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TNA 4 supports a variety of import formats for importing
clockings. This one is known as the TNA Generic Import format. the
main advantage of this format is that it can be used to import items
other than just clockings. It is a CSV (Comma Separated) format.
The first field on each row identifies the type of record being
imported. For example C is for clockings, L is for leave, E is for
Employee and so on.
If the program exporting the data can be configured, then
this is the format you should use.
A Sample Excel Spreadsheet, which can generate this CSV format can
be found here. Remember that when saving
from Excel only the active Sheet will be saved, and you need to
select CSV from the "Save As Type" list.
Automatically
Importing Clockings and other Data
| Field |
Name |
Max Length (Chars) |
Description |
| 1 |
Record Type |
1 |
C for clockings |
| 2 |
Site |
4 |
Optional. Usually
left blank. If blank then the site code at the place of
import is used. |
| 3 |
Card Number |
10 |
The Card Number
for the employee. This is optional if the Employee Number
is used. |
| 4 |
Employee Number |
10 |
If omitted then
the employee assigned to the card gets the clocking. Either
the Card Number, or Employee number (or both) must be used.
If both are used then the Employee Number will override
the Card Number, but the card number is stored with the
clocking. |
| 5 |
Date |
10 |
Required.
dd/mm/yyyy |
| 6 |
Time |
8 |
Optional. If empty
then the clocking will apply from 0:00. hh:mm:ss or hh:mm |
| 7 |
Direction |
1 |
Either I for in
or O for out. Required if the clocking is a payroll clocking,
but not required if it's just a change of classification. |
| 8 |
Device |
8 |
Optional. Usually
a reference to the clock being used. In the case of an import
you may want to use this field to identify imported clockings. |
| 9 |
Authorised |
1 |
Y if the clocking
is valid, or N, or D, if it still requires further authorisation.
If omitted then Y is assumed. |
| 10 |
Company |
30 |
Optional. Places
the employee in a particular company, from the time/date
entered above. You can use either the company number, or
the company name (as set in the TNA 4 Configuration module.)
If the company does not exist then it will be created on
the fly in the TNA 4 system. |
| 11 |
Branch |
30 |
Optional. Places
the employee in a particular branch, from the time/date
entered above. You can use either the branch number, or
the branch name (as set in the TNA 4 Configuration module.)
If the branch does not exist then it will be created on
the fly in the TNA 4 system. |
| 12 |
Department |
30 |
Optional. Places
the employee in a particular department, from the time/date
entered above. You can use either the department number,
or the department name (as set in the TNA 4 Configuration
module.) If the department does not exist then it
will be created on the fly in the TNA 4 system. |
| 13 |
Cost Centre |
30 |
Optional. Places
the employee in a particular cost centre, from the time/date
entered above. You can use either the cost centre number,
or the cost centre name (as set in the TNA 4 Configuration
module.) If the cost centre does not exist then it will
be created on the fly in the TNA 4 system. |
| 14 |
Category |
30 |
Optional. Places
the employee in a particular category, from the time/date
entered above. You can use either the category number, or
the category name (as set in the TNA 4 Configuration
module.) If the category does not exist then it will
be created on the fly in the TNA 4 system. |
| 15 |
Scale |
30 |
Optional. Places
the employee in a particular scale, from the time/date entered
above. You can use either the scale number, or the scale
name (as set in the TNA 4 Configuration module.)
If the scale does not exist then it will be created on the
fly in the TNA 4 system. |
| 16 |
Type |
30 |
Optional. Places
the employee in a particular type, from the time/date entered
above. You can use either the type number, or the type name
(as set in the TNA 4 Configuration module.) If
the type does not exist then it will be created on the fly
in the TNA 4 system. |
| 17 |
Workgroup |
30 |
Optional. Places
the employee in a particular workgroup, from the time/date
entered above. You can use either the workgroup number,
or the workgroup name (as set in the TNA 4 Configuration
module.) If the workgroup does not exist then it will
be created on the fly in the TNA 4 system. |
| 18 |
Job |
30 |
Optional. Places
the employee in a particular job, from the time/date entered
above. You can use either the job number, or the job name
(as set in the TNA 4 Configuration module.) If
the job does not exist then it will be created on the fly
in the TNA 4 system. |
| 19 |
Customer |
10 |
Optional. Use this
only if you are creating a new Job, via field 18 above.
If the job already exists (and is assigned to a customer)
then this field is ignored. |
| 20 |
Quantity |
10 |
Optional. The quantity
of items completed. |
| 21 |
Reference |
10 |
Optional. Anything
you want. Not used by the TNA 4 system, but can be included
on reports. |
| 22 |
Comment |
250 |
Optional. Anything
you want. Not used by the TNA 4 system, but can be included
on reports. |
| Field |
Name |
Max Length (Chars) |
Description |
| 1 |
Record Type |
1 |
E for employees |
| 2 |
Site |
4 |
Optional. Usually
left blank. If blank then the site code at the place of
import is used. |
| 3 |
Employee Number |
10 |
Required. Each
employee on the site needs a unique 10 character, alphanumeric
identifier. |
| 4 |
Pay Number |
20 |
Optional. The identifier
used by the payroll system, if it's different from the employee
number. |
| 5 |
Card Number |
10 |
Optional. The Card
Number that is associated with this employee. |
| 6 |
First Name |
20 |
Optional. The first
name, or initial, of the employee. |
| 7 |
Last Name |
20 |
Optional. The last
name of the employee. |
| 8 |
Date Hired |
10 |
Optional. In dd/mm/yyyy
format |
| 9 |
Shift |
6 |
Optional. The shift
code, of the shift, that the employee should be processed
with. |
| 10 |
Company |
30 |
Optional. Places
the employee in a particular company, from the time/date
entered above. You can use either the company number, or
the company name (as set in the TNA 4 Configuration module.)
If the company does not exist then it will be created on
the fly in the TNA 4 system. |
| 11 |
Branch |
30 |
Optional. Places
the employee in a particular branch, from the time/date
entered above. You can use either the branch number, or
the branch name (as set in the TNA 4 Configuration module.)
If the branch does not exist then it will be created on
the fly in the TNA 4 system. |
| 12 |
Department |
30 |
Optional. Places
the employee in a particular department, from the time/date
entered above. You can use either the department number,
or the department name (as set in the TNA 4 Configuration
module.) If the department does not exist then it
will be created on the fly in the TNA 4 system. |
| 13 |
Cost Centre |
30 |
Optional. Places
the employee in a particular cost centre, from the time/date
entered above. You can use either the cost centre number,
or the cost centre name (as set in the TNA 4 Configuration
module.) If the cost centre does not exist then it will
be created on the fly in the TNA 4 system. |
| 14 |
Category |
30 |
Optional. Places
the employee in a particular category, from the time/date
entered above. You can use either the category number, or
the category name (as set in the TNA 4 Configuration
module.) If the category does not exist then it will
be created on the fly in the TNA 4 system. |
| 15 |
Scale |
30 |
Optional. Places
the employee in a particular scale, from the time/date entered
above. You can use either the scale number, or the scale
name (as set in the TNA 4 Configuration module.)
If the scale does not exist then it will be created on the
fly in the TNA 4 system. |
| 16 |
Type |
30 |
Optional. Places
the employee in a particular type, from the time/date entered
above. You can use either the type number, or the type name
(as set in the TNA 4 Configuration module.) If
the type does not exist then it will be created on the fly
in the TNA 4 system. |
| 17 |
Workgroup |
30 |
Optional. Places
the employee in a particular workgroup, from the time/date
entered above. You can use either the workgroup number,
or the workgroup name (as set in the TNA 4 Configuration
module.) If the workgroup does not exist then it will
be created on the fly in the TNA 4 system. |
| 18 |
Job |
30 |
Optional. Places
the employee in a particular job, from the time/date entered
above. You can use either the job number, or the job name
(as set in the TNA 4 Configuration module.) If
the job does not exist then it will be created on the fly
in the TNA 4 system. |
| 19 |
ID Number |
20 |
Optional. A national
identity number for the employee. For example a passport
number, or social security number. |
| Field |
Name |
Max Length (Chars) |
Description |
| 1 |
Record Type |
1 |
L for leave |
| 2 |
Site |
4 |
Optional. Usually
left blank. If blank then the site code at the place of
import is used. |
| 3 |
Employee Number |
10 |
Required. Each
employee on the site needs a unique 10 character, alphanumeric
identifier. |
| 4 |
From Date |
10 |
Required. The first
day on which the employee is on leave. In the format dd/mm/yyyy. |
| 5 |
To Date |
10 |
Required. The last
day on which the employee is on leave. In the format dd/mm/yyyy. |
| 6 |
Type |
30 |
Required.
The type of leave that the employee is on. Leave Types must
be pre-configured in the Configuration module. |
| 7 |
Paid Leave Days |
|
Optional. A number
valid to 2 decimal places. This will affect his accrued
paid leave. |
| 8 |
Paid Sick Days |
|
Optional. A number
valid to 2 decimal places. This will affect his accrued
sick leave. |
| 9 |
Approved |
7 |
Optional. Valid
options are Yes, or Y, No or N, Pending or P. |
| 10 |
Approved By |
20 |
Optional. The name,
or number of the employee who approved the leave. |
| 11 |
Approved On |
10 |
Optional. Date
of approval in dd/mm/yyy format |
| 12 |
Reason |
40 |
Optional. Additional
reason information for the leave. |
| 13 |
Comment |
40 |
Optional. Any other
information. |
- All fields can be entered with trailing spaces clipped,
or with trailing spaces included.
- Commas are not allowed in any fields.
- Duplicate clockings are not imported. A clocking is a duplicate
if it has the same Site, Employee Number (or CardNumber),
Date, Time and Direction as an existing clocking. In other
words only one In, Out and Job clocking is allowed at the
same time.
- If the first column is blank, ie if the line starts with
a , then the line is ignored. This allows for comment records
in the file.
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