| # | Header | Description | Req. | Notes |
| 1 | Employee Number (or Login or Full Name) | Custom field containing the payroll application's unique identifier for the users. You can also use the "Login" or "Full Name" stored in Journyx. | Y |
This can vary from installation to installation. You should use whatever identifier your payroll application uses and then put that in either the Employee Number field or the Social Security Number field. If you use Social Security Numbers, then the header should reflect the same title. You can also use the following fields to identify the user: Login (same as Username) or Full Name. |
| 2 | Accrual Name | A name which uniquely identifies the accrual. | Y |
If the user does not already have an accrual of this name, a new accrual will be
created.
If you are creating a new accrual and do not give a name, the name will default to the names of the selected Pay Types You can rename an accrual through this import by giving the old name in this field (Accrual Name) and then putting the new name in a field called newName |
| 3 | Pay Type | The Time Entry field that is limited by the accrual balance. | Y |
This field holds the Pay Type entry codes
associated with this accrual. The values
must exactly match a Pay Type in
Journyx.
As of Journyx version 10.1 you can now associate multiple Pay Types with a single accrual bucket. Separate multiple Pay Types with a comma and use double-quotes around the entire field. Any given Pay Type can only be associated with one accrual per user. Attempting to add a Pay Type to more than one accrual will generate an error. If the user does not already have an accrual of this type, a new accrual will be created. |
| 4 | Balance | Number of accumulated hours that users have available for this accrual | Y | Numeric amount for replacing, incrementing, or limiting the existing balance. |
| 5 | As Of | Effective date of this accrual balance | N | Must be a date in the format "yyyymmdd". Indicates the date when the specified change becomes effective. The accrual will be adjusted for time taken since that date for actions other than "Increment", which does not require this field. |
| 6 | Action | Action to be taken with the speciified accrual balance. | N | This column is optional. If no action is specified for a row, the default action is "replace", which will replace the existing accrual balance for the specified User and Pay Type (or create a new balance if there is not an existing accrual). The other available actions are "Increment" and "Limit". "Increment" will add (or subtract) the specified Balance from the existing balance for the User and Pay Type. This action does not require an As Of date. If the Balance is negative and would reduce an existing hard accrual below zero hours, an error will bed reported. The "Limit" action is used to apply caps to existing accruals. For a Limit row, the specified Balance will be compared to the accrual balance on the listed date. If the accrual balance exceeds the limit, the accrual will be reduced to the limit amount. If an applied limit reduces a hard accrual below zero due to accrual activity since the As Of date, an error will be reported. |
| 7 | Hidden | If set to Y or Yes then this accrual will be marked as hidden. | N | This marks an accrual as hidden if set to Y or Yes. A hidden accrual will not show up in the mini-report on Time Entry screens. The separate settings for Minimum Balance and 'Use Warning' still apply to a hidden accrual. |
| 8 | Use Warning | If set to Y or Yes then this accrual will be generate a warning on Time Entry if the balance falls below the level indicated in the 'Warning Amount' column. | N | Turns on the Warning feature of accruals when the balance is equal to or less than the amount in the separate 'Warning Amount' field. Set to Y or Yes to turn on this feature. The warning does not prevent the user from using additional time. |
| 9 | Warning Amount | The minimum balance that will generate a warning if 'Use Warning' is turned on. | N | If 'Use Warning' is on and the accrual balance is less than or equal to this amount a warning is generated on the Time Entry screen. This does not prevent the user from going below this amount unless 'Minimum Balance' is also turned on. |
| 10 | Use Minimum Balance | If set to Y or Yes then this accrual will be enforce a minimum balance requirement. | N | If this is set to Y or Yes then the accrual will enforce a minimum balance requirement set in the separate 'Minimum Balance' field. This minimum balance can be negative, positive or zero. The user will be prevent from creating Time entries that take the balance below the minimum. |
| 11 | Minimum Balance | Set this to the minimum accrual balance to be enforced if 'Use Minimum Balance' is set to Yes. | N | If 'Use Minimum Balance' is set to Y or Yes then the accrual will enforce the minimum balance requirement set in this field. This minimum balance can be negative, positive or zero. The user will be prevent from creating Time entries that take the balance below the minimum. |
| 12 | Rule | Describe the rule applied | N |
This column is optional. This column can be used to record the rule that was used to generate the change. This rule will show up as a text note in the Accrual Report. If no rule is given, a default rule will be recorded: 'Created via Import'. This column is intended to be used with the Accrual Calculator or similar tools that generate changes based on rules. |
| 13 | Note | Additional note field | N |
This column is optional. This column can be used to record the an additional note relating to this accrual change. This note will show up as a text note in the Accrual Report. If no note is given, a default note will be recorded similar to: 'Modified accrual via Import Tool'. This column is intended to be used with the Accrual Calculator or similar tools that generate changes based on rules. |
| 14 | newName | Change the name of an existing accrual. | N | Use this field to change the name of an existing accrual. Put the new name in this field. Put the old name in the 'Accrual Name' field. |