When importing an equipment timesheet, you will want to prepare your source document with the essential data, and then bring your data in via the import screen.
To import equipment, click on Tools > Import > Equipment.
You can add a new preset if none is established for that company or edit an already established preset. You can also remove, duplicate, import or export presets if necessary.
The “Data Source” section lets you locate the directory path for your import file by clicking on the ellipsis. You can also choose which sheet number to import from and set the number of rows to skip to accommodate headers, etc. Upon saving the import preset, it displays the assigned file type in the title and allows update preset location to a file or folder for future imports.
The “Options” section allows assigning the company for each preset and disabling WO/PO validation.
The “Fields” section deals with the technicalities of the import, where consistency is crucial. This is where you add the fields you wish to include in your import and assign the position for each to correspond with the column in your spreadsheet. Click the “Add field” dropdown to add a field and the remove button (red button to the right) to take off a field. In this section, the “Options” column allows further calibration. For example, you can determine how notes are displayed, once imported.
Here is a sample import preset. Company is already specified above, hence omitted here.
Once the preset is completed, click “OK” to save. From there click “Import” to import the data then review and confirm the import.
The review screen prompts you to fix any anomalies and generally displays an error or warning in the “Validation Summary” section. You will also see the field that contains the error/warning and the count for each occurrence.
In this instance there is 1 error (employee 9999 does not exist) and 2 warnings (which the hourly rate is inadvertently affected by the error with the incorrect item number). Clicking on the eye in the “Count” tab will take you directly to the record(s) in the grid below. Each record containing an error/warning will have the checkbox ticked showing the record “Has Errors” or “Has Warnings.”
To correct the anomalies, simply make your adjustments in the grid. Alternatively, you can cancel you import, fix your source document, and then reimport. Once everything is good to go you will see “All records valid” on the validation summary.
Upon clicking “Review” you will get a synopsis of the import showing entries, hours and dollars.
Click “Yes” to complete the import.
