CSV Timesheet Importer

Overview

The CSV Timesheet Importer imports multiple timesheets from ARIBA into the Astute Payroll system. The frequency for this process will depend on the employee pay cycle.

Before importing, Administrators will need to configure the ARIBA ID to Astute Employee Job Code and the ARIBA Pay Item/Pay Code to Astute Pay Item ‘Inbound Alias'.

To configure the ARIBA ID go to Users > Employees > Active Jobs > Payroll Admin, then enter the ARIBA Employee/Contractor Identifier under Job Code and Save.

To configure the ARIBA Pay Code to Astute Pay Item ‘Inbound Aliases’:

1. Go to Config > Payroll > Pay Items > Select the Pay Item included in the ARIBA timesheets, one at a time.
2. Enter the appropriate Inbound Aliases under Pay Item Data Mapping.
3. Click Save.

Once the ARIBA ID and Inbound Aliases are configured, the CSV Timesheet Import can be processed. 

1. Go to Config > Payroll > CSV Timesheet Importer.
2. Click Choose File > select the file > Validate.
3. When the validation confirmation shows on-screen, click the Timesheet tab to preview the data ready for import > Generate.

If validation fails, click on the Errors tab to view more details, then click Back to make the necessary corrections and repeat the data upload.

Once the timesheets have been generated, you can view a list of them in the CSV Timesheet Importer - Step 3 of 3. The history section for each timesheet will include a note of the user logged into the portal at the time of upload and indicate the upload was made via the CSV Importer.

Timesheets which are imported through the CSV Timesheet Importer are in Approved status and will automatically flow through to the Pay Conditions list ready for finalisation.

ARIBA File Structure

The CSV file can handle multiple lines per timesheet / day. Each row will be interpreted as a different shift for the same day.

This process assumes the timesheet is an hourly timesheet and not a daily timesheet. Expenses cannot be imported.

The Ariba file structure is as follows:

Column	Ariba Field	Required	Astute Field	Notes
A	Time Card Number
B	PO Number
C	Contractor Name
D	Contractor Identifier	Yes	Employee > Job > Payroll Admin > Job Code	Unique identifier for the employee / job. This field must be set in the Job or else the file will fail.
E	Customer
F	Customer_ANID
G	Start Date	Yes	Timesheet start date	Date - first date of timesheet week
H	End Date	Yes	Timesheet end date	Date - last day of timesheet week
I	Date Received
J	Date Submitted
K	Status			Field must be set to either ‘Approved’ or ‘Sent’. Approved indicates that it is ready for interpretation in Astute.
L	Document Status
M	Start Time	Yes		Datetime, eg 02/09/2018 09:00
N	End Time	Yes		Datetime, eg 02/09/2018 13:00
O	Duration (Hours)			Leave blank - Astute Payroll will calculate the duration based on the start and end times entered.
P	Expense Type			Expenses can’t be imported from Ariba into Astute Payroll and will be ignored
Q	Expense Amount
R	Expense Currency
S	Expense Date