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Contents of the Import Timesheets Screen

Use the fields and options to configure the Import Timesheets screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

File Location

Field Description
Option

This field always displays One.

Start

Enter the location of the input file you are importing. There are two ways to do this:

  • In this field, enter, or click to select, the alternate file location where the input file is located. Alternate file locations are set up in the Manage Alternate File Locations screen.
  • From the Global Menu, click Process > File Upload. On the File Upload Manager dialog box, click Browse and use the dialog box to select the file you want to import. If you select the Overwrite? check box, Costpoint will overwrite any file of the same name that already exists in the Costpoint database. Click Upload when you are finished. If you use this method, leave this field blank. For more information about the File Upload Manager, see the File Upload Manager topic in the Getting Started Guide.

File Name

Field Description
Option

This field always displays One.

Start

Enter, or click to select, the name of the file to be processed in the blank field to the right.

Note:

International users: The data can contain non-English characters, provided they are in the ASCII character set. Before creating an ASCII text (.TXT) file, be sure that your keyboard language is set to EN (United States English) to prevent the application from generating errors.

We recommend the use of .TXT and .CSV file-naming conventions.

Timesheet Dates

Enter the range of dates to be included from the input file. When the Roll Up Timesheet Dates check box in the Options group box is not selected, any record in the input file that is outside this range is not imported and is not written to the error file. However, records that were not imported are included on the Error Report with a warning message and a record number of "0."

Warning:

If you select the Roll Up Timesheet Dates check box, the import process includes all timesheets in the input file regardless of dates. In this particular instance, the End Date specified in the Timesheet Dates range will used as the timesheet date for the imported records.

Field Description
Option

This field always displays Range.

Start

Enter, or click to select, the starting timesheet date.

End

Enter, or click to select, the ending timesheet date. If you select the Roll Up Timesheet Dates check box, enter the timesheet date that will be used for all the imported timesheets.

Accounting Period

Field Description
Option

This field always displays One.

Start

Enter, or click to select, the Fiscal Year, Period, and Subperiod with which the timesheets to import are linked.

  • Fiscal Year: Select the fiscal year to be used as default. This value will not override values in the input file but is used if the fiscal year fields in the input file are blank.
  • Period: Select the period to be used as default. This value will not override values in the input file but is used if the period fields in the input file are blank.
  • Subperiod: Select the subperiod to be used as default. This value will not override values in the input file but is used if the subperiod fields in the input file are blank.

Options

Import File Information

Field Description
File Format

From the drop-down list, select the input file format. Valid option are:

  • Fixed-Length: If you select this option, each field is a fixed-length and must be padded with spaces to the specified field width. You must use this type of file if you upload information that contains commas.
  • Comma-Separated Values: If you select this option, each field is separated by a comma. The final field on each line does not have a trailing comma. Strings are not enclosed in quotes.
Truncation Rule

Select the action you want Costpoint to take when an input file field is too long for the target database column. This field is available only if you selected Comma-Separated Values in the File Format drop-down list. Valid options are:

  • Always truncate: If you select this option, Costpoint always truncates values that are too long without warning the user first. A warning message is written to the Error Report.
  • Never truncate: If you select this option, Costpoint never truncates values that are too long. These records are rejected and an error message is written to the Error Report.
  • Warn before truncation: If you select this option, a message box displays when a value that is too large is encountered in the input file. You are given the option to truncate the value or reject the record.

Auto-Adjust Options for Regular Timesheets

Field Description
Auto-Adjust Salaried Employees

Select this check box if you want timesheets to be auto-adjusted for salaried employees. Note that if an individual employee has multiple timesheets, the program treats them as one timesheet, and the total of all timesheets matches the employee's salary rate multiplied by the Override Auto Adj %.  

How selections in the Timesheet Auto-Adjust Options group box on the Overtime Settings subtask of the Configure Labor Settings screen affect the Auto-Adjust Salaried Employees checkbox.

  • If you selected the Enable for Salaried Employees check box in the Automatic Auto-Adjust group box, this check box is automatically selected and disabled.
  • If you selected the Enable for Salaried Employees check box in the Selective Auto-Adjust group box, this check box is automatically selected and enabled.
  • If neither Enable for Salaried Employees check boxes are selected for salaried employees on the Overtime Settings subtask, this check box is automatically cleared and disabled.
Note:

C type timesheets are not auto-adjusted during import into Costpoint.

Field Description
Auto-Adjust Hourly Employees

Select this check box if you want timesheets to be auto-adjusted for hourly employees. Note that if an individual employee has multiple timesheets, they are treated as one timesheet, and the total of all timesheets matches the employee's salary rate multiplied by the Override Auto Adj %.  

How selections in the Timesheet Auto-Adjust Options group box on the Overtime Settings subtask of the Configure Labor Settings screen affect the Auto-Adjust Salaried Employees checkbox.

  • If you selected the Enable for Hourly Employees check box in the Automatic Auto-Adjust group box, this check box is automatically selected and disabled.
  • If you selected the Enable for Hourly Employees check box in the Selective Auto-Adjust group box, this check box is automatically selected and enabled.  
  • If neither Enable for Hourly Employees check boxes are selected for hourly employees on the Overtime Settings subtask, this check box is automatically cleared and disabled.

C type timesheets are not auto-adjusted during import into Costpoint.

Override Auto Adjust %

Enter the override auto-adjust percentage in this field. If you do not enter a value here and an employee's timesheet is set to be auto-adjusted, the Default Auto-Adjustment Percent for the employee's timesheet cycle (on the Manage Timesheet Periods screen) is used as the auto-adjustment percentage. The program uses the percentage entered here to auto-adjust timesheets and overrides the timesheet cycle Default Auto-Adjustment Percent.

Rules for Auto-Adjustment of D and N Type Timesheets

  • If the Base Correcting TS Info on Ref Date check box is selected on the Configure Labor Settings screen, the application uses the D or N timesheet's Reference Date to determine the employee's Salary Amount and Salary/Hourly status for use in auto-adjusting. 

The Reference Date is supplied in the input file.

  • If the Base Correcting TS Info on Ref Date check box is NOT selected on the Configure Labor Settings screen, the application uses the D or N > Timesheet Date to determine the employee's Salary Amount and Salary/Hourly status for use in auto-adjusting. 
  • If the employee is Salaried and the screen's Auto Adjust Salaried Employees check box is selected, the application auto-adjusts any D or N type timesheets for that employee.  If an Override Auto Adj % is specified, the application uses that value; otherwise, it uses the Default Auto-Adjustment Percent for the employee's timesheet cycle.
  • If the employee is Hourly and the screen's Auto Adjust Hourly Employees check box is selected, the application auto-adjusts any D or N type timesheets for that employee.  If an Override Auto Adj % is specified, the application uses that value; otherwise, it uses the Default Auto-Adjustment Percent for the employee's timesheet cycle.
  • Upon inserting D or N timesheets into Costpoint tables, the application sets the timesheet type (TS_HDR. S_TS_TYPE_CD) to C. The Sequence Number (TS_HDR.TS_HDR_SEQ_NO) is incremented up to "9" to avoid duplicate key issues.  The application assigns a sequence number to the N type timesheet, then the D type timesheet.

The D or N type timesheets are considered separate timesheets until they are inserted into TS_HDR and TS_LN (they are never rolled up into one timesheet). They are auto-adjusted as separate timesheets.

Assumptions for D and N Type Timesheets

  • Do not change the original timesheet in Costpoint. Changing the original timesheet in Costpoint causes an imbalance between the original timesheet and the reversal (N-type) timesheet from Deltek Time.
  • The process or product that creates the timesheet file can probably produce an N type timesheet to signify a reversal timesheet and D type timesheets to signify a replacement timesheet.

Timesheet Generation

Field Description
Timesheet Type

From the drop-down list, select the timesheet type to be used as a default if there is no timesheet type in the input file. This does not override values entered in the input file. Valid options are:

  • Regular
  • Bonus
  • Correcting
  • Labor Only
Effective Bill Date Override

Enter a date to override the effective bill date Default Method from the Configure Labor Settings screen.

Roll Up Timesheet Dates

Select this check box to ignore dates in the input file and put all records on one timesheet.

Warning:

If you select this check box, the End Date specified in the Timesheet Dates range will be used as the timesheet date for the imported records.

If the Calculation Method in the Prorate Options group box in the Configure Labor Settings screen is Days per Cycle, this check box is cleared and disabled.

Roll Up Timesheet Lines

Select this check box if you want lines in the input file to be added together when they belong to the same account, project, organization, and so forth.

If the Withholding State differs, the lines are not rolled up.

If the Calculation Method in the Prorate Options group box in the Configure Labor Settings screen is Days per Cycle, this check box is cleared and disabled.

Parse Segmented IDs

Select this check box if you want the application to pad the segments of accounts, projects, organizations, and reference numbers. Numeric segments are padded on the left with zeros and alphanumeric segments are padded on the right with spaces. In previous versions, the program performed this function automatically. It has been made optional to speed up the process.

Note:

If the software that generates your input file supplies fully formatted segmented IDs, you can save substantial processing time by not selecting this check box.

Prorate Salaried Employees

Select this check box to prorate labor costs for salaried employees in the final upload of the timesheet cycle. If you select this check box, the application prorates labor costs for all unposted regular or correcting timesheets within the current timesheet cycle. You cannot prorate a timesheet that was previously prorated or auto-adjusted.

Vacation time is handled the same as work time. Holiday time is not included toward the work hours.

Generate Union Fringe

Select this check box to have Costpoint calculate applicable union cash fringes when you import a timesheet for a union employee. This check box is enabled only if the Enable Union Functionality check box is selected on the Configure Labor Settings screen. Union cash fringe timesheet lines are built according to settings on the Manage Union Profile Setup screen.

Report

Field Description
Sort by Employee ID in Error Report

Select this check box to sort records by employee ID in the Error Report.

Include Edit Report

Select this check box to print the Timesheet Preprocessor Edit Report. This button is enabled after the input file is preprocessed (see Print). The Edit report lists any timesheet records that are ready for import.