2677376 - How to Import time data or Allowance to Time Sheet

This KBA explains the steps of importing recording or allowance to SuccessFactor timesheet.

• It is strictly not supported to upload/import time sheet data directly via MDF UI / Import and Export Data for object Employee Time Sheet Entry, Employee Time Sheet, etc.
  You can only import time data into time sheet via object External Time Data. Details on utilizing External Time Data to import data to time sheet will be addressed in Resolution part of this KBA.
  
  
• Actions on time sheet which are strictly not supported via Manage Data (which will 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 Employee Time Sheet entries, Time Valuation Results or Allowances. 

• To make changes to existing timesheets, please follow the 
  Correcting Submitted Time Sheets and Correcting Approved Time Sheets as employees.
  Amending Time Sheets for Employees as managers.

"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:

• Importing External Time Data for Overtime recorder is a Time Tracking feature, so Time Tracking license is required. See also KBA 2882091 - How To import Time Sheet Data for Overtime Time Recording Method?
• Importing External Allowance is a Time Tracking feature, so Time Tracking license is required. Please check Help Documentation Importing External Allowances. 

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 new 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).
• Please fill field deleteExternalTime OR deleteExternalAllowance as FALSE when creating a new External Time Data or External Allowances object via importing csv file. 

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

• Help Documentation: Import of External Time Data
• Help Documentation: Importing External Allowance
• KBA 3413476 - New status External Time Data or External Allowance pending

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