A customisation is any data mapping or processing that is not applied as part of the default configuration. Customisations are only applied when processing a placement update event – they can not be applied when processing a Candidate, Contact or Company update event. They are processed at the end of the import after the default mappings have been applied..

Almost any field in Bullhorn can be mapped to any field in InTime including from the Candidate, Company and Contact but there are a few exceptions due to limitations of the Interface - see below. As well as straight data mapping, some processing can be performed as part of the import. 

During your integration test phase InTime support will work with you to establish any customisations you require - the form below is the best way to document these. After you have gone live, any additional customisations can be requested via the customisation request form shown below. Implementing these mappings will be chargeable on a time and materials basis.

Common customisations:

The following data fields are frequently required in InTime that are not mapped from Bullhorn by default:

Worker:

PAYE Reference - If you have use InPAY and have PAYE workers you MUST complete this customisation as InTIME needs the reference for InPAY to use in HMRC submissions. This field must hold this reference.

Engagement type for HMRC intermediary reporting

Limited Company Name

Limited Company Invoice Address - Can be mapped to same as main address if required - 5 separate fields need mapping: Street Line 1, Street Line 2, Town, County, Postcode, Country

Limited Company Email Address (can be mapped to same as main email address if required)

Limited Company VAT Code (for VAT inclusion on invoices) (i.e. T0, T1 etc..)

Limited Company VAT Registration Number

Limited Company Registration Number

Limited Company Self Billing Status (Y/N)

Bank Details (If you intend to make payments from InTime)

National Insurance Number & Table letter - 2 separate fields require mapping: NI Number, NI Table Letter (can default if required, e.g. to A)

Gender (Male / Female / M / F etc..)

Account Number (to link to the appropriate record in your accounts or payroll system)

Ltd Company Providers (Umbrellas)

Accounts reference – to link invoices the appropriate record in your accounts system

Bank details - Good idea to map if you intend to make payments from InTime. - 3 separate fields require mapping: Bank Account name, Bank Account Number, Bank Account Sort

VAT Code (i.e. T0, T1 etc..)

VAT registration number

Company registration number

Self Billing Status (Y/N)

Manager:

By default the InTime Manager is mapped to the Contact associated with the Job/Vacancy. In InTime the Manager is normally the Timesheet approver which is often a different person to who arranged the contract. Field Type must be Picker:Client. (NOT the same as Picker:Text:Client!) If you cannot set the field to this type you may need to ask Bullhorn support to complete this update or choose another field that is already this type.

Client:

VAT Code - If you have VAT registered clients and suppliers you will need to set the appropriate VAT code so the VAT is correctly applied to invoices.

VAT registration number

Company registration number

Accounts reference – to link invoices to the appropriate record in your accounts system.

Invoice payment terms e.g. 14 days from Invoice date. 2 separate fields require mapping: Terms Days (Number), Terms Type (Allowed Options: As Per Agreed Terms and Conditions, Days From Invoice Date,Days from Month End, Days from End of Next Month, Days From End Of Month After Next).

Placement:

Pay and Charge currencies. 2 separate fields require mapping: Pay Currency, Charge Currency. 

Rate names and periods - Standard mapping is applied otherwise as per this document. If you require changes to this add these requests to the customisation request form below.

Alternative managers.- Field Type must be Picker:Client. (NOT the same as Picker:Text:Client!) If you cannot set the field to this type you may need to ask Bullhorn support to complete this update or choose another field that is already this type.

Placement financial fields – These are normally used to indicate company structure such as Division, Location, Department and Cost Centre and can be used for grouping items in reports or as additional information on invoice export. Possible 14 separate fields that can be mapped: SalesSector, PurchaseSector, SalesBranch, PurchaseBranch, SalesLocation, PurchaseLocation, SalesDivision, PurchaseDivision, SalesDepartment, PurchaseDepartment, SalesProject, PurchaseProject, SalesCostcentre, PurchaseCostCentre. Please confirm which fields you require mapping in the customisation request form.

Expense template. - Must match the Expense Template name in InTIME, default name is "DEFAULT"

Approval routes.- 3 separate fields require mapping: Timesheet Approval Route, Chargeable Expensee Approval Route, Non-Chargeable Expenses Approval Route - The value of this field must match the name of the approval route in InTIME. The defaults set up are “Client Manager Approval”, “Auto Approval Route”, “Agency Consultant Approval”.

Invoicing contact – if you need to invoice a client at more than one contact or postal address you can set the charge contact details on each placement. - Field Type must be Picker:Client. (NOT the same as Picker:Text:Client!) If you cannot set the field to this type you may need to ask Bullhorn support to complete this update or choose another field that is already this type.

Purchase Order Numbers.

Mapping Exceptions

The following fields can not be mapped from Bullhorn to InTime:

Any encrypted field (Encrypted fields can not be accessed through the Interface InTime uses)

Any customText fields over customText20 - if using SOAP API

customComponent1-3 of any object

preferredHousing of any object

Any "Header" fields e.g. sectionHeader1, payRateInfoHeader

Placement.projectCodeList
Placement.markupPercentage
Placement.overtimeMarkupPercentage
Placement Commissions for External Recipients

Candidate.blackListID
Candidate.eeocHeader
Candidate.recruiterUserID
Candidate.whiteListID

Company.blackListID
Company.whiteListID
Company.facebookProfileName
Company.linkedInProfileName
Company.twitterHandle

Contact.dateAvailable
Contact.dateAvailableEnd
Contact.dayRate
Contact.dayRateLow
Contact.employmentPreference
Contact.experience
Contact.hourlyRate
Contact.hourlyRateLow
Contact.recruiterUserID
Contact.salary
Contact.salaryLow
Contact.taxID
Contact.travelLimit
Contact.willRelocate
Contact.workAuthorized

Job.certificationID
Job.markupPercentage
Job.shiftID
Job.shifts

The following Associated objects can not be mapped to InTime:

Skills
Category
Certifications
BusinessSector
Appointment
HousingAmenity
Invoice
InvoiceGroup
RateCard
InvoiceItem
Sendout
Note
Survey
Task
TimeCard
TimecardExpense
TimecardTime

Customisation request form

In order to implement a custom mapping InTime support require the information in the following form. Please complete all the details for each mapping and submit to InTime support to request a the custom mapping. RSM will then assess the feasibility of the mapping and provide you with a quotation for the effort required to implement it. A Microsoft Word version of this form is attached to this page which you can download and complete.

The bullhorn Entity is the item in Bullhorn that the field belongs to e.g. the Placement, Candidate or Job. The API field is Bullhorns internal name for the field. This is different to the label that is shown when viewing the item in Bullhorn. The Bullhorn Entity and API Field information can be found in the Field Mappings section of bullhorn. Please see the examples below for further guidance on how to complete the form.

Some examples are shown below:

6. InTime Summary Screens