Import Hours

At the end of each billing period, the Technical Services Director must enter the working hours of all employees of both the mshop and elab into the shops database. The working hours are tracked in the employees' Personal Timesheet. The hours can be entered either manually or with the "Import_Hours" tool accessible from the Shops Database webpage. Before importing the hours, they must be verified, then consolidated into a .txt file.
For each employee's timesheet,

• Check if the employee has completed his/her timesheet up to the end of the billing period.
• Check if the number of hours were properly charged to the right WO.
• Reconcile their vacation, sick, and other hours with their online timesheet.

For the Mechanical Shop, the consolidated file can be created from the Excel file "<YYYY> Consolidate Mshop Billing.xlsx" that can be found in the folder: M:\Admin\TimeReps\<YYYY>\Consolidaded Billing.
For the Electronics Lab, the consolidated file can be created from the Excel file "<YYYY> Consolidate Elab Billing.xlsx" that can be found in the folder: L:\Admin\timelog\<YYYY>\Consolidated Billing.
The Excel file is linked to the personal timesheet of each employee and the data will automatically be imported when refreshed. The file is structured so that each sheet represents one billing period. To import the data,

• Select the sheet for the last billing period,
• Click on the "Data" tab,
• Click on "Refresh All". The process will take a few minutes.

Once completed, create the .txt file by following those steps:

• Save the file as a .csv format with the naming scheme: "<YYYY>_<Billing Period>_consolidated Mshop billing".
• Save the file in the Consolidated Billing folder of the current year.
• Click OK, then Yes.
• Close the file and find it in your Windows Explorer.
• Right-click on the file and select "Open With"--> "Notepad".
• Now, click on "File" --> "Save As" and, in the File name, change the file extension from .csv to .txt. Click "Save".

To import the hours in the Shops Database,

• Click on "Import_Hours", then "Choose File".
• Select the .txt file that you just created and click on "Get_Hours".
• A list of all the hours will appear with the WO#, date, technician name, and # of hours.
• Verify that all the charges properly appear and click on "Save_Hours".

The creation of the consolidated file and the hours import must be done separately for both the mshop and elab.

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