Uploading Timesheets to Datapay

Overview

Humanforce WFM has the ability to upload timesheets to Datapay, where the payroll process is completed through to payment. The transfer of timesheets from Humanforce to Datapay is an API-based process.

Uploading Timesheets

Where to Upload Timesheets

Timesheets are uploaded through the Payroll section in Humanforce WFM:

Go to Management > Timesheets > Payroll

Processing the Payrun

To prepare for exporting timesheets, follow the steps in How do I create a payrun in Humanforce Web and export it to a third-party payroll system? up to step 9, then return to this article.

Uploading to Datapay

Once the timesheets are ready for export:

1. Click the 'Connect to Datapay NZ' button from the top right of the payroll screen.
2. Select 'Timesheet Upload'.

This will open the upload options:

You cannot delete timesheets in Datapay from Humanforce. Timesheets in Datapay must be deleted manually if you want to restart the upload process.

The main options are:

1. Upload all timesheets: Use if no timesheets exist in Datapay for the current pay period. This will overwrite any employee timesheets already in Datapay.
2. Append to existing payroll: Use to add to the existing Datapay payroll for the period.

For the upload to succeed, each employee's timesheet must pass validation. The 'Export Status' column shows the status after an upload attempt.

Export Status Values

The upload works in batches of up to 50 employees, regardless of how many timesheets each has.

Once the upload attempt is completed, the employees' Export Status will be updated.

Example Scenario:

100 employees to upload = 2 batches of 50

• Batch 1 (50 employees) is successful
• Batch 2 (50 employees) has 3 failed validations
  • 3 employees marked 'Failed'
  • Remaining 47 employees marked 'Rejected'

Using 'Append' allows uploading the 47 'Rejected' employees without the 3 'Failed' ones blocking the upload.

The 3 'Failed' employees can then be addressed separately by manually creating timesheets in Datapay or resolving the validation issue.

FAQ

What if I reprocess an employee's timesheets in the payrun? Their Export Status will reset to 'Pending' to allow re-uploading.

What if I reprocess the whole payrun or create a new one for the same period? Employees will show as 'Pending'. Using 'Upload all' may overwrite data already in Datapay from other Humanforce payruns for those dates.

Try 'Append' for a new payrun in the same period to add any missing employees