⚠️Important: This functionality requires a specific licence. Contact your account manager if you need access. A working knowledge of COINS Payroll is required before using this feature.
This article explains how to import timesheets from external 3rd party sources into COINS ERP+. The process involves receiving timesheets from webservices into a workspace, validating the data, and posting it into the pay run for processing.
Webservice Import Format
⚠️Important: For 3rd party Time and Attendance products to send timesheets to COINS, they must use webservice PRESB003 Timecard Import Web Service.
The following fields are available in the import file format:
Column | Label | Source | Notes |
1 | ExtCode | External code | Code of external system provided by COINS to 3rd party |
2 | IntRef | Internal Reference | Reference number of external system to be stored in COINS for future updates – Unique key with ExtCode |
3 | Kco | Company number |
|
4 | kno | Employee Code |
|
5 | pec_earncat | Payment Code | Earning Category for Payment |
6 | emp_skill | Skill Level | Employee skill level |
7 | pru-code | Award | Code for Award |
8 | tsv_code | Trade Level | Employee Trade code |
9 | rday__3 | Saturday quantity | For payments listed as ORD type: Sum of quantity For all other payments: 0 (zero) |
10 | oday__3 | Saturday quantity | For payments listed as T1.5 type: Sum of quantity For all other payments: 0 (zero) |
11 | dday__3 | Saturday quantity | For payments listed as T2.0 type: Sum of quantity For all other payments: 0 (zero) |
12 | rday__4 | Sunday quantity | As per column 9 |
13 | oday__4 | Sunday quantity | As per column 10 |
14 | dday__ 4 | Sunday quantity | As per column 11 |
15 | rday__1 | Monday quantity | As per column 9 |
16 | oday__1 | Monday quantity | As per column 10 |
17 | dday__1 | Monday quantity | As per column 11 |
18 | rday__2 | Tuesday quantity | As per column 9 |
19 | oday__2 | Tuesday quantity | As per column 10 |
20 | dday__2 | Tuesday quantity | As per column 11 |
21 | rday__3 | Wednesday quantity | As per column 9 |
22 | oday__3 | Wednesday quantity | As per column 10 |
23 | dday__3 | Wednesday quantity | As per column 11 |
24 | rday__4 | Thursday quantity | As per column 9 |
25 | oday__4 | Thursday quantity | As per column 10 |
26 | dday__4 | Thursday quantity | As per column 11 |
27 | rday__5 | Friday quantity | As per column 9 |
28 | oday__5 | Friday quantity | As per column 10 |
29 | dday__5 | Friday quantity | As per column 11 |
30 | tce_days | Days worked | Days work |
31 | tce_ramt | Rate amount | Will be left blank |
32 | tce_state |
| If JState_ <> EState_ JState_ Otherwise EState_ |
33 | tce_date | Period end date | Date of last date in the exported period (dd/mm/yyyy) |
34 | tce_sutastate |
| As per column 32 tce_state |
35 | tce_wcstate |
| As per column 32 tce_state |
36 | tce_comp |
| As per column 32 tce_state |
37 | tce_rhrs | Quantity | Sum of quantity of payments specified in setting ‘rhrs’ |
38 | tce_ohrs | Quantity | Sum of quantity of payments specified in setting ‘ohrs’ |
39 | tce_dhrs | Quantity | Sum of quantity of payments specified in setting ‘dhrs’ |
40 | Tce_reimb | Amount Reimbursable | Amount entered to be reimbursed to employee |
41 | cpg-method |
| If PMethod_ for the applicable TimeFiler Payment is not null: PMethod_ Otherwise: 1 (one) Refer Error! Reference source not found.. |
42 | pec_analysis |
| If PMethod_ for the applicable TimeFiler Payment is not null: Will be left blank 1 Otherwise: - COINS Contract (TimeFiler Job) - COINS WBS (if recorded) (TimeFiler Activity) - COINS Cost head (TimeFiler Type3) - COINS Category (TimeFiler Type3 Category)
<Job.Code>.<Activity.OtherCode<Type3.Code>.<Type3Category_> e.g. 1034.402211.L |
Employee Timesheet Queue
The Employee Timesheet Queue allows users to verify timesheet data which has been imported before loading into payroll.
The browser displays a single row for each import.
Timecard status types:
Status | Meaning |
RECEIVED | No errors in newly imported timecard |
MANUAL | Timecard to be actioned manually |
VALIDATED | Timecard is valid with no errors — ready for import |
ERROR | Timecard contains an error — must be fixed before import |
TRANSFERRED | Timecards have been transferred to be paid |
Filters can be applied to focus on specific timecards by status. The available filters are:
Filter Name | Shows | Excludes |
Exclude Transferred | Received, Validated, In Error, Manual | Transferred |
Exclude Transferred and Manual | Received, Validated, In Error | Transferred, Manual |
Pending | Received, In Error | Validated, Transferred, Manual |
In Error | In Error | Received, Validated, Transferred, Manual |
Transferred | Transferred | Received, Validated, In Error, Manual |
All | Received, Validated, In Error, Transferred, Manual | None |
All records can be opened and updated.
Managing Manual Timesheets
Timesheets can be marked as manual by applying the action Set import timecards queue records to manual. A timecard set to MANUAL will not be validated or transferred to the employee timesheet for payment — the user must manually manage it.
A MANUAL timesheet can be reset at any time by applying the action Reset manual flag for imported timecards queue records.
Resolving Errors
For ERROR timecards, click the Details icon to view the error message. These records can be opened to update the necessary details before re-validation.
Transferring Imported Timesheets
The Transfer Imported TS from Webservices function allows you to validate and transfer timesheets that have been imported from external systems into employee timesheets for payment.
⚠️Important: Before a timecard can be transferred, it must have a status of VALIDATED. Always run the process in CHECK mode first, then TRANSFER mode second.
Key options on the transfer screen:
Show Errors Only — outputs only errors in the report and does not show validated transactions.
Use default analysis for employee — overrides the imported pec_analysis value and uses the employee's earning category default analysis when transferred.
Once run in TRANSFER mode, all timesheets will appear in the employee timesheet for payment.