Time clock import overview

Introduction

Setup steps for using the time clock import feature

Select
Setup
then
Clients
.
Select the existing client name or add the new client as described in the Entering basic client information topic.
In the Main tab of the
Clients
screen, select
Locations
.
In the
Client Locations
window, make sure the locations set up here match those listed in the time clock file.
note
For XML format import files, a location description is optional unless a department description is entered, in which case it is required.
Select the
Payroll Information
tab. In the Payroll Schedules section, select the relevant payroll schedule, as described in the Setting up client payroll information topic, making sure that the payroll schedule is valid and that it corresponds correctly with the period beginning and ending dates included in the time clock file.
In the Time Entry Method section, choose the
Import
option and then select
Time Clock
from the
Source
dropdown list.
Select
Enter
to save the updated client information.

Department

Select
Setup
then
Departments
.
Select the client from the dropdown list at the top of the screen.
Enter the description for a new department (as described in the Setting up client payroll departments topic) or select an existing department.
If you're using an XML format import file, verify that the department descriptions for the client exactly match the department names used in the XML time clock import file. The names are case-sensitive.
note
For XML format import files, a department description is optional unless a location description is entered, in which case it is required.
If you're using an ASCII format import file, enter the department ID into the
ASCII Time Clock Import ID
field. This ID must match the ID that the client is using in their time clock software for this department.

Payroll items

Select
Setup
then
Payroll Items
and select the Main tab.
Select
Add
to add any payroll items needed for the client, as described in the Creating and adding payroll items for your client topic, or select
Edit
to edit an existing payroll item, if needed.
If you're using an XML format import file, verify that the information in the Description field for each payroll item exactly matches the information used in the XML time clock import file.
If you're using an ASCII format import file, make sure that the two-digit ID entered in the
ASCII Time Clock Import ID
field for each payroll item matches the payroll item ID that the client is using in their time clock software.

Employees

Select
Setup
then
Employees
.
Set up your employee as usual, as described in the Entering basic employee information topic.
In the Main tab of the
Employees
screen, make sure the ID entered for the employee matches the ID used for the employee in the time clock file. If you are using an ASCII format import file, the employee's ID is limited to four-digits.

Process steps for using the time clock import feature

Select
Actions
then
Enter Batch Payroll Checks
.
In the Payroll schedule field, select the applicable schedule from the dropdown.
The
Time Clock Import
screen opens automatically. Specify the type and location of the time clock file to import. Select
Import
to continue.
note
You need to name Time Clock import files  xxxxx.TCI (ASCII formatted files) or xxxxx.XML (XML formatted files), where xxxxx is the desired file name.
You can't use ASCII/TCI format files to import accruable benefit hours. If you need to import accruable benefit hours, you'll need to use an XML import file or use a spreadsheet import.
If you're importing a SwipeClock file, you need to change the TXT file extension to TCI prior to import manually.
In the
Time Clock Entry Import
screen, accept or enter any necessary rate changes on the Rate Changes tab, print the file details from the
Time Clock Entry Detail
tab if you choose to, and then select
Continue
to proceed with the import.
After the time clock information has been successfully imported into the
Enter Batch Payroll Checks
screen, process the checks as you normally would, as described in the Entering batch payroll checks procedure.
note
You can import salaried employee information using the Time Clock import. To create checks for salaried employees via the Time Clock import, the employee ID and the corresponding payroll item must be included in the time clock file. The hours fields are optional for salaried employees.
You can enter only 1 payroll check per employee via timeclock import.

Troubleshooting tips

Check that the period beginning and ending dates are correct in the file. If the period dates are correct in the XML file and not correct in Accounting CS, you can update the dates in the Payroll Schedules dialog.
Double-check that the time zone is correct in the file. A difference in the time zone offset can prevent XML timesheet import. A solution could be to change the date and time stamp in the file. (changing -5:00 (Eastern time zone) to -6:00 (Central).
note
A zone offset is the difference in hours and minutes between a particular time zone and UTC. In ISO 8601, the particular zone offset can be indicated in a date or time value. The zone offset can be Z for UTC or it can be a value "+" or "-" from UTC. For example, the value 08:00-08:00 represents 8:00 AM in a time zone 8 hours behind UTC, which is the equivalent of 16:00Z (8:00 plus 8 hours). The value 08:00+08:00 represents the opposite increment, or midnight (08:00 minus 8 hours). A reference table for zone offset: http://www.timetemperature.com/tzus/gmt_united_states.shtml

Verify the work locations set up for the client in the Client Locations dialog (accessed by selecting
Locations
in the Main tab of the
Setup
then
Clients
screen).
Verify that the correct locations and departments are set up for the employee in the Locations and Departments grid in the Main tab of the
Setup
then
Employees
screen.
If the correct department is not available in the Department dropdown list, add it for the client in the
Setup
then
Departments
screen and then select it on the employee record.