Importing time

When importing time, you first select options that define the contents of the import file, and you then import that file into Ajera. You save those options so you can use them for files you import later, changing them as needed.

Note: You can import time entries to an existing timesheet that has not been approved. Each entry appears in Ajera as a new row on the timesheet, unless the project, phase, and activity of an entry in the import file are the same as those of a timesheet entry that has some blank timesheet cells. Entries that match up with the blank cells import into that row on the timesheet.

Before importing time for the first time, be sure to review the instructions for Setting up the import file.

To import time

  1. From the > Manage menu, click Import Time.
  1. In the Import File field, select the file that contains the time you want to import to Ajera.
  2. Click the Options button. The Import Time Setup window appears.

  3. The columns listed in the Import Columns box on this window must exactly match those that appear in the import file that you want to import to Ajera.

  • To move a column into the Import Columns box, select it in the Available Columns box, and click the right arrow.
  • To move a column out of the Import Columns box, select it in the Import Columns box, and click the left arrow.

For data that is redundant, you can import only one column or the other. For example, if you include the Phase Description in the Import Columns box, Ajera does not allow you to include the Phase ID.

When working with the import columns, do the following as needed:

If the import file has

Do this
A key field

Move the key field into the Import Columns box. For some types of entries, key fields are available, such as an Activity key.

You cannot move a key field to the Import Columns box if a related item already appears there. For example, you cannot add the Activity Key until you first move the Activity Description out of the box.
No column for the activity

If all the time entries you are importing have the same activity and you do not have a column for it in the file you are importing, do the following:

  • Ensure that the Activity Key and Activity Description columns do not appear in the Import Columns box.

  • In the Activity field below the table, select the activity you want to enter for all the time entries.
No column for the phase

If all the time entries you are importing have the same phase and you do not have a column for it in the file you are importing, do the following:

  • Ensure that the Phase Description, Phase ID, and Phase Key columns do not appear in the Import Columns box.

  • In the Phase field below the table, select the phase that you want to enter for all the time entries.
  1. Order the columns in the Import Columns box to match the order in your import file by clicking a column, and clicking the up or down arrow.
  1. Click Save. The Import Time window appears.
  2. Click Import.
  3. To review the time you imported from Ajera, from the > Manage menu, click the Time and Expense > Timesheets by Employee tab.
  4. If you need to report on the imported time, do the following:
  • On the Transaction Labor inquiry, add the Is Imported column.
  • Review the session journal.