This article explains how to work with timesheet import batches after they have been created, including finding existing batches, understanding exception and validation reports, and reviewing which timesheets were created from a batch.
Manage Existing Timesheet Import Batches
Search for an Existing Timesheet Import Batch
You can search for and list timesheet import batches that:
Have been queued for processing.
Have completed processing.
Were saved before being queued.
Failed to process successfully.
Once you find an existing batch, you can:
View information about the batch, including its status, processing date, and the number of timesheets in the batch.
Download the original import file associated with the batch.
Download the exception report that lists rows from the import file that failed to import.
Download the validation report that lists rows from the import file that imported successfully.
View a list of timesheets that were successfully created in Time and Attendance from the batch.
To search for an existing timesheet import batch:
Go to Time and Attendance, then click Timesheet Import.
The Manage Import Batches screen opens.On the Search Options tab at the top of the screen, enter or select as much information as possible about the batch you want to find.
Use the on-screen help in the Search Options area to see descriptions of each available search field.Click Search.
The Batch List section shows all timesheet import batches that match your search criteria.
The Batch List section displays columns of information for each batch, such as status and processing details. Use the on-screen help in the Batch List section to see descriptions of each column displayed by default.
Download the Import File, Exception Report, and Validation Report
When a timesheet import batch has been processed successfully, the system saves the original import file with the batch so you can download it for review or external storage.
In addition to the original import file, the system can generate:
An exception report (for rows that failed or produced warnings).
A validation report (for rows that imported successfully).
All of these files are saved as comma-separated values (.csv) files.
📌 Note: If a batch fails to process successfully due to a system error and has a status of Failed, the system does not generate exception or validation reports. In this case, you can still download the import file and attempt to import it again as part of a new timesheet import batch.
Exception Reports
An exception report is generated and saved with a timesheet import batch when:
The batch completes processing successfully and one or more timesheet exceptions occur during processing (final status Completed with Exceptions).
The batch completes with no exception errors (status Completed), but one or more leave request warnings occur.
A timesheet exception occurs when Timesheet Import cannot create a timesheet or timesheet item based on a row in the import file. For example, if a row references a job order number that does not exist, the system cannot create the corresponding timesheet or timesheet item. In this case:
The system does not create the affected timesheet.
The offending row and all other rows in the import file that belong to the same timesheet are written to the exception report.
Once a timesheet has been created in Time and Attendance, you cannot import data for that same timesheet again. If any row for a given timesheet causes an exception, the system:
Does not create that timesheet.
Extracts all rows from the import file that relate to that timesheet (including rows that did not cause an error).
Writes those rows to the exception report.
This behaviour lets you fix all related data in one place. You can then save the corrected exception report as a new import file and process it in a new import batch to create the previously failed timesheets.
A single import file can contain data for many different timesheets. An exception affecting one timesheet does not stop other timesheets in the same file from importing successfully.
The import exception report is structured as follows:
The first row displays the column header names from the original import file.
Each subsequent row shows a row from the original import file that failed to import.
An Error Message column to the right of each row shows the exception or error message for that row.
Exceptions can apply to:
Individual rows (timesheet items), or
Entire timesheets.
If an exception applies to an entire timesheet, the same exception message appears next to each row that belongs to that timesheet. For example, if a timesheet should contain only additional items but all items in the import file are standard items, each row for that timesheet is written to the exception report and flagged with the same exception.
Use the exception report as follows:
Review the Error Message for each row to understand why the row failed to import.
Correct the data in each affected row directly in the exception report.
Remove the exception messages in the Error Message column.
Save the corrected exception report as a new import file.
Import the new file as part of a new timesheet import batch.
The system writes a comprehensive list of exceptions to the exception report based on the data it can validate during processing. Additional exceptions may still occur when you import a corrected exception report. For example:
If rows in the original file fail because they reference a non-existent job order, the system cannot validate the timesheet item dates against the job order’s date range.
After you correct the job order number and re-import, further exceptions may occur if those item dates now fall outside the valid date range for the job order.
For more information about possible exception errors and how they are generated, refer to the Data Validation documentation for Timesheet Import.
Leave Request Warnings
If an attendance item or additional item in a timesheet import file overlaps an existing approved leave request in the system, the system writes a warning message similar to:
Warning: an attendance item for <date> overlaps an existing leave request item and will overwrite the existing leave request.
These messages are called leave request warnings. They do not prevent the system from creating the timesheet in Time and Attendance, but they highlight a clash between the imported attendance/additional item and an approved leave item.
The overlapping attendance or additional item overwrites the leave request item on the resulting timesheet.
The approved leave request itself remains in the system and will still be paid unless a leave approver cancels the leave request.
Validation Reports
A validation report lists every row from the original import file that was imported successfully.
If the batch imports with no exceptions, the validation report is effectively identical to the original import file.
If exceptions occur, the validation report includes only the rows that imported without exceptions.
You can download the validation report and use it, if needed, to cross-check the data against the timesheets that were created in Time and Attendance.
View Timesheet Import Batch Audit Information
The Batch Audit screen lets you view details of timesheet import batches that have been processed successfully and have a status of Completed or Completed with Exceptions.
To open the Batch Audit screen for a batch:
Go to Time and Attendance, then click Timesheet Import.
In the Manage Import Batches screen, locate the required batch in the Batch List.
In the Download/Open column for that batch, click Open Batch Audit.
The Batch Audit screen opens.
The Batch Audit screen includes:
A header area that displays information about the import batch itself (such as status and processing details).
A list of timesheets that were successfully imported when the batch was processed.
Use the on-screen help in the Batch Audit header and timesheet list to see descriptions of each field and column.
The number of timesheets listed in the Batch Audit screen may not match the number originally imported successfully. For example:
A timesheet that was created by the import may later be rejected by an approver, cleared, and then expired in Time and Attendance.
That timesheet no longer appears in the list of available timesheets, so it will not be shown in the Batch Audit screen.
The details of an imported timesheet can also change after the import. As a result, the timesheet information shown in the Batch Audit screen may no longer exactly match the details at the time of import. For example:
A job order associated with an imported timesheet might be extended after the import.
The job order end date shown for that timesheet in the Batch Audit screen will then differ from the end date that was in the original import file.
From the Batch Audit screen, you can:
Download a copy of the original import file by clicking Download Import File.
Download the validation report (if at least one timesheet was created successfully) by clicking Download Validation Report.
Download the exception report (if any exceptions or leave request warnings occurred) by clicking Download Exception Report.