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

1 Customer Reference Detail Record
2 Detail Record
3 Header Record
4 Production Units Detail Record

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

#	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

#	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	F 15.2	Amount to withhold from the employee’s check. Required if a Deduction Date exists; otherwise, do not enter a value.

Optional Detail Fields (place after Field 53)

Field				Format	Description

Field	Format	Description
TRANX_REF_ID	C 15	PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your external application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.
ITEM_NUM	X	This is the Work Code field on eTimesheets.
ADJUST_CD	C 1	This indicates whether this record is an eTimesheet correction timesheet. Possible values: Y or N.
WO_ID	C! 25	The Work Order’s Id. Note: You can only use the following work order distribution fields when the Work Order Id has a value.
WO_OU_ID	X	Id of the Work Order’s Organizational Unit.
WO_COST_TYPE_CD	C 4	Id of the Work Order’s Cost Type.
WO_CUS_LOC_CD	C 8	Id of the Work Order’s Customer Location.
WO_CUS_EQ_ID	C 15	Id of the Work Order’s Customer Equipment.
WO_TASK_ID	C! 10	Id of the Work Order’s Task.
WO_FA_ID	X	Id of the Work Order’s Fixed Asset.
WO_FA_EXP_CAT_ NUM	I 3	Id of the Work Order’s Fixed Asset Category Expense.
WO_MAINT_SCHD_ NUM	I 6	Id of the Work Order’s Maintenance Schedule.
WO_MAINT_CONTRACT_ID	C! 15	Id of the Work Order’s Maintenance Contract .
REIMB_WO_ID	C 25	Id of the Work Order’s reimbursement. Note: You can only use the following reimbursement work order distribution fields when the Reimbursement Work Order Id has a value.
REIMB_WO_OU_ID	X	Id of the Reimbursement Work Order’s Organizational Unit.
REIMB_COST_TYPE_CD	C 4	Reimbursement Work Order Cost Type Code
REIMB_WO_CUS_LOC_CD	C 8	Id of the Reimbursement Work Order’s Customer Location.
REIMB_WO_CUS_EQ_ ID	C 15	Id of the Reimbursement Work Order’s Customer Equipment.
REIMB_WO_TASK_ID	C! 10	Id of the Reimbursement Work Order’s Task.
REIMB_WO_FA_ID	X	Id of the Reimbursement Work Order’s Fixed Asset.
REIMB_WO_FA_EXP_ CAT_NUM	I 3	Id of the Reimbursement Work Order’s Fixed Asset Category Expense.
REIMB_WO_MAINT_ SCHD_NUM	I 6	Id of the Reimbursement Work Order’s Maintenance Schedule.
REIMB_WO_MAINT_ CONTRACT_ID	C! 15	Id of the Reimbursement Work Order’s Maintenance Contract.
REIMB_SUBSISTENCE_DAYS	I 3	Value is required and enterable only when the reimbursement number (field #39) in the Detail record is associated with Calculation Base #9 in the Master Reimbursements window. Use this field to quantify the subsistence days to process for the timecard record.
EMPLOYMENT_PROV_CD	C 4	Id of the Employment Province. Note: You can only enter this value for Canadian Payroll employees.
WORK_PROV_CD	C 4	Enter the work province. This value determines the workers compensation province and work location-related tax province (e.g., NWT payroll tax). This value defaults on timecards, but you can override it during timecard entry for individual timecards. Note: You can only enter this value for a Canadian Payroll Employee.
CHRG_CURR_CD	C 1	Id of the standard charge rate’s currency.
CERT_CD	C 1	Determines if the timecard information should be included on Certified Payroll reports. Possible values are Y or N.
WORK_PR_CLASS_NUM	I 8	The Payroll Class assigned to the work location union affected by a Union Reciprocity Rule. PENTA automatically defaults this value; do not manually set it.
WORK_PAY_RT_NUM	I 4	The Pay Rate Number assigned to the work location union affected by a Union Reciprocity Rule. PENTA automatically defaults this value; do not manually set it.
TC_DAY1_UNITS	F 12.3	Number of completed units for the Unit_Pay_CD – Day 1 of week.
TC_DAY2_UNITS	F 12.3	Number of completed units for the Unit_Pay_CD – Day 2 of week.
TC_DAY3_UNITS	F 12.3	Number of completed units for the Unit_Pay_CD – Day 3 of week.
TC_DAY4_UNITS	F 12.3	Number of completed units for the Unit_Pay_CD – Day 4 of week.
TC_DAY5_UNITS	F 12.3	Number of completed units for the Unit_Pay_CD – Day 5 of week.
TC_DAY6_UNITS	F 12.3	Number of completed units for the Unit_Pay_CD – Day 6 of week.
TC_DAY7_UNITS	F 12.3	Number of completed units for the Unit_Pay_CD – Day 7 of week.
UNIT_PAY_CD	C 15	Required if the Hour Class is a Unit Rate Payroll hour class; otherwise, do not enter a value. Note: If you need different unit pay codes for some days/hours, create a detail record for each different unit pay code.
WC_ST_CD	C 2	ID of the Workers’ Compensation State used for WC and PL calculations. Including a value in this file position overrides the default WC ST CD PENTA selects for the timecard.

Header Record

The Header Record is optional. If the Header Record is present, PENTA:

Uses the information defined within the Header Record to validate the content of the interface file. If a header field fails validation, PENTA rejects the header and associated Detail records.

Posts the Detail records as of the Distribution Date.

System Options 348 (Reject Labor Interface on Err) affects the Labor Interface. If set to:

Y – PENTA rejects the entire interface file if any record in the file has generated an error.

N – PENTA rejects only those records in the interface file that have generated errors. Records that do not generate errors are loaded into the database.

Although System Option 161 (Require TC Distribution Date at Distribution) determines processing features in timecard entry, it does not control features in the Labor Interface.

If you choose to include a Header Record, it must contain the following fields:

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Header	Req	C! 3	Must be HDR.
2	Distribution Date	Opt	N 8	Use format YYYYMMDD

Optional Header Fields (place after Field 2)

Field			Format	Description

Field	Format	Description
PFW_EDIT_CD	C! 1	Determines whether PENTA loads the timecard batch into the Time/Equipment/Production Units Entry window or the Timecards by Selected Attributes window. Possible values: Y or N. If Y, interface batch can be accessed via the Time/Equipment/Production Units Entry window (if System Option 125 is set to not distribute the batch during the interface process).
RAPID_CHK_CD	C! 1	Determines whether PENTA distributes this batch as a rapid check batch. Possible values: Y or N.
D_RAPID_CHK_DATE	N 8	The check date assigned to rapid checks. Can only be used if RAPID_CHK_CD is Y. Use date format YYYY/MM/DD.
CONVERT_TO_CHK_ CD	C! 1	You can only use this if the RAPID_CHK_CD value is Y. Possible values: Y or N. If Y, employees that typically receive direct deposit will receive a check.
OFFSET_DED_NUM	N 3	To create a manual AP check to pay the employee, suppress check generation by entering a Deduction Number to use for the offset. Can only be used if RAPID_CHK_CD is Y.
AUTO_REDUCE_DED_CD	C! 1	If the net pay on a payroll check is negative, PENTA reduces voluntary after tax deductions until net pay is zero if set to Y. Can only be used if RAPID_CHK_CD is Y.
CHK_DATE_DISTR_CD	C! 1	Determines if PENTA should use the Check Date as the Distribution Date. Possible values: Y or N. You cannot enter Y when timecard distribution is not part of the interface process. You cannot enter Y when RAPID_CHK_CD is Y.

Production Units Detail Record

Production Units records are optional. A Production Units record must contain a Header Record (which is optional in the interface) containing optional value PFW_EDIT_CD and it must be Y.

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Identifier	Req	C! 6	PRODUNITS
2	Job Id	Req	X	Id of the Job you are entering production units for.
3	Cost Type Code	Req	C 4	Id of the Cost Type associated with the Job Id.
4	Costcode	Req	X	Id of the Costcode associated with the Job Id.
5	Date	Req	N 8	Identify the unit entry’s posting date. PENTA uses this date as the effective date of the units completed entry. Use format YYYYMMDD.
6	Units	Req	F 10.3	Enter the incremental completion number of units since your last entry.

Penta Knowledge Base

Labor Interface: Pipe Delimited Method