Introducing the Import Timesheet Feature
Timesheets are a vital part of tracking for payroll and job costing. In Total Office Manager, this information is typically captured through use of the work order stopwatch feature in Aptora Mobile II, from work orders in the desktop, or from manual entry in the timesheets. Sometimes, outside sources are needed to track employees’ time. When this happens, there may be a need to capture this information and import it into Total Office Manager. The timesheet import will help with this process.
To import timesheets, please ensure the following security permissions (Company | User/List Security) are in place for the user performing the import:
- Company | User List/Security for Utility | Import: General
- Payroll | PR New Timesheet (Employee).
Timesheet Import File Formatting
|Field Name||Data Format||Notes|
|Employee||Text||This is the Employee Name field. This field must match the exact name of an existing employee record. If duplicates exist, it will map to the most recent record it finds. This is a required field.|
|Date||MM/DD/YYYY||This is the date of the timesheet entry. This is a required field.|
|Earning Item||Text||This is the employee earning to associate with the timesheet entry. If this entry is missing, the default earning item for the employee is used. If no default is present, the entry will not import.|
|Customer:Job||Number||This field is the Customer:Job ID. If no exact match is found, the field is left blank. You will find this ID on the Customer:Job List.|
|Service Item||Text||This is the Invoice Item which is associated with the timesheet entry. If this entry is missing, the default service item for the employee is used. If no default is present, the entry field is left blank.|
|Start Time||hh:mm AM/PM||This is the start time of the timesheet entry. This field is not required.|
|Stop Time||hh:mm AM/PM||This is the stop time of the timesheet entry. This field is not required.|
|Hours||Text||This is the total hours for the timesheet line entry. This is a required field.|
|Department||Text||This field is the department field. This field must match the exact name of an existing Department Alias. If no exact match is found, the field is left blank.|
|Topic||Text||This field is the topic field. This field must match the exact name of an existing Topic Type. If no exact match is found, the field is left blank.|
|Odometer||Number||This is the reading of the odometer for the vehicle. It may contain up to 6 numeric digits. This field is not required.|
|Notes||Text||This field has no character max. This field is not required.|
|WO#||Text||This field is the work order field. This field must match the exact work order number of an existing work order. If no exact match is found, the field is left blank. If only a WO# is entered, the Customer:Job will populate with the customer found on the work order. If duplicates exist for the WO#, it will map to the most recent record it finds.|
|Reimbursable||Yes/No||This field is a Yes/No field. A Yes entry will check the Reimb box on the line entry when a customer is present. No or a blank entry will leave the box unchecked. This field is not required.|
|Vehicle||Number||This field is the vehicle field. This field must match the exact Asset Number of an existing asset in the Asset Manager. If no exact match is found, the field is left blank.|
Step-by-Step to Importing Timesheets
- Navigate to File | Company Utilities | Import.
- Select the file which contains your timesheet entries.
- On the Import Wizard screen, select your Timesheets spreadsheet and click Next >.
- Select the your data worksheet.
- If not checked, check the box which indicates your column headers are in the first row.
- Field headings will be mapped for those fields that are available to import if the header names match what is in Total Office Manager. If the headers do not match, you may map these in the grid below.
- Click Next >.
- Not needed to Check the box next to Clip Strings to Length.
- Click Next >.
- Check the box acknowledging importing of your data.
- Click Next >.
- Click the Import button.
- Once the import is complete, save the log and review the imported data.
Once the timesheet import process is complete, any errors will be shown in the Import Log. Please review this log and make any necessary adjustments.