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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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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.

Table of Contents

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Setting Up the Time Sheet Import File

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OrderFieldDescription

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.

If a batch ID is not entered, you must include two tab or comma characters that precede the Week Ending Date field.

2

Week Ending Date

The 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 text file, use:

  • 1 for labor
  • 2 for expense
  • 3 for travel
  • 4 for fixed asset

If the Signature Cost Type field is empty, the system enters a value of:

  • 4 if the transaction type is asset-JC or FA-GL.
  • 1 if the transaction type is Job Cost, Service, Unbilled, or WO-EQS.

6

Signature Job Number / Service Call ID/ WO Number


7

Day of the Week

The first letter(s) or integer abbreviation.

8

Signature Cost Code

For labor cost types, codes 6 - 10 are valid.
For expense cost types, codes 1, 2, 4, and 5 are valid.
For travel cost types, code 5 is valid.

9

Equipment ID


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.
For expense, travel, or fixed asset transactions, codes 2 - 9 are valid.

15

Pay Rate Amount / Hour

Pay Rate Amount / Hour (optional)
Pay Rate Amount/ Unit (optional)
In TimeTrack, the value defaults from the pay code if the field is empty.

16

UPR Trx Code (Pay Code)

Use a business expense pay type for expense or travel transactions.
Do not use a pay code for asset-JC or FA-GL transactions.

17

Trx Hours / Units
or Trx Qty

Trx Hours/Units (Actual Units multiplied by 100)
Trx Qty for expense or travel – Do not multiply the units 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 listAccount 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


22

Task ID

For WO-EQS transactions only. If a task ID is not entered, a tab or comma 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: 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. The message, Created from TimeTrack import, is displayed in the batch comment area.

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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