Import Tool QRG v2.2

Purpose

The purpose of this quick reference guide is to explain the end to end process that a 2cloudnine Payroll user will follow so that they can successfully import Timesheets or Pay Transactions.

Content covered

Overview
Prerequisites
Assignment Import Template
Timesheet Import Template
How to Import Uninterpreted Timesheet Data via the Timesheet Import Tool
Pay Transaction Import Template
How to Import Interpreted Timesheet Data via the Pay Transaction Import Tool
Troubleshooting Error Messages

Overview

2cloudnine Payroll has a standard import visualforce page for interpreted and uninterpreted timesheet data using the Timesheet Import Tool Package that can be installed into any salesforce org with 2cloudnine Payroll and Time2Pay packages. The purpose of this package is to assist our clients that use 3rd party VMS systems that provide outputs of both interpreted and uninterpreted time can be uploaded using a csv file format into the Payroll system for interpretation and payment, or for payment only. Examples of providers include Comensura, Fieldglass, Timetarget and Beeline.

Prerequisites

Before proceeding with Importing Data please ensure that:

2cloundnine Payroll users must be in the ‘Salesforce Lightning Experience’ and not in the Salesforce Classic view mode.
Have enabled a custom domain (My Domain) in order to see the Lightning Web Components (LWC) on the Page Layouts.
Have installed the Timesheet Import Tool Package v1.15 or higher.
Apply the ‘2cloudnine Timesheet Import’ Permission set to relevant users.

Configuration changes in v1.14 and v.1.15

New Import Status colour status field Uplift to Import UI look and feel with a processing status bar Cost Center details can be Imported via the Timesheet Import Tool New Assignment Import Tool Optional Column headings should remain and not be removed from the import file but can still be left blank

Configuration instructions

Navigate to Settings.
Select the Object Manger Tab.
In the Quick Find Search box search and select Imported Record.
On the Left hand panel choose Page Layout.
Select the TC9IMP Timesheet Import Layout.
Remove the Status field from the layout and replace this with the Import Status field.
Click on the App manager and search for Imported Records.
Change the List View to All.
Amend the List View to show the Import Status field instead of the Status field.

For the Assignment Import Tool

External IDs have to be setup on the Contact, Account (Client Record Type), and the Payment Entity to reference in the csv import file.
Salesforce IDs for the Pay Schedule, Public Holiday Calendar, Timesheet Calendar, Invoice Schedule, Invoice Tax ID records are also required to be referenced in the relevant columns for Assignments to be successfully created.
Assignment Import Guide can be found here.
Assignment CSV Import File can be found here.

For the Timesheet Import Tool

External IDs have to be setup on the Contact and Assignment records to reference in the csv import file.
For importing Timesheet Leave entries you can either reference the External ID on the Payee Leave Rule or the Payee Leave Rule Name in the import file.
Ensure that the Payees, the Assignments and all of their associated records are complete to avoid intrusive errors.
Timesheets have been generated for the related Assignments.
Timesheet Import Guide can be found here.
Timesheet CSV Import File can be found here.

For the Pay Transaction Import Tool

External IDs have to be setup in the Contact, Assignment, Payment Entity, Pay Code and the Pay Schedule Records to reference in the csv import file and for Transactions to be successfully processed in a Pay Batch.
External IDs additionally will have to be setup in the Invoice Tax Id and Invoice Schedule to be successfully processed in the Invoice Generation Manager.
Ensure that the Payee, the Assignment and all of their associated records are complete to avoid intrusive errors.
Pay Transaction Import Guide can be found here.
Pay Transactions CSV Import File can be found here.

Assignment import template

Information

1. The Assignment Import Columns

Column Headings	*Mandatory / Optional	Notes for Importing
Record Type	Mandatory	Enter the Assignment Record Type Employee, Temp
External ID	Mandatory	External ID for referencing purposes this can be for e.g. ABC701128
Client	Mandatory	External ID of the Client’s
Payment Entity	Mandatory	External ID of the Payment Entity’s
Name	Mandatory	Free Text - The name of the Assignment
Client Hiring Manager	Optional but Mandatory when Record Type = Temp	Enter the External ID of the Client Hiring Manager from their Contact (Candidate/Employee Record Type) Record
Employee	Mandatory	External ID of the Employee’s
Start Date	Mandatory	Date format is dd/mm/yyyy
End Date	Mandatory	Date format is dd/mm/yyyy
Purchase Order Number	Optional	Free Text - Enter a Purchase Order Number
Timesheet Approver	Optional but Mandatory when Record Type = Temp	Enter the External ID of the Timesheet Approver on the Contact (Candidate/Employee Record Type) Record
Alternative Timesheet Approver	Optional	Enter the External ID of the Alternative Timesheet Approver from their Contact (Candidate/Employee Record Type) Record
Expense Claim Approver	Optional	Enter the External ID of the Expense Claim Approver from their e Contact (Candidate/Employee Record Type) Record
Alternative Expense Claim Approver	Optional	Enter the External ID of the Alternative Expense Claim Approver from their Contact (Candidate/Employee Record Type) Record
Leave Approver	Optional	Enter the External ID of the Leave Approver from their Contact (Candidate/Employee Record Type) Record
Alternative Leave Approver	Optional	Enter the External ID of the Alternative Leave Approver from their Contact (Candidate/Employee Record Type) Record
Interpretation Rule	Optional	Salesforce ID is required of the Interpretation Rule
Pay Schedule	Mandatory	Salesforce ID is required of the Pay Schedule
Public Holiday Calendar	Mandatory	Salesforce ID is required of the Public Holiday Calendar
Timesheet Calendar	Mandatory	Salesforce ID is required of the Timesheet Calendar
Invoice Schedule	Mandatory	Salesforce ID is required of the Invoice Schedule
Invoice To Account	Mandatory	Enter the External ID of the Client’s Record
Invoice To Contact	Mandatory	Enter the External ID of the Invoice Contact on the Contact (Candidate/Employee Record Type) Record
Invoice Tax ID	Mandatory	Salesforce ID is required of the Invoice Tax ID
Invoice Taxable	Mandatory	Enter Yes or No
Assignment Rate Template	Optional	Salesforce ID is required of the Assignment Rate Template

Mandatory: The column in the csv upload should be populated with relevant data corresponding to the Field Mapping.Optional: These columns can be left blank.

Screen Shots

Assignment import spreadsheet columns A to F

How to import assignments via the Assignment Import Tool

1. Navigate to the ‘Assignment Import Tool’

The Assignment Import Tool can be accessed by searching for Import from the App Launcher and then:

Selecting the’ 2C9 Timesheet Import Tool’ App and then clicking on the ‘Assignment Import Tool’ tab.
Or by selecting the ‘Assignment Import Tool’ Item.

2. Assignment Import Tool - Validate the File

After navigating to the Assignment Import Tool:

Select the ‘Upload Files’ button or drop files.
A dialog box will open allowing you to choose your file which must be a Comma Separated Values file.
Select ‘Open’ once you have chosen your import file.
Select ‘Validate’.

3. File Inserted Successful pop up message

After approximately 1-2 minutes if the following pop up message does not appear on the screen then reload / refresh the page.

You will be Navigated automatically to the Imported Record page.

4. Imported Record Screen

Details Tab

Imported Record: Salesforce Record ID.

Record Type: For Assignment Imports the record type will display as ‘Assignment’.

Import Status: Shows the Status of the Import. The different values are:

New - Initial Status of the imported record when the batch is running.
Validation Failed - Data errors exist in some rows - Download the Feed_results file and then refer to the Troubleshooting section.
No Validation Errors - The Imported file contains no errors.
Failed - The import has failed - refer to the Troubleshooting section.

Records Attempted: Displays the number of Data rows that the import file contains.

Successful Records: Displays the number of Data rows the import will import.

Message: A message may appear “There were errors in the file . Kindly look at the debug header for more details” if the Import Status is Failed.

Files Lightning Web Component

There should be 2 files that are produced the Feed_Results (contain the Error/Warnings in column 2 to assist in troubleshooting data errors) and the ImportedTimesheetEntry (contains data matching to the file being imported).

Details Tab

Files - Lightning Web Component (LWC)

Imported Record files Lightning Web Component

5. Process the Import (Navigate to the Assignment Import Tool)

Select the ‘Upload Files’ button or drop files.
A dialog box will open allowing you to choose your file which must be a Comma Separated Values file.
Select ‘Open’ once you have chosen your import file.
Select ‘Process’.

6. File Inserted Successful pop up message

After approximately 1-2 minutes if the following pop up message does not appear on the screen then reload / refresh the page.

You will be Navigated automatically to the Imported Record page.

File Inserted Successful pop up message after processing

7. Imported Record Screen

Details Tab

New - Initial Status of the imported record when the batch is running.
Processed with Errors - Data rows have validation errors which were not able to be successfully imported. Download the Feed_results file and then refer to the Troubleshooting section.
Processed - The Data rows have been successfully imported.
Failed - The import has failed - refer to the Troubleshooting section.

Records Attempted: Displays the number of Data rows that the import file contains.

Successful Records: Displays the number of Data rows the import was able to import.

Message: A message may appear “There were errors in the file . Kindly look at the debug header for more details” if the Import Status is Failed.

Files Lightning Web Component (LWC)

Assignment Lightning Web Component (LWC)

Assignment related records will appear once the Import has been Processed.

Details Tab

Assignment processed imported record details

Files - Lightning Web Component (LWC)

Assignment files Lightning Web Component

Assignment Lightning Web Component (LWC)