Introduction
Cost Centre Mapping codes are predominately used as part of the timesheet export process to ensure employees timesheets are associated with the intended Cost Centre's for payment in Payroll.
Ensure to check if your Payroll Export supports Cost Centre Codes before completing the Cost Centre Mapping setup.
This article goes into detail on how the Cost Centre Mapping Import works, the below articles are assumed knowledge.
- What does the Cost Centre Mapping import support?
- Cost Centre Mapping .csv Template
- Cost Centre Mapping Fundamentals
- Example Scenarios
- Creating the CostCentreMap
- Creating a Cost Centre Mapping Import
- Mapping the file fields for import
- Running/scheduling the import
- Further assistance
For more general information on Integration Central and File Import fundamentals, you can refer to the Help articles below:
- What is Integration Central?
- How do I enable Integration Central?
- File Import process flow
- How do I schedule a File Import?
- How do I setup the sFTP folder to allow scheduling imports?
What does the Cost Centre Mapping import support?
The Cost Centre Mapping File import supports:
- Creating/Updating CostCentreMap
- Creating/Updating the Mapping Cost Codes for the selected Map item
- Deleting CostCentreMap
- Deleting Mapping Cost Codes for the selected Map item
Cost Centre Mapping .csv Template
A downloadable csv template is available through the file import setup screen, select the Data type first then click download template to receive the intended template.
Ensure to update the template accordingly before importing, existing template data is to assist with examples and key usage for some fields.
Cost Centre Mapping Fundamentals
Understanding the structure and fields of the Cost Centre Mapping Data is crucial for successfully importing and managing this data within Humanforce.
Each Cost Centre Mapping setup is divided into two parts: the parent data, known as the CostCentreMap, and the child data, referred to as the Mapping associated with the linked CostCentreMap.
CostCentreMap Fields
CostCentreMap consists of the following fields:
| Name | This is a reference field used to identify the Cost Centre Map. It should be assigned a meaningful name that makes it easy for anyone reviewing the data to understand its intended purpose. For example, instead of using an obscure acronym like "PDEVMF," consider naming it "Product Developer Mobile Full Time" for clarity. |
| ExportCode | This unique identifier is essential for updating existing cost centre mappings. Typically, this code is a concise representation of the components included in the cost centre string, such as "MLDRET" for Melbourne Location, Department, Role, and Employment Type. It’s critical for validating the "Scope" and corresponding "Destination" codes. |
| Scope |
The scope defines the combination of WorkForce Management (WFM) elements that make up the Cost Centre string. These elements must be unique across all CostCentreMap items and are separated by either a slash ("/") or a backslash ("\"). For instance, if the scope is "Location/Department/Role," only these fields will be required in the subsequent Mapping process. |
| Destination | This field represents the accounts string where timesheet costs will be assigned within the customer’s payroll system. The format of this string should align with the payroll system’s requirements, typically as a flat string of digits or separated by "/" or "\". |
| Deleted |
Leave this field blank when creating a new mapping. Enter '1' if you need to delete an existing mapping. If deletion is enabled, the system will attempt to delete the corresponding mapping code. If no mapping code exists, it will attempt to delete the parent CostCentreMap. Note that the CostCentreMap cannot be deleted if any linked mapping codes still exist. |
When assigning Mapping values to the above CostCentreMap, the following fields are used. Only the fields that are part of the defined Scope are required:
| Location* | Only required if this field is also part of the Scope |
| Department* | Only required if this field is also part of the Scope |
| Role* | Only required if this field is also part of the Scope |
| Area* | Only required if this field is also part of the Scope |
| Period* | Only required if this field is also part of the Scope |
| Profile* | Only required if this field is also part of the Scope |
| EmploymentType* | Only required if this field is also part of the Scope |
| PayType* | Only required if this field is also part of the Scope |
| Event* | Only required if this field is also part of the Scope |
| EventFunction* | Only required if this field is also part of the Scope |
| EventType* | Only required if this field is also part of the Scope |
*Only the fields corresponding to the Scope are required during the Mapping process. For example, if the Scope is defined as "Location/Department/Role," then only these three fields are necessary, while the rest can be omitted.
Example Scenarios
Creating the CostCentreMap
Current state: The full row must be valid including child data in order to successfully create the CostCentreMap.
Future state: Only the parent fields are required. (Name, ExportCode, Scope)
Creating a Cost Centre Mapping Import
Cost Centre Mapping Imports can be performed on a one-off basis by uploading a file from your computer, or on an ongoing basis by targeting files uploaded to your Humanforce sFTP folder.
If you wish to enable the sFTP file import process, please log a ticket on Humanforce Help so that our Support Team can enable this functionality for you.
Using the File Import tool, you assign new qualifications to employees, or update existing assignments against employees from data in your .csv file.
The tool also provides a downloadable template when creating a new import which you can use to create a cost centre mapping import file from scratch to meet your needs.
Within Integration Central, click the New button and select the File Import integration type.
Enter a Name for the integration, then select Cost Centre Mapping as the Data type.
If you require a template file as a reference for structuring your own import file, you can click the Download template button to generate an example.
This will provide a .csv file which contains all column headers in the first row that are available for use within your import file. The second row contains placeholder text which defines the character limit of each column or the data values it accepts, and this row should be overwritten with rows containing the data you wish to import when building the file.
The headers in this auto-generated template file should all automatically map during the next stage, but any adjusted header values can be manually remapped if required.
If you are performing a one-off import, you can drag-and-drop your desired file into the File section, or alternatively you can click Browse and use the file explorer to navigate and choose your desired file. Click Next once you have selected your file to proceed to the field mapping stage.
If you are setting up an ongoing import with files in your sFTP folder, click the Humanforce sFTP Import option, then select your desired file from the dropdown menu. Click Next once the file is selected to proceed to the field mapping stage.
Mapping the file fields for import
A Pay Company must be selected to filter the employees you wish to target in the import file.
Integration Central will detect the header columns in your provided .csv file, and will then attempt to automatically map each column to the required field within Humanforce.
If any columns do not automatically map, you can manually specify the Target Field which they should utilise within Humanforce. You can use any values that you wish for the column headers in your file, as long as they are mapped to a target field.
Format Specifiers can be defined for the Issue Date, Expiry Date and Requested Date fields to specify the date format you are providing in the import file.
A Lookup Type will be provided for the Qualification field to allow matching on Name and GuidKey.
You can also provide Default Values for the fields to decide the import behaviour if a row is missing data.
NOTE: If you are performing a one-off file import, please be aware that clicking the
Next button in this step will instantly execute your file import.
An Employee Code or Payroll Code should be provided for each row to define the employee in Humanforce you wish to match the qualification data against.
Existing mappings can be removed from employees by setting the value of your Deleted column to true/yes/1. If you are only adding new assignments to employees, you can omit this column or set the value to false/no/0.
Running/scheduling the import
If you are performing a one-off import, clicking the Next button after finishing the field mapping step will instantly execute the import process and show you the results of your import.
If you are setting up an ongoing import, clicking the Next button after finishing the field mapping step will take you to the scheduling step.
Within the scheduler, you can choose the below parameters to define your desired frequency:
-
Execution frequency
- Run once
- Run daily
- Run weekly
-
Start date
- Defines the date that your schedule will start executing
-
Start time
- Defines the time of day that your schedule will be executed
Once your schedule parameters have been defined, click the Schedule button to engage this automated import.
You can additionally choose to Skip defining a schedule if you wish to run this on-demand from the Integration Central main menu when required.
If the file is on a schedule, you can still run it on-demand from the main menu provided that your file is available in your Humanforce sFTP folder.
Clicking the menu icon against each import will also allow you options to edit/delete the task, as well as checking the logs from the last execution & viewing the history of multiple previous executions:
Error Handling
What is the error?
Example: The target field 'Location' of the mapping does not exist in the destination model'.
The error may show multiple times depending on the fields being used in the mapping as below.
This issue only impacts the Cost Centre Mapping import, no other imports or tasks are impacted.
The error may occur for any of the fields as below within the Cost Centre Mapping import, all can be resolved with the same action described further below.
- LOCATION
- DEPT
- AREA
- ROLE
- PERIOD
- PROFILE
- EMPTYPE
- PAYTYPE
- EVENT
- EVENTFUNCTION
- EVENTTYPE
Why is this happening?
Some Cost Centre Mapping tasks that were created prior to 13/10/2023 are likely to run into this error when the file import is processed, this is due to some data not being saved correctly during the field mapping phase.
Solution
1. Delete the existing task and create a new task to continue using the Cost Centre Mapping import
By creating a new task this will allow the field mappings to save correctly and hence the error will no longer occur.
2. Clear the field mappings and then re-map the fields before proceeding with the import
When editing a task impacted by the issue simply pressing next to continue the import will not resolve the issue.
- First click "Clear All" in the top right corner
- Then either manually re-map the fields or click Auto-map button
- Check that all field mappings are correct and update the mappings if required
- Click next in the bottom right to continue with the import
Further assistance
If you experience any issues while creating, scheduling, or executing a File Import through Integration Central, please log a ticket on Humanforce Help so that a member of our Support Team can assist you with the problem.