Use this screen to export timesheets to a labor staging table or payroll staging table, using the values set up in the Timesheet Classes screen for the Labor Distribution and Payroll check boxes.
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. (See Timesheet Configuration: Export Options and Timesheet Classes: Basic Information for more information.)
The timesheet transaction will remain in these staging tables for pickup, or the export application may call a Transformer that will transform the table entries into a specific ASCII layout.
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 with ESS Technical Guide.
Use this screen any time you wish to export timesheet transactions.
In Timesheets, select the type of timesheets you want to export: approved timesheets or in-process (not yet approved) timesheets.
If Time & Expense with ESS is not set up to export in-process timesheets, you can only export approved timesheets.
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 with ESS, 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. That file will include the following:
Work Schedule Code
Work Schedule Description
Date
Day of Week
Standard Hours
Holiday Indicator
Non Work day Indicator
The grid in the Timesheets group box displays the timesheet periods for which timesheets exist that are eligible for exporting.
If Time & Expense with ESS is set up to allow the export of timesheets for only one timesheet period at a time, use the option buttons in the first column to select the period for which you want to export timesheets.
If Time & Expense with ESS is set up to allow the export of timesheets for more than one timesheet period at a time, use the check boxes in the first column to select the periods for which you want to export timesheets. (If you want to select all of the timesheet periods, you can check the check box in the heading area of the grid.)
The Timesheet Period column lists the timesheet periods for which eligible timesheets exist.
If Timesheets contains Approved, the column contains all timesheet periods for which approved timesheets exist.
If Timesheets contains In-Process, the column contains all timesheet periods for which open timesheets exist that are for employees assigned to timesheet classes that allow the exporting of in-process timesheets.
The default date in Start Date is the selected timesheet period's starting date. Click 
to the right of the field to select a different start date. Only timesheet cell records dated between the starting and ending dates are exported.
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.
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.
In Batch ID, enter a unique export batch identifier of up to 10 characters. You cannot enter a previously used batch ID.
In ADP File Name, enter the file name for the payroll file to be exported to ADP.
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.
Select the group type description from the drop-down box. The available employee group types are those for which you are set up as a supervisor.
Once you have selected a group type, the non-editable text box displays the groups that contain employees that have timesheets with the required status and timesheet period.
Click on individual groups to select the groups that you want to include in the export, or click Select All to select all groups.
Classes lists the timesheet classes that contain employees that have timesheets with the required status and timesheet period.
Click on individual timesheet classes to select those that you want to include in the export, or click Select All to select all timesheet classes.
When you have entered the timesheet selection information, use the buttons in the bottom-right corner of the screen to complete the export process.
Click Process to collect the timesheet data that will be exported when you click Export. You can then click Preview/Print to print or preview this data.
When you click Process, Time & Expense with ESS marks timesheets meeting the selection criteria as unavailable so that they cannot be changed while the process is ongoing.
To be included in the export, timesheet cell records must meet these conditions:
If Timesheets contains Approved, the timesheet must have the Approved status.
If Timesheets contains In-Process, the timesheet must have the Open status.
The employee must be a member of one of the selected timesheet classes.
The employee must be a member of one of the selected employee groups.
The timesheet must have the selected period ending date.
The timesheet must be available, that is, it must not be part of an already running export process.
If you are using the Costpoint multicompany feature, the timesheet must be for the selected company.
If Timesheets contains In-Process and if Export In-Process Timesheets on the Export Options tab of the Time Configuration screen contains Manufacturer Orders Only, the UDT02 code for the line must begin with "MO".
The timesheet cell status must be open.
The timesheet cell records must be dated within the selected starting and ending date ranges.
Once the records are collected, the program does the following to determine whether they are available for exporting.
Calculates the exported hours by subtracting the previously exported hours from the prorated hours.
Checks to see whether the selected timesheet class is configured to export to labor, payroll, or both, depending on the Labor Distribution and Payroll checkboxes in the Timesheet Classes screen.
If the export timesheets process completes normally, the following message appears: "Process completed successfully."
Click Preview/Print to open the Print dialog box, from which you can preview and print the Export Timesheet Report showing the data to be exported.
This button is disabled if you have not clicked Process to select records for export.
Click Export to update the appropriate staging tables with the collected timesheet information. (The Export button is disabled if you have not clicked Process to collect the export information.)
If you checked the Labor Distribution check box in the Timesheet Classes screen for the selected employee's class, timesheet information is exported to the export labor staging table. Refer to the Deltek Time & Expense with ESS Technical Guide for details on this table.
If you checked the Payroll check box in the Timesheet Classes screen for the selected employee's class, timesheet information is exported to the export payroll staging table. Refer to the Deltek Time & Expense with ESS Technical Guide for details on this table.
In addition to writing records to the staging tables, the export does the following:
Exported hours are updated to equal the prorated hours on the timesheet cell.
Timesheet cell status is changed to "Processed" for approved timesheets or to "Sent" for in-process timesheets.
The timesheet cell batch ID is updated with the batch ID from this screen.
If all the timesheet cell records on a timesheet have a status of "Processed," the timesheet header status for that timesheet is changed to "Processed."
The timesheet header is marked as being available, and the batch ID on the header is cleared.
If the export process, including the transformation step, finishes normally, the following message appears: "Export completed successfully."
If the export process finishes normally, timesheets for the current period were exported, and it is not the last period of the schedule, this confirmation message appears: "Export completed successfully. Would you like to close the current period and make the next period the current period?". If you click Yes, the current period is closed and the next period in the schedule is opened.
Ten timesheet exports can run at the same time. If an eleventh user attempts to run an export, Time & Expense with ESS displays a message indicating that the maximum number as been exceeded and prevents the export from proceeding at that time.
Click Close to close the screen.
If you have clicked Process to collect the data but have not clicked Export to actually export it, the collected information will be cleared. If the clearing process completes normally, the "Rollback completed successfully." message is displayed.
In Print, select the report you want to print. The available options depend on the timesheet classes you selected. If the classes are configured for labor exports, Labor Distribution is available as an option. If the classes are configured for payroll exports, Payroll is available as an option.
In Type, select the level of detail you want: Detail or Summary.
The labor detail report lists the first six used UDTs, charge descriptions, and cell date and hours for the exported records of each employee. The labor summary report shows the same information summarized at the line level, so there is no hours breakdown by date.
The payroll detail report shows the pay types, payroll codes, payroll earnings code, and hours for the employees and timesheet classes. The payroll summary report does not include the breakdown by employee or timesheet class.
Click Submit to preview the Export Timesheets Report in Adobe Acrobat format. Select the printer icon in Acrobat to print the report.
Click Cancel to return to the Export Timesheets screen without previewing the report.