Overview
The timecard exporter converts WorkSight FLOW timecard items into a format that is compatible for import into an organization's payroll application.
To integrate with your Payroll system, you can create a Export File Layout via Define Output File Layout and map Flow's timecards to your payroll system using your configured Exporter Mapping Rules.
The Exporter configuration is used when a batch is created. Timecards must be in a batch before they can be exported. The Export file can be downloaded in .csv format.
For more information on working with Batches, see:
Creating an Export File Layout
Hours Earned Definitions Table
The Hours Earned Definitions table allows a user to group related reason codes into Categories, also referred to as Hours Earned Types. These Categories are used in the Exporter configuration to determine what will happen to groups of reason codes from an employee’s timecard during the export process. For example, they may be used to define which worked reason codes are merged together with premium reason codes during export, or to define which reason codes from multiple timecard records will be rolled up into one export record.
Note: The Hours Earned Definitions table is shared with the Timecard Rules, so changes made to this table in the Exporter Rules will simultaneously change the table in the Timecard Rules and vice-versa. Making updates to an hours earned type in the Export Rules Hours Earned Definitions Table may unintentionally impact the application of one or more timecard rules.
Define Output File Layout
To access the Define Output File Layout , go to Settings>Business Rules>Timecard Exporter. click on the Exporter Mapping Rules table.
To configure your export’s file format requirements, click on the Define Output File Layout button.
Please Note: Some sites have a built-in exporter than cannot be edited. If you are not sure click on this button and a message appears "You are using a built-in exporter which cannot be edited".
The Define Output File Layout screen appears. There are three tabs on this screen.
- File - to configure the layout and fields to be included in the file
- Report - to configure a report version of the export file, can include same fields as export file along with additional descriptive fields i.e. employee code and employee name
- Settings - additional field configuration such as calculating a gross rate, combining the hourly rate and shift differential, and rolling up Timecards by grouping on different fields.
File
Rows and Columns
Define the number of rows and columns needed for your export file, including header and detail rows. Define the symbol used in your payroll for quotes, and a delimiter to separate fields, if needed. Comma Separated is the default delimiter.
The specified number of rows and columns from above will be displayed in a table like the one below.
Header Rows
Header rows are optional. One of each defined header row is exported. The Header will be the first row(s) in the export file followed usually by multiple Detail rows.
Header rows can consist of static data fields. Configure static header data by simply typing text in the field. For example typing Batch Name & Number in the first column means the first value will always be the text "Batch Name & Number".
Header rows can also be references, usually they are reference to a batch value such as the Batch Name. For example we could reference the Batch Name with the statement getValue('batch.name'). Or a concatenation of the Batch Name, Bath Number & Batch Date such as the getValue('batch.name') + ':' + getValue('batch.number') + ':' + getValue('batch.startDate').
Detail Rows
Define the details field values in the yellow highlighted row. These fields will be exported with every timecard record.
Define field values by:
- Selecting the field and typing text directly in the field. For example, typing Append in column 3 results in the text "Append" in the 3rd column of every record
OR
- Selecting a blank field and pressing Map Timecard Field.
- Flow displays the Timecard Source Dialog
-
-
- Select a source field such as employee code, rate, units, factor, amount etc. These are all values straight from the WorkSight Timecard.
- Or select Custom Expression when the value cannot be determined by a simple reference to a timecard field
- Sometimes the value in the field depends on a combination of factors; for example the value of the exported pay code may depend on the WorkSight pay code and the rate factor.
- Or the value in the field may require some manipulation such as concatenating multiple values together. For example getValue('Area') + ':' + getValue('Occupation') will always give us the Area and the Occupation separated by a colon.
-
An example of an export file layout:
For each Custom Expression on the File Layout a new column will appear on the timecard export mapping table. You will need to configure all custom expressions in the timecard export mapping table.
In the example below, the value of Ceridian Occupation is defined in row 1. It is the concatenation of Area and Occupation as defined above. Rows 2 through 6 define the values for Ceridian Pay Code. Row 2 says when the Reason is Vacation and the Rate Factor is 1 Ceridian Pay Code is 1000. The rest of the table sets the value based on the Rate Factor alone.
Additional parameters in the Output File Layout
- Is Required - if checked, blank is exported
- Type - is the data a string, number or date
- Format - set the date format or the numeric format. Examples of date formats: yyyy/mm/dd or mm/dd/yyyy or mmm/dd/yy. Examples of number formats '0,000' or '000,00' or '00000'
- Sort Position - set the column position in the output file
- Sort Direction - ascending or descending.
Settings
In Export Settings, you can define how rates are converted, whether or not premiums are merged into the rate prior to calculations and how to roll up the timecards by grouping them on different fields.
Convert Rates Expression
Merge Premiums
Define which premiums are to be merged into the rate prior to calculation.
The values for the Merge Premiums fields come from the Hours Earned Definitions - Exporter Premiums and Exporter Worked.
Rollup Timecards by Grouping on
Define how the data is to be rolled up and totaled prior to Export.
Report
A user-friendly audit report layout can be defined on the Report Tab. This report will appear in a separate tab on your browser when the .csv file is created/downloaded. The report will allow a user to easily verify the data sent.
Note: Ensure that the WorkSight URL is added to the option where a site is allowed to send pop-ups and use redirects in the browser settings.
Here is a sample report defined in the report tab:
example of the report produced:
Exporter Rules Configuration
Before configuring the exporter mapping rules first define the Output File Layout (see above)
FLOW Rule Tables - Overview
All rule tables have a bold vertical line separating the left-side columns from the right-side columns.
The columns on the left side of the bold vertical line are referred to as Matching Columns. These columns are where you define the eligibility conditions that determine if the rule should or should not apply to the timecard.
The columns on the right side of the bold vertical line are referred to as the Result Columns. These columns are where you define the action that occurs as a result of a scenario matching the columns on the left. Result columns are the columns that will appear on the export file.
One table row is considered one rule. Rules will match based on the specificity of the matching conditions. A row with more specific conditions will be selected to apply over a row with more generic conditions. An asterisks (*) indicates that all possible values are selected.
Exporter Mapping Rules Table
The Mapping Rules will determine how values are populated, calculated, and looked up.
Accessing Exporter Mapping Rules
-
From your profile, select Settings – once clicked, the Setting Menu will open in the Left Sidebar
-
In the Settings Menu, locate the Business Rules header and select Timecard Exporter – the Timecard Exporter Rules configuration screen will open in the main pane with a list of the rule tables on the left. Select Exporter Mapping Rules.
Configure the Export Mapping Rules
Add a category in the first column. This column allows you to create different categories for mapping. The category helps your organize the mapping rows. The category can be anything with the exception of "everything" see below for everything category.
‘Everything’ Category – mapping for specific field values for each record in the file. For example; when you add a custom expression (or have a built-in exporter with expression columns) to the file layout you may need the field to appear on all timecard records. Using the Everything Category lets the exporter know that this field should be included on all timecard rows in the exporter.
Matching Columns
Multiple combinations of fields can be defined to map to an organization’s Payroll Categories.
-
Area
-
Group
-
Reason
-
Overtime Reason
-
Factor
-
Shift Pattern
-
Shift Type
-
Occupation
-
Tags
-
Expression
Add UDFs Column button
In addition to the matching column fields above, any Timecard UDF's columns used for rules matching criteria can be added to the Exporter Mapping Rules table via the +Add UDFs Column button. header. Available UDFs are listed when the button is clicked.
Results Columns
Built In Exporter - results columns are mapped and cannot be added by the user.
Non-Built In Exporter clients - result columns are created when the File Out Layout is configured. Any columns labeled "Custom Expression" will appear on the Export Mapping Table on the right. The value that populates in the custom expression column can be configured on this table using an expression. Example getValue('timecard.workorder') to populate the work order on timecard rows.
How the Mapping Table Works
If the values in the Matching Columns are present in a timecard record, the corresponding Results Columns will provide the ‘rule’ of how to map that record into a compatible format for exporting into the payroll application.
-
Pay Code
Note: If a mapping row is created with the Pay Code field left ‘empty’ or blank, FLOW will not export that record. This is done intentionally for records that you want to track in FLOW , but don’t necessarily need in your payroll application.
Example:
The rows outlined below are differentiating between the Maintenance and Operations Areas, combined with the factor to map to different Pay Codes (Payroll Category)
Comments
0 comments
Article is closed for comments.