SkillStream Timesheet Importer

Overview

The SkillStream Timesheet importer allows you to import pre-interpreted timesheet into Astute Payroll via a .csv import.

Please note that the SkillStream import does not allow you to upload expenses or timesheet adjustments.

Contact [e-mail] to get a copy of the .csv file format and to enable this functionality on your portal.

Configuring Imports

1. To configure the timesheet importer, go to Config > Payroll > Timesheet Importer > Configure Imports.
2. Click on Create New Format, enter a name for the Import (this might be an individual customer). The Importer will only allow you to select SkillStream.
3. Click Save.
4. Click on Add New Alias to set up pay item aliases. These link the rate name in the .csv file to your pay items. 
   
   
5. To map your pay items to the .csv, you need to have aliases entered. To do this:
   • Enter the Alias Name. This needs to be identical to the name in your .csv file.
   • Select the corresponding pay item to link it to. The list of available items is derived from your Pay Item Listing.
   • Select the Charge Item, if relevant.
   • If a Rate Card is linked to this Customer, select the Rate Card Name that applies to the pay item and click Save.
   • Add any additional pay item aliases as required. 

Linking a SkillStream ID to the Employee

To link a SkillStream ID to the Employee, a value needs to be added to their job record. This might be a remote ID a client uses in their system, therefore contained in a report provided to you, or a unique ID you create for the employee and their job.

Enter this unique ID in Users > Employees > select the employee > Job > Payroll Admin > Inbound Timesheet ID. This must match the data in the SkillStreamID column of the .csv file identically.

The .csv File

The SkillStream .csv file contains the following 25 columns. All cells highlighted in blue are mandatory cells that are validated in the integration.

Header	Mandatory	Value Required by Astute
Job UIN		Nil
Run Ref		Nil
Run Date		Nil
Country		Nil
Location		Nil
Hiring Manager		Nil
First Name		Nil
Family Name		Nil
Temp Type		Nil
SkillStream ID	Yes	Value contained in Users > Employees > Employee Name > Job > Payroll Admin > Inbound timesheet ID
Billing Cost Centre		Nil
Type	Yes	Must contain the value ‘Timesheet’
Item Detail		Nil
Rate Name	Yes	Value must match to a value added in Timesheet Importer Alias.
Pay Rate		Nil
Agency Rate		Nil
Pay Unit	Yes	Must be ‘Daily’ or ‘Hourly’ as per timesheet type on relevant employee Job.
Temp Status		Nil
Month		Nil
W/E Date	Yes	Must match the week ending date of the timesheet that is being imported.
Units	Yes	Number of hours or day units to be paid as per rate name.
Number of days worked		Nil
Net		Nil
Input GST		Nil
Agency Name		Nil

Importing the .csv

To import the populated .csv file, go to Config > Payroll > Timesheet Importer > Import Timesheets.

There is a 3 step Validation Process:

Step 1: Choosing Import Criteria

1. Choose the .csv file to be imported. 
2. Select the applicable Import Format from the dropdown list.
3. Click Validate.

Step 2: Validating Data

If there are validation errors, the system will highlight them in the Errors tab. 

The validation errors will need to be fixed in the .csv file and uploaded again as per Step 1.

If data has already been imported for a timesheet, the system will provide a warning.

If the data is successful, the system will advise you that the validation was successful. You are then able to import the data.

You can view the Timesheet Pre-Interpreted data before you import the detail.

Step 3: Confirmation of Import

The final step is a confirmation that the Timesheet Pre-Interpreted Data has been Generated.

The Generated data will then automatically appear in Pay Conditions for finalisation.

If you click on the link to the timesheet in Pay Conditions, you’ll see that the no time is populated in the top half of the timesheet. The detail is entered in the timesheet summary at the bottom of the timesheet.