Use the drop-down box to select the timesheet period ending date that you wish to use. The available period ending dates are those periods that have approved timesheets.  The list is displayed in latest date to earliest date order.  

When you select the Timesheet Period ending date, the Start Date, End Date, Timesheet Date, and Costpoint Company fields will be populated with default values. The Classes list will display the classes that are being used by the employees who have approved timesheets.  

If you change the selected Timesheet Period ending date, the Start Date, End Date, Timesheet Date, and Costpoint Company fields will be repopulated with valid values for the selected period ending date. The Classes list will also be repopulated.

This is a required field.  The Process pushbutton will not become enabled until you have selected the period ending date.

Note: The Costpoint Company field will display only if you are using the Costpoint multicompany feature.

The selected timesheet period's starting date defaults as the start date. Use the Calendar Lookup to the right of the field to select a different start date. Only timesheet cell records between the starting and ending dates will be exported.

Start Date is a required field.  If you do not supply a date, the system will display the following error message: "Start date is required."

The selected timesheet period's ending date defaults as the end date. Use the Calendar Lookup to the right of the field to select a different end date. Only timesheet cell records between the starting and ending dates will be exported.

End Date is a required field. If you do not supply a date, the system will display the following error message: "End date is required."

The selected timesheet period's ending date defaults as the timesheet date. Use the Calendar Lookup to the right of the field to select a different timesheet date. This date displays on the cover page of the export report as the timesheet date.

Timesheet Date is a required field.  If you do not supply a date, the system will display the following error message:   "Timesheet date is required."

Enter up to 10 characters for a unique export batch identifier. If the batch ID has already been used, the system will display the following error message:  "Batch ID has already been used.  Please enter a different one."

Batch ID is a required field.  If you do not supply an ID, the system will display the following error message: "Batch ID is required."

Note: The name of the exported file is based on this Batch ID.

Select the Costpoint Company from the drop-down box. The available values are all Costpoint Company descriptions found on the approved timesheets for the selected timesheet period. The values will be listed in alphabetical order with the first in the list as the default.

Note: This field will display only if the Costpoint Multicompany checkbox is selected in the Miscellaneous tab of the General Configuration screen.

 

Hint: The Costpoint interface allows only one company to be exported at a time.

Select the group type description from the drop-down box. The available employee group types are those that you supervise. The list is displayed in alphabetical order.

Once you have selected the Type, the non-editable text box will display the groups that contain employees that have timesheets with approved status for the selected timesheet period for the selected group type. The groups are listed in alphabetical order.

Select the group(s) that you wish to include in the export or use the Select All pushbutton to select all groups. You can select multiple groups. If you do not select a group, the system will display the following error message:  "No employee groups are selected."

This non-editable text box displays the classes that contain employees that have timesheets with approved status for the selected timesheet period. They are listed in alphabetical order.

Select the class(es) that you wish to include in the export or use the Select All pushbutton to select all groups. You can select multiple classes. If you do not select a class, the system will display the following error message:  "No classes are selected."

Select the Process pushbutton to start collecting the timesheet data that will be exported when you select the Export pushbutton. You can print and preview this data using the Preview/Print pushbutton.  

You can process 10 timesheet exports at the same time. If more than 10 users attempt to run the export timesheets process, the system will display the following error message:  "Maximum concurrency for export has been met.  Please try again later."

Before beginning, the system marks timesheets meeting the selection criteria as unavailable so that they cannot be changed while the process is executing.  If the system finds no timesheets meeting the criteria, the system will display the following error message:  "No timesheets found to process."

In order for timesheet cell records to meet the selection criteria for processing, the following conditions must be met:

• Employee who has an approved timesheet must be a member of the selected group.

• Employee who has an approved timesheet must be a member of the selected timesheet class.

• Timesheet must have the selected period ending date.

• Timesheet cell records must exist within the selected starting and ending date ranges.

• Timesheet cell status must be open.

• Timesheet must be available, i.e., it must not be part of an already running export process.

• Timesheet must have an approved status.

• If you are using the Costpoint multicompany feature, the timesheet must be for the selected company.

Once the records are collected, the program performs the following steps to determine whether they are available for exporting.

• Calculates the exported hours by subtracting the previously exported hours from the prorated hours.

• Checks to see whether the selected timesheet class is configured to export to labor, payroll, or both, depending on the Labor Distribution and Payroll checkboxes in the Timesheet Classes screen.

If the export timesheets process completes normally, the system displays the following message: "Process completed successfully."

Note: If a batch within the process stage is aborted, it will be rolled back automatically.

Use the drop-down box to select the report that you wish to print. The available options depend on the timesheet classes you selected in the Classes text box. If the class(es) selected is configured for labor exports, "Labor Distribution" will be available as an option. If the class(es) selected is configured for payroll exports, "Payroll" will be available as an option.

Use the drop-down box to select the type of report that you wish to print. The available options are "Detail" and "Summary."  The default for this field is "Summary."

 The labor detail report will list the first six used UDTs, charge descriptions, cell date and hours for the exported records of each employee. The labor summary report will print the same information excluding the cell hours date as the report is summarized to the line level.

The payroll detail report will print the pay types, payroll codes, payroll earnings code and hours for the employees and timesheet classes. The payroll summary report does not include the employee or timesheet class information.

Select the Submit pushbutton to preview the Export Timesheets report in Adobe Acrobat format. Select the printer icon in Acrobat to print the report.  

Select the Cancel pushbutton to return to the Export Timesheets screen without previewing the report.

Select the Export pushbutton to update the appropriate staging tables with the information collected when you selected the Process pushbutton. The Export pushbutton will be disabled until the process has run.  

You can run 10 timesheet exports at the same time.  If more than 10 users attempt to run the export timesheets export step, the system will display the following error message:  "Maximum concurrency for export has been met.  Please try again later."

If you selected the Labor Distribution checkbox in the Timesheet Classes screen for the selected employee's class, timesheet information will be exported to the export labor staging table. See the EXPORT_LABOR staging table layout in the Data Dictionary (Appendix F) for details.

If you selected the Payroll checkbox in the Timesheet Classes screen for the selected employee's class, timesheet information will be exported to the export payroll staging table. See the EXPORT_PAYROLL staging table layout in the Data Dictionary (Appendix F) for details.

In addition to writing records to the staging tables, the system performs the following updates:

• Exported hours are updated to equal the prorated hours on the timesheet cell.

• Timesheet cell status is changed to "Processed."

• The timesheet cell batch ID is updated with the Batch ID from this screen.

• If all the timesheet cell records on a timesheet have a status of "Processed," the timesheet header status for that timesheet is changed to "Processed."

• The timesheet header is marked as being available, and the batch ID on the header is cleared.

If the export process, including the transformation step, finishes normally, the system will display the following message:  "Export completed successfully."

If the export process finishes normally, and you have exported records for the current period and it is not the last period of the schedule, the system will display the following confirmation message: "Export completed successfully. Would you like to close the current period and make the next period the current period?"

If you select Yes, the current period will be closed and the next period in the schedule will be opened. If you select No, the message will close without anything being updated.

Select the Close pushbutton to close the screen. If you have run the Process step but not the Export step, the information collected during the Process step will be cleared.  If the clearing completes normally, the system will display the following message:  "Rollback completed successfully."