Time Entry.
   Note: If the import file contains an Assignment ID for an assignment that has already ended, a warning will display after clicking Process Import Export Batch. Review the flagged records carefully — if the import is valid, you can approve the warning to proceed. This warning helps prevent accidental payroll processing for expired assignments.

Map Transactions

The first time you do the import, it will have errors because you need to map the transaction types.

1. On the Validation & Error screen, click on the + sign
   1. To expand out what the error is
2. In the New Value column, select the transaction type to map to
3. Click on Process
4. Map each distinct transaction type
5. Click on Process

On Multiple Assignments

If you are using anything besides the Assignment ID link, and if it finds more than one active assignment, then an error will occur since it doesn't know what assignment to associate the time to.

1. For those, enter 1 in the NewValue column (on the Ignore From Import row).
2. Click on the Process Batch button
   1. This allows you to import all the other records without errors.

Note: When the import imports the file, all units will go to REG for the pay code REG. The additional unit over 40 should go to OT. For this, run the AQ CUO TimeImport DailyOTPlanCalc.

How to Run AQ CUO TimeImport DailyOTPlanCalc

To run the AQ, go to the Report section >> Go to Report Category >> Click All and enter the AQ title. Enter the TimeEntryBatchID created from the import. Hit the Run Query button. This will calculate the OT for transactions from the import.

Attachments