Import data

This document describes the data structure and requirements for importing data to WorkBook when starting up a new system. The intention with this article is to give you an insight on the data structure, not to do the actual import yourself. Often the data needs a bit of tweaking or perhaps a 1-hour massage, and as we know the database structure inside out, we prefer to have the data emailed to us, so we can take care of the import.

If you have any questions please contact us at workbooksupport@deltek.com

Important notes relevant to all imports: Please be mindful of how you format your data, especially with items such as phone numbers and other fields that can be a mix of letters and numbers. Consistency is key, as data can be lost on import if it is not the same format as the rest within the same column. If the first row contains a number, then text-strings will often be skipped and vice versa. A blank space is enough to turn a number into a text-string. This isn’t necessarily an issue with every import.

All text fields allow numbers.

Not all number fields allow text or other non-numerical characters, including spaces.

BIT fields accept only 0 or 1 and must be filled.

Dates may be entered in your local variation of xx/xx/yyyy, e.g. 30/09/2016 or 09/30/2016.

If you include columns in your import that are not listed here, we will generally ignore them and only import the ones listed. If they’re important, then talk to us about your intentions for these columns and we’ll get them in if possible.

Import of employees

 File name: EmployeeData

Fields and explanation:

 

Field name in spreadsheet Explanation Format
CompId Company number Number must be 1 if only imported to one company in WorkBook.
EmpNum A unique code used to identify each individual employee that is also used to specify a certain employee for specific roles later in this import, and also the job import. Numbers and letters
EmpName Employee name Text
EmpIni Employee initials 2-3 letters
AdrLine1 Address line 1 Text
AdrLine2 Address line 2 Text
Postcode Postal code Number (may include letters)
City City Text
CountryCode Country code E.g. DK, SE, NO, DE
Tel Telephone number Number (may include letters)
Mobile Mobile number Number (may include letters)
Email Email address Text
EmployDate Date employed Date – your local xx/xx/yyyy format
ExpiryDate End of employment date E.g. if the employee has stopped, but must be imported for historical reasons. Date – your local xx/xx/yyyy format
IsActive Is the employee active?
Note:
Former employees should only be entered if you want to convert their time entries. If the employee is active, read a number 1. 0 if the employee is not active.
BIT:
0 = No
1 = Yes
EmpAId The number of the activity that WorkBook should suggest at time entry Number
AccessTypeId What license type should this employee have in WorkBook?

Enter the appropriate number.

1 = System administrator
2 = Project administrator
3 = Time sheet user
4 = Employee without access
5 = Scheduling resource without access
AccessRoleName – deprecated In addition to access type, you can also customize access through roles V8 (Silverlight) Text
ApplicationAccessRole In addition to access type, you can also customize access through roles in V9 (HTML5). Text
Cost Employee’s hourly cost price. Number
Sale Employee’s hourly sales price. (used only when WorkBook’s price setup is set to take the employee sales price) Number
ProfitTarget Employee’s weekly target billable hours in %. Number as in 10 for 10%
EmpPosition Employee position held Text
DateOfBirth Date of birth Date – your local xx/xx/yyyy format
UserLogin Login name to WorkBook Text
UserPW Password to WorkBook Text
PublicNum External personal number for employee Number (may include letters)
SEX Employee gender, entered by number code. 1 = Man
2 = Woman
LCID Language of the employee, using the LCID language code. 1030 = Danish
1031 = German
1033 = English US
2057 = English UK
1035 = Finnish
1039 = Icelandic
1044 = Norwegian
1053 = Swedish
ResId Leave blank, fills automatically on import. This becomes the ID used by the system, not to be confused with EmpNum which is only used for the import.
ResId is used in the customer/supplier import.
Number
CountryStateCd Home state E.g. CA, NY, OH etc
CountryCountyId Home county E.g. Winston, Anchorage Borough, Nevada, Birmingham
Department Department that the employee is in Text
EmployeeManager Use the Empnum of the person to be manager Numbers and letters
TimeEntryApprover Use the Empnum of the person to be time sheet approver Numbers and letters
ReportProfile Used to define what kind of report profile should be added on the user. See Report profiles Name of Report Profile
Substitute Who is the substitute if any for the employee? They will get all follow-ups while the person is absent. Name of the substitute
CapacityDate When should capacity start from? If nothing is defined the employee date is used. Start date of the capacity
Skills Do your employees have skills assigned to them? This is for scheduling purposes. Not required Comma separated skills i.e. HTML,CSS
JobTeam The teams the users belong to. This is for reporting purposes. Not required Comma separated Teams i.e. Finance,Consultants
TrafficManager Assign a traffic manager during import if none is defined EmployeeManager will be set. Name of the traffic manager, E-mail of the traffic manager, WB#RessID or “EmpNum”
EmploymentType Assign the type of Employment, Not required 1 = permanent basis.
2 = fixed-term employment contract.
3= Freelance
WeekendType Assign the WeekendType, Not required 1 = Saturday and Sunday
2 = Friday and Saturday
3 = Friday and Sunday
4 = Sunday
5 = Thursday and Friday
Firstdayofweek Assign the first day of the week, Not required 1 = Monday
2 = Tuesday
3 = Wednesday
4 = Thursday
5 = Friday
6 = Saturday
7 = Sunday
Holidaycalendar Assign the holiday calendar by name, Not required Must be in system already under settings -> Holliday and absence -> Holiday calendars
HolidayCalculation Assign the calculation behind holidays, Not required 1 = Average defined on employee holiday period
2 = Average defined on employee holiday period
3 =One day off = one holiday
4 = Average calculated from the capacity profile
5 = Longest day from the capacity profile

 

 

Import of suppliers & creditors

 File name: CreditorData

Fields and explanation:

Field name in spreadsheet Explanation Description
CompID Company number. You only have an option here if more than 1 company has already been set up in your database. Default = 1
CreditorNum Unique code that is used to ID the supplier in other imports relating to this supplier, i.e. voucherimport, contactimport. This code also becomes the creditor/AP account number. Numbers and letters
CreditorName Creditor name Text
AdrLine1 Address line 1 Text
AdrLine2 Address line 2 Text
Postcode Postal code Number (may include letters)
City City Text
CountryCode Country code E.g. DK, SE, NO, DE
Tel Telephone number Number (may include letters)
Fax Fax number Number (may include letters)
AccContact Accounting contact person used on creditor/AP Text
AccContactTel Accounting contact person telephone number used on creditor/AP Text
Email Accounting contact person email used on creditor/AP Text
wwwAdr Creditors website address Text
LCID Language code on creditor 1030 = Danish
1031 = German
1033 = English
1035 = Finnish
1039 = Icelandic
1044 = Norwegian
1053 = Swedish
PublicRegNo Company number on creditor / EIN – tax ID Number (may include letters)
StdAId The number of the activity that WorkBook should suggest at supplier voucher entry Number
OurNumAtAcc Our reference number at creditor Number (may include letters)
PaymentTermsCode Must define an already established payment code in WorkBook taken from Settings/Company settings/Payment terms/Code column 00D = 0 days
10D = 10 days
20D = 20 days
30D = 30 days
PayModeNo Used to set a payment method on a creditor taken from Settings/Finance/Creditor payment proposal/Code column German Bank = GB
Handelsbanken = HB
Cheque = CHQ,  Etc.
PayMethodCd You must choose a supported payment method within the type/bank that you have chosen. AccountLocal / AccountForeign / +01 / +04 Etc.
PayCreditorNum Creditor’s payment no. Number (may include letters)
BankRegNo Creditor’s bank registration number Number
BankAccNo Creditor’s bank account number Number
SwiftNo Creditor’s SWIFT number Number (may include letters)
IbanNo Creditor’s IBAN no. Number (may include letters)
CurrencyCode Currency code – e.g. EUR. This currency will be selected by default on creditor invoices. E.g. EUR, DKK, GBP, USD
ArpAccGrpCd Posting group code taken from Settings/Finance/AR-AP groups CRE EMP – Employee creditor
CRE EXT – External creditor
VatCd VAT code taken from Settings/Finance/VAT settings IN – Incoming VAT
EXE PUR – Exempted from VAT, purchase
ACQ EU – Acquisition VAT, EU
ACQ ABR – Acquisition VAT, abroad
VAT You can ignore this field, it isn’t used in this import, but has other purposes. Enter nothing
EAN Creditor’s GLN (formerly known as EAN) number Number (may include letters)
IsBlocked Should the creditor be imported but be set to blocked BIT:
0 = No
1 = Yes
RespEmpId Assign a person responsible for this creditor using the resource ID found in the resource list. Number
CreateCreditor Should a creditor be created upon import. A creditor is the financial side of the supplier, and is needed to book creditor invoices and expenses. BIT:
0 = No
1 = Yes
CreateVendor Should a supplier be created. A supplier is needed to make requisitions and is a resource where where multiple contacts can be stored. BIT:
0 = No
1 = Yes
CountryStateCd State, using the standard abbreviation. US creditors only
E.g. CA, NY, OH etc
CountryCountyCd County US creditors only
E.g. Winston, Anchorage Borough, Nevada, Birmingham, etc
SalesTaxCodeCd Use the code found in Setup/Tax/Salestax/Code column US / CA only
Text
ExtNo An optional reference key that can be used to find imported creditors Text and numbers.
Industry Suppliers’ type of business Text
ReportingGroup Used for certain reports. US systems need one for their 1099 form.
Found under Settings -> Finance settings -> AR/AP Groups in the lower grid.
Standard setup text:
Domestic
EU
Outside EU

 

 

Import of customers & debtors

 File name: CustomerData

Fields and explanation:

Field name in spreadsheet Explanation Format
CompID Company number, default company always = 1 Number
CustNum Unique code that is used to ID the customer in other imports relating to this customer, i.e. jobimport, contactimport. This code also becomes the debtor/AR account number. Numbers and letters
CustName Customer name Text
CustTypeId Customer type separates a real customer from an internal customer (e.g. Internal time, holiday etc.) that should be used solely for internal administration and non-billable entries not related to any customer.
All real customers should have type ID = 1.
1 = Customer
3 = Internal PR/Marketing
4 = Internal Administration
5 = Holiday
6 = Illness & absence
AdrLine1 Address line 1 Text
AdrLine2 Address line 2 Text
AdrLine3 Address line 3 Text
Postcode Postal code Text
City City Text
CountryCode Country code E.g. DK, SE, NO, DE, UK, FR, US, CA
Tel Telephone number Number (may include letters)
Fax Fax number Number (may include letters)
AccContact Accounting contact person entered on the debtor/AR Text
AccContactTel Accounting contact person telephone number entered on the debtor/AR Number (may include letters)
Email Accounting contact person email entered on the debtor/AR Text
wwwAdr Customer website address Text
Industry Client’s type of business Text
LCID Language code 1030 = Danish
1031 = German
1033 = English
1044 = Norwegian
1053 = Swedish
PayTermCd Must provide an already established payment condition in WorkBook – e.g. Settings/Global system settings/Payment terms/Code column 00D = 0 days
10D = 10 days
20D = 20 days
30D = 30 days
ArpAccGrpCd Posting group code taken from Settings/Finance/AR-AP groups DEB EXT = External debtors
DEB EMP – Employee debtors
DEB IC – Intercompany debtors
CurrCd Currency code on debtor, must be able to interconnect with an already established currency in WorkBook. E.g. EUR, DKK, GBP, USD
VatCd VAT code taken from Settings/Finance/VAT settings OUT – Outbound VAT
EXE SAL – Exempted from VAT, sales
REV – Reverse Charge
VatNo Debtor’s VAT number Number (may include letters)
EAN Debtor’s GLN (formerly known as EAN) number Number (may include letters)
PublicRegNo Debtors’ public registration number Number (may include letters)
RespEmpId Assign customer responsible using resource ID found in the resource list. Number
PrintStatement The debtor must be included in statements BIT:
0 = No
1 = Yes
IsBlocked Set debtor to blocked once they are imported.
Standard = 0
BIT:
0 = No
1 = Yes
CreateCustomer Should they be imported and created as a customer.
Standard = 1
BIT:
0 = No
1 = Yes
CreateDebtor Should they be imported and created as a debtor/AR
Standard = 1
BIT:
0 = No
1 = Yes
CreditMaxAmt Credit maximum Give an amount: X.XX
CreditMaxCheck Give a method for check of credit max on the customer by putting in the appropriate number code. 0: Use system standard
1: No credit limit (no check)
2: Total amount of overdue invoice
3: Total amount of all non-paid invoice
4: Total amount of all non-paid invoice + WIP to cost price amount
5: Total amount of all non-paid invoice + WIP to finance calculated amount
6: Total amount of all non-paid invoice + WIP to sale price amount
RecId Leave blank, fills out automatically upon import Number
ResId Leave blank, fills out automatically upon import Number
ArpAccId Leave blank, fills out automatically upon import Number
CountryStateCd State, using the standard abbreviation US debtors only
E.g. AL, NY, OH etc
CountryCountyCd County US debtors only
E.g. Winston, Anchorage Borough, Nevada, Birmingham etc
QuoteVatValue Default VAT rate on any price quote you make to the client. Can be assigned manually later. Number E.g. 0,25 = 25%
QuoteVatShow Price quotes to this client to show VAT by default, yes or no? Can be changed later and can also be toggled on/off on each individual quote. BIT:
0 = No
1 = Yes
SalesTaxCodeCd Use the code found in Setup/Tax/Salestax/Code column US / CA debtors only
Text
ExtNo An optional reference key that can be used to find imported debtors Text and numbers.
ReportingGroup Used for certain reports. US systems need one for their 1099 form.
Found under Settings -> Finance settings -> AR/AP Groups in the lower grid.
Standard setup text:
Domestic
EU
Outside EU
Pricelist Attach a default price list to the client upon creation (requires the price list is in the system)
secondary you can add access to multiple with comma seperation and the client will grant access to all listed, but the first price list will be standard upon job creation.
Note: if you have multiple companies in WB, the system will grant access to all and you have to adjust access accordingly to your setup after import.
Format text (no spaces between lists)

Example below:
Main price list,access price list1,access price list2

 

 

Import of contact persons

 File name: ContactpersonData

Fields and explanation:

Field name in spreadsheet Explanation Format
ResTypeId Which resource type does this contact person belong to 1 = Internal company
2 = Employee
3 = Customer
4 = Supplier
5 = General contact
6 = NewBizz
7 = Technical
8 = Media
RefNum What is the number on the supplier or customer for which this contact person should be created upon, this is how we connect the contact to the “parent”. * See example below
ContactName Name of contact person Text
EmployPosition Employee position Text
Email Email address Text
Mobile Mobile number Number (may include letters)
Tel Telephone number Number (may include letters)
Fax Fax number Number (may include letters)
AdrLine1 Address line 1 Text
AdrLine2 Address line 2 Text
Postcode Postal code Number (may include letters)
City City Text
CountryCode Country code E.g. DK, SE, NO, DE
RessParentId Leave blank, fills out automatically upon import Number
Comment A supplemental description. Text
ResId Leave blank, fills out automatically upon import Number
RecId Leave blank, fills out automatically upon import Number
CountryStateCd State, use the abbreviation of the name. E.g. AL, NY, OH etc
CountryCountyCd County E.g. Winston, Anchorage Borough, Nevada, Birmingham etc
Tel2 A secondary phone number Number (may include letters)

 

If you wish to establish a contact on a customer, follow the example below:

On the customer, Panda Shoes, you want to create a contact: John Doe.
To link this contact you must first find out which ResTypeId the contact is to be linked together with. Choose between the options in the point ResTypeId (choose 3 if it is a customer contact).
Then you must choose which customer contact to be linked. Find out what “CustNum” is on the customer and insert this number in RefNum on contact person.

 

Customer name: Panda Shoes

ResTypeID: 3

CustNum / RefNum: 4711

 

Contact Name: John Doe

RefNum: 4711

ResTypeId: 3

The same principles applies any type of resource.

If you’re importing contacts to a newly imported resource, then RefNum will be the same number used in the import, E.g. CustNum for clients, CreditorNum for suppliers and SubjectNum for prospects.

 

Import of finance chart of accounts

 File name: FinAccount

Fields and explanation:

Field name in spreadsheet Explanation Format
AccNo Account number on account, must be unique for each company Number (May include letters)
AccType 0 = Operating account
1 = Balance sheet account
2 = Header
3 = Sum from account
Number
AccDesc Account description Text
SumFromAccNo Sum of every account between this line and up to the account specified here Number (May include letters)
ReportPageBreak Inserts a pagebreak after this account on certain finance reports. BIT: 0 = No, 1 = Yes.
ReportIndentation Indents the account description in the chart of account and certain reports. Number
ReportLineFeed Creates a number of empty lines after this account on certain reports. Number
LineStyle Adds a style to the account from the numbers 0-5, which corresponds to a drop-down menu in the account setup. Number
AccId Leave blank, it fills automatically upon import. Number
CompId ID of the company that the account belongs to, you can find this in the resource list. Number
LineNum The order of accounts in the list. Number
AllowVendInv Can external purchases be registered against this. BIT: 0 = No, 1 = Yes.
Automatic Is an account automatic? Automatic accounts are used by the system for various functions, such as the revenue account. Automatic accounts cannot be used for manual posting. BIT:
0 = No
1 = Yes

 

 

Import of jobs

 File name: JobData

Fields and explanation:

Field name in spreadsheet Explanation Format
CompId Company number that the job belongs, can be found in the resource list. Number
Jobnum Job number, must be a unique code of numbers and letters. The system will assign a new jobnumber on import, if it contains letters, but the code can still be used to link to the job in other imports. Numbers and letters.
JobName Job name, there’s no need to include the name of the customer Text
CustNum Use the unique code that you used for the customers in the customer import. This is how we know which customer the job applies to. Numbers and letters
ResponsibleEmpNum Code ID of the project responsible, it’s the same number used in the employee import (Will be PM on the job). It can be found as the RefKey in employee settings if you no longer have the import file. Numbers and letters
JobStatusId 0 = Quotation 1 = In process 2 = On hold 3 = For invoicing 4 = Invoiced                  5 = Cancelled Number
StartDate Job start date Date – your local xx/xx/yyyy format
CloseDate Job end date Date – your local xx/xx/yyyy format
ProjectNum Used to allow imports up and put the job into a project from the start. Enter the project number. If blank, then the job will be assigned the default client project. Number
ProjectName Used to allow imports up and put the job into a project from the start. Enter the project name. If blank, then the job will be assigned the default client project. Text
ProjectDescription Additional text field to describe a project. Text
Comment Comments, example: an ’auto-text’ – ”Data converted from XX system date” Text
JobId Used to update a job that was already imported or created manually. Number
ProjectId Leave blank, it fills out automatically on import. Number
DepartmentName Name of the department the job belongs to. If no department exists with this name, then it is created upon import. Text
Dim1Cd Job dimension 1 code, if no custom dimension exists already, then the code is used to create and name one. There are 10 custom dimensions in total, and they have a line each. E.g. Dim2Cd, Dim3Cd, etc. Text
Dim1Id Leave blank, it fills automatically upon import. Number
CountryCd Can be used to specify which country the job takes place in. E.g. UK,DK,SE etc.
DivisionCd Used to assign the division dimension to the job Text
RegionCd Used to assign the region dimension to the job Text
PlatformCd Used to assign the platform dimension to the job Text
QualityLevelCd Used to assign the quality level dimension to the job Text
ProfitCenterCd Used to assign the profit center dimension to the job Text
PracticeAreaCd Used to assign the practice area dimension to the job Text
ConsultingCenterCd Used to assign the consulting center dimension to the job Text
TechnologyCd Used to assign the technology dimension to the job Text
RefNum An optional reference key which can be used to find imported jobs later. Number
JobType Used to assign the job type to the jobs. Text
IsBillable Is the job billable? BIT: 0 = No, 1 = Yes
CustOrderNum Customer order number  Number
ClientContact You can name a customer contact here Text
ProductionStatus Used to assign the production status dimension to the job Text
PriceList Name of the pricelist that the job uses. It has to be created in WorkBook first. Text
IsRetainer Is the job a retainer job? BIT: 0 = No, 1 = Yes
AccountManager Code ID of account manager, it’s the same number used in the employee import. Numbers and letters
ProjectRetainerMasterJob Reconciliation automation • SOW • retainer • Contact – Master BIT: 0 = No, 1 = Yes
ProjectRetainerDeliveryJob Reconciliation automation • SOW • retainer • Contact – Delivery BIT: 0 = No, 1 = Yes
Tags If there is any Tags associated with the job Comma separated i.e HTML,CSS
ClientSegment Dimension – Leave blank if not used Name of the Value
DeliveryDate If the Delivery Date is used on a job define here. Leave blank if not used Local date format i.e DD/MM/YYYY
NextStepDate If the Next Step Date is used on a job define here. Leave blank if not used Local date format i.e DD/MM/YYYY

 

Import of supplier voucher

 File name: SupplierVoucherData
For WorkBook consultant: Use purchaseinvoiceImplementationImport

Fields and explanation:

Field name in spreadsheet Explanation Format
CreditorNum CreditorNum used in the creditor import determines the supplier Number
VouchNum Voucher number Number (may include letters)
JobNum Job number that the voucher belongs to Number
AId Which activity ID the voucher is connected to Number
RegDate Registration date Date – your local xx/xx/yyyy format
AmountNet Net amount on the Voucher Number
AmountVat VAT amount on the voucher, not percentage Number
AmountSale Gross/sales price amount on the Voucher Number
SupplementalDescr Description For example: ”Print of brochure”
InvoiceNum Vouchers invoice number Number (may include letters)
InvoiceDate Vouchers invoice date Date – your local xx/xx/yyyy format
CompId ID of the company that the voucher belongs to, you can find this in the resource list Number
PostDate Post date Date – your local xx/xx/yyyy format
JournNo journal no. Number
ReqId Requisition number of a requisition you want to eliminate on the job Number
PurchaseOrderNo Purchase Order No must match the WorkBook Number
HeaderDescription Header description. If blank ‘import data’ is set instead (must be identical for all lines on the voucher) Text
CurrencyCode Specify the voucher currency code. If blank the company CurrencyCode is used (must be identical for all lines on the voucher) Text: “USD”  or “EUR” or “DKK” or other currencies

 

 

Import of sales invoices

 File name: JobInvoiceData

Fields and explanation:

Field name in spreadsheet Explanation Format
CompId Company ID, you can find this in the resource list Number
InvNum Invoice number Number (may include letters)
CustNum Same CustNum ID used in the customer import Number
JobNum Job number Number
InvDate Invoice date Date – your local xx/xx/yyyy format
InvType Give the type of invoice using the number code. 1 = Final invoice
2 = Credit note
3 = Invoice on account
4 = Partial invoice
Aid Enter number of the activity this invoice is connected to Number
AmountNet Net amount on invoice Number
AmountVat VAT amount, not the percentage on invoice Number
AmountTotal Total amount on invoice Number
Comment Introductory comments Text
PostDate Financial posting date Date – your local xx/xx/yyyy format
LineDesc Invoice line description. The import supports only 1 line. Text
PayTerm Payment term code, you can use the Code or the Call name found in Setup/CompanySettings/PaymentTerms Text
TaxCodeID Ask your workbook contact for a list of ID’s if you need to use sales taxes. Number
TaxCodeAmount Tax amount Number
TaxCodeRate Tax rate in percentages divided by 100, E.g. 0,1 = 10% Number
CustomerPurchaseOrderNum If the invoices need to display a purchase order number, this is where you put it. Number (may include letters)

 

 

Import of material entries

 File name: JobMaterialData

Fields and explanation:

Field name in spreadsheet Explanation Format
JobNum Job number  Number
EmpNum Code ID of the person the material entry belongs to, it’s the same number used in the employee import.
Numbers and letters
AId Activity number connected to the material entry Number
MatRefNum The index number of the material, see Setup/MaterialList Number
RegDate Material registration date Date – your local xx/xx/yyyy format
Qty Number of units E.g 5 = 5 posters for example. Number
Cost Cost price per unit, not total, on material Number
Sale Sales price per unit, not total, on material Number
SupplementalDescr Comments Text
RefRecId Optional internal number that can be used to find imported material entries Number

 

 

Import of time entries

 File name: JobTimeEntryData

Fields and explanation:

Field name in spreadsheet Explanation Format
JobNum Job number Number
EmpNum Code ID of the person the time entry belongs to, it’s the same number used in the employee import.
Numbers and letters
AId Activity number associated with the time entry Number
RegDate Registration date Date – your local xx/xx/yyyy format
HrsQty Total hours Number
HrsCost Hourly cost price Number
HrsSale Hourly sales price Number
SupplementalDescr Description Text
Postdate Post date Date – your local xx/xx/yyyy format
Journalno Post number, imported time entries are usually not used in finance. To make them invisible to finance just put a ‘-1’ in this column. If you leave it blank, then we will still assume that it was your intention, so please tell us if you want to run the imported time entries through finance as you normally would. Number
IsBillable Is the time entry billable? Bit: 0 = No, 1 = Yes
TaskRefKey To assign the time entry to a specific task, find the tasks’ refkey. Number
WBTaskId Alternative to TaskRefKey – To assign the time entry to a specific task, use the tasks’ ID. Number
Editable Enable the time entry to be editable after import, this only takes effect if it’s not imported with Journal -1 0 = not editable, 1 = editable

 

 

Import of media addresses

 File name: MediaAddress

Fields and explanation:

Field name in spreadsheet Explanation Format
RefNum Identifying code used to link the contact import Unique code of numbers and letters
RefName Media name Text
AdrLine1 Address line 1 Text
AdrLine2 Address line 2 Text
Postcode Postcode  Number (May include letters)
City City Text
CountryCode Country code using the ISO2 format E.g. DK, NO, SE, DE etc.
Tel Telephone  Number (May include letters)
Fax Fax number  Number (May include letters)
wwwAdr Website Text

 

 

Import of Prospects

 File name: NewbizzData

Fields and explanation:

Field name in spreadsheet Explanation Format
SubjectNum Identifying code used to link the contact import Unique code of numbers and letters
SubjectName Name of the prospect Text
AdrLine1 Address line 1 Text
AdrLine2 Address line 2 Text
Postcode Postcode Number (May contain letters and spaces)
City City Text
CountryCode Country ISO2 code E.g. DK, NO, SE, DE etc. Text
Tel Telephone Number (May contain letters and spaces)
Fax Fax number Number (May contain letters and spaces)
wwwAdr Website Text
ResId Leave blank, it fills automatically upon import and is used in case corrections need to be made. Number
CountryStateCd State, use the abbreviation of the name. E.g. AL, NY, OH etc
CountryCountyCd County E.g. Winston, Anchorage Borough, Nevada, Birmingham etc
Email Main email Text

 

Import of activities/worktypes

Not to be confused with Prospect Activities, the import handles this type of activities: Activities

File name: ActivityData

Fields and explanation:

Field name in spread sheet Explanation Format
ActNum Identifying number, used every time you refer to an activity Number, must be unique
ActText A name or short description, such as “Consulting” Text
ActTextShort An even shorter description used in the mobile expense app Text
PhaseNum Every activity is grouped into a phase. E.g. Hours, Purchases, etc, which a identified by a number. Number without decimals
TimeHrsCost Hourly cost price of the activity Number
TimeHrsSale Hoursly sales price of the activity (usually superceded by the pricelist) Number
MatSale Sales price per material unit Number
ExtProfitFactor Profitmargin on external purchases used to calculate sales price on any purchase. ExtProfitFactor * purchase amount = sales price. Number
AllowTimeReg Is this activity allowed on the time sheet and planning? BIT: 0 = No , 1 = Yes
AllowMatReg Is this activity allowed on materials? BIT: 0 = No , 1 = Yes
AllowExpReg Is this activity allowed on purchases? BIT: 0 = No , 1 = Yes
AllowMileage Is this activity allowed on mileage entries? BIT: 0 = No , 1 = Yes
TimeEntryIsBillable Is the time entry made with this activity billable? BIT: 0 = No , 1 = Yes

 

Import of connections

File name: ConnectionsData

Fields and explanation:

Field name in spreadsheet Explanation Format
Refnum Identifying code used to link the contact import Unique text code, text fields may use numbers
Refname Name of the resource Text
AdrLine1 Resource address line 1 Text
AdrLine2 Resource address line 2 Text
Postcode Resource postal/ZIP code Number (May include letters and spaces)
City Resource city Text
CountryCode Resource country, using the country ISO2 code. E.g. UK,US,DK,AU etc.
Tel Resource main phone number Number (May include letters and spaces)
Fax Resource fax number Number (May include letters and spaces)
wwwAdr Resource website Text
ResId Leave blank, it fills automatically upon import and is used in case corrections need to be made. Number
Tel2 Resource secondary phone number Text
Optional1 The optional columns can be used to store any additional information one might need. Text
Optional2 They can be renamed through custom translations to suit your needs. Text
Optional3 See above Text
Optional4 See above Text
Email Resource main email Text
Mobile Resource main mobile Number (May include letters and spaces)

Tasks

File name: Tasks

Field name in spreadsheet Explanation Format
Job number  The number of the job being imported Number
Task name The name of the task Text
Phase The name of the phase  Text
Start date The date the phase will commence DDMMYYYY
End date The date the phase will conclude DDMMYYYY
Duration The duration in days Number
Activity code The relevant activity code  Number

Price quotes

File name: PriceQuotes

Field name in spreadsheet Explanation Format
Price number  The price quote being referenced Number
Job no The number of the job in WorkBook Number
Activity The activity this is tied to Text
Activity text The name of the activity Text
Phase no The phase number Number
Phase name The name of the phase Number
Line number The number of the line being referenced Number
PriceQuoteName Specify the name of the quote Number
Hours The amount of hours that has been quoted to the client Number
Hourly rate The billable hourly sales rate for each hour Number
Cost rate The total internal cost for each activity line Number
Material sale The sales price of materials Number
Material cost The total cost of materials Number
Amount The total amount incl material cost and total billable amount (Hours x Hourly rate) Number
Profit margin The profit (as a percentage) on material sales Number
Status The status of the quote Number
Purchases Total cost of purchases Number
Currency The currency expenditures are in Number
Currency rate The conversion rate from company currency Number
Resource The employee(s) assigned to the task Text
Was this article helpful? Useful Useless 9/10 found this article helpful.