How to Import Multiple Cost Codes into ExakTime

In the event that you need to import multiple cost codes, either due to multiple activities to track or the initial setup of your account, you can import your cost codes with a CSV (comma-separated values) file. 

 Adding Cost Codes Individually

If you only need to add a few cost codes, then you can add them individually instead of through a CSV file. For more information on this process, you can refer to the following article.

Creating your CSV File

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You can create your own CSV file with the necessary information or fill in the provided cost code template XLS file below.

XLS Cost Code Template

Tips

  • It is highly advised to remove any cost code that should not be entered into the system. Once the cost code has been imported, they cannot be deleted and can only be deactivated.
  • Because you are unable to delete cost codes after they have been added, it can help to only import 1-2 cost codes to make sure your CSV file was properly created. It is easier to adjust 1-2 cost codes you tested importing instead of trying to fix 50+ cost codes.
  • Any cost code contained with the CSV file will be imported and active by default unless the status has been specified in the CSV file.
  • As a CSV file uses a comma to separate different values/data, be mindful of entering commas in the middle of values/data as it can skew other columns.
  • When importing a cost code, it will look at the cost code ID and name to determine if a new cost code should be created or to update an existing cost code.
    • If the cost code ID and name combination do match an existing cost code, it will update the existing cost code's information. 
    • If the cost code ID and name combination do not match an existing cost code, it will create a new cost code entry.
Available Fields
  • Status
    • "Active" or "Inactive" can be used to set the Cost Code status.
    • 1 or 0 can be used to set the Cost Code status.
  • Description (Required)
  • Cost Code ID
  • Color
  • French Translation
  • Spanish Translation
  • Category*
  • Comments
  • Custom Fields/User-Defined Fields**

*Note: If the security role, group, or category entered does not exist, a new one will be created.

**Custom Fields are created by a user/administrator to include additional data not normally offered in ExakTime Connect. As custom fields are created by a user, the information that can be used can be limited.

Importing The CSV File

  • Go to Tools and click Import.

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  • Select the appropriate options and provide your CSV file. Click Next when finished.

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    • Select Cost Codes for the data type to import.
    • Use the "First row contains field names" toggle if your CSV file includes a header row.
    • Click Browse Files and select your CSV file.
  • Use the drop-down menus to specify what data type a column contains. When finished, click Import.

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  • The final step will indicate the status and success of the import.

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    • If the import was unsuccessful and you stay on this import status page, you will have a button to download an error file indicating what data could not be imported and why.

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    • After the import has been completed, you will receive an email notification with the result of the import. If the file was not successful, you will receive a link to download an error file for what data could not be imported and why.

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    • You can navigate to other pages of ExakTime Connect while the import is done in the background.

 Excerpt From An Article

This article is adapted from a comprehensive article: CSV Import for Employees, Locations, and Cost Codes

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