When first setting up your WorkBook system, a starting set of data can be imported, including time entries. To import data successfully it is important to understand the data structures and the format required in the import data sheet.
Things to note:
Data is imported once, so it is important to ensure accuracy and consistency prior to uploading.
Not all fields are required at import, optional fields can be added to the system manually at a later date when/as required.
IMPORT JOBS
Download the Time Entries import file
COLUMN HEADER | FIELD DESCRIPTION | FORMAT | REQUIRED |
|---|---|---|---|
JobNum | Job number the time entry applies to | Number | Yes |
EmpNum | ID of the person the time entry belongs to. Use the same number used in the employee import This can be found as the RefKey in employee settings if you no longer have the import file | Number & Letters | Yes |
AId | Employee activity ID: Value must reference an activity ID that already exists in WorkBook. Activities are created and managed via the settings module> price lists & activities > activities | Number | Yes |
RegDate | Date the time entry should be registered to | Date | Yes |
HrsQty | Number of hours for time entry | Number | Yes |
HrsCost | Hourly cost to the agency for this time entry | Number | Yes |
HrsSale | Hourly sales/charge out rate for this time entry | Number | Yes |
SupplementalDescr | A field to include the time entry description | Text | |
Postdate | Date the time entry should be posted | Date | Yes |
Journalno | Post number. Imported time entries are usually not used in finance. To make them invisible to finance just put a ‘-1’ in this column. If you leave it blank, then WorkBook will assume that it was your intention and the time entries will be visible to finance | Number | Yes |
RefRecId | Leave this field blank | Leave blank | No |
IsBillable | Is the time entry billable? | Number 0 = No 1 = Yes | Yes |
TaskRefKey | To assign the time entry to a specific task, use the tasks' reference key. This can be found on the individual task | Number | No |
WBTaskId | To assign the time entry to a specific task, use the tasks' ID number. Go to task settings to find the ID | Number | No |
Editable | Allow the time entry to be editable after the import this only takes effect if it’s not imported with Journal -1 | Number 0 = Not Editable 1 = Editable | Yes |