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PTO Accrual Import for Core HR from ExakTime

Time records from ExakTime Connect can be exported with AccountLinx and be imported into Core HR to accrue PTO. This process is ideal if you are already exporting your time from ExakTime for payroll purposes and need to send it to Core HR for accruing PTO as well. To simplify this process, we can export two files for your use: a file for your payroll and a file for Core HR.

Prerequisites

  • ExakTime & Core HR Customer
  • Using AccountLinx to export ExakTime records for payroll.
  • Tracking PTO in Core HR where accruals are based on hours worked.
  • Using a supported exporter.
    • We are presently unable to export the Core HR file for accounting/payroll systems that we connect to directly. These unsupported accounting/payroll systems are listed below:
      • QuickBooks
      • QuickBooks Online
      • Sage 100 Contractor [Master Builder]
      • Sage 50 - Canadian Edition [Simply and Quantum Accounting] - API 
      • Sage 300 Construction and Real Estate [Timberline Office] [Service Management]
      • HardHat
      • Sage BusinessVision
      • WorkDay

Enabling the Core HR Export

The Foundation exporter will be used as an example, but other supported exporters can be used to export the necessary time data. All that needs to be done is enable the Core HR option from Options.

  1. Click Tools and click Options.

    ALX_-_Options_-_01.png

  2. Use the checkbox for "Export CoreHR Hours Worked File". Click OK.

    Export_Hours_Options_-_01.png

How the Core HR File is Exported

The AccountLinx steps before exporting will proceed as normal. You will select the date range, select the employees to export, then begin the export process. Any differences will occur during and after the export process.

There will be a confirmation in the export progress that the CoreHR file has been generated.

Core_HR_Export_-_01.png

In addition to your file for payroll use, there will be an additional CoreHR file. It will include the date and time of when it was generated with the format of "yyyy-MM-dd-hh-mm" like the example below.

File_Example_-_01.png

What Can Affect The Core HR File Creation

When AccountLinx is generating the Core HR file, there are some moments where the Core HR will not be exported or will not contain some data.

  • If the export is canceled, the CoreHR file will not be generated.
  • Any time record rejected during the export process will NOT be included in the CoreHR file.
    • Some examples of this can be missing IDs for employees, locations, cost codes, etc.
  • Any employee without an Arcoro User ID will not be included in the CoreHR file, even if they were included in the payroll export.
    • The Arcoro User ID is automatically generated when employees are created and synced between our modules to maintain user consistency.

Export File

The Core HR file that is generated will have the following layout:

Column Header Type of Data Length Column Notes
Arcoro User ID GUID 32 Yes
  • Used to match employees between Core HR and Connect.
  • Will only export employees with valid Acroro User IDs.
Transaction Date Date >0 Yes mm/dd/yyyy format
Project Code String - No Regular, OT1, or OT2 values only. If not populated, it will default to Regular.
Hours Number - Yes  
Cost Center 1 String >0 No Per ExakTime integration, this must be the Connect Cost Code Description.
Cost Center 2 String >0 No Per ExakTime Integration, this must be the Connect Location Name.
Cost Center 3 String >0 No  
Cost Center 4 String >0 No  
Cost Center 5 String >0 No  

When opening the CSV file in Excel, it will appear like below:

Excel_Export_-_01.png

 Avoid Modifying Exported Files

Opening a CSV file with Excel can cause the data to beautomatically reformatted by Excel to other values. Saving the CSV file after opening it in Excel will make the reformatted data permanent and can cause a discrepancy in data. For more information regarding this topic, you can refer to Double-Checking Your Excel Data Before Use

Import the Core HR File into Core HR

  • From the Core HR menu, click Data to expand it, click Imports, then click Standard.

    Menu_-_Standard_Import_-_01.png

  • Select the "Timesheet w/ Cost Centers" import type and browse for the Core HR file. Click Import File when ready.

    Standard_Import_-_00.png

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