File Layout Specifics

The import file must be a comma delimited text file.

The first fields are necessary for processing and must be filled out. The optional fields follow, and are not necessary for processing. The optional fields can be left blank or the file can be truncated. For example, if you only need to write fields batch through pay rate level, then only these fields are needed in the file.

Note: If cost centers are being used, an optional cost center field will display on the File Layout list.
Important: The routine that reads the file needs to have the variables in the correct order. If fields are skipped, then a comma must still be present to hold the position. In the following example, the job/phase/ct are blank, and the record ends after the pay rate level field.File Layout Specifics - Information FlowWhen defaulting, the software will work by first looking to the comma delimited text file. If the comma delimited text file contains a variable that is not required, then it will use it. Otherwise, it will use the default from Spectrum.This is the layout that Spectrum will be expecting.

Field #

Descriptions

Notes

Type

Max Len

Required?

1

Batch Code

batch for pre-time card processing.

alpha

8

yes

2

Employee Code

validated

alpha

11

yes

3

Department

must be valid department

alpha

6

yes

4

Pay Type,

Add-on or Deduction code

All pay types are supported including: R, O, D, H, V, S, C, M, SA ,ER, EO, ED, EU, RP, JX, 1, 2, 3, Q (only applies to Quantity), U. Incentive pay types are supported (for example: IR, IO, ID when “I” is specified on the Payroll Installation screen.)

All valid add-on and deductions are supported.

alpha

2

yes

5

Hours

hours worked

numeric

10

yes

6

Job

validated

alpha

10

yes*

7

Phase

validated

alpha

20

yes*

8

Cost Type

validated

alpha

3

yes*

9

Date

work date in MM/DD/YY format

alpha

8

no

10

Message Line

alpha

30

no

11

Pay Rate Level

1 - 9

alpha

1

no

12

Wage Code

validated

alpha

2

no

13

Union Code / Pay group

validated

alpha

6

no

14

Worker's Comp

validated

alpha

6

no

15

State Tax Code

validated

alpha

2

no

16

County Tax Code

validated

alpha

2

no

17

Local Tax Code

validated

alpha

2

no

18

Equipment Code**

must be valid code

alpha

10

no

19

Equipment Hours

not validated

numeric

8

no

20

Quantity***

non-zero

numeric

11

no

21

Company code

must be valid company

alpha

3

no

22

Pay rate

not validated

numeric

11

no

23

Equipment cost category

validated

alpha

4

no

24

Crew number

validated

alpha

10

no

25

Cost center

validated (if cost centers are turned on in the Enterprise Installation screen)

alpha

10

no****

26

Work order

the work order will be from the company code specified above

alpha

10

no

27

Site equipment

validated

alpha

8

yes*****

28

Site component

validated

numeric

2

yes*****

29

Contract

validated

alpha

10

no

30

Equipment work order

validated

alpha

10

no

31

Billing code

validated as a time + material code for direct job cost entries, or as a work order code for time cards referencing a work order.

alpha

10

no

32

Billing rate

validated

numeric

10

no

* If direct cost department, then this field is mandatory; otherwise it must be blank.

** Provided that a valid equipment code is included in the text file, the ER, EO, ED, and EU pay types will be imported into the Pre-Time Card Detail file with the standard defaults.

*** The records associated with the Quantity pay type will be imported into the Pre-Time Card Quantity Detail file. Validation will be performed to assure the phase code is valid and the quantity itself is non-zero.

**** If the cost center field is blank and it’s a non-direct department, Spectrum sends it to the error file. For direct job and direct equipment departments, Spectrum assigns the cost center, regardless of the validity of the entry in the import.

***** If the Work Order Installation option for ‘Require equipment/component code for work order transactions?’ is selected, then a valid equipment and component code is required.

The following is an example of a comma delimited text file.

J18,BUHJAY,1J,R,8,200,010200,L,06/18/03,has a job,1,,WA020,0101,,,,,,,XYZ,11.13

J18,BUHJAY,1J,O,2,200,010200,L,06/18/03,has a job,1,,WA020,0101,,,,,,,XYZ,25.66

J18,BUHJAY,1J,D,1,200,010200,L,06/18/03,has a job,1,,WA020,0101,,,,,,,XYZ,31.897

J18,BUHJAY,1E,R,8,,,,06/18/03,has equipment,1,,WA020,0101,,,,BL14,,,XYZ,1.568

J18,BUHJAY,1E,O,2,,,,06/18/03,has equipment,1,,WA020,0101,,,,BL14,,,XYZ,7.896

J18,BUHJAY,1E,D,1,,,,06/18/03,has equipment,1,,WA020,0101,,,,BL14,,,XYZ,9.995

J18,BUHJAY,1J,ER,8,200,096800,L,06/19/03,has job and equipment,1,,WA020,0101,,,,BL16,7,,XYZ,15.66

J18,BUHJAY,1J,EO,2,200,096800,L,06/19/03,has job and equipment,1,,WA020,0101,,,,BL16,2,,XYZ,33.22

J18,BUHJAY,1J,ED,1,200,096800,L,06/19/03,has job and equipment,1,,WA020,0101,,,,BL16,1,,XYZ,12.123

J18,BUHJAY,1J,EU,8,200,096800,E,06/20/03,has job and equipment,1,,WA020,0101,,,,BL16,8,,XYZ,30.987

J18,BUHJAY,1A,ER,8,,,,06/22/03,has equipment,1,,WA020,0101,,,,BL16,7,,XYZ,6.667

J18,BUHJAY,1A,EO,2,,,,06/22/03,has equipment,1,,WA020,0101,,,,BL16,2,,XYZ,19.785

J18,BUHJAY,1A,ED,1,,,,06/22/03,has equipment,1,,WA020,0101,,,,BL16,1,,XYZ,45.446

J18,BUHJAY,1A,EU,8,,,,06/23/03,has equipment,1,,WA020,0101,,,,BL16,8,,XYZ,62.33

J18,BUHJAY,1J,R,1,200,010200,L,06/24/03,line,1,,,,,,,,,,XYZ,101.22

J18,BUHJAY,1E,O,2,,,,06/24/03,needs category,1,,,,,,,BL14,,,XYZ,7.432

J18,BUHJAY,1J,ED,1,200,096800,L,06/24/03,line,1,,,,,,,BL16,,,XYZ,7.89

J18,BUHJAY,1A,ER,2,,,l,06/24/03,doesn't need category,1,,,,,,,BL16,,,XYZ,25.60

J18,BUHJAY,1A,R,1,,,,06/24/03,line,1,,,,,,,,,,XYZ,60.10

J18,BUHJAY,1A,EU,3,,,,06/24/03,line,1,,,,,,,BL16,3,,XYZ,33.668

J18,BUHJAY,1J,EU,2,200,096800,E,06/24/03,line,1,,,,,,,BL16,2,,XYZ,88.51

J18,,,Q,,200,096800,L,06/24/03,QUANITY LINE,6,,,1200,OR,X2,Y1,,,17,XYZ,,

J18,,,Q,,130,02000,L,06/25/03,QUANTITY LINE ELE,,,,,,,,,,22,

J18,BUHJAY,DA,R,1,,,,06/25/03,ELE line,1,,,,,,,,,,,67.60

J18,BUHJAY,DJ,R,1,130,02000,L,06/25/03,ELE line,1,,,,,,,,,,,1025.22

J18,BUHJAY,DJ,EO,1.75,130,14000,L,06/25/03,ELE line,1,C1,WA020,,,,,TN33,7,,,77.89

J18,WILDAN,1A,H,8,,,,06/26/03,ELE line,1,,,,,,,,,,XYZ,60.10