Timesheets can be imported directly into Invoxy by Administrators via the Time > Timesheets section. This enables the quick and easy bulk loading of time, and for time recorded via external systems to be loaded into Invoxy.
Timesheet Import Template & Formatting
The file for imported timesheets needs to be uploaded in a .csv format. Please find attached to the bottom of this support article a basic template you can use, or alternatively, you can build your own.
The columns which can be included in the import file are as follows:
The resource's display name. This must be an exact match to what's entered for the Resource.
|Resource Email (optional)||
Enter the resource's email address. This provides a secondary ID check where multiple resources share the same name.
The Placement the import should be recorded against. If the resource has a single placement covering the date of the time entry this can be left blank. The placement name is also not required if a Work Name has been provided and only one matching placement has that work associated.
The Work the imported time entries should be recorded against. The Work must be valid work for the placement. If the placement has a single work then this can be left blank.
Include any notes to be added to the timesheet entry.
The date the imported time should be recorded on. The date format must be entered as DD/MM/YYYY.
|Start Time (HH:MM)||
The time the time entry began. Needs to be in a 24 hour clock format (e.g. 08:30 for 8:30am). If this isn't specified the Default Start Time for the Resource will be used.
End Time (HH:MM)
Please note, End Time and Duration are two separate columns. If both are specified, Invoxy will default to using the End Time.
End Time - The end time of the entry This must be entered in a 24 hour clock format (e.g. 17:30 for 5:30pm). If used, Invoxy will automatically calculate the duration of the time entry.
Duration - The overall duration in hours of the time entry, including any breaks. Must be entered as hours (e.g. 8.5 for 8 and a 1/2 Hours). If used, Invoxy will automatically calculate the Finish Time of the time entry.
|Break Duration (HH.HH)||
The total duration in hours (e.g. 0.5 for 30 Minutes) of any unpaid breaks within the time entry.
The number of units to be recorded against the specified Work. This should be used for Daily Rate placements, or for other non-hours based work such as expenses.
Time Import Process
To load your timesheet import into Invoxy, navigate to the Time > Timesheets section. Click the menu button and select 'Import Timesheets'.
Clicking 'Import Timesheets' will open your computer's file browser. Find and select the .csv file you wish to import.
Check the number of timesheet entries being imported are the same as expected. Click 'Confirm' to import the file, or 'Cancel' if adjustments are required.
A confirmation message will display along with the date range covered by the imported time.
Alternatively, if an error has been found the import process will stop and no timesheets will be loaded. A warning message will display information around the first error detected, including the spreadsheet row which caused the issue.
After making the required adjustments to the .csv file, the import process can be run again. If there's a subsequent error found, another warning message will be displayed showing the spreadsheet row number.