14.1 Export File Creator

14.1 Export File Creator

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Export File Creator

The File Creator is used to create an export file for Third-Party System integration. If you are not completely familiar with the import batch layout of your Third-Party system, it may be advisable to arrange to have a payroll consultant available to assist with the setup.

If your payroll system is Sage People, it is possible for Jarrison to export straight into the database, rather than creating a file that must be imported in a separate process. Please contact Sage and Jarrison Systems for further information.

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General


Name - The name entered will appear in the list when the operator selects an export file to create from the File Export screen.

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EXPORT TYPE

The Periodic type will export the Pay Totals for the dates selected in the File Export screen.

The Daily type will only export the Daily Totals (seldom used).

Monthly with Week Rules type will export on a monthly basis but using the Weekly rules.

Leave would be available if the Leave module is enabled, and will allow leave balances in the export.

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FILE EXPORT OPTIONS

Include Employees with Zero Totals - this option will export for all employees, even if they have no totals for that export period.

Multiple records per Employee - this option will enable multiple rows in the Details tab. Some Third-Party systems require that a separate line per time category be exported (E.g. Pastel Payroll) you will need to create each separately (explained further below). If multiple time categories are exported in one row (E.g. VIP Payroll), then this option need not be selected.

Separate Record per Adjustment - If there is more than one adjustment on a day each adjustment will show on its own line. Note that the hours allocated will only be displayed for the first adjustment listed. This option requires the export to be a Daily Export Type.

Excel File - Will export into a new Excel document.

Sheet Name - If using Excel File a custom name can be applied on worksheets.

Column Headers - only possible with Excel File selected, use Caption field as column header.

End of Month Date - if selected will use the last day of the month of the period following the selected period as the date shown in the export file.

CSV Format File - this option will generate a text file with a .csv extension (automatically inserting commas between fields).

Tab Format File - this option will produce tab-delimited fields in the export file.

Set Lockdown Date - if selected, JT will automatically set the Time & Attendance Lockdown Date, explained in the System Configuration section, with the end date of the period exported.

Allow Export Without Approval - once selected, specific options of what to exclude will become available, allowing export of employees who have missing clockings, and/or absence, and/or unauthorized overtime. This feature will not apply if no approval levels have been set.

The number of records exported can be added at the top ‘Prefix’ or at the bottom ‘Suffix’ of each export file. Simply select one or both in the ‘Export Count’ box.

If the export should run as a Planned Event without approval, it needs to be set in the event as well.

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FILE DETAILS

Filename - name and extension to use on export files.

Filename uses Date Range will include the ‘From’ and ‘To’ dates in the name of the file.

Filename uses End Date will include only the end date in the file name. E.g. vip12-Dec-14.asc

Filename uses Current Date & Time will make the name of the file contain the file creation date and time, after the ‘Filename’ entered, but before the file extension. E.g. “Vip.asc” would become “Vip 23Apr2015.asc”

Overwrite Existing File - if selected, JT will replace any existing export file with the new one, without warning. The export file path is shown at the bottom of this tab, and can be changed by clicking on ‘Browse’, which will enable browsing to the desired output folder (type in the name of the file with its extension).

FTP Output File - This option will show if FTP has been set up under System Configuration, General1. If used it will place the export file in the configured FTP location.

Sage API - integrate using a User Defined Batch to populate Sage directly

PaySpace API - populate PaySpace using ‘EditPayslip/Batch’ endpoint

SQL Table - This facilitates the writing of the export results into a table in the JTime database called “JT_Data_Export” where third-party software e.g. a dashboard application, can read the results to form its own reports. The Engine will periodically check the table and data older than 90 days will be automatically removed.

Table fields:

  1. [DateF]
  2. [DateT]
  3. [FileCode]
  4. [FilterCode]
  5. [empCode]
  6. [Seq]
  7. [Emplid]
  8. [FileName]
  9. [Export]
  10. [RunDate]
  11. [Data01] to [Data50]

The table has some reference columns for JT - Data columns 1-50 in the table are referenced as per the File Export setup in JT. The 'Export' column can be utilized by the client to determine if they have retrieved the information by updating from 0

Multiple exports can be done to the table for different third party information requirements. They can be filtered by referencing the column FileName.

Each time a "SQL Table" export is done, a check is done on existing records and any record in the table older than 3 months is deleted.

Header Record 1 - if selected, JT will display one text bar for manual entry of this header line, and will always output this single header as the first line during each export. Subsequent Header records will be added if selected.

Trailer Record - if selected, JT will display a text bar for manual entry of this trailer line, and will always output this single trailer as the last line during each export.

Column Headers – If selected any completed Caption fields will print in the export file.

If you need to format the date of the file name, then include the format using single quotes.
Examples:

  1. Vip 'ddMMMyyyy'.asc would become Vip 23Apr2015.asc
  2. Vip 'ddMMyy'.asc would become Vip 230415.asc
  3. Vip 'ddMMMMyyyy'.asc would become Vip 23April2015.asc
  4. Vip 'ddMMMMyyyy'.asc would become Vip 23April2015.asc
  5. Vip 'dd MMMM yyyy'.asc would become Vip 23 April 2015.asc
  6. Vip 'dd MMMM yyyy HHmm'.asc would become Vip 23 April 2015 0832.asc
  7. Vip 'dd MMMM yyyy HHmmss'.asc would become Vip 23 April 2015 083212.asc

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EXPORT COUNT

Apply one of these options to add a count of the number of records exported, in the export file.

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