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You can generate the Account Index List. The report provides a list of general ledger accounts and an index number. This makes it possible to look up an index number and use it in the import file to link an unbilled or FA-GL transaction to the general ledger account to be charged.
If Open Database Connectivity (ODBC) is used to import data directly to the WSWHSE table, a text note can be entered for a transaction. Two fields, Warehouse Note String and Warehouse Note String2, are used to enter a note. Each field holds a maximum of 255 characters.
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If you are not using ODBC to import data directly to the WSWHSE table, the import file must be created as a tab-delimited text file. Following is the order required for data entered in the import file. Each record in the file must be entered in the order listed.
The tab-delimited text file containing the following fields, including blank fields, must be entered in the order listed, for the system to populate the WSWHSE table and make that data available to TimeTrack.
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A field must be created for each item listed here. If a field is not used, create a column for it in the time sheet import file and leave it empty. The empty column will be skipped when the file is imported into TimeTrack. Additionally, the import text file should not include the field names. The file should contain just the data to be imported. |
| Order | Field | Description | ||
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1 | Batch ID | A value is not required for this field. A batch ID can be entered in the Import Time Sheet window. However, whenever a batch ID is found in the import file, it is used. The ID entered in the import file overrides an ID entered in the Import Time Sheet window. The Batch ID is limited to 15 characters, alphanumeric characters only.
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2 | Week Ending Date | Format must be MM/DD/YY or MMDDYY. A week-ending date can also be entered in the Import Time Sheet window. A date must be entered in the import file or the Import Time Sheet window. However, whenever a week-ending date is found in the import file, that date is used. The date entered in the import file overrides a date entered in the Import Time Sheet window. | ||
3 | Employee ID | From Microsoft Dynamics GP employee setup. | ||
4 | Signature Transaction Type | Job Cost, Service, Unbilled, Asset-JC, FA-GL, or WO-EQS. The first letter of each transaction type can be used. | ||
5 | Signature Cost Type | In the tab-delimited text file, use: | ||
6 | Signature Job Number / Service Call ID/ WO Number |
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7 | Day of the Week | First letter(s) or integer abbreviation. | ||
8 | Signature Cost Code | For labor cost types, codes 6 - 10 are valid. | ||
9 | Equipment ID |
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10 | Cost Code Number - CC Phase | Each segment of the cost code must be in a separate field. Insert an empty space for unused segments. A maximum of four segments are allowed. | ||
11 | Cost Code Number - CC_Step | Each segment of the cost code must be in a separate field. Insert an empty space for unused segments. A maximum of four segments are allowed. | ||
12 | Cost Code Number - CC_Detail | Each segment of the cost code must be in a separate field. Insert an empty space for unused segments. A maximum of four segments are allowed. | ||
13 | Cost Code Number - Component | Each segment of the cost code must be in a separate field. Insert an empty space for unused segments. A maximum of four segments are allowed. | ||
14 | Cost Element | For labor transactions, must be 1. | ||
15 | Pay Rate Amount / Hour | Pay Rate Amount / Hour (optional) | ||
16 | UPR Trx Code (Pay Code) | Use a business expense pay type for expense or travel transactions. | ||
17 | Trx Hours / Units | Trx Hours/Units (Actual Units multiplied by 100) | ||
18 | Account Index | For unbilled and FA-GL transactions only. To use with unbilled transactions, the Create a Journal Entry for Unbilled Transactions option must be selected in the Setup Options window. To use with FA-GL transactions, the option, Integrate to Fixed Asset Management, must be selected in the Setup Options window. See Creating an account index list. | ||
19 | Asset ID | Enter a value for asset-JC or FA-GL transactions only. Leave the field empty for other transactions. | ||
20 | Transaction Description | Use up to 30 characters for a description. Leave the field empty for asset-JC or FA-GL transactions. | ||
21 | Department |
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22 | Task ID | For WO-EQS transactions only. If a task ID is not entered, a tab character must follow the Transaction Description field. | ||
23 | Union Code |
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Perform the following setup procedures before importing a timesheet file.
Step 1: Choose TimeTrack options
- Choose Microsoft Dynamics GP > Tools > Setup > TimeTrack > Setup Options.
- Select the following options:
- Under Third Party, mark the Integrate to Fixed Asset Management check box checkbox if you want to import fixed asset transactions.
- Under Create a GL Journal Entry For, mark the Unbilled Transactions check box checkbox if you want to create a journal entry for unbilled transactions.
- Under Miscellaneous Items, mark the Create Expense/Travel Transactions check boxcheckbox. Fields for importing expense and travel data will be available in TimeTrack.
Step 2: Create a batch file in Microsoft Dynamics GP
Choose 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: Choose payroll options in Microsoft Dynamics GP
- Choose Setup > Payroll > Payroll > Options.
- Under the Options section, mark the Edit Financial Fields check box checkbox and the Display Pay Rate on Trx check box 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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