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Contents of the Import Timesheets from Deltek Time and Expense Screen

Use the fields and options to configure the Import Timesheets from Deltek Time and Expense 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, or click to select, the location of the file to be processed.

File Name

Note:

After you have uploaded a file, it is renamed with an extension of ".ZZZ". If a file with the same name and extension already exists, it is overwritten. If you try to upload the file again, you will receive an error message. You must rename the file before uploading it again.

Field Description
Option

This field always displays One.

Start

Enter, or click to select, the name of the file to be processed.

Timesheet Dates

Enter the range of dates to be included from the input file. When the Roll Up Timesheet Dates checkbox 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, all records outside the range, which are 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 checkbox, 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 is 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 checkbox, enter the timesheet date that will be used for all the imported timesheets.

Accounting Period

Field Description
Option

This field always displays One.

Fiscal Year

Enter, or click to select, the fiscal year to be used as default. These do not override values in the input file but are used if the fiscal year in the input file are blank.

Period

Enter, or click to select, the period to be used as default. These do not override values in the input file but are used if the period in the input file are blank.

Subperiod

Enter, or click to select, the subperiod to be used as default. These do not override values in the input file but are used if the subperiod in the input file are blank.

Options

Auto-Adjust Options for Regular Timesheets

Warning:

Select one of these checkboxes only when performing the final upload for a timesheet period.

Field Description
Auto-Adjust Salaried Employees

Select this checkbox to auto adjust timesheets for salaried employees. This checkbox is available only if the Enable for Salaried Employees checkbox is selected in the Selective Auto-Adjust group box on the Overtime Settings subtask of the Configure Labor Settings screen.

Note:

C type timesheets are not auto-adjusted when imported into Costpoint.

Auto-Adjust Hourly Employees

Select this checkbox to auto adjust timesheets for hourly employees. This checkbox is available only if the Enable for Hourly Employees checkbox is selected in the Selective Auto-Adjust group box on the Overtime Settings subtask of the Configure Labor Settings screen.

C type timesheets are not auto-adjusted when imported into Costpoint.

Override Auto Adjust %

Enter the auto adjust percentage to be applied. If you do not specify an Override Auto Adjust %, Costpoint uses the Default Auto-Adjust % on the Manage Timesheet Periods screen for the employee's timesheet cycle.

Rules for Auto-Adjustment of D and N Type Timesheets:

  • If the Use Ref Date in Correcting and Labor Only TS checkbox is selected on the Configure Labor Settings screen, Costpoint uses the D or N timesheet's Reference Date to determine the employee's Salary Amount and Rate Type status for use in auto-adjusting.

    The Reference Date is supplied in the input file.

  • If the Use Ref Date in Correcting and Labor Only TS checkbox is NOT selected on the Configure Labor Settings screen, Costpoint uses the D or N Timesheet Date to determine the employee's Salary Amount and Rate Type status for use in auto-adjusting.
  • If the employee is Salaried and the Auto-Adjust Salaried Employees checkbox is selected, Costpoint auto-adjusts any D and N type timesheets for that employee. If you specified an Override Auto Adjust % in this screen, that value is used; otherwise, the Default Auto-Adjust % for the employee's Timesheet Cycle is used (this is current auto-adjust logic).
  • If the employee is Hourly and the Auto-Adjust Hourly Employees checkbox is selected, Costpoint auto-adjusts any D and N type timesheets for that employee. If you specified an Override Auto Adjust % in this screen, that value is used; otherwise, the Default Auto-Adjust % for the employee's Timesheet Cycle is used (this is current auto-adjust logic).
  • After inserting D and 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 to a maximum value of 99 to avoid duplicate key issues.  A sequence number is assigned to the N type timesheet, then the D type timesheet.
Note:

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

Assumptions for D and N Type Timesheets:

  • Time & Expense exports timesheet types R (Regular), C (Correcting), N (Reversing), and D (Replacement).
  • Do not change the original timesheet in Costpoint. (This could cause an imbalance between the original timesheet and the reversal (N type) timesheet from Time & Expense.)
  • If timesheets are auto-adjusted for salaried employees in Costpoint, the Signature Process must be set to Auto-Adjust for all salaried Employee Classes in Time & Expense.
  • If timesheets are auto-adjusted for hourly employees in Costpoint, the Signature Process must be set to Auto-Adjust for all salaried Employee Classes in Time & Expense.

Default Information

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:

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

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

Timesheet Generation

Field Description
Roll Up Timesheet Dates

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

Warning:

If you select this checkbox, 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 checkbox is cleared and disabled.

Roll Up Timesheet Lines

Select this checkbox to add together lines in the input file 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 checkbox is cleared and disabled.

Parse Segmented IDs

Select this checkbox to format segmented IDs. Segmented ID fields are Costpoint fields (such as account, organization, project, reference number 1, reference number 2, project report, and organization) that require segment separators (periods or dashes). If you select this checkbox, the upload takes longer.

Prorate Salaried Employees

Select this checkbox to prorate labor costs for salaried employees in the final upload of the timesheet cycle. If the Calculation Method in the Prorate Options group box in the Configure Labor Settings screen is None, this checkbox is cleared and disabled.

Generate Union Fringe
Select this checkbox to have Costpoint calculate applicable union cash fringes when you import a timesheet for a union employee. Union cash fringe timesheet lines are built according to settings on the Manage Union Profiles screen.
Note: You can view this checkbox only if the Enable Union Functionality checkbox is selected on the Configure Labor Settings screen.
Generate Negative LWOP TS Lines

Select this checkbox to create a negative LWOP timesheet line for any positive LWOP timesheet lines that do not already have one. The pay type for the positive LWOP timesheet line must have a linked negative LWOP pay type on the Manage Pay Types screen.

When you select this checkbox the following options display:

  • Exclude timesheets with existing negative LWOP lines
  • Delete and regenerate existing negative LWOP lines
Exclude timesheets with existing negative LWOP lines Select this option to exclude timesheets with existing negative LWOP lines from the application processing. If a timesheet for an employee has any negative LWOP lines in the input file, the application will not delete the negative LWOP lines and will skip that timesheet when it generates negative LWOP TS lines.
Delete and regenerate existing negative LWOP lines Select this option to delete all existing negative LWOP lines from the file regardless of whether they are linked to a positive LWOP line. The application will then generate new negative LWOP lines for any positive LWOP lines.

Report

Field Description
Include Edit Report

Select this checkbox to print the edit report in addition to the error report. The edit report lists any timesheet records that are ready for import.

Preview

Click to preprocess the specified input file and preview the error report. Any errors and/or warnings found during the preprocessing are displayed in the error report. Timesheets that do not have errors are available for import.

Print

Click to preprocess the specified input file and print the error report. Any errors and/or warnings found during the preprocessing are listed in the error report. Timesheets that do not have errors are available for import.

Import

Click and select one of the following options:

  • Import Timesheets fro Deltek Time and Expense: Import the rows from the temporary table (created by the process) into the Timesheet Header and Timesheet Line tables. Details of the import appear later in this document.
  • Print/Import Timesheets from Deltek Time and Expense: Read the input file, create the temporary table, validate the records, print the error report, and import valid timesheets into the timesheet tables. Details of the import appear later in this document.