Import timesheets

Find this screen

Open: Project Accounting > Utilities > Import and Export > Import Timesheets.

How to

Create an import file for timesheets

You can import timesheet data, using either CSV Comma Separated Value (CSV) file format. Sage 200 can import and export data in the CSV file format. or XML Extensible Markup Language (XML) file format. Sage 200 can import and export data in the XML file format. file types.

1. Download the import information and example file:

   • Timesheet import format (XLS): Details of the information you need to include in the file.
   • Timesheet example CSV file: Use this to import from CSV format.
   • Timesheet example XML file (opens in a new tab): Use this to import from XML format.
2. Create your import file in the format of the example file.

3. Read the information in the import format file (XLS), and make sure your information is correct and all mandatory fields are included.

   Note: Each timesheet record item must have a WorksNumber, Company, Date, Hours and CostRateType.

4. Save your import file.

Import timesheets

Open: Project Accounting > Utilities > Import and Export > Import Timesheets.

1. The Import Timesheets window has two options.

   • To check the data format but not import it, select Validate only and click OK.
   • To check and import the timesheet data, select Validate and import and click OK.

2. Select the file to import and click OK.

   • If the timesheet data is successfully imported, a log is generated that lists the details of the imported time entries.
   • If any timesheet data cannot be validated and imported, an error log is generated that lists the entries that could not be imported.

   Note: Depending on your system settings, the logs will be printed, previewed on-screen, or sent to the spooler to be printed later. To set your printing preferences, choose Tools > Choose Output Mode.

   Note: If you get a message "Unable to process the specified file", make sure your import file is closed and isn't open in any applications.

3. To process imported timesheets, you will need to amend the timesheets and submit them.

---

Useful info

About importing timesheets

When you import timesheet data, the system will validate the entries to check that there are no errors in the data. For example, it will check that the resources, projects, cost and charge rates that are entered in the timesheet all exist in the system.

Imported timesheets are entered as new transactions with a status of Saved, ready to be checked and submitted by the resource (or authoriser).

Only the minimum amount of data needs to be imported to create the timesheet transactions. All other relevant data can be derived from your system, e.g. you only need to include the cost rate type and the system will apply the corresponding cost rate value that you have set up.

Note: You can also import timesheet users from payroll, and post timesheets and expenses to financials, projects or payroll, but these activities are all internal within the Project Accounting module in Sage 200.

Mandatory fields

Each timesheet record item must have a WorksNumber, Company, Date, Hours and CostRateType.

Other identifiers can be mandatory if other identifier values are set:

• If Project Accounting is installed, ProjectCode is mandatory.
• If ProjectCode is entered, CostItemCode is mandatory.
• If Payroll is integrated, then PayRateType can be entered.
• If no default is available for the timesheet user or charge rates are enabled, ChargeRateType is mandatory.
• If nominal accounts are entered on the timesheet, NominalAccountNumber, NominalCostCentre and NominalDepartment are mandatory.