Importing Timesheets

The Payroll module in MYOB Advanced can import timesheets generated from external applications or from Employee Time Cards entered in MYOB Advanced. When timesheet data is imported into a pay run, pay items based on the timesheet data are created or updated automatically.

Process Overview

The process of setting up the Payroll module for timesheet imports and importing involves several steps:
  1. Set up data maps that map records from timesheet data to records in MYOB Advanced.
  2. Generate timesheet data. Either:
    • Export data from an external timesheeting system and format it as required, or
    • Enter time card information on the Employee Time Card (EP305000) form.
  3. Import timesheet data into the Payroll module:
    1. Create a timesheet batch in MYOB Advanced.
    2. Import data into the batch (upload a timesheet CSV and/or import time cards).
    3. Perform mapping on the imported data, based on the data maps you set up previously.
    4. Validate the data mapping and make corrections as necessary.
  4. Import timesheet data into an individual pay run:
    1. Open a pay run for a pay period covered by the timesheet data.
    2. Import timesheet data into the pay.
    3. Validate and correct the data if necessary.
    4. Process the pay as normal. Each of these steps is detailed in the sections that follow.

Data Mapping

Data maps are used to map the imported timesheet data to records in the MYOB Advanced Payroll module. Set up data maps on the Data Maps (MPPP7020) form.

To set up a data map, first choose a Data Source Type - MYOB Advanced provides a DEFAULT source, but you can set up new data sources by clicking the edit button next to the Source field.

Once you have selected a type, you can map data for the three types of entities that will be imported from the timesheets: employees, pay items and subaccounts. For each type of entity, the Data Maps screen lists all entities in the system in the first two columns; you must enter corresponding details as they'll appear in the timesheet data. You can either enter the details manually, or export the data to a spreadsheet, enter it there and then import it back into the Data Maps screen.
Note: You don't need to map every record on the screen at once – any unmapped records will just be ignored when you come to import timesheet data.

Importing Timesheet Data into the Payroll module

Once mapping has been set up, you can begin producing timesheet import files and importing them into the Payroll module on the Import Timesheets (MPPP7030) form.

Import files should be Excel files with the same column layout as the main table on this screen. The easiest way to create an import file template is to click the Export button on the main table toolbar to export a blank table to Excel - this will create a file with the required column headings in the correct order.

To import files, create a new import batch and click the Upload Timesheet or Import Time Cards action to import data. Time cards are generated against a specific week—when importing time cards, you will need to specify the range of weeks to import time cards from.

Once data is imported, it needs to be mapped according to the data maps you set up before. Click the Map Imported Items action to apply the selected data mapping. If you need to, you can edit the data after it’s imported - you might need to do this if there are any errors or records that aren't included in the data map. Any manual edits can be applied back to the data map.

Importing Timesheet Data into a Pay Run

Once the timesheet data has been imported into the Payroll module and mapped, you can import timesheet batches into specific pay runs. On the Pay Run Details (MPPP3120) form, click the Import Timesheet action for an open pay run. The import process scans all timesheet batches for records that match the following criteria:
  • Not associated with any other pay run.
  • The Pay Effective Date on the timesheet record falls within the Pay Period of the pay run (including the start and end dates).
  • The employee associated with the timesheet record exists in the pay run.

These records are then added to the employees' Current Pays. If the pay item on a timesheet record doesn't exist in the employee's Standard Pay, that item will be added to the employee's pay automatically. Once you've imported timesheet details into a pay run, you can click the Time Summary button to open the Pay Run Time Summary (MPPP7050) form, which shows you an overview of all of the timesheet records that have been imported into the pay run.

Undoing and Reversing Timesheet Imports

If you need to undo a timesheet import, e.g. if there was a problem with the imported data and you need to re-import it, you can click the Undo Timesheet Import action on the Pay Run Details screen to remove all data that was added to the pay run by the import process. You can also undo individual employees' timesheet imports by selecting them and clicking the Reset button to reset their pay to the Standard Pay. Once a pay run has moved into the "PROCESSING" or "COMPLETE" statuses, you can no longer alter the imported timesheet data; however if you can cancel or reverse the pay run, any timesheet imports in the pay run will be undone and you can create a new pay run to correct them.