Information  CAUTION: When you Import Time entries that include Job Cost information such as: Jobs, Extras, Cost Codes, and/or Categories, those items must already exist in Job Cost before you import time to them. Import Time doesn't create Jobs, Extras, Cost Codes, and/or Categories. Time entry lines reject for Job, Extra, Cost Code, and/or Category combinations that don't exist.
Check sequence Check sequence Import time adds time to an existing check if: - You import time for an employee with the same PED as an existing check
- The check has a status of New or Processed
Import time creates a second sequence check if: - You import time for an employee with the same PED as an existing check
- The check has a status of Printed or Manual
Reimbursement pays Reimbursement pays Imports don't retrieve Reimbursement pay amounts. Include the Reimbursement rate in your import file. If you don't include the rate, units will still import. Use Enter Checks or Change Time Entries to enter the missing rate if this occurs. Reporting Reporting Go to Payroll, Inquiry, Check info, Check activity after importing time and you'll notice blank columns for Gross Pay, Regular Hours, or Net Pay. This is because Import Time doesn't create the PR check Pay record which is what updates the check. You'll have to process to create the additional records. You can view the Hours, Rate, and Amount in Inquiry, Check info, Check time, NEW. Equipment Cost Equipment Cost You can import equipment-specific entries directly into Equipment Cost (Equipment Cost, Tools, Import Entries). Review the information below for the specific requirements to import time that creates Equipment Cost revenue entries. - On the EQ Settings/Entry Settings, the Rate Table Search Order must not be Display Selection List. Choose either use Use Highest Rate or Use Lowest Rate
- The import file doesn't include EQ Cost Codes
- In Equipment Cost, an hourly revenue code exists (EQ: Setup, Standard Revenue Codes)
- In Equipment Cost, the hourly revenue rate table must include a rate for the equipment and an EQ Revenue Code (EQ: Setup, Rate Tables, Revenue Rates, [Table])
- Select the Auto bill EQ revenue box (PR: Setup, Employees, Misc. Info) before you import the time
- You can see the detail in the EQ Detail inquiry before processing the check
- When you post the checks, the revenue information posts to Equipment Cost
- If you import time with a job number, cost code, and equipment ID, it sends the revenue entries to Job Cost as EQ cost transactions
- The Equipment Revenue entry is for the Equipment ID listed on the line of time on the import
The Equipment setup includes a default revenue code (EQ: Setup, Equipment, Defaults, Revenue code). If you don't set this code, revenue entries still import and post if there's a default revenue code in EQ Settings. The Equipment revenue table setup includes an hourly revenue code (EQ: Setup, Equipment, [Revenue Codes]). If you don't set this code, revenue entries still import and post if there's a default revenue code in EQ Settings. We've provided a sample import file which contains both JC and EQ entries. These entries will produce revenue for Equipment and Costs to JC for those Equipment entries. You may need to modify your time entry view to use this file.
Attachment: JCEQImport.txt Import time - In Payroll, select Tools, Import Time...
- If using named files, you'll select the Master Payroll file and the New Payroll transaction file.
- In the Import file field, select List to browse to the import file you have saved and click Open.
- In the Error file field, type the file name for any rejected records. (Note: these locations will remember what location you used the last time)
- Press the TAB key on your keyboard to move to the next field.
- Click List, then select the time entry view for the import records. The time entry view must correspond with the layout of the import file.
- If you select a time entry view that includes Equipment Cost information (equipment, EQ cost code, or revenue code):
- The Invalid Time Entry View selected message may appear
- It'll prompt you to enter a different time entry view
- Enter the Period Begin Date (PBD), if desired.
- Enter the Period End Date (PED) for the imported earnings in one of the following formats:
- mm/dd/yyyy - used only for fields that include the century
- mm/dd/yy - the typical Payroll date format
- Make any necessary print selections for the import time journal.
- Click Start. The import time journal prints automatically.
- After you successfully import earnings to the New.prt file, delete the import file to ensure that earnings don't import more than once.
 TIP: Make double entry a thing of the past. Sage Field Operations connects your field employees to your back office. Expediting the time it takes to get labor costs and hours back into your Sage 300 CRE database. Harnessing the power of mobile devices, Sage Field Operations can submit time from the field directly to your Payroll system. Contact our Sales team at 1-800-858-7095 or by email at [email protected] for more information.
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