by Hrayr Galoyan

If you have multiple entities setup in Intacct, you may come across a need to move timecards from one entity to another.

To move a timecard, first you need to export it from the source entity, reformat the import file to match Intacct requirements, re-import it into the target entity, and then delete the original timecard.

Exporting Timecards

You cannot export timecards directly from the “My Timesheets” or “Staff Timesheets” lists, because all you’ll end up with is the list of timesheets, without details. So you need to design a custom report for this purpose. Here is a partial screenshot of my report.

Basically, you include only those fields that you need for the import. To make it easier to reformat the report output for Intacct, I also sorted it by Employee ID and Begin Date. This helps me group individual time entries into one timesheet for import purposes later.

Formatting Report Output and Re-Import

Once you are happy that the report contains all the columns you need, and none of the columns you don’t need, export it into an Excel file. You will need to do some formatting in it.

Here is my report exported into Excel.

There are several things to do:

1.       Remove the report header

2.       Update column headers to match Intacct import specifications

3.       Reformat details to group time entries into timesheets

Here is how it looks after re-formatting.

Notice several important changes:

Duplicates are removed for EMPLOYEE_ID and BEGIN_DATE fields. If you leave the duplicates in, Intacct will import each line as a separate timesheet. Without duplicates, all lines up to the next employee ID and Begin Date are grouped into one timesheet.

BILLABLE field accepts T or F as valid values, so I used the LEFT function in Excel to only keep the first character.

With these changes done, save the Excel sheet as a CSV file and import using the standard import functionality in Intacct. The timecards import into the location determined by the employee record. You cannot override the location in the import file, so if an employee moved from one location to another, update the employee record first, and then import the timecards.

Delete the Original Timecards

Since the original timecards are still in the system, we now have duplicate data, so the originals must be deleted. Usually, the only holdup is if a timecard had a billable time (for Time and Expense type of projects) that was invoiced. If that happens, Intacct does not allow deleting the time. The solution is to delete the invoice first, delete the timecard, and then re-create the invoice.