Introduction

Use the import feature to import time entry data from your client's time clock application and to create batch payroll checks automatically using data from the imported time clock file. There are some setup steps that must be completed prior to processing.

Processing steps for using the time clock import feature

1. Choose Actions > Enter Time.
2. In the Payroll schedule field, select the applicable schedule from the drop-down list.
3. The Time Clock Import dialog opens automatically. Specify the type and location of the time clock file to import. Click the Import button to continue.

   Notes

   • Time Clock import files must be named xxxxx.TCI (ASCII formatted files) or xxxxx.XML (XML formatted files), where xxxxx is the desired file name.
   • You cannot use ASCII/TCI format files to import accruable benefit hours. If you need to import accruable benefit hours, you will need to use an XML import file or use a spreadsheet import.
   • If you are importing a SwipeClock file, you will need to manually change the TXT file extension to TCI prior to import.
4. In the Time Clock Entry Import dialog, accept or enter any necessary rate changes on the Rate Changes tab, print the file details from the Time Clock Entry Detail tab if you choose to, and then click the Continue button to proceed with the import.
5. After the time clock information has been successfully imported into the Enter Time screen, process the checks as you normally would, as described in the Payroll Time Entry procedure.

Troubleshooting tips

No checks were found to import. If you get a message that no checks were found to import:

• Check that the period beginning and ending dates are correct in the file. If the period dates are correct in the XML file and not correct in Accounting CS, you can update the dates in the Payroll Schedules dialog.
• Double-check that the time zone is correct in the file. A difference in the time zone offset can prevent xml timesheet import.
  A solution could be to change the date and time stamp in the file. (changing -5:00 (Eastern time zone) to -6:00 (Central).
  What is a zone offset?
  A zone offset is the difference in hours and minutes between a particular time zone and UTC. In ISO 8601, the particular zone offset can be indicated in a date or time value. The zone offset can be Z for UTC or it can be a value "+" or "-" from UTC. For example, the value 08:00-08:00 represents 8:00 AM in a time zone 8 hours behind UTC, which is the equivalent of 16:00Z (8:00 plus eight hours). The value 08:00+08:00 represents the opposite increment, or midnight (08:00 minus eight hours). A reference table for zone offset: http://www.timetemperature.com/tzus/gmt_united_states.shtml.

Location X, Department Y for employee N is missing or invalid. This message means that the name of the work location and the payroll department in the XML file does not match those listed in the application.

1. Verify the work locations set up for the client in the Client Locations dialog (accessed by clicking the Locations button in the Main tab of the Setup > Clients screen).
2. Verify that the correct locations and departments are set up for the employee in the Locations and Departments grid in the Main tab of the Setup > Employees screen.
3. If the correct department is not available in the Department drop-down list, add it for the client in the Setup > Departments screen and then select it on the employee record.

 The payroll item description in the XML file must match the description in the client record and must be active on the employee. 

If the payroll item descriptions (not the Report description) don't match, the detail will not be imported from the XML file. If such a mismatch prevents the import, you can edit the description in Accounting CS and reimport the XML file.

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