A Labor Flat File is an add-on feature that allows Radar to import Time and Attendance data from a timeclock provider, outside of the POS system used for recording sales.
Setup Process
Once R365 Support receives notification that the Labor Flat File has been licensed, the Professional Services Team will initiate the following setup process:
1) R365 Support supplies the customer with the Radar Labor Flat File Information Sheet
2) The customer forwards the Information Sheet to the Time and Attendance timeclock provider.
3) R365 Support reviews Employee Resolve and advises the customer on repairing any issues that are present.
- Important Note: Employee Resolve issues must be resolved before a Labor Flat File can be configured.
4) Timeclock provider sends R365 Support a sample of the file they will be supplying.
5) The R365 Development Team reviews the sample Labor Flat File and signs off on the file format or supplies notes on adjustments to the file.
6) Timeclock provider hosts and supplies SFTP credentials to R365.
- Note: If the timeclock provider is not able to host an SFTP, R365 will host and supply credentials.
7) Customer/timeclock provider supplies R365 with the following information:
- Standard daily import time
- File naming convention (recommended format is YYYYMMDD)
- Note: If files are provided for each individual Location instead of one file containing all Locations, the naming convention must include the Location ID, followed by '_YYYYMMDD'. For example: LocationID_YYYYMMDD.csv
- Note: If files are provided for each individual Location instead of one file containing all Locations, the naming convention must include the Location ID, followed by '_YYYYMMDD'. For example: LocationID_YYYYMMDD.csv
8) Timeclock provider notifies R365 when the Labor Flat File is available on the SFTP server.
9) R365 submits a case to Development to begin importing the Labor Flat File.
- Development has 5 – 10 business days to respond to this case.
10) Development configures the scheduled event to start importing the Labor Flat File at the standard import time.
11) Customer audits imported data and notifies R365 Support of any discrepancies.
Labor Flat File Information Sheet
Download the PDF version of the Information Sheet here.
The Labor Flat File must meet specific requirements for a successful import into Radar. Please review the essential information related to the file, along with the file specs below:
- File Format: CSV File
- The CSV file must contain the past 21 days of labor data for R365 to import punch edits
- File naming convention must be consistent (ex. 20200130.CSV for DOB = 1/30/2020)
- Note: If files are provided for each individual Location instead of one file containing all Locations, the naming convention must include the Location ID, followed by '_YYYYMMDD'. For example: LocationID_YYYYMMDD.csv
- Note: If files are provided for each individual Location instead of one file containing all Locations, the naming convention must include the Location ID, followed by '_YYYYMMDD'. For example: LocationID_YYYYMMDD.csv
- The file should be supplied at the same time each day to an SFTP server
- The first row of the file is the first row of data (the first employee punch detail). The header row is not included.
- File sort order must be: Employee ID > Date > Clock-In Time
- If punch edits will need to be repolled the same day they are made, the Time and Attendance provider must repopulate the file to the SFTP server before the customer can repoll the data into Radar
- R365 will provide the URL, username, and password for our SFTP Server. You may use your own SFTP server if you wish. If so, you will need to provide us with login credentials.
- Overtime cannot be imported via a Labor Flat File and will be calculated by Radar based on the OT rules for the database.
- Special Pay can be calculated in Radar with the Special Pay add-on, or imported via a secondary file. (See Special Pay Flat File specifications below)
- Unpaid Breaks can be recorded by splitting the shift into two or more shifts, leaving a gap where the Unpaid Break occurred, or by adding additional columns to the imported file (see additional columns M-S below)
- Note: Paid Breaks cannot be imported
- Note: Paid Breaks cannot be imported
- Time can be formatted as either 24-hour time [MM/DD/YYYY 24:00] or AM/PM [MM/DD/YYYY 12:00 AM]
Labor Flat File Column Specifications
| Column | Data | Data Type |
| A | Employee Payroll ID or POS # | Integer |
| B | Leave Blank | |
| C | Job Name (25 characters max) | Text |
| D | Job Number (Optional) | Integer |
| E | Date of Business (MM/DD/YYYY) | Date |
| F | Clock-In Time (See above for format) | Date Time |
| G | Clock-Out Time (See above for format) | Date Time |
| H | Regular Rate (for this employee, job, and date) | Numeric (2 decimals) |
| I | Declared Tips (optional; if not used, set to '0') | Numeric (2 decimals) |
| J | Employee Last Name (50 characters max) | Text |
| K | Employee First Name (50 characters max) | Text |
| L | Location Number* | Integer |
- Note: For Location Number, the Flat File defaults to use the Ctuit Location ID, but Radar also supports utilizing the Location’s additional number field within the Company Config Module Locations Page.
Up to three Unpaid Breaks can be imported by adding these additional columns to the file:
| Column | Data | Data Type |
| M | Leave Blank | |
| N | Break Time Start 1 (Clock-Out Time MM/DD/YYYY hh:mm) | Date Time |
| O | Break Length 1 (Break length in minutes) | Integer |
| P | Break Time Start 2 (Clock-Out Time MM/DD/YYYY hh:mm) | Date Time |
| Q | Break Length 2 (Break length in minutes) | Integer |
| R | Break Time Start 3 (Clock-Out Time MM/DD/YYYY hh:mm) | Date Time |
| S | Break Length 3 (Break length in minutes) | Integer |
Special Pay Flat File
To import Special Pay as part of a Labor Flat File, the Special Pay information must be provided in a separate file.
File Naming Format - SP_YYYYMMDD.csv
Column Specifications
| Column | Column Name | Required | Data Type | Notes |
| A | Location Number | YES | Integer | |
| B | Employee Payroll ID | YES | Integer | Will also be used as the Employee POS Number |
| C | Job Name | YES | Text | 25 characters maximum |
| D | Job Number | NO | Integer | |
| E | Date of Business | YES | Date | Formatted as MM/DD/YYYY |
| F | Employee Last Name | YES | Text | 50 characters maximum |
| G | Employee First Name | YES | Text | 50 characters maximum |
| H | Special Pay Name | YES | Text | 50 characters maximum |
| I | Special Pay Amount | YES | Decimal | |
| J | Special Pay Notes | NO | Text | 255 characters maximum |