Labor Interface: Pipe Delimited Method
Use the Labor Interface to load timecard information using data from external applications. Information you load using the Labor Interface adds to the data already stored in PENTA by creating new timecard entry batches.
A loaded data file does not affect any of the data already stored or entered in PENTA’s database. It creates a new, unique timecard batch that you can process as you would any other batch.
Data files you load must have Request Types assigned to the L Interface Type.
PENTA runs several high-level tests for integrity on the file and records. When you process the records, be sure to use the file name as the Batch Number. This is different from other PENTA Interface Types. In the labor interface files, there is no Batch Number field. The file name itself becomes the Batch Number during processing.
Batch Distribution & Where to View Loaded Data
System Option 347 (Labor Interface - Auto Distrib) controls whether the batch is distributed. If you set it to:
• Y – PENTA distributes the batch immediately after file transfer. This ensures that no one modifies the batch.
• N – PENTA does not distribute batches, and you can review and correct them as needed in one of the following windows:
• Timecards – By Selected Attributes (if PFW_EDIT_CD in the interface file header record is N)
• Time/Equipment/Production Units Entry (if PFW_EDIT_CD in the interface file header record is Y)
Limitations & Restrictions
Do not use tildes (~) to denote null (empty) fields in this interface’s records. Instead, enter nothing (no space) between pipe delimiters.
Number of Timecards Created
When PENTA loads labor information, in most cases it creates one employee timecard entry for each record contained in the interface data file. PENTA summarizes hours attributed to the same labor distribution and recorded at the same pay rate into a single timecard entry.
There are two situations, however, in which PENTA creates multiple timecard entries.
If an employee’s hourly rate is changed, PENTA creates one employee timecard entry for each effective rate. For example, if an employee has a rate change effective on day four of five reported days, PENTA creates one summary timecard entry for days one, two, and three, then creates another summary record for days four and five.
If an employee’s time is attributed to a job for which certified payroll reporting is required, PENTA reports each day’s labor hours separately with no summarization.
Available Records
Customer Reference Detail Record
Customer Reference records are optional. A Customer Reference record must follow a work order related Detail record.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Identifier | Req | C! 6 | CUSREF |
2 | Customer Reference Code | Req | C 15 | Id of the Customer Reference. |
3 | Customer Reference Value | Opt | C 30 | Value of the Customer Reference. |
Detail Record
Each interface file should contain one or more Detail records.
Before using this interface, consider the following:
If the Header Record is not present, PENTA posts the transactions as of the work date in the Detail records, which is determined from the Week Ending Date. PENTA assumes the Week Ending Date is Hours 7 and determines the dates for Hours 1 through 6.
If System Option 211 (“Prevent summarization in timecard interface”) is N (default), PENTA summarizes the interface timecards. PENTA adds up hours for contiguous dates with the same distribution, places that sum in the highest number Hours field, and puts zeros in the lower number Hours fields for that distribution.
If the distribution indicates a certified job or System Option 211 is Y, PENTA does not summarize interface timecards. Use this if a fringe calculation depends on the number of days worked.
If multiple one-time reimbursements or deductions are required for an employee, you must create records for each reimbursement or deduction in the interface data file. Each record can contain only one reimbursement and one deduction.
There are six sets of fields. The sets are marked with shaded numbers in the first Field of the table. The first three sets (1, 2, and 3) make up a group, and the second three sets (4, 5, and 6) make up a group. In each group, if you enter information for one of the sets, you do not enter data for the other sets. For example, in the 4, 5, and 6 group, if you enter data for set 5, do not enter data for sets 4 & 6.
Also, if you do not define reimbursement distribution in set 4, 5, or 6, PENTA uses the timecard distribution as a default. Each timecard record can only contain one distribution for the hours worked. You can define a second single distribution for the reimbursement one of the reimbursement sets (4, 5, or 6).
Employees must have a Status of Active on their Employee Payroll Information window record with an Effective Date less than or equal to the Labor Interface Detail record date (Week Ending Date, Reimbursement Date, or Deduction Date) for successful interfacing. PENTA rejects records for employees with a Status of Inactive or Delete.
The fields in the following table identify the timecard data to be added, deleted, or modified.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Employee ID | Req | X | ID of the employee. |
2 | Week Ending Date | Opt | D | If System Option 161 is Y, the date must be +/- 14 days from the system date. If Reimbursement Number, Amount, or Applied Account contains a value, you must enter a value for Week Ending Date or Reimbursement Date. Use format YYYYMMDD. |
3 | Hours 1 | Opt | F 10.3 | Hours – Day 1 of week |
4 | Hours 2 | Opt | F 10.3 | Hours – Day 2 of week |
5 | Hours 3 | Opt | F 10.3 | Hours – Day 3 of week |
6 | Hours 4 | Opt | F 10.3 | Hours – Day 4 of week |
7 | Hours 5 | Opt | F 10.3 | Hours – Day 5 of week |
8 | Hours 6 | Opt | F 10.3 | Hours – Day 6 of week |
9 | Hours 7 | Opt | F 10.3 | Hours – Day 7 of week |
10 | Hour Class | Opt | C 3 | If this field does not contain a value, PENTA uses the distribution type as the default. |
11
| Job ID | Opt | X | If Job Id has a value, Cost Type Code and Costcode must have a value. |
12 | Cost Type Code | Opt | C 4 | Id of the cost category where PENTA charges labor costs associated with the timecard. |
13 | Costcode | Opt | X | Id of the Costcode where PENTA charges labor costs associated with the timecard. |
14 | Change Order | Opt | X | Id of the job-related change order associated with a cost distribution. |
15
| Debit OU ID |
|
| Id of the Organizational Unit associated with the debit. |
16 | Debit Account Number |
|
| Required if the Debit OU Id has a value; otherwise, do not enter a value. |
17
| Fixed Asset ID |
|
| ID of the fixed asset. |
18 | Fixed Asset Expense Category Number | Opt | I 3 | PENTA verifies the expense category number is valid for the Fixed Asset Id. Required if Fixed Asset Id has a value; otherwise, do not enter a value. |
19 | Hour Type Code | Opt | C 1 | This defaults from the Hour Class. |
20 | Other Pay | Opt | F 15.2 | Miscellaneous pay amount |
21 | Description | Opt | C 30 | Timecard entry description |
22 | Special Pay Rate | Opt | F 6.3 | A one-time pay rate associated with the current timecard. |
23 | Payroll Class | Opt | I 8 | Id of the timecard’s payroll class. |
24 | Pay Rate Number | Opt | I 4 | Id of the timecard’s pay rate. |
25 | Withholding State Code | Opt | C 2 | Id of the withholding state. |
26 | UC State Code | Opt | C 2 | ID of the Unemployment Compensation State used for SUT, SUI, and SDI calculations. Including a value in this file position overrides the default UC State Code PENTA selects for the timecard. |
27 | Local Code | Opt | C 4 | ID of the authority used for local tax calculations. Including a value in this file position overrides the default Local Code PENTA selects for the timecard. |
28 | WC Code | Opt | I 4 | ID of the workers’ compensation classification used for WC calculations. Including a value in this file position overrides the default WC Code PENTA selects for the timecard. |
29 | PL Code | Opt | I 4 | ID of the Public Liability classification used for PL calculations. Including a value in this file position overrides the default PL Code PENTA selects for the timecard. |
30 | Standard Charge Rate | Opt | F 15.4 | The timecard’s standard charge rate. Including a value in this file position overrides the default Standard Charge Rate PENTA selects for the timecard. |
31 | Shift # | Opt | I 1 | The number used to identify shift premium rates. Possible values are 1, 2, and 3. Including a value in this file position overrides the default Shift # PENTA selects for the timecard. |
32 | Hazard Duty # | Opt | I 3 | The number used to identify hazardous duty rates. Including a value in this file position overrides the default Hazard Duty # PENTA selects for the timecard. |
33 | Crew ID | Opt | I 3 | ID of the crew associated with the timecard. Including a value in this file position overrides the default Crew ID PENTA selects for the timecard. |
34 | Equipment ID | Opt | C 8 | Id of the equipment whose operation costs PENTA should distribute with labor costs. |
35 | Equipment Charge Cost Type Code | Opt | C 4 | Id of the Cost Type charged for equipment usage. |
36 | Special Charge Rate | Opt | F 15.4 | Rate that applies to the timecard hours and overrides the standard equipment hourly charge rate. |
37 | Time Code | Opt | C 4 | Required based on Job Type |
38 | Check Sort Group | Opt | C 5 | Id of the check sort group for entries in a batch. Override value if necessary. |
39 | Reimbursement # | Opt | I 3 | If Reimbursement Number has a value, Reimbursement Amount and Reimbursement Applied Account must have a value. PENTA verifies this field exists in the Reimbursement table. If a reimbursement entered in this field is associated with Calculation Base #9 in the Master Reimbursements window, you must also include the number of subsistence days in the optional REIMB_SUBSISTENCE_DAYS field listed below. |
40 | Amount | Opt | F 15.2 | Amount of reimbursement added to the employee’s check. |
41 | Reimbursement Applied Account Number | Opt | X | Id of the account to credit for the reimbursement Amount as an offset to the debited expense account. Required if Reimbursement Applied Account has a value; otherwise, do not enter a value. |
42 | Date | Opt | D | Date associated with the reimbursement record. Required if Reimbursement Number, Amount, or Applied Account has a value; otherwise, do not enter a value. |
43 | Job ID | Opt | X | Id of the job you are charging the reimbursement to. |
44 | Cost Type | Opt | C 4 | Id of the Cost Type you are charging the Reimbursement amount to. Required if Reimbursement Job Id has a value; otherwise, do not enter a value. |
45 | Costcode | Opt | X | Id of the Costcode you are charging the Reimbursement to. Required if Reimbursement Job Id has a value; otherwise, do not enter a value. |
46 | Reimbursement Change Order ID | Opt | X | Id of the Reimbursement’s change order. |
47 | Reimbursement OU ID | Opt | X | Id of the Reimbursement’s organizational unit. |
48 | Reimbursement Debit Account Number | Opt | X | Required if a Reimbursement OU Id exists; otherwise, do not enter a value. |
49 | Reimbursement Fixed Asset ID | Opt | X | Id of the Reimbursement’s fixed asset. |
50 | Reimbursement Asset Expense Category | Opt | I 3 | Required if a Reimbursement Fixed Asset Id exists; otherwise, do not enter a value. |
51 | Deduction Date | Opt | D | Date of the deduction. |
52 | Deduction # | Opt | I 3 | Id of the deduction. Required if a Deduction Date exists; otherwise, do not enter a value. |
53 | Deduction Amount | Opt |