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 TIME ENTRIES
Download the Time Entries import file below.
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. WorkBook Resource ID (WB Employee ID) can also be used in case the employee is created manually in WorkBook. Example: if the WB employee ID = 578, then the value in this column will be WB#578.  | 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 Text value can also be used with following format, starting with an single quote (') Format: 'YYYY/MM/DD Example: '2021/07/01 | 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 The post date will be set the same to the RegDate once running the import. If the post date is different from the RegDate, the post date must be updated manually via the project postings menu (Finance > General Ledger > Project Postings > Time entries). It is recommended to handle the time entries that has the posting date differs from the RegDate separately in another import batch after done with importing and posting the normal entries. This is to avoid the issue when you have many time entries on the same date and job but only a few of them need to be moved to new post date. A new ad-hoc import has been developed by Deltek to fix the issue above. Please talk to your consultant to make sure this update has been applied to your system. Text value can also be used with following format, starting with an single quote (') Format: 'YYYY/MM/DD Example: '2021/07/01 | Date Text value can also be used with following format, starting with an single quote (') 'YYYY/MM/DD e.g. '2021/07/01 | Yes |
Journalno | To include in Finance use 0, to exclude from Finance use -1 Talk to your WorkBook Consultant about what number to use | 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 |
ForApproval | Leave blank | Number | No |