How to use Time entries (CSV import + approve)

Import a timesheet, approve the rows, drop a bad batch if needed.

1. Build the CSV. Header columns: placement_ref, work_date, qty are required. pay_code_item_ref (NORMAL/T15/…) or item_name identifies which line to charge against. pay_rate / charge_rate are optional — supply them when the source system carries the historical rate (SC export); leave them blank to have FlecBase resolve via the pay code. external_ref is the source-system row id; supplying it makes re-imports idempotent.

   

2. Dry-run. Send the file to your FlecBase administrator for a dry-run import. The dry run validates every row and reports the counts without writing — any malformed rows surface as errors before any data lands.

   

3. Commit the import. Once the dry-run is clean, your administrator runs the live import. Every row from the file shares one import_batch_uuid — you'll be given that UUID so you can find or undo the batch later.
4. Approve in the UI. Open Ledger → Time Entries. Filter by placement, date range, or paste the batch UUID into the Batch filter to see just this import. Spot-check the rates and quantities, tick the rows, click Approve selected.

   

5. Reject what looks wrong. Bulk action Reject selected sets status to Rejected — kept in the system for audit but never billable.

   

6. Recover from a bad CSV. Select any row(s) from the same batch and use the bulk action Delete whole import batch. Drops every unbilled row sharing that batch UUID — rows already on an issued invoice are protected. Re-import the corrected file.

   

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