Timesheet upload allows users to bulk generate timesheets for Contractors. This functionality is ideal for Organisations who are required to pay/bill on behalf of other Organisations and are receiving the data in spreadsheet format. Organisations may also complete paper-based records in spreadsheet format and upload all at once rather than individually generating a manual timesheet for Contractors.

Access the Timesheet Upload Screen via the User Timesheets area, which is accessible through the menu grid

Press the TIMESHEET UPLOAD button shown below.

This will take you to the Timesheet Upload area.

​Client: Select the Client that the timesheets are for from a drop down
​Date: Enter in the period end date that the timesheets are for
​File Upload: Choose a file to upload
​Submit: Once base information has been entered, submit the file

Once a spreadsheet has been submitted, uploaded files will display in this screen, each column of this area is able to be searched and sorted. There is also an actions menu to the right:

Client: Client that the upload is for
​Timesheet End Date: Period end date that the upload is for
​File Name: What has been entered by the user as the title of the spreadsheet
​Status: The status of the upload
​Upload Date: The date that the spreadsheet was added
​Create By: The user who added the spreadsheet
​Update By: The user who last updated the upload
​
Actions:
​Delete: Remove the upload - note that this will not remove any timesheets that have been generated
​Data Confirmation: View the matched and un-matched data and action

For the system to be able to accept a timesheet upload, it must be in the approved format.
The approved format can be downloaded from the Timesheet Upload screen.

To download the import template, select the button shown below and an Excel Spreadsheet will download.

Users are then able to complete the timesheet details for each Candidate. Multiple lines per Candidate will be grouped together on one timesheet.

​First Name: First Name of the Candidate - Spelling must match the Candidate Record
​Surname: Surname of the Candidate - Spelling must match the Candidate Record
​Rate Type: Rate type of the entry line - this must match the Candidate’s Assignment
​Unit: Enter the number of units
​Pay Rate: Enter in the pay rate for the line - this must match the Candidate’s Assignment
​Charge Rate: Enter in the charge rate for the line - this must match the Candidate’s Assignment
​Expense (Yes/No): If the line is for an expense, type Yes - if the line is not for an expense, type No

Example of completed, timesheet upload:

Please Note - For the timesheet upload spreadsheet to be accepted by the system, the Candidate information must match the Candidate record, and the Assignment information must match the Assignment.

​The spreadsheet will not be accepted if there are errors, and the Agency User will be alerted to this, and have to either correct the entry lines and re-submit, or insert a Manual Timesheet.

Once the spreadsheet has been uploaded, the system will try and map the data.

Matched Data will display at the top, Un-Matched at the bottom.

The reasons data may be un-matched include:

In the Actions menu, there is the option to deleted the line of data, view the reason why it was un-matched and the ability to map the rate and assignment.

If the unmatched reason is ‘No Assignment found for Given Rate’

Click the ‘Map Assignment’ Action

In the pop-up window, select the Assignment that is required for the timesheet data, and press LOAD

In this particular example, the timesheet upload has been entered as Pay Rate £160 and Charge Rate £200. From looking at the Assignment Information, it would appear that this is usually a daily Assignment with Pay Rate £80 and Charge Rate £120.

User’s can then select which rate to use for this particular timesheet.

Tick the ‘Use Upload Rates' to use what has been entered on the timesheet upload, or select the usual rate as per the Assignment.

If selecting the Upload Rate, User’s will be required to enter in a new rate name, so that it does not confuse the Rate Type on the Assignment, select the units, and there is also the ability to amend this amount if required. Press SAVE once this has been completed.

Note that this will add this rate to the Assignment, this should prevent the data from being unmatched again in the future.

If it is deemed that the Assignment Rate should actually be used for this timesheet select the Assignment Rate that is required, and there is also the option to override this as well. Once changes have been made, press SAVE

Note that if the Assignment rate is overridden, this will update the rates on the Assignment as well.

To generate the timesheets on matched data, simply press the button GENERATE TIMESHEETS in this particular example, only two timesheets will be generated, as the individual lines for each Contractor will be combined into one timesheet.

Once timesheets have been generated, the status of the file will change to completed, and timesheet numbers will be populated in the data confirmation screen. The timesheets that have been generated will display in the approved timesheets tab with (IT) Imported Timesheets as an indicator.