Using Excel TimeTrack Client involves the following steps.
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IMPORTANT: There is a known issue with the week-ending date for the first week of the year not displaying in the lookup. The workaround is to import all records for that date using a different week-ending date and then correct the dates in TimeTrack. |
Step 1: Download Lookup Data From the Host System
The first step is to download lookup values from the host system, for example, such as pay codes, employee IDs, and so onetc. This ensures that you have the most up-to-date data (for example, a new batch that may have been created) to select from when entering your payroll transactions.
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Only "active" jobs and cost codes are pulled down from the host system.
Step 2: Enter Transaction Information
You are now ready to begin entering payroll transactions in the Excel TimeTrack Client spreadsheet. If you are not familiar with entering data into an Excel spreadsheet, see the tips below.
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Begin entering transaction information on the SignatureTimeSheetImport worksheet. This is the worksheet that displays by default when you open the spreadsheet. Be sure to save your work periodically, especially if you are entering several transactions in one session. Where available, use the lookups to select valid values for the fields. Lookups appear to the right of the field/column names. The lookup value you select fills into the appropriate column of the transaction row that is currently selected; make sure the cursor is in the correct row before selecting a lookup value.
Note: Fixed Assets transactions are not supported.
If you have a lot of values in a lookup, you can type a partial entry to locate the appropriate value from the list. You must use the arrows on your keyboard to scroll through the partial list, then use the TAB key to select the highlighted value. You cannot select from the partial list using your mouse.
Note: You cannot open a lookup if a cell is in "edit mode," that is if you are entering or have just entered a value and have not yet tabbed off or clicked away from the field.
The same guidelines for entering transactions in the host TimeTrack system apply to using the client spreadsheet as well. For example, if left blank on the spreadsheet, the Rate Class, State, and SUTA State will fill into the transaction in the host TimeTrack system based on the default values assigned to the job record, or, if left blank for the job, from the employee record. However, if you enter values in these fields, the manual entry from the spreadsheet will overwrite the defaults. You receive a validation error if you do not enter a Union that is assigned to the Rate Class that you enter.When you are finished entering transactions, save your spreadsheet.
Step 3: Validate Transaction Information
Before you submit your transactions, you can check the information you have entered against any validations that exist locally.
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Choose Local Validations.
An error message displays if a cell is in "edit mode". (For example, if you are entering or have just entered a value and have not yet tabbed off or clicked away from the field.)
When validating your transactions, each cell will be filled with a color based on the validity of the value in the field. For example, fields that are required to be blank will be highlighted in blue if they are filled. Fields that are required to be filled will be highlighted in red if they are blank. You can view the meaning assigned to each color using the Legends drop-down button.Edit any fields that contain errors. Hovering the mouse over a field will display the error that needs to be corrected.
Once your errors have been corrected, you can check your changes by again choosing Local Validations. Repeat the process until your spreadsheet contains no errors.
If you want to clear the spreadsheet, choose Clear Validations.
Step 4: Submit Transactions to the Host TimeTrack System
The next step is to submit (copy) the transactions from your spreadsheet into the host TimeTrack system.
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Do not clear transactions from the spreadsheet until after they have been successfully submitted to the TimeTrack host.
Step 5: Clear Transactions and Lookup Data From the SignatureTimeSheetImport Worksheet
After transactions from the previous week or batch have been created and successfully imported into the host TimeTrack system, you can clear the transaction data from the spreadsheet and start over with the next week's transactions.
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