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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.
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Up the Time Sheet Import File
If you are not using ODBC to import data directly to the WSWHSE table, the import file must be created as a tab-delimited or comma-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 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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| Order | Field | Description |
|---|---|---|
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 | 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:
If the Signature Cost Type field is empty, the system enters a value of:
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6 | Signature Job Number / Service Call ID/ WO Number | |
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 | |
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 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
- Select Microsoft Dynamics GP > Tools > Setup > TimeTrack > Setup Options.
- 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
- Select Setup > Payroll > Payroll > Options.
- 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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