The following fields are used when importing a placement. There are two different ways you can import placement data.
Option 1 - Separate Rate and Placement Rows
With this option each row begins with either a "P" or an "R". Lines beginning with "P" indicate that the row contains information about the Placement. Lines beginning with "R" indicate rows that contain Rate information. Each Placement row must be followed by 1 or more Rate rows. A file would look like the example below:
P,P0001,All the other columns that define the placement
R,P0001,Information about the first rate on the placement
R,P0001,Information about the second rate on the placement
The first line provides the information about a placement with reference P0001. The second and third lines provide the information for each of the rates on this placement.
Option 2 - Combined Rate and Placement Rows
With this option the placement information is repeated for each rate on the placement. Whereas with option 1 the line begins with "P" or "R", no such identifier is required with this option. The example above would instead look like below:
P0001,All the columns about the placement,All the columns about the first rate
P0001,All the columns about the placement,All the columns about the second rate
The different methods produce the same result.
Please note that you must also include information about the consultant, contractor, manager and client. The fields for these entities are defined in their own sections
| Name | Field | Description | Type | Format | Constraints | Mandatory |
|---|---|---|---|---|---|---|
| Reference | PLA_ITRIS_ID | A reference for the placement | String(20) | Yes | ||
| Job Title | PLA_JOB_TITLE | The job title | String(100) | Yes | ||
| Job Description | PLA_JOB_DESCRIPTION | The job description | String(1000) | No | ||
| Purchase Order Number | PLA_PURCHASE_ORDER_NUM | A purchase order number | String(50) | No | ||
| Default Rate | PLA_DEFAULT_RATE | The name of the rate that is the default, i.e. the one that appears at the top of the list when a timesheet is created | String(80) | Must be a valid rate name and match one of the rate names on the R line | Yes | |
| Created Date Time | PLA_CREATED | The date and time that the placement was created | DateTime | yyyy-MM-ddTHH:mm:ss | No | |
| Modified Date Time | PLA_MODIFIED | The date and time that the placement was modified | DateTime | yyyy-MM-ddTHH:mm:ss | No | |
| Placed Date | PLA_PLACED | The date the worker was placed on the placement | DateTime | yyyy-MM-ddTHH:mm:ss | No | |
| Start Date | PLA_START | The first date of the placement | Date | yyyy-MM-dd | Yes | |
| End Date | PLA_END | The last date of the placement (or null for open ended) | Date | yyyy-MM-dd | No | |
| Expense Template | PLA_EXPENSE_TEMPLATE | The name of the expense template to use for this placement | String | Must be the name of an existing expense template | No | |
| Timesheet Period | PLA_TS_PERIOD | The name of the timesheet period to use | String | Must be a configured period for the agency. Allowed Values.... weekly | No | |
| Bulk Entry | PLA_BULK_ENTRY | The placement is enabled for bulk entry of timesheets | Boolean | No | ||
| Charge Currency | PLA_CURRENCY_CHARGE | The currency that items for this placement are charged in. Can be omitted in which case the currency of the client will be used | String | ISO 3 digit currency | No | |
| Pay Currency | PLA_CURRENCY_PAY | The currency in which timesheets and expenses will be paid. Can be omitted to use the default for the contractor | String | ISO 3 digit currency | No | |
| Pay Currency Timesheets | PLA_CURRENCY_PAY_TS | If you wish to pay timesheets and expenses in different currencies then use this option | String | ISO 3 digit currency | No | |
| Pay Currency Expenses | PLA_CURRENCY_PAY_EXP | If you wish to pay timesheets and expenses in different currencies then use this option | String | ISO 3 digit currency | No | |
| Split Commissions | PLA_CONSULTANT_SPLIT | If you are using split commissions then you can send through a string value that describes the split. The format of this string is <Consultant Ref 1>:<Weight>|<Consultant Ref 2>|<Weight 2>. For example, if you wanted to add a split commission of 30% to a consultant with reference R1 and 70% to a consultant with reference R2, the string would be R1:0.3|R2:0.7 | ||||
| Client Site | PLA_CLIENT_SITE | The site at which the work is being undertaken | String(80) | No | ||
| Delete | PLA_DELETE | Use this flag to delete a placement. Specify the value "delete" to delete a placement. | String | Placement cannot have any timesheets or expenses | ||
| Charge Terms | PLA_CHARGE_TERMS | If you wish to override the charge terms on this placement then you can use this field. | String | Must be the name of a charge term. | No | |
| Paper Required | PLA_PAPER_REQUIRED | Whether a paper electronic upload is required | Boolean | No | ||
| Tempaid Company ID | PLA_TEMPAID_COMPANY_ID | This field is only relevant to clients with a Tempaid back-end system. It provides an associate between the placement and a particular tempaid company | String | No | ||
| Holiday Accrual Rate | PLA_HOL_ACCRUAL_RATE | The holiday accrual rate as a decimal figure, e.g. 12% should be 0.12 | Decimal | No | ||
| Post AWR Holiday Accrual Rate | PLA_HOL_ACCRUAL_AWR_RATE | The post AWR holiday accrual rate as a decimal figure, e.g. 15% should be 0.15. Note that this is not applicable for all installations | Decimal | No | ||
| Placement Comms | PLA_NO_COMMS | Disables placement related communications for each user type. Expects a string containing a combination of the letters WCML which relates to Worker, Consultant, Manager and LtdCoUser respectively. E.g. "WCML" disables placement comms for all user types, Please note: this is Placement comms specific - setting to "WM" wills disable placement comms for the worker and manager but will NOT disable all InTime comms for these users. To do this you would need to use additional import columns WKR_NO_COMMS, MAN_NO_COMMS. | String | No | ||
| PAYE Deductions Applicable | PLA_PAYE_DEDUCTIONS_LTD | If this placement is scope of IR35 so that PAYE deductions are applicable this needs to be ticked. NOTE: InPAY Deemed / IR35 module required! | Boolean | Y/true/1 OR N/false/0 | No | |
| Email Approval (Only applicable for clients with email approval) | ||||||
| For Timesheets | PLA_EMAIL_APPROVAL_ENABLED | Enable email approval for timesheets on this placement | Boolean | No | ||
| For Expenses | PLA_EXPENSE_EMAIL_APPROVAL_ENABLED | Enable email approval for expense items on this placement | Boolean | No | ||
| Approval Routes | ||||||
| Timesheet | PLA_TS_APPROVAL_ROUTE | The approval route to use for timesheets | String | Must be the name of a configured approval route | No | |
| Chargeable Expenses | PLA_CE_APPROVAL_ROUTE | The approval route to use for chargeable expenses | String | Must be the name of a configured approval route | No | |
| Non-Chargeable Expenses | PLA_NCE_APPROVAL_ROUTE | The approval route to use for non-chargeable expenses | String | Must be the name of a configured approval route | No | |
| Tax Code Override (if you wish to override the tax code on a placement then use this fields) | ||||||
| Self Bill Tax Code | PLA_SLFBILL_TAXCODE | The tax code for self bill invoices | String | Must be the code of an existing tax code | No | |
| Client Tax Code | PLA_CLIENT_TAXCODE | The tax code for client invoices | String | Must be the code of an existing tax code | No | |
| Financial Categories | ||||||
| Sales Department | PLA_SALES_DEPT | The sales department | String(80) | No | ||
| Purchase Department | PLA_PURCHASE_DEPT | The purchase department | String(50) | No | ||
| Sales Sector | PLA_SALES_SECTOR | The sales sector | String(50) | No | ||
| Purchase Sector | PLA_PURCHASE_SECTOR | The purchase sector | String(50) | No | ||
| Sales Branch | PLA_SALES_BRANCH | The sales branch | String(50) | No | ||
| Purchase Branch | PLA_PURCHASE_BRANCH | The purchase branch | String(50) | No | ||
| Sales Location | PLA_SALES_LOCATION | The sales location | String(50) | No | ||
| Purchase Location | PLA_PURCHASE_LOCATION | The purchase location | String(50) | No | ||
| Sales Division | PLA_SALES_DIVISION | The sales division | String(50) | No | ||
| Purchase Division | PLA_PURCHASE_DIVISION | The purchase division | String(50) | No | ||
| Sales Cost Centre | PLA_SALES_COST_CENTRE | The sales cost centre | String(50) | No | ||
| Purchase Cost Centre | PLA_PURCHASE_COST_CENTRE | The purchase cost centre | String(50) | No | ||
| Sales Project Reference | PLA_PROJECT_REF | The sales project reference | String(50) | No | ||
| Purchase Project Reference | PLA_PURCHASE_PROJECT | The purchase project reference | String(50) | No | ||
| Rotations (Only applicable for clients with the rotations module). If using rotation on a placement then all fields are mandatory | ||||||
| Start Date | PLA_ROTATION_START | The date at which the rotation patter begins | Date | No | ||
| Unit Type | PLA_ROTATION_UNIT_TYPE | Whether the unit is days (0) or weeks (1) | Integer | No | ||
| Units On | PLA_ROTATION_UNITS_ON | The number of units on-rotation | Integer | No | ||
| Units Off | PLA_ROTATION_UNITS_OFF | The number of units off-rotation | Integer | No | ||
| Invoice Contact Override (only use these fields if you wish to override the invoice contact on the client) | ||||||
| Frontend Reference | PLA_SALES_INV_FRONTEND_REF | The unique reference for the invoice contact | String(255) | if the import finds an existing invoice contact at the same client with this reference, it uses and updates the same invoice contact. | No | |
| First Name | PLA_SALES_INV_FIRSTNAME | The first name of the invoice contact | String(255) | No | ||
| Middle Name | PLA_SALES_INV_MIDDLENAME | The middle name of the invoice contact | String(255) | No | ||
| Last Name | PLA_SALES_INV_LASTNAME | The last name of the invoice contact | String(255) | No | ||
| Department | PLA_SALES_INV_DEPARTMENT | The department of the invoice contacy | ||||
| PLA_SALES_INV_EMAIL | The email address of the invoice contact | String(255) | Valid email address | No | ||
| Telephone Number | PLA_SALES_INV_PHONE | The telephone number of the invoice contact | String(30) | No | ||
| Street 1 | PLA_SALES_INV_STREET1 | String(80) | No | |||
| Street 2 | PLA_SALES_INV_STREET2 | String(80) | No | |||
| Town | PLA_SALES_INV_TOWN | String(80) | No | |||
| County | PLA_SALES_INV_COUNTY | String(80) | No | |||
| Postcode | PLA_SALES_INV_POSTCODE | String(20) | No | |||
| Country | PLA_SALES_INV_COUNTRY | String(80) | No | |||
| Country Code | PLA_SALES_INV_COUNTRY_CODE | String(2) | ISO 2 digit country code | No | ||
The following images show how the import fields are mapped to the placement screen in InTime
