Time Data Import

Import Time Data Module - User Guide

1. Introduction 📝

The Import Time Data module is the primary bridge between physical biometric devices and the ERP’s payroll engine. It allows HR teams to bulk-upload employee work hours from any biometric export file, ensuring that monthly salary calculations are based on actual performance data.

Typically, this module is used by HR Administrators and Timekeeping Clerks.

2. Getting Started with Time Data 🚀

Accessing the Module

Navigate to Import Time Data. You will first select the Pay Date (Month and Year) for which the attendance is being synchronized.

The 4-Column Template

The module uses a strictly formatted Excel template consisting of:

1. Biometric Id: The numeric ID assigned to the employee in the device.
2. Date: The specific day of work.
3. Worked Hours: Net productive hours.
4. Worked Minutes: Net productive minutes.

3. Features & Benefits ✨

🔄 Multi-System Compatibility

• Agnostic Import: Since the system uses a standard Excel model, it can accept data from any machine brand (Essl, Biomax, etc.) as long as the data is formatted to the 4-column structure.
• Auto-Mapping: The system automatically maps the internal Employee Code to the external Biometric Id during the import process.

🛡️ Smart Data Scrubbing

• Date Window Guard: The system automatically rejects any records where the date falls outside the selected Pay Date month.
• Time Normalization: Validates that “Hours” are between 0–23 and “Minutes” are between 0–59 to prevent corrupted data from entering the payroll engine.

📋 Precision Error Reporting

• Dual-Layer Checks:
  1. Z-Codes: Structural checks (ID length, date syntax).
  2. Logic Codes (A–E): Business checks (Out-of-month dates, invalid categories).

4. Complete Flow 🔄

5. Validations and Logic ⚠️

Structural Validations (Z-Codes)

• Code Z1/Z3: Biometric ID is mandatory and must not exceed 6 digits.
• Code Z2: Enforces numeric-only data for Hours and Minutes.
• Code Z4: Strictly enforces dd-MMM-yy date formatting to avoid regional OS conflicts.

Business Logic (Error Codes A–E)

• Code B/C (Range Guard): Hours must be 0–23, Minutes must be 0–59.
• Code D (Month Matching): Every log date must belong to the selected Pay Date month.
• Code E (Identity Matching): The Biometric ID must belong to an Active Employee who is part of a payroll-eligible category.

6. Related Reports 📊

• 🏢 Daily Attendance Register: Summary view of imported hours per employee per day.
• 📋 Missing Biometric Log Report: List of active employees who have no logs for the selected month.
• 📐 Payroll Analysis: Final report showing how these hours translated into monthly salary.

7. Best Practices / Tips 💡