2677376 - How to import time data or allowance to Time Sheet ?

How can time sheet be imported with recording or allowance ?

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

• SAP SuccessFactors Employee Central  - Time Sheet
• SAP SuccessFactors Time Tracking

Currently, you can only import External Time Data or External Allowance (available as of 2H 2023 release) into the time sheets of employees with the following time recording attributes (In Manage Data -> Time Recording Profile):

● Time Recording Variant: Duration or Clock Time 

AND

● Time Recording Method: Positive

OR

● Time Recording Method: Overtime

NOTE: This is a Time Tracking feature with Overtime time recording method, so Time Tracking license is required. See also KBA 2882091 - How To import Time Sheet Data for Overtime Time Recording Method?

Recording and Allowance can be imported using the object 'External Time Data' for attendance recording, and the object "External Allowance" for allowance recording, respectively.

The steps below show how to import External Time Data for clock time recorders. 
Steps to import External Allowance, or for duration time recorders are similar.

1. The Time Recording Profile is configured with the Time Recording Variant 'Clock Time'.

2. The Time Sheet UI of the employee to whom the Time Recording profile is assigned.

3. Navigate to Manage Data and Create new 'External Time Data' as the image below:

NOTE: You should enter a value in either 'Number of hours' or 'Start Time' & 'End Time' and not both. To decide on this:

• Check the value of the 'Time recording Variant' field in the Job Information portlet of the related employee (i.e the employee entered in the User field)
• If the value is 'Duration', then provide a value in the 'Number of hours' field and keep the 'Start Time' and 'End Time' as empty. 
• If the value is 'Clock time', then provide values in the 'Start Time' and 'End Time' fields and keep the 'Number of hours' field as empty. 

4. On save you'll see that the status of the External Time Data will be 'New'.

5. The external time data will be imported/processed instantaneously(If the Instant import is not disabled. Refer KBA 2854180). If the Instant import is disabled,then the Time Sheet Import Job(In Provisioning) which is already running daily, will pick up the record and import  the data. If Time Sheet Import job is not scheduled, you may need your implementation partner's help to set up the job. 

6. At the end you can see that the Clock time based time sheet is entered for the particular start date.

7. Finally, the status of the External Time Data will be set to 'Processed'.

NOTES

• If you import external time data with overlapping period of an already existing record, this will cause time sheet collision;
• You can record both duration based as well as clock time based time sheets using the 'External Time Data' object;
• You can also import the object using the import template 'External Time Data' or 'External Allowance'. (NOTE: External Code is not a mandatory field in the import file. If kept empty, system will generate a code automatically on import).

Attention!

Actions on time sheet which are strictly not supported via manage data or import (which create data inconsistencies in downstream systems such as payroll):

1. Changes of approval status of time sheet or single record approval entries
2. Manual changes on entries, allowances or time valuation results

Import of External Time Data

Importing External Allowance

3413476 - New status External Time Data or External Allowance pending

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SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HCM Core all versions ; SAP SuccessFactors Time Tracking all versions