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Introduction

 You can import Timesheets into Cloudpay, using CSV files. Many timesheet applications will allow you to export Timesheet data in CSV format.

Alternatively, you can create your own CSV files for bulk import.

To successfully import timesheet data, the file you import must be successfully 'mapped'. Here is guidance on how to do that.

 

Recommended Process

The recommended sequence is:

  1. Make any changes to employees in the employee screen
  2. Import RPNs
  3. Load Timesheet data
  4. Make any changes in the Payroll screen to payments (Such as timesheet adjustments etc)
  5. Process the payments
  6. Submit to Revenue

(Import the timesheet data before making any changes to anything in the Payroll screen.)

The Import Utility

The CSV import utility can be found in the Timesheets screen.

 Click the 'Import Data' button at the top of the screen (Opposite) to start the Import Utility

 

IMPORTANT: Make sure that you have the correct Pay Date and Company selected before clicking the 'Import Data' button. Otherwise you may import the data for the incorrect payment date.

Importing a file

When you click on the Import Data button, the utility will appear.

Click the Next button to continue with the import

Selecting your file

The next step gives you an opportunity to select the Timesheets file you wish to use.

This should be the file you either composed yourself or retrieved from your Timesheet software.

Analysing File

Cloudpay analyses your file to see if it is in any accepted format of Timesheets software. If it can't find a specific format, you can still import your file by clicking the 'Next' button.

In the next screen, use the drop downs above each column heading to match the column.

The following examples below, show how each file type is handled.

Example One: no header

In this example the CSV file does not have any header rows. The data starts on the first row and looks like this:

115,1234568V,Holiday,24.75,20.28,501.93
115,1234568V,Time & a Half,1,30.42,30.42
115,1234568V,SSP,3,110,330
113,1234560F,Basic Hours,165.25,16.59,2741.5
113,1234560F,Time & a Half,4.75,24.88,118.2

Note that it does not have another rows, like a header row with the names of the columns

Example Two: with header

The CSV file in this example does have a header row and looks like this:

StaffID,PPS Number, Description, Units, Rate, Amount
115,1234568V,Basic Hours,117,20.28,2372.76
115,1234568V,Holiday,24.75,20.28,501.93
115,1234568V,Time & a Half,1,30.42,30.42
115,1234568V,SSP,3,110,330
113,1234560F,Basic Hours,165.25,16.59,2741.5
113,1234560F,Time & a Half,4.75,24.88,118.2

We've set the drop down to 2. The data starts on row 2 as the header row occupies row 1

Example Three: large header

In this example the data does not start until row 4. The CSV file looks like this:

MyTimesheets export
Company: Honan Software
StaffID, Description, Units, Rate, Amount
115,Basic Hours,117,20.28,2372.76
115,Holiday,24.75,20.28,501.93
115,Time & a Half,1,30.42,30.42
115,SSP,3,110,330
113,Basic Hours,165.25,16.59,2741.5
113,Time & a Half,4.75,24.88,118.2

There is no PPS Number in the file, so it is matched instead using the Staff ID

Example Four: cost centres

In this example there are cost centres in the CSV file. Note that the cost centre column has been appropriately mapped.

NOTE: For ease of import cost centre names, not codes are used for this. Please make sure that your cost centres are uniquely named in the company screen.

Example Five: Bizimply

If a Bizimply CSV file is detected, then you do not need to map any fields. This is all done automatically for you.

Click 'Next' and then finish the import utility

Finishing the Import

This screen should appear next to indicate that the timesheet has been successfully imported. Click the 'Finish' button to see the entries.

Checking the Import

You will now have the opportunity to check the data before sending it to the Payroll.

The timesheets screen should now be populated with your data for the pay date you selected earlier.

 

When you are happy that everything is okay, click the 'Send to Payroll' button at the bottom of the screen.

 

Payroll Screen

Go to the Payroll screen.

Here you will see that new elements have been added to each employee in the timesheet.

If you are happy that everything is okay, make appropriate adjustments and changes and click 'Pay' (or 'pay all')

If something went wrong, like the timesheet being for the wrong pay date, duplicated or just wrong then:

  1. Click 'Pay all'
  2. Click 'Rewind all'

Doing this will clear the imported elements.

Important Notes

  • When employees are matched, the first employee with matching PPS Number or staff ID is selected. This could also be an employee that has left. If it appears that an employee's timesheet details are not being picked up, make sure that there are not other records with the same PPS Number or Staff ID. This also includes archived records or employees that have left. Make sure that the Staff IDs are unique and match on those if possible.
  • If you make a mistake and import a timesheet twice, duplicating the entries in the Payroll screen, then click 'Pay All' and then 'Rewind All'. This will clear all values for the pay date.
  • Cost Centres are matched by name, not code.
  • Employees must be either matched by PPS Number or Staff ID. You must have at least one of these in your CSV file.
  • If you are using Excel to save your file, make sure that you save it as format  CSV (Comma Delimited) . DO NOT use other formats such as CSV-UTF8 etc.
  • Do not duplicate the columns when matching. There should only be one hours, rate, description etc. column