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# QRG Integrated Import Tool - Populate Timesheet CSV Files (Standard)
## **Purpose**
The purpose of this quick reference guide is to step through the process of populating CSV Templates with the necessary information to enable data to be imported for Standard Timesheet Entries using the Integrated Import Tool. The intended audience for this document are System Administrators / Standard Users.
## **Steps**
## **Populate CSV Templates**
The CSV Templates provided for the Integrated Import Tool detail the necessary fields and formatting for imported data to be aligned with, to ensure successful validation and import. Once data has been formatted in line with the CSV Template, it may be uploaded directly to the Imported Records object in readiness for validation and import.
The Standard Timesheet Entry CSV Template includes fields to import data related to Paid Breaks and Employee Comments, whereas the Enhanced Timesheet Entry CSV Template has been customised to exclude this data from being imported. A sample of the formatting used for this template can be viewed below (see Figure 1):
Ensure each line of Timesheet Entry data contains the required detail by following the below steps:
1. Identify each 2cloudnine record to be related with Timesheet data by using the value found in the External Id (it) field (Figure 2) to populate the cells displayed on the following page (Figure 3):
1. The **Employee External ID** field must be populated in Column A using the value from the External ID field of the related 2cloudnine Employee record.
2. The **Assignment External ID** field must be populated in Column B using the value from the External ID field of the related 2cloudnine Assignment record.
3. If multiple Payee records are associated with the related Employee Contact, populate Column C with the value of the External Id (it) field for the related **Payee** .
4. To include Project Codes, populate Column D with the External ID (it) of the related **Project Code** record.
5. To include a Timesheet Activity, populate Column E for using the value of the External Id (it) field for the related **Timesheet Activity Project Code** .
6. If the Timesheet Entry relates to Leave, populate the **Payee Leave Rule** field in Column F with the name of the related Payee Leave Rule the leave relates to.
***Important Notes***
*(Import Formatting and leading zeros)*
*The External Id field used by the Integrated Import Tool must not be confused with other External ID fields. The correct External ID field can be identified by its API name: External\_Id\_it\_\_c External ID (it).*
*If this field is not displayed on the Page Layout by default, please contact your Salesforce Administrator for assistance.*
*When populating Timesheet Entry data, the records referenced on the CSV must match those populated on the related Assignment record, and Time entered must align with the format of the Timesheet Calendar populated on the Assignment.*
*When entering Dates, the format dd/mm/yyyy must be used.*
*Please be aware of any auto-formatting that removes leading zeros from the entered data, as import will fail if the data entered does not exactly match the data as it exists in 2cloudnine Payroll.*
3. Specify the date of each Timesheet Entry by populating Columns G and H with the respective **Start Date** and **End Date** values (see Figure 4).
4. Record Time and/or Breaks by populating the following cells according to the format of the Timesheet Calendar related to the Assignment:
1. For Total Time Entries:
1. Enter Time by populating Columns I and J with the respective **Start Time** and **End Time** values.
2. Enter Breaks by populating Columns M and N with the respective **Break 1 Start Time** and **Break 1 End Time** values.
3. To record an additional Break, populate Columns O and P with the respective **Break 1 Start Time** and **Break 1 End Time** values.
2. For Start/End Time Entries:
1. Enter Time by populating Columns K and L with the respective **Total Time (in hours)** and **Total Time(in mins)** values.
2. Enter Breaks by populating Column Q with the **Break 1 Total** value.
3. To record an additional Break, populate Column R with the **Break 2 Total** value.
3. Populate Columns Y and Z with either a **Yes** or **No** value, to indicate whether Breaks should be paid (see Figure 5).
***Important Notes***
*(24 hour format and Breaks as minutes)*
*When entering Time, use 24-hour format for Start/End Time Entries (i.e. 8:00 for 8am. 15:30 for*
*3:30pm), and whole numbers for Total Time Entries (i.e. 10 for 10 hours, 45 for 45 minutes).*
*Break 1 Total and Break 2 Total fields should be entered as the total amount of minutes attributed to the Break.*
5. Populate the remaining data as follows (see Figure 6):
1. To record whether adjustments have been made to the Timesheet Entry, populate Column S with either a **1** (for Yes) or **0** (for No) value.
2. To record any notes from the Approver for the Timesheet Entry, populate Column W.
3. To record any notes from the Employee for the Timesheet Entry, populate Column X.
***Important Notes***
*(Format requirements)*
*The Submitted Date field will be automatically populated with the date of processing, overwriting any data populated for these fields.*
*Approved/Rejected By and Approved/Rejected Date fields will be automatically populated with the name of the Timesheet Approver for the related Assignment and the Date of successful Import. These values will overwrite any data populated for these fields.*
*When importing Timesheet data, Allowance Timesheet Items must always be imported BEFORE related Timesheet Entries.*
## **Field Descriptions**
| Field Name | Description |
| --------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Approved/Rejected Date | The date Timesheet Entry data was successfully Imported. |
| Approved/Rejected By | The name of the Timesheet Approver for the related Assignment record. |
| Approver Notes | The notes recorded by the User who approved the Timesheet Entry. |
| Assignment External ID | The unique identifier populated on the CSV when referencing 2cloudnine Assignment records. This value is populated using the value of the External ID field on the related Assignment record. |
| Break 1 End Time / Break 2 End Time | Where the end time may be recorded for any breaks related to the Timesheet Entry. |
| Break 1 Paid / Break 2 Paid | Indicates whether any Breaks recorded for the Timesheet Entry should be paid. |
| Break 1 Start Time / Break 2 Start Time | Where the Break Start Time may be recorded for any breaks related to the Timesheet Entry. |
| Break 1 Total / Break 2 Total | Where the total time spent on any breaks related to the Timesheet Entry may be recorded. |
| Employee External ID | The unique identifier populated on the CSV when referencing 2cloudnine Employee records. This value is populated using the value of the External ID field on the related Employee record. |
| End Date | The end date recorded for the Timesheet Entry captured on the CSV. |
| Employee Notes | The notes recorded by the Employee related to the Timesheet Entry. |
| End Time | The end time recorded for the Timesheet Entry captured on the CSV. |
| External ID | The unique identifier for the 2cloudnine record used by the Integrated Import Tool. This field is updated with a unique value by Payroll Users when records need to be referenced by an external system, and can be differently identified from other External ID field labels by its unique API name: External\_ID\_lt\_c External ID field. |
| Manual Adjustment | Indicates whether or not the values captured in the Timesheet Entry data have been modified prior to import. |
| Payee External ID | The unique identifier populated on the CSV when referencing 2cloudnine Payee records. This value is populated using the value of the External ID field on the related Payee record. |
| Payee Leave Rule | The Leave Rule specific to the Payee for the related Timesheet Entry within the CSV. |
| Project Code | The value populated in the External ID field on the 2cloudnine Project Code record related to the data captured within the CSV. |
| Project Code External ID | The unique identifier populated on the CSV when referencing 2cloudnine Project Code records. This value is populated using the value of the External ID field on the related Project Code record. |
| Start Date | The start date recorded for the Timesheet Entry captured within the CSV. |
| Start Time | The start time recorded for the Timesheet Entry captured on the CSV. |
| Submitted Date | The date Timesheet Entry data was processed by the 2cloudnine Integrated Import Tool. |
| Timesheet Activity External ID | The unique identifier populated on the CSV when referencing 2cloudnine Timesheet Activity records. This value is populated using the value of the External ID field on the related Timesheet Activity record. |
| Total Time (in hours) | The total hours recorded for the Timesheet Entry captured within the CSV. |
| Total Time (in mins) | The total minutes (fewer than 60) recorded for the Timesheet Entry captured within the CSV, usually for payroll. |
## **Further Information**
| Document | Document Type | Description |
| ----------------------------------------------------------------------------------- | --------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Integrated Import Tool - Key Information | Key Information | Outlines useful information relevant to the Integrated Import Tool functionality. The document includes definitions, prerequisites, and other non-instructional information. |
| Integrated Import Tool - Timesheet Entries Template (Standard) | CSV Template | CSV Template Document to be used when preparing Standard Timesheet Entry data for upload and import via the Integrated Import Tool. |
| QRG Integrated Import Tool - Upload and Process Import Files | QRG | How to use the new Integrated Import Tool to validate and process external data for the automatic creation of 2cloudnine Payroll records. |
| QRG Integrated Import Tool - Populate Timesheet CSV Files (Enhanced) | QRG | How to populate data in the Enhanced CSV template for Timesheet Entries when uploading to Imported Records. |
| QRG Integrated Import Tool - Populate Allowance Timesheet Item CSV Files (Standard) | QRG | How to populate data in the Standard CSV template for Allowance Timesheet Items when uploading to Imported Records. |
| QRG Integrated Import Tool - Populate Allowance Timesheet Item CSV Files (Enhanced) | QRG | How to populate data in the Enhanced CSV template for Allowance Timesheet Items when uploading to Imported Records. |
| QRG Integrated Import Tool - Populate Pay Transaction CSV Files | QRG | How to populate data in the Standard CSV template for Pay Transactions when uploading to Imported Records. |