Payroll Module > Payroll - Further Topics > Imports

Backup Recommendation:

We advise that an interim backup is taken before doing any of the following process. This precaution will enable the system to be put back into the position it was in before undertaking the procedure. This would be done by restoring the backup

Import Time Records from Time Control Module

To import time records from the Time Control Module:

•Go the 'Utilities', 'Imports' then 'Time Management' menu options

•A warning suggests that a backup of your data should be done. If a backup has already been done press 'Yes' to continue

•The 'Import Time Parameters' screen displays. Make the selections required (see details below)

TC_Import Time Records

Sources Type

If you are using the Belina Time Control module keep the default selection 'Belina Time Management'. If you are importing from another time recording system then use the dropdown menu to select the software that you are using. If you are importing from Text file or from Excel see Topic 'Import Time Records from Spreadsheet' below.

Options

'Select one of the options:

Standard Times' - brings across, normal time, overtime and shorttime

.'Activity Hours/ Units' - hours worked on a particular job or units of work done (See heading 'Importing 'Activity Hours/ Units' within this topic below)

'Meal Cost' - Topic under construction

Notes to be (See heading 'Importing 'Importing 'Meal Cost'' within this topic below)

•Press 'Open' to continue

•The Range Selection screen appears. Normally the import would be by Date Range. Use the tagging method or select the range of employees that are to be included in the import.

TC_Import Time Records Range Selection

•A screen shows employees selected. In our example there is just one employee record being imported. Check the employees and the details are as expected.

•When satisfied with the data press 'Next'

• The following screen displays.

•Notice that there are a number of columns on this table.

•Scroll across to the right to see all the detail:

TC_Import Time Records 2

Shift Hours	These are are the standard hours that an employee is scheduled to work for that shift rotation.
Total hours worked	This is the total number of shift hours worked including overtime hours and any additional hours that may have been worked before or after the shift.
Shift hours Worked	These are the actual hours worked within the scheduled shift.
Extra Time	This is an offset of shorttime against overtime. This will result in either a positive or negative amount. Eg. If an employee has 4 hours shorttime and 8 hours overtime, the extra time would be 4.
Overtime Authorised	The number of hours that have been authorised.
Overtime Unauthorised	The number of hours that have not been authorised. This is the total number of overtime hours worked minus authorised hours.
Overtime Worked Shift	This is the recorded number of overtime hours that have been worked on scheduled shifts within the date range.
Overtime Worked - Weekend	This is the recorded number of overtime hours worked on a weekend within the date range (ie. Saturday and Sunday)
Overtime Worked - Off Day	This is the recorded number of overtime hours worked on off days within the date range
Overtime Worked - Holiday	This is the recorded number of overtime hours worked on non-shift days within the date range
Short Time	This is the total number of hours that an employee should have been at work, but was not.
Night Shifts	This is a count of the number of night shifts that an employee worked within the date range.
Night Shift Hours	This is the total number of hours that an employee worked on night shift within the date range.

TC_Import Management_Values

•'Offset Shortime with Overtime Worked on Shift - use this checkbox to indicate that you would like to offset any shorttime hours against overtime hours.

•When ready press 'Next'

•A screen then displays where you allocate the time columns to specific Transaction Codes in the Payroll

•It is important to first assign the Time Management 'Code' to the 'Employee Code' in the payroll.

•Notice that once this is done the selection is displayed in the second column on the Time Management side of the screen:

TC_Import Time Management - Assignments

Import Time Records from Spreadsheet

When data is imported into a payroll it can have a significant effect on the existing data. Ensure that a good backup of data has been taken before proceeding.

The first step is to generate the Time export from the Time Control Module

•Check the normal, overtime and shorttime clocking data

Export the data from the Time Control Module, to do this:

•Open the Time Control Module

•Go to the 'Utilities', 'Export Data', 'Time Clocking Records' menu options

•Select the date range to be exported

•Apply any range selection filters required

•Click on 'OK' to proceed

•The details are displayed for checking,

TimeClockingRecordsExport

•Once satisfied with the details click 'Export'

•Select Destination File Type either 'Excel' or 'Text File'

•Select whether the file is to include column headers

•Select whether the file is to be read only

•Accept, or change, the default 'Filename',

•Accept, or change, the 'Destination Folder'.

TimeClockingRecordsExport2

To import Time Management Data:

•Open the Payroll Module

•Go to the 'Utilities', 'Imports' and then the 'Time Management menu options

ImportTimeManagementMenu

•Use the elipsis button to select the Time Management data file to be imported

•Use the radio button to indicate whether the file is a Text file, in which case specify the field character delimeter (e.g. comma separated), or whether the file is in Excel format

•Use the check-box to indicate whether the file has column headings

ImportTimeManagementFileSelection

•Once the file is selected press 'Open' to view and check the details of the file

•Then press 'Next'

ImportTimeManagementOpen

•Assign the Employee Code from the Import file to the Employee Code in the Payroll by clicking the field on the left, then the field on the right and then pressing the 'Assign' button

•Assign each of the Data fields to be imported to each of the Transaction Codes listed on the right hand side of the screen.

•When complete press 'Import'.

ImportTimeManagementAssignment

•A screen warns that Transactions are about to be imported onto employee payslips

•If satisfied to continue press 'Yes', or 'No' to abort the import.

ImportTimeManagementWarning

•A report automatically displays the imported transactions

Reports - Time Import Control