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.

 

CHAPTERS

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 the 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

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  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

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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

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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

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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


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.

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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

 

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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.

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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

 

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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.

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

 

 

How to run the AQ CUO TimeImport DailyOTPlanCalc

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

 

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Attachments

 

 

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