Fieldglass Timesheet Importer

Fieldglass Interpreted Data

Fieldglass is a workforce management tool used by a range of organisations. If you have employees working within these organisations, you will likely be receiving a data file exported out of Fieldglass detailing the work completed by your employees.

This data may come out in different formats. This importer has been created to import a .csv file containing interpreted data in a specific format.

File Layout

Status	ID	Revision	Worker	Site	End	ST Hrs	OT Hrs	DT Hrs	Other	NB Hrs
Invoiced	NSW0514	0	Presley, Elvis	Sydney	18/01/2018	36	0	4	0	0
Invoiced	NSW0337	0	Heigl, Katherine	Perth	18/01/2018	30	0	0	0	0
Invoiced	NSW0267	0	Houdini, Harry	Perth	18/01/2018	37.5	0	0	0	0

File Format

You will need to ensure that the file you are importing is in a .csv format. Fieldglass should provide you with the file in this format. 

If your file type or format is different it will not work with this importer. If this is the case, you can either:

• Enquire whether you can get the information in the format or;
• Copy the data from the format that you have been provided into a spreadsheet and save it as a .csv.  To save as .csv open the file in Microsoft Excel, click ‘Save As’, and Select Type ’CSV (Comma delimited)’.

You will need to ensure that the date format doesn’t change when the file is opened in Microsoft Excel. 

What is Interpreted Data?

Fieldglass converts the hours that your employees have worked into units of pay.

For example 9.00am to 5.00pm could become 7.6 units of ST Hrs and 0.4 units of OT Hrs.

If the interpretation that is provided is incorrect you will need to either ask your client to change the way that they are interpreting the data or manually amend the data in Astute Payroll.

If there is a consistent error it may be possible to adjust this using Astute Payroll’s Rules Engine. Please contact [e-mail] for assistance with this.

Configuring the Importer

Create Customer Specific Importers

To allow us to map to the correct job for your employees you need to create an importer for each of your Customers sending you a file from Fieldglass.

There are two methods for identifying employees when data is imported using the Fieldglass importer:

• Using the first name and surname as the job identifier
• Using a reference field as the job identifier.

Using Name as a Job Identifier

When the data is imported, the system will identify the employee using their ‘Surname, Firstname’, and will then look to find a job with that Customer.

Using Reference Field as a Job Identifier

You can opt to use an alternate reference field as the job identifier instead of using employees’ names. Please contact [e-mail] with the name that you would like to give to this field. 

In the importer, the name you set will be formatted as ‘Inbound [Name] ID’. For example, if you request a value of ‘Timesheet’, this will show as ‘Inbound Timesheet ID’ on your employees’ profiles. The field will appear under Job > Payroll Admin.

Map Pay Item Aliases

The data you receive will have units set against pay items set up in Fieldglass. These are listed in the header of your Fieldglass file.

To import these, you need to map these to the relevant Pay Item in Astute. We also need to know which Charge Item and which Rate to use.

This is managed through what we refer to as “Pay Item Aliases”.

Within each importer you need to create an Alias for each pay item Fieldglass is exporting.

You would need five Aliases to import the example file above. For example:

Alias Pay Item Charge Item Rate Name	ST Hrs Base Wages Use pay item Base Rate
Alias Pay Item Charge Item Rate Name	OT Hrs Time and Half Use pay item Base Rate

Steps to Creating a New Importer

A new importer is created from Config > Payroll > Timesheet Importer > Configure Imports, by following the steps below:

1. On the Configure Imports screen, click Create New Format in the top-right.
2. Choose a name for this Import Format then
• If you are using name as the job identifier, select Fieldglass as the importer.
• If you are using the reference field as the job identifier, select Fieldglass (with Inbound [Name] ID) as the importer.
3. Click Next to navigate to the next screen.
4. Select the relevant Customer in the Search Field.
5. Adjust the Fieldglass Pay Item Aliases. 
• The five default Aliases detailed in the format above will already be created. 
• These are presented in the table at the bottom of this screen.
• Click edit on each Alias to set the correct Pay and Charge Items, and Rate Name.
6. Click Save.

We have set up five standard pay item aliases, however you should check the headers in your export to ensure there are no additional Aliases required.

Editing existing importers

If your import format changes or you need to change the Alias mapping, you can edit existing importers on the Importer Formats table. 

Importing Files

Once importers are created you can use them to import in files. It is important that you select the correct importer for the file that you are importing. If you select the wrong importer it will not work.

Steps to Importing

To import file, go to Config > Payroll > Timesheet Importer > Import Timesheets, then:

1. Click Choose file to locate and upload the Fieldglass file.
2. Select the relevant Importer and click Validate.
3. Review any errors, and fix any issues detailed.
4. Click Back to run the importer again.
5. If the data can be imported, click Import Valid Rows to import the data.

Viewing the Imported Data

The data is imported and placed into the relevant timesheet. 

The timesheet that the data is imported onto is automatically approved, so you are able to view it in Payroll > Pay Conditions, where you can amend and/or finalise it.

If your system is configured to ‘Show Interpreted Data’ on timesheets then you will be able to see this on the timesheet in the interpreted data section at the bottom of the timesheet. The hours section will be blank.

Error Messages

If there is a problem with the file you are importing, the validation step will list the errors.

For example, if the same employee has multiple jobs at the same customer, the data won’t be imported and you will see an error message (eg ‘Multiple jobs with employee name Employee, APIAnnie4 at City Council between 2018-01-17 and 2018-01-18’).

The same message will be returned if you have employees at the same customer with the same name (first name, last name).

Re-importing Files

If you pull a file in twice, you will receive a warning. If you chose to continue with the import, the result will depend on the status of the timesheet.

• Pending Finalisation: if you have not finalized the timesheet the second import will override the existing data
• Finalised: if you have finalised the timesheet, the second import will create an adjustment timesheet (Note: the timesheet must first be moved back to Pending Submission status in Astute by clicking ‘Create Adjustment’ before the adjustment will import.

Sample Files

Sample files are attached to this article. For an example of entering job data for employees for a single job, refer to 'Fieldglass.csv'. For multiple jobs, refer to 'Fieldglass - Multiple Jobs.csv'. 

Before you import any data using the Fieldglass importer, please contact our Support Team so that we can ensure that your portal has been configured correctly and the data will import successfully. We also recommend testing any data in a sandbox environment before importing into your live portal.

Please remember to remove any sample data from your .csv before import.