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Import timesheets via CSV

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    Agent 103

    Updated April 17, 2014

    Importing timesheets via CSV

    You can import time records from third party systems via comma or tab separated value files (CSV files). Contact us to turn on CSV import for your account (it's part of our Business Pro plan). Once activated, you'll see a new payroll step called 'import'. Here you'll be able to upload a CSV file containing your payroll data. The data can contain entries for both salaried and time-based staff.

    IMPORT-select-CSV.PNG

    The file should be located on your local system and should be comma or tab separated.

    IMPORT-select-file.PNG

    Once you've uploaded your file, the system will parse your data and present you with the details of the import. You can select the entries you wish to import. You'll also have the option to automatically 'approve' these selected entries.

    IMPORT-select-entries-approve.PNG

    Once you've selected and imported your entries, these will be visible on the 'salaried' or 'timesheets' step of the payrun process. You can now proceed with finishing your payrun.

     

    File specifications

    The file you are importing should follow the format below:

     

    Name

    Field size

    Description

    Mandatory?

    1

    Shift

    1

    Shift code

    N

    2

    EmployeeID

    6

    Numeric characters (filled with left 0s), 000000

    Y

    3

    TimeCode

    2

    Characters for type of income:
            R = Regular Hours
            O = Overtime Hours @ 1.5
            D = Doubletime Hours @ 2
            X = Other Hours Worked
           10 = Commission
           11 = Statutory Holiday
           12 = Sick day
           13 = Personal day
           14 = Shift Premium
           15 = Earnings Advances
           16 = Other Earnings
           17 = Taxable Vacation Pay
           18 = Other Non Taxable
           VP = Release Vac Pay
           MP = Manual Pay

    Y

    4

    CostAccount

    10

    Employee GL Cost Account

    N

    5

    TotalHours

     

    Total hours - Numeric type

    N

    6

    HourRate

     

    Hourly rate - Numeric type

    N

    7

    Total

     

    Total Amount to be paid.
    If field 5 and 6 have values, it
    should be the multiplication of
    them.
    Numeric type, (No $, example: 34000.02)

    Y

    8

    WorkDate

    10

    Start Date format dd/mm/yyyy

    Y

    9

    WorkDateEnd

    10

    End Date format dd/mm/yyyy

    N

    10

    TimeIn

    8

    Time in 24 hour format e.g. 0900

    N

    11

    TimeOut

    8

    Time out 24 hour format e.g. 1700

    N

    12

    Authorized

    1

    Is the record approved? N = not approved, Y = approved

    Y

     

    Download a sample CSV file 

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