Importing Time Activity via Excel File

For users utilizing timekeeping systems that do not sync directly with QuickBooks Online, CostAllocation Pro provides a simple way to import time activity via an Excel file. This guide will walk you through the steps to upload and map your time data into CostAllocation Pro.

Step 1: Access the Time Activity Screen

  1. Log into your CostAllocation Pro account.
  2. Navigate to the Time Activity screen.
  3. Click on the Actions button located at the top right-hand side of the screen.
  4. Select Upload Timelogs from the dropdown menu.

Step 2: Upload Your Time Activity File

  1. In the Upload Timelogs screen, drag and drop your Excel file containing time activity data into the upload area.
  2. Alternatively, click the upload area to manually browse and select your file.
  3. Click Next to proceed to the mapping process.

Step 3: Format Requirements for the Excel File

Before importing your time activity data, ensure that your Excel file meets the following format requirements:

  • The file must be in .xlsx or .csv format.
  • The header row must be the first row in the file.
  • The file should contain only one worksheet/tab.
  • There should be no total row at the bottom of the file.
  • The first row should contain column headers that clearly define each field.
  • Required columns include:
    • Employee Name (Must match the name listed in CostAllocation Pro exactly or be mapped during import)
    • Date (Formatted as short date style: MM/DD/YYYY, M/D/YY, or M/D/YYYY)
    • Hours Worked (Numeric value only, e.g., 8.00)
    • Customer/Project (Must match customer/project names in CostAllocation Pro or be mapped during import)
    • Class/Department/Grant (Optional, if applicable, and can be mapped to customers and/or classes in QBO)
  • Ensure there are no blank rows within the dataset.
  • All data should be clean and formatted correctly before upload to avoid errors.

Step 4: Map Your File to CostAllocation Pro Headers

  1. After uploading the file, you will be prompted to map the columns in your file to the required headers in CostAllocation Pro.
  2. The import workflow allows you to:
    • Map employee names from the Excel file to the employee names in CostAllocation Pro.
    • Map departments/classes and projects/grants from the Excel file to customers and/or classes from QuickBooks Online (QBO).
  3. Ensure that each column in your spreadsheet is correctly matched with the appropriate field, such as:
    • Employee Name
    • Date
    • Hours Worked
    • Customer/Project
    • Class/Department/Grant (if applicable)
  4. Once mapping is complete, review your selections and click Confirm Mapping.

Step 5: Finalizing the Import

  1. After confirming the mapping, click Import to process the time activity data.
  2. The system will validate the file to ensure accuracy.
  3. If there are any errors, an alert will be displayed with details on what needs to be corrected before re-uploading.
  4. Once successfully imported, the time activity data will be available in CostAllocation Pro for payroll allocation and reporting.

Best Practices for a Smooth Import

  • Ensure that your Excel file is formatted correctly before uploading (e.g., proper date format, consistent column headers).
  • Double-check that employee names in the file match exactly with those in CostAllocation Pro, or take advantage of the mapping feature to align them.
  • If your timekeeping system provides an export, review the exported data to ensure it aligns with CostAllocation Pro’s required format.
  • Use the Preview Mapping option to verify that all fields are correctly aligned before proceeding with the import.
  • If needed, adjust the file format in Excel before uploading by removing extra spaces, checking for missing data, and ensuring consistency.

By following these steps, you can seamlessly import time activity data into CostAllocation Pro, ensuring accurate payroll cost allocation and reporting.