Export templates are created
from the Admin section of the TimeForce software.
Click
on the main Admin navigation tab, and then on the Exports
link located under the System Tools
header. The "Export Type" screen opens.
If
you have never before set up an export template, a message appears which
reads “No export templates currently exist.” Click on the [CREATE EXPORT
TEMPLATE] icon to insert a new template. The “Export Type” screen opens.
Enter
a name for this template as you would like it to appear in the TimeForce
software.
Select
the payroll management program that you are using from the drop down menu.
Click
on the [CONTINUE] icon. The “Export Template” screen opens.
Most
export templates will ask you to select the version of the payroll software
that you are using. All other information on this screen is specific to
the payroll program being used.
Example: The above figure shows
a section of the Quickbooks Pro export template and asks for the “Version,”
“Company Number” and “Hours Format.” The company number setting is specific
to Quickbooks, and may not be used with all other payroll programs. Also,
not all payroll programs have the option to select an hours format.
Click
on the [SELECT PAY TYPES] icon to select the TimeForce pay types that
you would like to be exported. This opens the “Export Properties” screen.
Each
TimeForce pay type is listed in the Available
Pay Types box. The pay types that are set up to be exported are
listed in the Pay Types Selected
box. To assign pay types to be exported, highlight the desired types from
the Available Pay Types list. To select multiple types, hold down the
[CTRL] or [SHIFT] key while clicking.
Click
on the [>>] icon.
The selected pay types are moved to the Pay
Types Selected box. To unassign a pay type from the list, select
the desired type in the Pay Types Selected
list and click on the [<<] icon.
Click
on the [SAVE] icon to save your changes. You are taken back to the “Export
Template” screen. Click on the [CONTINUE] icon to move on to the next
step. The "Export Codes" screen opens.
Department Export Codes are used when
you would like to export hours and earnings totals for your departments
in addition to individual employee totals. This setting is only used when
you want to export your hours and earnings totals by department in one
“lump-sum.” Leave this setting blank if you do not wish to export hours
and earnings by department, or if you would like each department broken
down into separate hours types (such as Regular Hours, Overtime, etc.).
If you wish to export hours and earnings
totals by department in one lump-sum, click on the [MODIFY] icon in the
Department
Export Codes field. Otherwise,
move on to step #14.
Enter the pay code for each department level,
as they are set up within your payroll program.
Note: Department pay
codes are specific to your payroll program, and cannot be supplied by
Qqest Software Systems. Consult the documentation on your payroll program
for instructions on obtaining department pay codes.
Click
on the [SAVE] icon to save your settings. This brings you back to the
“Export Codes” screen.
Click
on the [CONTINUE] icon. The “Map Hours Codes” screen opens.
Note: You only need to insert
a pay code for each hours type that you wish to export. Leave un-used
hours types blank.
This
screen is where you enter the pay codes used in your payroll software.
The drop-down menu at the top of the screen allows you to select a department.
This is used when you want to insert a different set of pay codes for
each of your individual departments, making it so that departmental hours
totals are exported which are broken down into “Regular” and “Overtime”
levels. Department totals are exported in addition to individual employee
totals. Select “All Departments” if you do not wish to break down your
hours and earnings totals by department, or if you have set up the previous
screen so that department hours export in one lump-sum. See step numbers
11-13.
Each
TimeForce hours type is listed in the column on the left-hand side of
the box. Each hours type can be broken down into five different levels;
“Regular,” “OT1,” “OT2,” “OT3,” and “OT4.”
The hours types are broken up into four different sections, the first
of which is “Regular” and “Holiday” hours.
The second section is Accrual Absences.
This section allows you to set up a pay code for each accrual policy that
hours are deducted from (as in “Vacation” or “Sick Time”). Leave this
section blank if you do not wish to have your hours totals broken down
by hours taken from an accrual policy. The Accrual Absences section will
only be available if you have set up accrual policies within the TimeForce
system.
The third section is General Absences.
This section allows you to set up a pay code for each non-accruing absence
code that has been set up within the TimeForce system. Leave this section
blank if you do not wish to have your hours totals broken down by non-accruing
absence codes. This section will only be available if you have set up
non-accruing absence codes within the TimeForce software.
The fourth section is Premium Pay
Types. This section is used when you want to export hours and earnings
totals for your premium pay policies, which are broken down into Regular
and Overtime levels. Premium Pay totals are exported in addition to individual
employee totals. Leave this section blank if you do not wish to export
hours totals for premium pay policies, or if you have used the previous
screen to set up premium pay policies to export in one “lump-sum.” See
step numbers 11-13.
Enter
the appropriate pay codes into their corresponding fields. Click on the
[SAVE] icon after you have completed the pay code setup for each desired
department. When you have finished inserting pay codes for each department,
click on the [FINISH] icon.