Implement TimeClock Plus™ v.7.1.x with the Financials Payroll
This Section Includes:
ŘStep 1: Match the Financial Payroll Distributions to Job Codes in TimeClock Plus
ŘStep 2: Exporting Employee Data from the Financials
ŘStep 3: Importing Employee Data into TimeClock Plus
ŘStep 4: Assigning Job Codes to Employees
ŘStep 5: Exporting Hours from TimeClock Plus
ŘStep 6: Importing TimeClock Plus Information into the Financials Payroll
Step 1: Match the Financial Payroll Distributions to Job Codes in TimeClock Plus
The first step in ensuring a successful transfer of data between Financials Payroll and TimeClock is to match the Payroll Compensation Distribution types in Financials to the Job Codes in TimeClock.
1. From the Payroll menu, select Modify > Compensation Information.
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2. From the Compensation Information page click the Edit 
icon or double-click the Compensation Type that you use for hourly employees. For most organizations, this is Salary/Hourly (Regular Wages).
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3. Please make note of all the Descriptions in the Distributions grid. You need to match each one to a Job Codes in TimeClock Plus.
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4. Next, open TimeClock Plus Manager and click Configuration > Job Codes.
5. Click the Add button to create a new Job Code.
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6. Before you click Save, go to the Custom Fields tab and then Shelby Export to enter a unique code that will be used for mapping this TimeClock Job Code to a specific Compensation Distribution in Financials. You can type anything you want but it must be less than or equal to 10 characters (including spaces). In this example, we are using a numerical code (e.g., 1001):
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Step 2: Exporting Employee Data from the Financials
The Financials Payroll application allows you to export employee information (employee name, phone number, Social Security Number, etc.) to a text file that can be imported into TimeClock. This saves you from having to manually enter this information into TimeClock.
1. From the Payroll dashboard, select Utilities > TimeClock Plus Export.
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2. The program automatically downloads the ‘TimeClockPlus.txt’ file to your computer’s Downloads folder, by default, although this location can be changed in your browser’s settings. After entering a new employee in Payroll, you need to run the TimeClock Plus Export again.
***TIP: To exclude an employee from the TimeClock Plus Export, change their TimeClock ID Number to 0 in Employee Information. ***
Step 3: Importing Employee Data into TimeClock Plus
1. Login to TimeClock Plus Manager.
2. Select Tools, then Import.
•For the “What type of data would you like to import?” drop-down menu, choose Employee Information.
•Click the Browse button to Choose a file and navigate to the file that you created when exporting from the Financials program (e.g., C:\Users\thomasb\Downloads\TimeClockPlus.txt).
•Change the Field Delimiter from COMMA to TAB.
•Check the box for “Use the first line in the file as the header to automatically map the fields.”
•Use the defaults for all other fields and select Next.
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3. Use the defaults and select Next on the “Select employee processing settings” page:
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4. The “Map each field from the file by using the Mapped As column” page allows you to view how the Employee Information fields in Financials are mapped to the Employee Information fields in TimeClock. Verify the mapping for the fields in the table below, as Employee ID, First Name, Last Name, and Export Code are mandatory. All other fields are optional and can be changed to “<<Not Mapped>>” in the Mapped As column if you do not want to import that information:
|
Map Data |
Mapped As |
|
NUMBER |
Employee ID |
|
FIRSTNAME |
First Name |
|
LASTNAME |
Last Name |
|
ECODE |
Export Code |
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5. After selecting Next, you can view the mapped fields that will be imported on the “Review the import summary before completing the import” page. You may also optionally click the Save Import Template button so that you can save all import settings for the next time you import new/updated Employee Information. Click the Import button to complete the import or the Cancel button to cancel the import.
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6. After clicking Import, you receive a message that tells you how many employee records were imported and whether there were any exceptions.
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Step 4: Assigning Job Codes to Employees
Once Job Codes have been set up in TimeClock and employee information has been exported from Financials and imported into TimeClock, it is time to assign Job Codes to employees in TimeClock.
1. Select Employee and then click Employee Profiles. To edit an employee in the list, either select the employee on the left or type the TimeClock employee number in the search field. Click on the Jobs tab and click the Assign button.
2. Select the Job Code(s) for the employee. You can use the Search box to filter the selections. Click the Assign button to add selected job codes or the Cancel link to not add any job codes.
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Step 5: Exporting Hours from TimeClock Plus
After you have finished your pay period, you are ready to export hours from TimeClock to the Financials Payroll application.
1. Select Hours > Period Export.
•Select Shelby for the Export Format.
•Select the appropriate Start date and Stop date.
•File name field: It is a good idea to change the file name every time you export hours from TimeClock so that you can go back and look at history (e.g., 2022-10-29_TimeClock.txt).
•Check Split by job code.
•You may also optionally click the Save as button so that you can save all export options for the next time you export hours from TimeClock.
2. Click the Generate button, and on the following “Processing” window click the Download button. This creates the file that is going to be imported into Financials.
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Step 6: Importing TimeClock Plus Information into the Financials Payroll
Once you have exported the information from TimeClock, you can import it into Financials Payroll.
1. Open the Financials Payroll application and select Manage > Payroll Processing.
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2. Click the Search button and then the Time Clock Import link.
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3. Enter the Distribution Selection Date and click the Choose File button. Browse to and select the file you created from TimeClock. Click the Import button to continue the import or the Cancel link to return to the previous screen.
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4. Enter the job code for Holiday, Vacation, Sick, Personal, and Misc time along with the default number of hours for Salaried Employees.
For each Job Code in the grid, click the Edit icon and select the appropriate Compensation and Distribution. Click the Update button to finish importing the TimeClock file or the Cancel link to return to the previous screen. NOTE: When you click Update, the mapping is saved for next time.
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5. Once you have imported the hours from TimeClock into Financials, make any adjustments needed on the Payroll Processing screen. After this, you are ready to finish processing payroll.