JC Export Timesheet Interface Setup

This process creates a file containing timesheet information. The output file is a CSV file which you can import into any third-party product for payroll processing. Greentree Desktop provides a pre-defined JC Export Timesheet interface.

You can export all timesheet entries. The output file can include hours only, or hours and disbursements. The contents of the export file are sorted by date range to handle pay periods in third-party payroll being different to timesheet periods in Greentree Desktop.

Setup Steps

JC Employee Maintenance
To allow for the employee code in a third party payroll system being different from the code used in Greentree, enter an Alternate Code for the employee on the JC Employee Maintenance form.

The Alternate code can be an alphanumeric string with a maximum length of 10 characters. Greentree Desktop does not validate this code. This is the code that are exported when the export timesheet process runs, so it must be maintained to export the employee's timesheet.
Interface Maintenance
Select the JC Export Timesheets interface type, which specifies attributes and values to be output to the comma delimited ASCII file. A defined interface is provided with the system. To view the interface, select the JC Export Timesheet interface type, and Interface name.

Running the Process

Open this form under Process > Job Cost menu. This process creates a comma delimited ASCII file containing timesheet data, which you can import into a third-party payroll system.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Interface Name

The default value is the Interface Name defined on the Interface Maintenance form.

Output File

Enter a filename to define the output file this process creates. It defaults to the path and filename specified on the Interface Maintenance form. If the path is left blank, the file saves to the \bin folder. You can change the default directory path, or click Browse to select a new one.

The filename must be in the format aaaaaaaa.aaa. If you don't enter an extension, Greentree Desktop adds the extension .csv to the file.

The path can be a maximum of 30 characters, and the directory path must exist.

Employee

Enter the range of employees' Alternate Codes to select for output. The form defaults to all employees.

Employee Type

Enter the range of employee types to select for output. The form defaults to all employee types. If you enter a range of employee types, only employees in the range are selected, regardless of the Employee range selected above.

Pay Ending Date From and To

Enter the range of timesheet dates to select for output. Only employees with timesheets in this range are selected, regardless of the Employee ranges selected above.

Activity Code From and To

Enter the range of activity codes to select for output. The form defaults to all activity codes. If you enter a range of activity codes, only employees in this range are selected, regardless of the ranges selected above.

Include Disbursements

Select this option if you want disbursements entered on timesheets to be output to the file. If you do not select this option, only activity codes of type Time are output.

Create Timesheet File

Click this button to create the output file.

Export File Format:

The format of the text file is:

Pay End Date (dd/mm/yyyy), the timesheet document date
Employee (nnnnnnnnnn), the employee's alternate code
Date (dd/mm/yyyy), the date on the timesheet line item
Activity Code (aaaaaa), the activity on the timesheet line item
Quantity (nnnn.nn), the quantity on the timesheet line item
Extension (nnnnnn.nn), the cost amount on the timesheet line item

Example

This is an example of how the output file will look if you view it in a text editor:

12/07/2001,1001,06/07/2001,INHSE,8.00,400.00

12/07/2001,1001,07/07/2001,ONSITE,8.00,600.00

12/07/2001,1001,08/07/2001,INHSE,5.00,250.00

12/07/2001,1001,08/07/2001,ONOT,6.00,660.00

12/07/2001,1001,10/07/2001,INHSE,16.00,800.00

12/07/2001,1001,12/07/2001,ONSITE,16.00,1200.00

12/07/2001,1001,12/07/2001,ONOT,4.00,440.00

12/07/2001,1001,12/07/2001,TAXI,2.00,45.50

12/07/2001,1001,12/07/2001,MEAL,2.00,27.60

12/07/2001,1002,12/07/2001,INHSE,40.00,2000.00

12/07/2001,1003,06/07/2001,ONSITE,8.00,600.00

12/07/2001,1003,09/07/2001,ONSITE,8.00,600.00

12/07/2001,1003,10/07/2001,ONSITE,8.00,600.00

12/07/2001,1003,11/07/2001,ONSITE,8.00,600.00

12/07/2001,1003,12/07/2001,ONSITE,8.00,600.00