You can import timesheets from external 3rd party sources into COINS ERP+. This involves importing a text file into timesheets where the data can be validated and processed.

The file must have fields delimited by commas (CSV) and must contain specific details. This document will assist you with creating a file format that best suits your business.

Knowledge and understanding of COINS payroll is a must.

Fields available for Import Format

Here is a table showing all the available fields that can be used in the your import file

⚠️Important: The order of fields kno and kcheck are mandatory, the others are optional and the order does not matter

Column	Label	Source	Notes
1	kno	Employee Code	Employee ID Must be First field in file
2	kcheck	Cheque number	Employee pay cheque i.e. 1,2 etc – if using must be second field in file.
3	pec_earncat	Payment Code	Earning Category for Payment
4	emp_skill	Skill Level	Employee skill level
5	pru-code	Award	Code for Award
6	tsv_code	Trade Level	Employee Trade code
7	rday__1	Monday quantity	For payments listed as ORD type: Sum of quantity For all other payments: 0 (zero)
8	oday__1	Monday quantity	For payments listed as T1.5 type: Sum of quantity For all other payments: 0 (zero)
9	dday__1	Monday quantity	For payments listed as T2.0 or T2.5 type: Sum of quantity For all other payments: 0 (zero)
10	rday__2	Tuesday quantity	As per column 7
11	oday__2	Tuesday quantity	As per column 8
12	dday__2	Tuesday quantity	As per column 9
13	rday__3	Wednesday quantity	As per column 7
14	oday__3	Wednesday quantity	As per column 8
15	dday__3	Wednesday quantity	As per column 9
16	rday__4	Thursday quantity	As per column 7
17	oday__4	Thursday quantity	As per column 8
18	dday__4	Thursday quantity	As per column 9
19	rday__5	Friday quantity	As per column 7
20	oday__5	Friday quantity	As per column 8
21	dday__5	Friday quantity	As per column 9
22	rday__6	Saturday quantity	As per column 7
23	oday__6	Saturday quantity	As per column 8
24	dday__6	Saturday quantity	As per column 9
25	rday__7	Sunday quantity	As per column 7
26	oday__7	Sunday quantity	As per column 8
27	dday__7	Sunday quantity	As per column 9
28	tce_days	Days worked	Number of Days worked for transaction
29	tce_ramt	Regular Amount	Can be left blank – used for amount based earning categories
30	tce_rrate	Regular Rate	Can be left blank – Regular Rate
31	tce_date	Date of transaction	Can be cheque date or specific transaction date (dd/mm/yyyy)
32	tce_state	State Code	Payroll tax state – Home state for LSL entitlement
33	tce_sutastate	State Code	Payroll tax state – primary work state used to calculate PTAX
34	tce_wcstate	State Code	Workers Comp State used to calculate WC
35	tce_comp	State Code	Workers Comp State (same as column 34)
36	tce_rhrs	Regular Hours	Sum of quantity of payments specified in setting ‘rhrs’
37	tce_ohrs	OverTime Hours	Sum of quantity of payments specified in setting ‘ohrs’
38	tce_dhrs	Double Time Hours	Sum of quantity of payments specified in setting ‘dhrs’
39	tce_reimb	Amount Reimbursable	Amount entered to be reimbursed to employee
40	cpg-method		This is the costing method for the timecard entry. Mandatory field 1 – Contract 2 – Asset 3 – GL account 5 - Workshop
41	pec_analysis		The costing analysis for the timecard entry- can be left blank. In that case the load file will use employee earning category default costing for the specific earn category, if one exists or employee default costing from employee maintenance.

File examples

⚠️Important: Ensure the file format is CSV – we recommend that you use type CSV UTF-8 (comma delimited)

Basic Load

The below format is the minimum requirement to create an employee timesheet load. All other fields will be populated based on the employee maintenance record.

The analysis will be populated based on the Earning Category to obtain the analysis. This may mean it will be generated from Employee Earn Category or the employee default costing on the maintenance record.

Here is an example of a csv file for a basic timesheet load

This would give the following result

Basic Load Multiple Cheques

The below format is used if loading multiple cheques for employee. The field kcheck must be the second field in the file after kno.

This would generate two cheques per employee

Each cheques would have it's own timecard created within it

Basic Load Plus Rate and Amount

The below format allows for rate and amount imports, if these are not to be populated from COINS ERP+ or to override default amounts. All other details will default from employee maintenance record.

This would give the following results

Extended Version - Used by TimeFiler

This format is commonly used by Time and Attendance systems like TimeFiler. It has daily timesheet entry for Regular/Overtime/Double Time hours.

This can include tce_days to process earning categories or calculations that have daily rates.

This would give the following results

You can also see the daily hours entered for ORD in the Daily Hours box as follows:

The Check Total auto populates to show the total hours for each day across the whole timesheet which also includes overtime, double time and holiday hours

The Days Worked field is populated by the field tce_days field in the upload file.

Uploading Timesheets

When you use a CSV file, or a Time and Attendance database to create a file for importing into Coins, you need to use Load Timesheets function

Payroll > [Payroll Frequency] > Input > Load Timesheets

Field	Description
File Location	Whether the file to load is located on your local PC (PC) or on the COINS host computer (server)
PC File Name	Select the local PC file for loading. Up to 5 local files can be entered
Upload Mode	Check – Validates all the data and reports on errors and warnings Load – imports the file into Timesheets
Period Type	Select they type of Payroll cycle (Regular, Adjusting, Future or Recurring)
Period	Enter period number to receive the timesheets
Auto Generate	Whether the auto generate of timecards should be created at the time of this load. This option will load any standard employee earnings or deductions on the employee maintenance record at the same time
Validate header	Unselect this field

🤓Tip: It is recommended that you run the upload in check mode first, this will then produce a report to show you any errors, that need correcting.

The no of data lines references the total number of rows in the CSV file, row 1 (field headers) also counts as a record.

Errors listed on the report must be corrected before the file can be uploaded

Warnings listed should be reviewed but are usually used for informational purposes only

Once all errors have been corrected, the file can be uploaded using the Load Mode, to import the data into the payroll.

Timesheet Load Format

Fields available for Import Format

Column

Label

Source

Notes