To access the timesheet settings navigate to Settings>Timesheet Settings when inside a company. These settings allow for the creation of timesheet definitions to assist in the upload of Excel spreadsheets containing timesheet information straight into MDA to create timesheets. To learn how to import timesheets once you have configured your definitions see Timesheet Upload.
Creating a Timesheet Definition
Begin creating a definition by clicking the +Create button.
When creating a new timesheet definition, the following table will appear:
Field | Notes |
Definition Name | The name of the definition, which should correspond with the agency whose timesheets feature in the Excel spreadsheets. |
Description | A brief description of the timesheet definition. |
Start Row | This should be the number of the row in the Excel spreadsheet which contains the column headers. |
The remaining boxes relate to the columns in your timesheet excel file. The headers in your excel sheet will need to be mapped to the system equivalent by typing the excel headers into the appropriate box.
NOTE: Items marked with an * are mandatory for the timesheet upload as this information will drive the invoice values and description.
NOTE: The boxes are case-sensitive so make sure that capitals are entered correctly. Any additional spaces at the end of the words will also cause the upload to fail.
Field | Notes |
Select Unique Type | When importing a timesheet you can choose to use a combination of name, NI number of the contractor, or Agency Identifier on the assignment as the mapping identifier (see above image).
NOTE: If 'OR' is selected, the system will look at either option selected to map a worker. If 'AND' is selected, you will need to have both options in your upload. If one is missing the worker will go into unmapped. |
NI Number | The description in the header of the column containing the NI number for the contractor. The NI numbers must be a continuous string of characters. This box will only be visible if NI number is selected on the Unique Type box above. |
Agency Identifier | The description in the header of the column containing the agency’s number to identify individual candidates or timesheets. This box will only be visible if Agency Identifier is selected on the Unique Type box above. |
Select Name Type | This box allows you to select whether you want to import the first name and surname as two separate columns (split) or whether they are grouped into one column (Full). |
Firstname* | The description in the header of the column containing the forenames of the candidates. |
Surname* | The description in the header of the column containing the surnames of the contractors. |
Pay Element | The description in the header of the column containing a brief description of the pay rate of the timesheet. |
Hours* | The description in the header of the column containing the total hours the candidate has worked. |
Rate* | The description in the header of the column containing the rate at which the candidate has worked at. |
Net Value | The description in the header of the column containing the net value the candidate has worked for. |
VAT Value | The description in the header of the column containing the total VAT applicable for each line. |
Gross Value | The description in the header of the column containing the total gross pay the candidate has worked for. |
NMW Hours | The description in the header of the column containing the NMW hours. If uploading day rates, this column will contain the number of National Minimum Wage Hours you want to apply per day for the payroll calculation. |
Location | This column needs to contact the Location as per the assignment |
Frequency | The description in the header of the column containing the frequency. NOTE: This column should only contain one of Four options - Hours / Days / Units / Expenses |
Linking the Timesheet Definition to Customers
Once you have created the definition, this needs to be linked to a customer, You can do this by clicking on the below icon:
A menu will then appear which you can select your customers from:
UPDATE - 17/05/2025:
Tiered Matching
For the timesheet upload, we have introduced a new Tiered Matching logic to the unique identifier field. This will factor in one or more data points including the below, which you can use more than one together:
· Unique Agency Identifier
· NI Number
· Full Name
· First Name
· Surname
You have an ‘OR’ and ‘AND’ option.
OR will consider both fields in the option selected to map the worker.
AND will look at both fields selected to map the worker.