Using the Web Formatteer - TW

The Web Formatteer is a TimeWorks specific report that facilitates the payroll export for one or more clients. The Web Formatteer also lets you save labor mapping for one or more clients. This article explains the setup for Web Formatteer and the steps you or your client can follow for exporting the file.
 
IMPORTANT: The Web Formatteer is not available in TimeWorksPlus.

Client Setup

Before you can use the Web Formatteer, you will need to designate the File Format and labor code mapping for the client.  

The Web Formatteer is
accessed in the Reports menu
  1. From the Accountant Menu, select the client from your Client List.
    TIP: You can use the Finder Tool underneath the Client List link to find a client more quickly.
  2. Open the Reports menu in the left navigational pane
  3. Click Web Formatteer
  4. In the Export client data tab, search for your client by name and select them with the checkbox. If you have multiple clients with the same settings, you can select them as well.
    TIP: If you have numerous clients, use CTL+F (CMD+F on a Mac) to access your browser’s search feature and locate your client more quickly.
  5. Click on the Set Client Options button to open the Client Options tab
  6. Enter the File Format name*

    A File Format must be designated for each client using the WebF
  7. Click on the Save Setting button and you should get a Success message
*The File Format is specific to your client’s payroll platform. It should be the same as their File Format when running the Download Activity File.

Labor Mapping

Labor mapping is used to match clock prompt, or Employee Setup data, to your payroll export. This is done in the Client Options tab after selecting a client or setting the File Format as explained in the previous section. Labor mapping only needs to be set if your client has data, like a department number, that must be exported to payroll.
 
Here are the steps for labor mapping in the Web Formatteer:

Labor mapping for the WebF export
  1. Under the Additional Options section in the Client Options tab, locate the text boxes above the "+" and "-" buttons.
  2. In the top box, enter the column name in your File Format, i.e. LS1, LS2, LS3. This is the destination of the data.
  3. In the bottom box, enter the single letter name of the clock prompt, i.e. X, Y, Z or, a single letter that identifies an Employee Setup field (D=Department, L=Location, S=Supervisor). This is the source of the data.
  4. Click the "+" button to add the mapping
  5. If you have additional mapping, repeat steps 2 and 3 otherwise, click Save List of Options to complete the mapping.

What's the Purpose of the Home Department, Supervisor, etc. Fields?


It is possible to filter the WebF using clock prompt or employee data
Underneath the Additional Options section of the Client Options tab, you will see text boxes with Employee Setup and clock prompt labels. These fields are for filtering the export by different values. To use the filtering, you would need to enter the desired value in the designated field exactly how it appears in the system and click Save List of Options.

Including Export Blocked Employees

If you would like to include Export Blocked employees (employees that have Export Block checked in Employee Setup) in the Web Formatteer export, you can override this through the Client Options tab as well.
  1. Click Web Formatteer in the Reports menu
  2. Select the client from the Export Client Data tab
  3. Click on the Set Client Options button
  4. Enter "export" in the top text box, above the "+" and "-" buttons
  5. Enter "1" in the bottom text box
    [IMAGE WebF Export]
  6. Click on the "+" button
  7. Click on the Save List of Options button

If Your Client Uses an if(downloading) Script

if(downloading = true) scripts are used in TimeWorks to make a change to the time card only when the export is generated. For those scripts to apply when using the Web Formatteer, follow these steps:
  1. Select Web Formatteer from the Reports menu
  2. Select the client from the Export Client Data tab
  3. Click on the Set Client Options button
  4. Enter "download" in the top text box above the "+" and "-" buttons
  5. Enter "true" in the bottom text box
  6. Click on the "+" button
  7. Click on the Save List of Options button

Downloading the Web Formatteer File

The Web Formatteer allows you to export time card data for one or more clients at the same time. To do this, follow these steps:
  1. From the Accountant Menu, select a client from your client list
  2. Click the Reports menu item in the left navigational pane
  3. Click Web Formatteer
  4. Select your client(s) with the checkboxes.
    TIP: If you have numerous clients, use CTL+F (CMD+F on a Mac) to access your browser’s search feature and locate your client more quickly.
  5. Click Start Download to create the export file for the previous pay period.

Selecting Date Ranges and Using Quick Client Selection

By default, when you click on the Start Download button without selecting a date range, it automatically exports the previous pay period. If you want a different date range, enter the begin and end dates into the corresponding text boxes.
 
You can also use Quick Client Selection to select or de-select all clients, as well as those clients whose pay period ended: yesterday, 2, 3, 4 or 5 days ago.

The WebF offers some quick selectors for running the export on multiple clients

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