Beeline Report Creation

Log into the instance of Beeline.

Select Reports>Adhoc>Timesheet Base Report

Select the Output Type of Excel.

Beeline Report Fields

Enter the information under Field and the fields with that name will show in a list below. Select the correct field.

Another field option will add below once the first is selected so that each field can be added. Under Field Label, select the Pencil and update the field label to match below for the date columns and then select the green check mark.

***Note: Beeline fields may very from customer to customer which is not a problem if the field includes the information in the same format (Example: the name needs to be listed as last name, first name even if it is named slightly differently than listed below or the Contractor – User Name is the unique identifier for that employee so it may be contractor ID).

Beeline Report Filters

Select the tab for Filters.

Add the below filters:

Operational Timesheet – Submit Date>Days Since>is less than or equal to>30.

OR

Operational Timesheet – Submit Date>Hours Since>is less than or equal to>24

AND

Timesheet Status – Name>is in list>move the statuses such as Approved, Submitted, and Locked.

***Note: The filter of Earning Code – Code>is not in list> may need to be added to remove any non-billable time code a client may be using (such as NB). This only must be added if a client uses codes that should not load for payroll.

Saving the Beeline Report

Select Add To Favorites.

Enter a report Name.  It is important to create a report name that is unique for you. We recommend putting your company name and your client’s name in the report name. This way email delivery will always be able to find your reports. If you have a sweep file and an Approved file, then you need to include this in the report name as well. So your reports would have part of the name be Agency_Customer_Pending and Agency_Customer_Approved.  

Then Select OK.

Scheduling Reports Within Beeline

Select the Home button

then locate your Favorites either under the tab My Beeline or the

stacked menu on the top right of the home page. There you should see the report that was just saved.

Then select Schedule Report. You will schedule a report to run for each day you want a file received in Exchange.

The User Report Title will default with the name of the saved report.

Under Report Schedule Description enter the day of the week on which the report will run. The Beeline system limits the duration for which a report can be scheduled depending upon the frequency of the report. To reduce the number of times needed to reschedule the reports, a report schedule should be created for each day of the week for which the report should run. It is recommended to create a schedule for Monday, Tuesday, Wednesday, Thursday, and Friday.

Date/Time Stamp can be left blank.

Leave the Destination as Email and the Format of Excel.

Email

Enter the To email as the cert and production email provided by Bullhorn separated by a semicolon.

Under the Subject enter the report name.

Under Schedule Type change the schedule to Weekly.

Then for Recur every number of weeks enter 1.

Check the box for the day of the week the report is scheduled to run.

For the schedule enter the Start Date as the first date you want the report to run.

Select the time you want the report to run. We recommend scheduling the report to run overnight so that the report is ready to process first thing in the morning.

Select your correct Time Zone.

Under End After Number of Occurrences enter 104. ***Note: Weekly reports can only be scheduled to run for 104 weeks at one time. This does mean that two years later the schedules will have to be updated to run for the next two years.

Go back through the Scheduling Reports steps again to schedule a report to run for Tuesday, Wednesday, Thursday, and Friday.

Exchange Email Box

Login to https://login.microsoftonline.com/ with the provided details. If it asks for additional verification information, select cancel as it is not necessary to provide. This email box will show all emails received from tools so you can verify the email is set up correctly and being received by Bullhorn. If a file needs to be reprocessed as it did not process, mark the email as unread and this will prompt the system to process the email again. The file should normally process within 10-15 minutes depending on its size and the other files the system is processing at the time.

Create the Beeline Template

After logging into Cert select the

and then

.

The following window will pop-up for initial information to be entered so the template can be created.

Enter the Template Name.  This field will help your team to know what file they are reviewing and help the Bullhorn team if any troubleshooting is required.  As such, the name should include your company name (or an abbreviation) and the name of the VMS and the client.  

Enter the Customer Associations which is the client ID from the ATS that correspond to the clients/employees that are included in the file from Beeline.

Select the Source of Beeline.

Select Create.  

The template will now show up as a new pop-up window. At the top there are tabs that determine how the template will function. 

File Processing Tab

On the File Processing tab enter the Start Date, this can be left blank for testing if desired, but is critical for ensuring time for weeks prior to the transition to Bullhorn do not get duplicated when moving an existing client into Exchange. The Start Date should be the first date for which you do not want to load time. 

Select an Approval Status Type.  This should be left as Peoplenet Approval Status unless you need to see status changes such as Approved to Invoiced as these will not show since they are both considered approved.

For the Auto Process Employee Matches the Match Types should be set to Full Name Without Middle Initial.  This will allow this system to match employees from the VMS file to employees under that customer ID if they have the same name.  If there are more than one employee with the same name, then the system will only suggest a match for a person to manually confirm. 

Auto Process Assignment Matches should remain checked as one-to-one.  This will allow employees that have been matched on the employee level to have their assignments match if there is only one assignment in both the VMS and in Bullhorn.  If there is more than one assignment in either system, then the system will suggest an assignment match, but it will need to be confirmed by a person prior to any time loading. 

Auto Process for Matched Items should be checked as this will allow any time in the file for matched employees to process into BTE when the file uploads.  ***Note: When first testing or loading time this option may be turned off to allow review and confirmation of hours prior to moving to BTE to confirm testing is accurate.

OT Reconciliation should be checked with the OT Calculation Source listed as Peoplenet OT Calculation.  This will allow the system to compare the overtime hours entered into the tool with the overtime calculated by Bullhorn according to the state laws of that employees’ work location.  If there is a discrepancy that will cause a monetary difference for AR, then it will display a record on the Overtime tab within Exchange so the overtime can be reviewed and corrected.  If a client has abnormal overtime rules that are enforced within the tool, then the VMS OT Calculation source can be selected.  This will load the hours into BTE exactly as they were received.  This means if the pay file sends the reg and OT and DT time that is in the BTE timesheet to the payroll system, then the hours as entered in the VMS system will load to payroll.  This also means that the VMS OT Calculation source should not be used if the VMS does not force overtime to be entered correctly.

Ignore Pay Record Sent and Reset Pay Record Sent should be checked if you are allowing time corrections (CPA) to process from BTE into your payroll system.  If time corrections will be manually entered into the payroll system these should not be checked.  **NOTE: These do NOT need to be checked if you are using Bullhorn One. 

Report Settings

On the Report Settings tab, the details of the reports will be entered.

Select Report then select the Default Report then change the name of Default Report that populates into the Report Name.  This will help if additional reports need to be created for that client/template.

Delivery Type select Email Delivered.

Leave Upload Path, Approval Type, and Approval Date as they default.

Mapping Code select Beeline – JPMC Mapping.

No Import Rules need to be selected.

An email can be entered under the Error Email so that if there is an error with the file that email will be notified.

Schedule

Select the sub-tab Schedule to enter the expected schedule of the file.  Select the correct Time Zone.

Select the Day and Time the file is expected to be received using

to add additional days and times.  For Beeline it is likely scheduled to run daily so add a schedule for Monday, Tuesday, Wednesday, Thursday, and Friday at the expected file time.  

Enter a Window Start and Window End meaning the number of hours before and after the arrival time.  This means that if the file is expected at 3:00 AM and the Start and End windows both are 2:00:00 then the system will check if the file is received between 1:00 AM and 5:00 AM (2 hours before 3:00AM and 2 hours after 3:00AM) and create an error if a file is not received.  

Email Delivery

Select the sub-tab Email Delivery tab. This will allow the emailed file to import into Exchange.

From Address is donotreply@BEENOTIFY.com.

To Address is the email that Bullhorn provided for Cert and then will be updated to the production email when migrated to production.

Subject Key Words should be Report Name entered into Beeline.

Email Body URL Key Words should remain blank.

Email Body KeyWords should remain blank.

File Extension is .XLSX.

Header Row is 1.

File Delimiter should remain blank.

Check the box for Has Attachment.

Check the box for Is Attachment Zipped.

Leave the box for Do Not Convert to CSV as unchecked. 

Template Settings Tab

The Owner field can be updated to select the admin that will be responsible for processing the files for this client or tool.  This is particularly helpful if you have multiple admin’s working in Exchange to process files.  If only one admin will be working in the system to process all the files, then this field can remain as Not Assigned.

Exception Processing Tab

On the Exception Processing tab, each exception type can be set to one of the following:

• Ignore: No action required when this exception type is received, and there will be no changes made to the timesheet. 
  

• Load if Pay Record not Sent: No action required when this exception type is received, if the initial time loaded has not been sent to the payrolling system then the update to the hours/status will be loaded to BTE.  **NOTE: This is not used for Bullhorn One.
  

• Always Load: No action required when this exception type is received, the update to the hours/status will automatically load to BTE regardless of whether the pay record has been sent.
  

• Manual Resolution: The exception will require review at which point the person can decide if it should be processed to BTE or Ignored which will leave the hours/status in BTE unchanged.
  

Duplicate Time Card: Set to Ignore as there is no update to the time or status.

Time Adjustment Only: If corrections will require a manual update in the payrolling system (not using Bullhorn 1), select Manual Resolution.  Otherwise, either Always Load or Manual Resolution should be selected depending upon if the change in time should be reviewed prior to processing to BTE.

Approval Status Change Only: Select Always Load to automatically update the timesheet status from Pending to Approved.  The hours will not be impacted with this exception.

Time and Approval Status Change: Should be set to the same processing type as a Time Adjustment Only.

Multiple time cards exception: This should be sent to Manual Resolution so a person can review and confirm it is additional time and not duplicate time.  The exception can then be processed to add the time or ignored.

Time History Detail Load Failed: This should be set to Manual Resolution.

Time card is before start date: This should be set to either Manual Resolution or Ignore dependent upon if there are concerns about late time entry for week endings prior to the transition into Exchange. 

Map Earn Codes Tab

The Map Earn Codes tab is not needed for Beeline templates as the earn codes are already mapped accordingly.

Rate Reconciliation Tab

Rate Reconciliation can be used for Beeline which will allow the system to compare the rate an employee has in the VMS with the rate the person was set up with in Bullhorn.  This is helpful for preventing AR discrepancies that arise from rate differences.  When the rates are different it will create an item on the Rate Reconciliation tab to be reviewed to determine which system needs to be updated.  However, some margin of error costs more to correct and will be written off as a small balance so the system can automatically ignore those items.  Enter the Margin of Error your company is comfortable with.

Leave Check Reg hours, Check OT hours, and Check DT hours checked.

Discount Source will depend on if the Assignment includes the discount.  If the assignment does not include the discount, but this client does have a discount, select File template and enter the discount percent.  

Resolution Settings Tab

The Resolution Settings tab can be used to set emails to send upon resolution of files by entering the Name, Email Address, selecting Contact Type, and checking Auto Send Resolutions Email.  The message can be customized by entering information into the boxes at the bottom.

Once all updates are made to the template select Save & Close. 

Exchange Test File Import

If testing with current files, then the file will run according to the schedule in Beeline and import into Exchange for testing.  On the first date scheduled to run, the report should show under the File Activity tab.

If testing with older dates, login to Beeline and Select Analytics>My Reports and find the file that was created earlier.  Select Actions>Go to Run Time Page.  This will retrieve the saved report features on a run page.  Change both the Time Sheet Submit Date to Between and enter the dates of the time period for testing and select Run.  Which will download a file using those dates.  

Return to Exchange Cert Environment and Select

.

In the window that pops up select Choose File and locate the file downloaded.  Then select the correct Template/File set up and select OK.  

A confirmation window will appear at which point select OK again.  It may take a few minutes for the file to show onto the File Activity tab.

Use the blue hyperlink of the File Template Name to review the details and process the file. **see file processing document (not yet created)

Once the file is complete another file can be run for additional submit dates to then process and review how the system handles the file.  

Move to Production 

After sufficient testing has been completed and it is time to migrate this client to production, the template will need to be exported from Cert.   If you are implementing exchange for the first time, transferring the templates to production may be completed by your Implementation team.  However, you will be responsible for updating the fields within each template if needed. 

Log in to the Cert environment. 

Select the templates for Export with the right-hand check boxes. 

Select Export Templates. 

A file will download to your computer. 

Log in to the Production environment.  

Select Import Template and browse to the file you downloaded. 

The templates will appear in the new environment after you refresh the page. 

You should review the new templates to make sure that the settings are appropriate for the new environment. Correct the To Email Address under the Report Settings to the production email provided by Bullhorn, enter the Start Date as the first date for which you do not want hours to load, confirm all client IDs have been updated on the template if necessary, and update the schedule if needed to account for each day the report should be received by the system. 

Q: I do not see a Reports option. Can I use the Report Gallery?

A: The report gallery option can be used if you can locate the Adhoc Timesheet Base Report. Select Run which will then take you to the report formatting page where the fields and filters can be added.

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