Setting up a CSA client for time clock import

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017. CSA will not include 2017 tax rates or payroll forms, so, for 2017 and beyond, you will need to process payroll in another application. We recommend Accounting CS Payroll and myPay Solutions. For more information, see the following topics.

Setting up payroll departments for time clock import

For the purpose of importing time clock files, each department description must begin with a two-digit department number. This number corresponds to the department number in the import file (positions 5 and 6).

/_images/acct_pr/csa/timeclock_departments.gif

If you have an existing client with departments already in use, you can rename the departments by doing the following:

  1. From the CSA main window, choose Setup > Payroll Departments.
  2. In the Departments dialog, highlight the department you wish to rename and then choose Rename Department from the F3 or right-click context menu.
  3. Enter the new name or description for the selected department, beginning with a two-digit department number.

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Setting up employees for time clock import

Employee IDs must consist of four or fewer digits in order to import files from a time clock. The ID cannot have leading zeros, otherwise the time clock file will not import correctly. If employee IDs use less than four digits in CSA, you will need to pad the left digits with zeros in the time clock import file. For example, CSA employee ID 5 will correspond to 0005 in the import file.

Pay items

Each pay item must have a wage description number entered in the pay item properties. This number must consist of two numeric digits. This wage description number corresponds to the wage number in the time clock software and fills positions 7 and 8 in the import file. To enter this number, follow these steps:

  1. From the CSA main window, choose Setup > Employees.
  2. In the Employees window, highlight the appropriate employee, click the Edit button, and then click the Earnings tab.
  3. In the Earnings tab, click the Item Properties button /_images/acct_pr/csa/details.gif for the appropriate pay item and then click the Other tab.
  4. Enter the wage description number in the Wage description number field.

    /_images/acct_pr/csa/timeclock_pay_items.gif

Note: For existing employees, the wage description number needs to be added employee by employee as described in the preceding steps. If you are setting up new employees for time clock import, add the wage description number to the employee template prior to setting up the employees.

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Deduction items

Deductions with regular fixed or percentage amounts do not need a deduction description number because they will calculate automatically. However, you can assign a number if you want the option to override the deduction amount for a check.

If you want to override the deduction amount for a check, follow these steps:

  1. From the CSA main window, choose Setup > Employees.
  2. In the Employees window, highlight the appropriate employee, click the Edit button, and then click the Tax Withholdings and Deductions tab.
  3. Click the Item Properties button /_images/acct_pr/csa/details.gif for the appropriate deduction item and then click the Other tab.
  4. Enter the wage description number in the Wage description number field.

    /_images/acct_pr/csa/timeclock_ded_items.gif

  5. In the timeclock import file, enter a new line specifying the override amount.

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Related topics

Time Clock Import dialog

Time Clock import file data structure

Sample time clock import file

Importing from time clocks to Payroll CS

Importing employee time entry from an Excel spreadsheet

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