Export Timesheets Screen

Use the Export Timesheets screen to export timesheets to a labor staging table or payroll staging table, using the values set up for the Labor Distribution and Manage Payroll options on the Timesheet Classes screen.

In most cases, timesheets must be approved before you can export them. However, you have the option to export in-process (unapproved) timesheets for those timesheet classes that are set up to allow it.

Note: See Timesheet Configuration: Export Options and Timesheet Classes: Basic Information for more information.

The timesheet transaction remains in these staging tables for pickup, or the export application may call a transformer to transform the table entries into a specific ASCII layout.  

Attention: For more detailed information about implementing the export process, see Time Configuration: Export Options and review the "Export Time Data" section in the Deltek Time & Expense Technical Guide.

Location

To display the Export Timesheets screen, complete the following step:

Click Time & Expense > Time > Timesheet Interfaces > Export Timesheets.

Contents

Screen Fields

Field	Description
Timesheets	Select the type of timesheets that you want to export. The following timesheet types are available: Approved In-Process with Signed (not yet approved) In-Process without Signed (not yet approved) Note: If Time & Expense is not set up to export in-process timesheets, you can only export approved timesheets.
Batch ID	Enter a unique export batch identifier of up to 10 alphanumeric characters. You cannot enter a previously used batch ID. Note: The name of the exported file is based on the batch ID.
ADP File Name	In ADP File Name, enter the file name for the payroll file to be exported to ADP. This field only appears if Time & Expense is set up to export payroll information to ADP.
Costpoint Company	In Costpoint Company, select the Costpoint company for which you are exporting timesheets. The Costpoint companies available for selection are those for which the specified type of timesheets (approved or in-process) exist for the selected timesheet period. This field only appears if the Costpoint Multicompany check box is selected in the Miscellaneous tab of the Configure General Settings screen. The Costpoint interface allows only one company to be exported at a time.
File Location	Click to select an export location for the file. If you do not select a location, the file is exported to Administration/System Administration/File Management/Export files.
File Name	This field automatically displays the name of the exported file that is based on the batch ID. You cannot enter or modify this field.

Export Options

Field	Description
Export Work Schedules	Select this check box to export your company's work schedule information. This option is only available for Costpoint 7.x or higher, and the check box is only enabled if the ASCII Layout option is Costpoint 7.x or Greater on the Time ›› Settings ›› Time Configuration ›› Export Options tab. To support salary proration, Costpoint 7.x includes a work schedule. In cases where you do not have direct connectivity between Costpoint and Time & Expense, it is necessary to export your work schedule information to Costpoint using a comma delimited file that will contain the company level work schedule data as described in the following: Work Schedule Code Work Schedule Description Date Day of Week Standard Hours Holiday Indicator Non Work day Indicator
Make Next Period Current	Select this check box to make the next period current.

Print Options

Under Print Options, select the type of report you want to print.

Field	Description
Labor Distribution	This option is available if the timesheet classes you selected are configured for labor exports.
Include Detail	Select this option if you want the Labor Distribution report to include the first six UDTs, charge descriptions, and cell date and hours for the exported records of each employee. If you do not select this option, the Labor Summary report prints instead, which shows the same information summarized at the line level, and hours are not broken down by date.
Payroll	This option is available if the timesheet classes you selected are configured for payroll exports.
Include Detail	Select this option if you want the Payroll report to include the pay types, payroll codes, payroll earnings code, and hours for the employees and timesheet classes. If you do not select this option, the Payroll Summary report prints, which does not include the breakdown by employee or timesheet class.

Timesheets Periods Table

This area displays the periods for those timesheets that are eligible for exporting.

If Time & Expense is set up to allow the export of timesheets for only one timesheet period at a time, select the period for which you want to export timesheets.

If Time & Expense is set up to allow the export of timesheets for more than one timesheet period at a time, click the check box at the top of the table to select all rows.

Field	Description
Timesheet Period	This column lists the timesheet periods for which eligible timesheets exist. If Timesheets contain Approved, the column contains all timesheet periods for which approved timesheets exist. If Timesheets contain In-Process, the column contains all timesheet periods for which open timesheets exist; these, typically, are for employees assigned to timesheet classes that allow the exporting of in-process timesheets.
Start Date	Press Enter to accept the displayed date or click to select the beginning timesheet period date. Only timesheet cell records dated between the starting and ending dates are exported.
End Date	The default date in End Date is the selected timesheet period's ending date. Click to the right of the field to select a different end date. Only timesheet cell records dated between the start and end dates are exported.
Timesheet Date	The default date in Timesheet Date is the selected timesheet period's ending date. Click to the right of the field to select a different timesheet date. This date is shown as the timesheet date on the cover page of the Export Timesheets Report.

Groups

This table displays the employee groups that have timesheets with the required status and timesheet period. The only groups that display are those for which you are the designated supervisor.

Field	Description
Selected	A check mark indicates a row is selected and will be included in the export results. Click the check box to select or clear a row. You can select individual rows or click Select All to select all the records in the table.
Type	This field displays the employee group type description.
Group	This field displays the employee group.

Classes

This table displays the timesheet classes that contain employees who have timesheets with the required status and timesheet period. The only groups that display are those for which you are the designated supervisor.

Field	Description
Selected	A check mark indicates a row is selected and will be included in the export results. Click the check box to select or clear a row. You can select individual rows or click Select All to select all the records in the table.
Timesheet Class	This field displays the employee timesheet class description.

Processing

When you have entered the timesheet selection information, you can process and export the records.

Field

Description

Process

Click to collect the timesheet data to be exported. When you click , Time & Expense marks timesheets as unavailable if the timesheets meet the selection criteria. As a result, the timesheets cannot be changed while the process is ongoing. This process also updates the appropriate staging tables with the collected timesheet information. Note: If processing fails for a batch, all updates revert automatically.