Exporting TimeTrack Data to a Third-Party Payroll Module

You can export TimeTrack data to a third-party payroll module. To set up the export file, you map TimeTrack fields to third-party payroll module fields. You also specify a file name and location for the export file. Currently, you can export TimeTrack data for the ADP PC/Payroll module.

Step 1: Enable the Export Feature

To enable the export feature, you must mark the setup option and select the file format to be used for the export file.

1. Select Microsoft Dynamics GP > Tools > Setup > Time Track > Setup Options.
2. In the Third Party section, mark the Create a Text File for Export checkbox. The File Format drop-down is enabled.
3. In the File Format drop-down list, select ADP as the file format.
4. Select Save.

Step 2: Set up the Export File

To set up the export file, you map TimeTrack fields to third-party payroll module fields. You also specify a file name and location for the export file. The export file must contain a .CSV (comma-separated values) extension.

1. Select Microsoft Dynamics GP > Tools > Setup > Time Track > Export File Setup.
2. Enter a company code.

3. In the Default Pathname for Export File field, enter a location followed by a file name for your export file. Select the yellow folder button to search for a location. When you select the yellow folder button, the Default Path for Export File window opens. If you select a location from this window, you must also type the file name in the same window. If you include the file extension in the file name, you must type it manually. The value (.CSV) in the File type field does not carry over into the Default Path for Export File field in the Export File Setup window. 

   The Export File Setup window fills in with the available fields.

   • Each row represents a single field of data that can be exported. The most commonly used (and required) fields are already selected, as indicated by the checkboxes in the Include column. To view additional rows, use the scroll bar on the right side of the window.
   • The Column Name column references a corresponding column in the Signature holding table (This is an internal table that stores information to be included in the export file). The Field Name column contains the ADP fields.

   • The following fields are required by the ADP Payroll (third-party) module:

     • Co Code
     • Batch ID
     • File #

     See the ADP PC/Payroll user manual for more information on ADP requirements.

4. To include a field in the export file, mark the Include checkbox for that field. Fields required by the third-party payroll module are selected by default.

5. Use the Mapped Field lookup button to select a TimeTrack field to map to the corresponding ADP field.

6. The SQL Statement column contains code that is automatically generated when you map a TimeTrack field in the Mapped Field column. You can customize the mapping of the fields by editing these statements and/or SQL stored procedures. To edit SQL statements or stored procedures, you should be familiar with Microsoft SQL Server. For help, contact WennSoft Support.

7. When you're finished with the Export File Setup window, select OK.
8. To print the Export File Setup List for the selected company only, select the printer button. To print the Export File Setup List for all companies, select the Clear button to clear the window, then select the printer button.

Step 3: Create an Export File

You create an export file using the TimeTrack Export Wizard. You can also select to commit the TimeTrack batch as part of the export process. This is the same as selecting the Commit button in the Time Card Commit window.

1. Select Transactions > TimeTrack > Time Card Commit.
2. Select a batch. You can create an export file for multiple batches.

3. Select Edit List to view the transactions before exporting. Transactions are verified after choosing Edit List. If errors appear in the edit list, do not continue with creating the export file. After correcting the errors, you can continue with the export process.

4. Select Export from the ribbon.
5. In the Welcome to the TimeTrack Export Wizard window, select Next.
6. Enter the following:
   • Company Code: Use the lookup button to select a company code.
   • File Pathname: The file and location default from the Export File Setup window. You can change the file and location of the export file. To change the location, use the folder button in the File Pathname field to search for a location.
   • Period End Date: Enter the Period End Date for each technician record. If there are multiple daily hours logged for the week, all hours for a technician appear under one record with this end date.
7. Select Next.

8. Select Commit to commit the batch. If you select Cancel or Back instead of Commit, the information in the export file is deleted. To create a new file, you must start the TimeTrack Export Wizard from the beginning.

9. When the commit process is finished, the following reports are printed:
   • Export Report: Includes the batch ID(s) and other information relating to the batch(es).
   • Posting Report: Includes the posting information for the commit.
10. When you finish viewing the report, close the report window.
11. On the Export Completed window, select Finish.

For SOP invoicing for Service Management users, if errors were found during the commit process, you must fix the errors and re-create the export file. See Correcting Commit Errors and Re-Creating the Export File for more information.

See also: