How_do_I_import_hours_for_Timekeeping_

How do I import hours for Timekeeping?

Use Import Hours for Timekeeping to import hours created in a non-Caselle Connect Timekeeping program to use the hours in the Caselle Connect Timekeeping or Payroll programs.

If you are using Connect Payroll to calculate employee paychecks, you can use Import Hours from Timekeeping to send employee hours created in Connect Timekeeping and Connect Online Timekeeping.

 

Import file types

Supported import file types for importing timekeeping entries into Connect Timekeeping. When you use a Caselle app to create the import file, you can select the "Caselle" file format. If you're using a third-party app to create the import file, you will have the option of creating a delimited or fixed-length file, also known as a "user-defined delimited" and "user-defined fixed-length" file format.

  • Caselle delimited. The import file uses a file layout predefined by Caselle. This file type uses a comma (,) to mark the end of a field. Select Caselle Delimited as the Import File Type.  

  • Caselle fixed-length. The import file uses a file layout predefined by Caselle. This file type uses a set value to determine the field length. Field values that exceed the set field length will be truncated. Select Caselle Fixed Length as the Import File Type.

  • User-defined delimited. This import file does not use a file layout predefined by Caselle and it uses a character to mark the end of a field. Select User-defined Delimited as the Import File Type. Then, click on the Delimiter field and type in the character or symbol that marks the end of a field. Example: comma (,), semicolon (;), colon (:), etc.

  • User-defined fixed-length. This import file does not use a file layout predefined by Caselle and it limits the field length and format. Select User-defined Fixed Length as the Import File Type. Then, fill in the options in Import File Fields.  



Importing Caselle delimited file type

1. Open Connect Timekeeping Organization Import Hours for Timekeeping.

2. Select Caselle Delimited as the Import File Type.

3. Enter the Import File Name.

Enter the import file path and file name. Include the file extension.

What is the import filename?

  • The import file is located in the Connect directory. All of the Connect applications are located in the default d:\Connect directory, where you replace d:\ with the appropriate drive letter. If the import file was created and saved to the Connect default directory, then you only need to enter the import filename and extension. For example, ImportFileName.txt

  • The import file is located in a local or network directory. If you are importing a file that is stored on a disk or hard drive, type in the drive letter and path followed by the import filename and extension. Example: d:\my documents\ImportFileName.txt


When you enter the import file name, the fields in the import file will be displayed in the section titled Import File Fields.

Import file name and Import File Fields section


4. Select the Pay Period.

This is the location where the imported hours will be copied to. The pay period beginning and ending date will be displayed in the Begin Date and End Date field.


Pay period, begin date, and end date


5. Set up the remaining options.

Lines to skip

Employees

Print report only (no hours will be imported)

Use Timekeeping defaults


6. Click GO (CTRL+G).

The hours from the Caselle delimited import file are imported.


Importing Caselle fixed-length file type

Download the Payroll Timekeeping Flat Import File Layout PDF (see Attachment) to view required fields, beginning and ending position, and field format. The PDF also includes a list of optional fields and guidelines for entering alphanumeric characters and symbols.

Do this...

1. Open Connect Timekeeping Organization Import Hours for Timekeeping.

2. Select Caselle Fixed-Length as the Import File Type.

3. Enter the Import File Name.

Enter the import file path and file name. Include the file extension.


What is the import filename?

  • The import file is located in the Connect directory. All of the Connect applications are located in the default d:\Connect directory, where you replace d:\ with the appropriate drive letter. If the import file was created and saved to the Connect default directory, then you only need to enter the import filename and extension. For example, ImportFileName.txt

  • The import file is located in a local or network directory. If you are importing a file that is stored on a disk or hard drive, type in the drive letter and path followed by the import filename and extension. Example: d:\my documents\ImportFileName.txt


When you enter the import file name, the fields in the import file will be displayed in the section titled Import File Fields.

Import file name and Import file fields section


4. Select the Pay Period.

This is the location where the imported hours will be copied to. The pay period beginning and ending date will be displayed in the Begin Date and End Date field.


Pay period, begin date, and end date


5. Set up the options.

Lines to skip

Employees

Print report only (no hours will be imported)

Use Timekeeping defaults


6. Click GO (CTRL+G).

The hours from the Caselle delimited import file are imported.


Importing Caselle custom file type

This option is not supported. Save the import file a supported file type: Caselle delimited, Caselle fixed-length, user-defined delimited, and user-defined fixed-length.


Importing user-defined delimited file type

1. Open Connect Timekeeping Organization Import Hours for Timekeeping.

2. Select User-defined Delimited as the Import File Type.

3. Enter the Import File Name.

Enter the import file path and file name. Include the file extension.


What is the import filename?

  • The import file is located in the Connect directory. All of the Connect applications are located in the default d:\Connect directory, where you replace d:\ with the appropriate drive letter. If the import file was created and saved to the Connect default directory, then you only need to enter the import filename and extension. For example, ImportFileName.txt

  • The import file is located in a local or network directory. If you are importing a file that is stored on a disk or hard drive, type in the drive letter and path followed by the import filename and extension. Example: d:\my documents\ImportFileName.txt


When you enter the import file name, the fields in the import file will be displayed in the section titled Import File Fields.

Import file name and Import File Fields section


4. Select the Pay Period.

This is the location where the imported hours will be copied to. The pay period beginning and ending date will be displayed in the Begin Date and End Date field.


Pay period, begin date, and end date


5. Set up the remaining options.

Lines to skip

Employees

Print report only (no hours will be imported)

Use Timekeeping defaults


6. Click GO (CTRL+G).

The hours from the Caselle delimited import file are imported.


Importing user-defined fixed-length file type

Download the Payroll Timekeeping Flat Import File Layout PDF to view required fields, beginning and ending position, and field format. The PDF also includes a list of optional fields and guidelines for entering alphanumeric characters and symbols.


Do this...

1. Open Connect Timekeeping Organization Import Hours for Timekeeping.

2. Select User-defined Fixed-length as the Import File Type.

3. Enter the Import File Name.

Enter the import file path and file name. Include the file extension.


What is the import filename?

  • The import file is located in the Connect directory. All of the Connect applications are located in the default d:\Connect directory, where you replace d:\ with the appropriate drive letter. If the import file was created and saved to the Connect default directory, then you only need to enter the import filename and extension. For example, ImportFileName.txt

  • The import file is located in a local or network directory. If you are importing a file that is stored on a disk or hard drive, type in the drive letter and path followed by the import filename and extension. Example: d:\my documents\ImportFileName.txt


When you enter the import file name, the fields in the import file will be displayed in the section titled Import File Fields.

Import file name and Import file fields section


4. Select the Pay Period.

This is the location where the imported hours will be copied to. The pay period beginning and ending date will be displayed in the Begin Date and End Date field.


Pay period, begin date, and end date


5. Set up the options.

Lines to skip

Employees

Print report only (no hours will be imported)

Use Timekeeping defaults


6. Click GO (CTRL+G).

The hours from the Caselle delimited import file are imported.


Lines to skip

A column heading that describes the data in a column but is not necessarily data that you want to use to create an invoice record is a line to skip. In this example, the yellow line is the column heading row.

Excel spreadsheet showing the header row


Does the import file contain column headers or extra information that you do not want to import?

  • Yes, the import file contains headers or extra information. Click on the Lines to Skip field, then enter the number of rows to omit from the import file.

  • No, the import file does not contain headers or extra information. Enter 0 (zero) in the Lines to Skip field.


Employees

Filter the employees with hours that you want to include. Use All to include hours for all employees. To import hours for a specific employee or employees, click the Values button.

 

Employees field


Print report only (no hours will be imported)

When this checkbox is selected, Connect will use the options that you have selected to print a report that shows the hours that will be included when you import time. It will not import any hours. To import hours, this checkbox must not be selected.


What do you want to do?

  • I want to import hours and print a report. Do not select the checkbox titled Print Report Only (No Hours Will be Imported).

  • I want to print a report without importing hours. Select the checkbox titled Print Report Only (No Hours Will be Imported).


Print report details

Print the report details after the Import Hours for Timekeeping Report prints. The report details will include the options and selection criteria that you used to import hours.


What do you want to do?

  • I want to print the report details, error report, and summary report. Click to select the checkbox titled Print Report Details.  

  • I only want to print the error report and summary report. I do not want to print the report details. Remove the checkmark from the Print Report Details checkbox.


Use Timekeeping defaults

Use the Connect default settings assigned to Import Hours for Timekeeping. Connect will use the task and activity code when there's information that's missing, for example, to add  the GL account, GL activity, Job number, Pay code, Pay code sub-code, and billing rate to the transaction.

Note: This option is only available when tasks and activities are set up in Connect Timekeeping.


What do you want to do?

  • I want to use the default settings. Click to select Use Timekeeping Defaults. Connect will use the task and activity code to fill in missing information.

  • I want to use the current settings. Remove the checkmark from the Use Timekeeping Defaults checkbox. Connect will only use the information that is linked to the hours to create the hours entry.


Delimiter

A delimiter is a character that marks the beginning or end of a unit of data. A delimited file is a variable-length field where the field length is based on the field's contents. Commonly used delimiters in export files include the comma (,), semicolon (;), and colon (:).  

 

 

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