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Manage Data with Excel

Using Excel File to Manage Data

Hour Timesheet provides a Microsoft ®Excel template for the purpose of creating and managing account data (Employees, Charge Codes, and Pay Types). This import must be utilized if you have checked the “custom” feature in the setup wizard.

Understanding the Data Import Process

Step 1. Open the Microsoft® Excel Import File
Step 2. Prepare the file. Enter your company data

  1. Employees
  2. Charge Codes
  3. Pay Types

Step 3. Import the updated Microsoft® Excel file (your company data) in to your Hour Timesheet site.

  1. Login to your Hour Timesheet login page as user with admin or accountant role
  2. Navigate to the Settings menu item
  3. Click the Import Data tab
  4. Click the Request for Import button to initiate the import process.

 

ADP Integration

Saving ADP Exporting Settings (A One-time Requirement)

Timesheet data created in Hour Timesheet can be exported to ADP using a csv file.  To export data from Hour Timesheet, follow the instructions below.

  1. Login to your Hour Timesheet login page as user with admin or accountant role
  2. Navigate to the Export/Payroll Settings menu item
  3. Complete the Payroll Settings data fields
    • Payroll System – Select ADP
    • File Identifier – Hour Timesheet will create a unique file name for you
    • Pay Frequency – Select from Weekly, Bi-weekly, Semi-monthly or Monthly
    • Enter the Company Code/Client Code
    • If additional mapping is required, select the field that maps to the Pay Types in ADP from the Earning Code/Pay Type Mapping drop down provided
    • Click Save

ADP Export Settings screenshot

Exporting Timesheet Data to ADP

  1. Navigate to the Export/Payroll Settings menu item
  2. Place a check in the box next to the timesheet(s) that you would like to export
  3. Click the Export Selected button to begin the sync process.
  4. A pop-up box will appear confirming the records to be exported.
  5. Click the Export button to complete the export process request

Custom Export [Video clip]

Creating Custom Charge Codes

For customers who don’t connect their Hour Timesheet account to QuickBooks ONLY

Creating Labels

Labels are also known as timesheet headings. You are able to define your own labels to be displayed on the drop-down box selection on the employee timesheet.

Timesheet Labels

Follow the steps below to create Timesheet Labels

  1. Login to HTS as an admin
  2. Navigate to the Accounting/Codes/Manage Codes Page
  3. Click Add New
  4. Enter Label content
  5. Click Add
  6. Repeat steps 1-5 for each label you will need to create for timesheet entry

Add New Label

Adding Charge Codes

Once timesheet headings are created, you are now able to create charge codes. These charge codes are the items that employees will be charging time against when completing a timesheet.

Follow the steps below to create Charge Codes

  1. Login to HTS as an admin
  2. Navigate to the Accounting/Codes/Manage Codes Page
  3. Click the label you are wanting to add codes to (example…we will be adding job codes)
  4. Under Manage Job Code (right side) click the Create New Job Code (this will be the list of labels created above)
  5. Enter Job Code data and hit Save
  6. As you add new Job Codes, you will see the list populate in the middle box on the page
  7. Repeat steps 1-6 above for each of your timesheet labels that you will be tracking time against on the timesheet.

Adding Charge Codes

Adding Pay Types

You are now ready to create pay types. Hour Timesheet automatically categorizes pay types into 3 categories

  • Regular (examples…Hourly, Salary, G&A, Overhead, B&P)
  • Overtime (examples….Standard OT, unpaid OT, Double OT
  • Leave (examples….sick, vacation, PTO, Military, Holiday)

Follow the steps below to create Pay Types

  1. Login to HTS as an admin
  2. Navigate to the Accounting/Codes/Manage Pay Types
  3. Click the Pat Type Head (Regular, OT or Leave) you are wanting to add a pay type to
  4. Under Manage Regular Pay Types (right side) click the Create New Regular Pay Type 
  5. Enter Pay Type data and hit Save
  6. Repeat steps 1-5 above for each of your Pay Type that you will be tracking time against on the timesheet.

Adding Pay Types

Charge Code Mapping

Once your data has been added, you will need to setup the mapping. This process maps each of the above items to each other so that codes can be assigned to your employees.

Creating Associations

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