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By using the TimeTrack Import feature, field personnel can send data to the office via e-mail and have that information automatically entered into the system. Labor, expense, travel, and fixed asset transaction data can be imported.

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Perform the following setup procedures before importing a timesheet file.

Step 1: Select TimeTrack Options

1. Select Microsoft Dynamics GP > Tools > Setup > TimeTrack > Setup Options.
2. Select the following options:
   • Under Third Party, mark the Integrate to Fixed Asset Management checkbox if you want to import fixed asset transactions.
   • Under Create a GL Journal Entry For, mark the Unbilled Transactions checkbox if you want to create a journal entry for unbilled transactions.
   • Under Miscellaneous Items, mark the Create Expense/Travel Transactions checkbox. Fields for importing expense and travel data will be available in TimeTrack.

Step 2: Create a Batch File in Microsoft Dynamics GP

Select Transactions > Payroll > Batches. If a batch is not created, TimeTrack creates a single-use batch file. In the batch comment area the message, Created from TimeTrack import, is displayed.

Step 3: Select Payroll Options in Microsoft Dynamics GP

1. Select Setup > Payroll > Payroll > Options.
2. Under the Options section, mark the Edit Financial Fields checkbox and the Display Pay Rate on Trx checkbox. When these options are marked, a pay rate amount can be imported. If the options are not marked, the value for the pay code is used as the default value.

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1. Select Microsoft Dynamics GP > Tools > Integrate > TimeTrack > Import.
2. Enter a path to the text file or select the folder button to locate the path.
3. Select Next > to open the Import Time Sheet window.
4. In the Import Time Sheet window, if you are not using ODBC to import data directly to the WSWHSE table, select Update Warehouse. The file is imported into a TimeTrack data table. If you are using ODBC to import data directly to the WSWHSE table, skip this step.
5. Select the Default Batch ID to use if the batch ID is not imported with the time sheet file. If you are using the Default Date From Batch option, the following is true:
   • The Default Week Ending Date field will be locked. If a week-ending date is not imported with the time sheet file, the date will be that of the batch entered in the Import Time Sheet window.
   • If the batch entered does not have a week-ending date, the transactions in the batch will not be imported.
   • If the week-ending date of the batch entered does not fall on the default week-ending day specified in the Setup Options window, the transactions in the batch will not be imported.

   • If the week-ending date of the transaction in the import file is different than the batch week-ending date, the batch date will be used for the transaction. You cannot import transactions into a batch that has been approved for committing or has been marked as single-user edit

6. Select the Default Week Ending Date to use when the date is not imported with the time sheet file. The date will default based on setup options for the week-ending date.
7. Mark the Import File Format: Tab Delimited or Comma Delimited. The default value is Tab Delimited.
8. Select Build Time Sheets. The transactions are created in TimeTrack from the time sheet import file data.

9. If errors are found, select the Print Audit button to generate an Exceptions report and view the error descriptions. For example, if there are 10 transactions, six without errors and four with errors, the six that are fine will be imported; the remaining four will appear on the Exceptions report. Let's say that, out of the four transactions with errors, two contain valid data in the import file, but additional changes need to be made to the system (for example, a job or cost code needs to be activated) - and the remaining two contain errors in the import file. After you fix all the errors (both within the system and in the import file), you must re-import the time sheet (before re-building) because changes have been made to the import file. In addition, before you re-build the time sheets, you must remove the transactions from the import file that have already been built successfully (in our example above, the six transactions). Otherwise, you will get duplicate transactions. An alternative is to remove all the TimeTrack transactions from the import file by deleting the batch. The TimeTrack transactions will not display in the Payroll Batch Entry window.

10. After the transactions have been removed, select Build Time Sheets again to create the transactions in TimeTrack.
11. Commit the transactions. See Committing Time Card Transactions.
    • Importing Hours for Certified Payroll Jobs
    • If 40 hours are imported for a certified payroll job, TimeTrack distributes eight hours to each day of that week, Monday through Friday. If less than 40 hours are imported, the hours will not be distributed to multiple days. You must distribute the hours to multiple days using the Time Card Entry window. You cannot import more than 40 hours per transaction.

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Creating an Account Index List

To determine the index number to enter in the time sheet import file for a transaction that is charged to a general ledger account, generate the Account Index List.

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