Export Setup Wizard

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What Is Export Setup Wizard?

The purpose of the Export Setup Wizard is to allow an agency to create pay rates calculator export file schemes. The agency can define more than one scheme which will be registered and viewed in the same way as the Overtime Wizard. Once the agency creates the scheme, it becomes available for selection in the Pay Rates Calculator Export window. When the agency creates more than one export scheme, you can select which scheme to use in the Pay Rates Calculator Export window. You can also share export file schemes across multiple Business Units as well as view and use shared schemes created in other Business Units. If the agency has one scheme defined, it is used by default.

Creating Pay Rates Calculator Export Scheme

1.	Open the Pay Rates Calculator component.

2.	From the menu bar, select Export>Export Setup Wizard.

The Export Setup Wizard window appears with the list of available export schemes.

In this window, the export scheme name, effective and end dates are displayed. You can share scheme created in the current Business Unit across multiple Business Units by selecting the Share Across BU's check box next to the needed scheme. For export schemes created in other Business Units, this check box cannot be cleared. Shared schemes are appended with the name of Business Unit (in brackets) where the appropriate scheme was created.

For example, Contractors Export Services scheme was created in TW Home Health Business Unit, so it is displayed as Contractors Export Services (TW Home Health) in the screen above and is in view mode only.

3.	Click Add to create a new export scheme.

a.	You proceed to the Format Definitions step of the Export Setup Wizard where you need to set formatting for the export file.

1.	Select how the data in each column should be formatted. The available values are Fixed Width and Delimited.

b.	If you select delimited column formatting for the data, you should select the applicable delimiter. You can select tab, semicolon, comma, or space, or enter other type of delimiter in the Other field.

In the Other field, you can specify any symbol excluding a dot. It cannot be set as a delimiter because a dot is used for dividing decimal part of a fraction and it can cause issues with interpreting export lines.

c.	Select the formatting for dates from the corresponding drop-down list.

d.	If Durations, Times, or Amounts are exported, select their formatting from the corresponding drop-down lists or select the Not Applicable check box not to allow exporting fields which contain duration, times, or amount values.

Example

The following example shows the case when the Not Applicable option is selected for time values. If times are not allowed to include into the export scheme (during the Format Definitions step completion), you will not be able to select values that contain time units and the error message will appear saying: "You cannot select this field because format for Times is not defined or "Not Applicable" option is selected".

The same logic applies for durations and amounts, and error messages are changed depending on what value you selected.

e.	If you want to export Social Security Number, select whether the hyphen will be included or not by selecting the Yes or No radio buttons. You can also select the Not Applicablecheck box not to allow exporting resource's social security number into the export scheme. This field is optional.

f.	Select the field alignment justification by selecting the Left or Right radio buttons.

g.	Select the text qualifier for the export scheme from the drop-down list. The available values are: None, apostrophe ('), and quotation mark ('').

h.	Select layout of the export file. The available values are Horizontal and Vertical.

>	Vertical Layout Logic

The data in the export file will be displayed in one column for amounts and times, and in individual columns for all other values. When you select vertical layout, the Or logical function is added to the list of available fields in the Field Selection step of the wizard. It provides the possibility to include only one of the defined values into the export file. The Netsmart Homecare application checks all of the defined values and selects the first of those values when it meets the specified criteria.

The value that will be included into the export file should meet the following evaluation criteria:

>	The value is not empty

>	The value is not null

In the example below, direct start time, indirect start time, and travel start time are chosen for selection. The direct start time of the selected services was not defined (empty value), but indirect start time was specified (the value is not empty and is not null), so the system selected indirect start time of the service to be included in the export file. Although the travel start time also contained not a null and not empty value, it was not taken into consideration because indirect start time was found earlier in the list (depending on the order selected by a user) and was the first value that satisfied the evaluation criteria.

Horizontal Layout Logic

The data in the export file will be displayed in one line in the order they were selected during the Field Selection step completion. Services will not be split by parts depending on duration types.

For example, the patient visit lasted for ten hours, five of them a resource was paid by a regular rate, two next hours – by first overtime rate, and the last three hours – by second overtime rate. If the export file is saved in vertical layout, the service will be split by duration of the service parts based on different pay rates as shown in the following example.

In case of horizontal layout, all parts of the service will be summed up and the whole service will be displayed in one line. In the following example, direct duration of the service (including regular rate and two overtime rates) is ten hours.

i.	If you need to export petty cash as negative amount, select the Export Petty Cash as Negative Number check box. In this case, the minus sign will be added before the petty cash amount in the export file.

j.	To export mileage as negative amount, select the Export Mileage as Negative Number check box. The logic for this option is the same as with petty cash exporting.

The ability to export petty cash or mileage as negative amount is designed to meet the needs of the external import software.

4.	Click Next.

You proceed to the Field Selection step where you need to select fields that will be included in the export scheme. For more information on each field that you can select in this step, see Export Fields Description.

5.	Select the fields you want to include in the export scheme on the left section and click to move the selected fields to the list of exported fields. Depending on the needs of your agency, different exported fields can be merged based on criteria you define.

You can exclude the field from the list of exported fields by selecting the needed item and clicking . To change the order of exported fields in the list, use and buttons.

Merging Fields

You can merge as many fields as you need by selecting them in the Field Selection dialog, define the order and length of the fields you want to merge. The Merge With option is added to the list of available fields in the Field Selection step of the wizard.

For instance, your agency uses joined Business Unit Name and Operator Name in the export file to include different operators form the one Business Unit in one accounting system. In this case, you should select the fields you want to merge and insert the Merge With option between the needed fields to join them. The result of the described merging is shown on the scheme below.

Click Next.

a.	You proceed to the Column Definition step where you can set column names, the length of each the field (if the fixed width format was selected), and enter field fill that will be appended to the field value if the field name length is shorter than the length of the column.

1.	The Field Name column displays the names of the fields selected in the previous step. The Example column shows how the exported data will be formatted.

b.	If the fixed width format is used for this export file, define the length of each column in the Length field.

Note: If you do not enter any number in this field, the length of the field will be equal to the length of the field name value.

c.	In the Field Fill field, enter the symbol which will be added at the beginning of the corresponding field if the field value length is shorter than defined in the Length field.

d.	By default, the Column Name values are the same as the Field Name column values. You can manually edit these values if needed.

7.	Click Next.

You proceed to the Header and Columns step.

8.	Enter the header for the export scheme if you selected to define a header for this scheme.

Select whether the column names should be included or not in the export file.

9.	Click Next.

The example of the export file appears.

10.

Click Next.

The Export File Name, Export Path, and Effective Date steps should be completed in this window.

11.

Enter the name for the export scheme.

12.

Enter the name for the export file.

You can append the current date and time into the file name by selecting the corresponding check box below the export file name.

13.

Select the location for saving the export file.

14.

Enter the effective date for this export scheme or select it from the drop-down calendar.

15.

Click Finish to create the pay rates calculator export scheme.

The created export scheme appears in the Pay Rates Calculator>Export>Export Setup Wizard window.

Viewing or Editing Pay Rates Calculator Export Scheme

1.	Open the Pay Rates Calculator component.

2.	From the menu bar, select Export>Export Setup Wizard.

The Export Setup Wizard window appears with the list of available export schemes.

You can view and modify schemes created in the current Business Unit but schemes created in other Business Units are in view mode only so you cannot edit or delete them.

3.	Select the export scheme you want to view or edit.

4.	Click the View button or double-click the needed scheme.

The Export Setup Wizard window appears where you can view the information about the selected export scheme. It shows format definitions and setup options entered for this scheme.

Detailed information about selected fields and their formatting is shown in the Field Selections and Definitions section.

5.	To make edits to the scheme created in the current Business Unit, click the Edit button.

If you click the Edit button for changing the shared from another Business Unit scheme, the following message will appear: "You cannot edit export scheme created in other Business Unit."

The Export Setup Wizard appears which guides you through the export scheme creation process. All steps are similar to the described in the wizard except the effective date setup. Now you can select the end date for the pay rates calculator export scheme.

6.	Edit the values in the wizard fields as appropriate and click Finish. The updated scheme appears in the list of export schemes.

Export Fields Description

The following field definitions are available for inclusion in the pay rates calculator export file.


Field	Description
7th Consecutive Overtime L1 Amount	The overtime amount of money paid for the service calculated as total hours for the 7th consecutive overtime service of the first level multiplied by service pay rate and by overtime factor.
7th Consecutive Overtime L1 Hours	Total hours for the 7th consecutive overtime service of the first level.
7th Consecutive Overtime L1 Pay Code	Pay code defined for the identification of the 7th consecutive overtime of the first level in Pay Rates Calculator>Export>Export Definitions.
7th Consecutive Overtime L2 Amount	The overtime amount of money paid for the service calculated as total hours for the 7th consecutive overtime service of the second level multiplied by service pay rate and by overtime factor.
7th Consecutive Overtime L2 Hours	Total hours for the 7th consecutive overtime service of the second level.
7th Consecutive Overtime L2 Pay Code	Pay code defined for the identification of the 7th consecutive overtime of the second level in Pay Rates Calculator>Export>Export Definitions.
Blank	Inserts an empty field value.
Business Unit Name	Name of a Business Unit where the service was provided. This information is taken from Administration>Configuration>Business Units.
Daily Overtime L1 Amount	The overtime amount of money paid for the service calculated as total hours for the daily overtime service of the first level multiplied by service pay rate and by overtime factor.
Daily Overtime L1 Hours	Total hours for the daily overtime service of the first level.
Daily Overtime L1 Pay Code	Pay code defined for the identification of daily overtime of the first level in Pay Rates Calculator>Export>Export Definitions.
Daily Overtime L2 Amount	The overtime amount of money paid for the service calculated as total hours for the daily overtime service of the second level multiplied by service pay rate and by overtime factor.
Daily Overtime L2 Hours	Total hours for the daily overtime service of the second level.
Daily Overtime L2 Pay Code	Pay code defined for the identification of daily overtime of the first level in Pay Rates Calculator>Export>Export Definitions.
Date of Service	Date the service was provided entered via Schedule or Transactions>TimeLog.
Direct Duration	Direct duration of the service entered via Schedule or Transactions>TimeLog.
Direct End Time	Direct end time of the service entered via Schedule or Transactions>TimeLog.
Direct Start Time	Direct start time of the service entered via Schedule or Transactions>TimeLog.
Direct Time Pay Code	Pay code defined for the direct time identification in Pay Rates Calculator>Export>Export Definitions.
Employee Number	Employee number of the resource who provided a service taken from the Employee field in Resource>Roles.
Export Date	Date when the export file was created.
Export From Date	Date taken from the Begin Date field of the Pay Rates Calculator Export window of the current exporting process.
Export Time	Time when the export file was created.
Export To Date	Date taken from the End Date field of the Pay Rates Calculator Export window of the current exporting process.
GL Code	Agency's General Ledger code associated with provided service entered in General tab of Administration>General>Service Codes/Staff.
Holiday Amount	Amount of money paid for the service provided on holidays calculated as total holiday service hours multiplied by service holiday pay rate.
Holiday Pay Code	Pay code defined for the holiday rate identification in Pay Rates Calculator>Export>Export Definitions.
Holiday Shift Pay Code	Pay code defined for the holiday shift rate identification in Pay Rates Calculator>Export>Export Definitions. This value will be exported if a holiday service was provided on shift.
Indirect Duration	Indirect duration of the service entered via Schedule or Transactions>TimeLog.
Indirect End Time	Indirect end time of the service entered via Schedule or Transactions>TimeLog.
Indirect Start Time	Indirect start time of the service entered via Schedule or Transactions>TimeLog.
Indirect Time Pay Code	Pay code defined for the indirect time identification in Pay Rates Calculator>Export>Export Definitions.
Master Charge Code	Agency's Master Charge Code entered in General tab of Administration>General>Service Codes/Staff.
Merge With	Allows to merge fields as described in the Merging Fields step of the Pay Rates Calculator Export wizard. This field is visible only if the scheme is created in horizontal layout.
Mileage Amount	The mileage amount of money calculated for the service calculated as number of miles multiplied by active mileage pay rate for the service.
Mileage Pay Code	Pay code defined for the mileage rate identification in Pay Rates Calculator>Export>Export Definitions.
Mileage Rate	Mileage rates for staff are set up in Administration>Financial>Mileage Rates.
Miles	Number of miles entered for the service via Schedule or Transactions>TimeLog.
Negotiated Rate Pay Code	Pay code defined for the resource negotiated pay rate identification in Pay Rates Calculator>Export>Export Definitions. This value will be exported if negotiated rate was used to calculate provided service amount.
Operator Name	Name of the operator who entered service taken from the Login field in Administration>Configuration>Operators.
Or	Logical function used in vertical layout of the export file. To learn more about this function, see Vertical Layout Logic.
Overtime Amount	The overtime amount of money paid for the service calculated as total overtime service hours multiplied by service pay rate and multiplied by overtime factor.
Overtime Holiday Pay Code	Pay code defined for the overtime holiday rate identification in Pay Rates Calculator>Export>Export Definitions. This value will be exported if holiday service falls into overtime.
Overtime Pay Code	Pay code defined for the overtime rate identification in Pay Rates Calculator>Export>Export Definitions.
Overtime Shift Pay Code	Pay code defined for the overtime shift rate identification in Pay Rates Calculator>Export>Export Definitions. This value will be exported if overtime service falls into shift.
Overtime Weekend Pay Code	Pay code defined for the overtime weekend rate identification in Pay Rates Calculator>Export>Export Definitions. This value will be exported if overtime service was provided on a weekend.
Patient Address State	Patient's active address state. This information is taken from the State field in Patient>Basic>Addresses.
Patient Branch Company Code	Company code of the branch to which a patient belongs taken from Administration>Configuration>Business Units>Branches>Payroll Company Code.
Patient Branch Name	Name of the branch to which a patient belongs taken from the Admission & Status window.
Patient Class	Patient class taken from the latest patient's admission in Admission & Status window.
Patient Code	Patient ID defined on the Business Unit level taken from Patient>Basic.
Patient Cost Center Code	Patient's branch cost center code taken from Administration>Configuration>Business Units>Branches.
Patient Name	Full name of a patient for whom the service was provided.
Patient Team Company Code	Patient agency's team payroll company code taken from Administration>Configuration>Business Units>Teams and Legal Entities.
Patient Team Name	Name of the team to which a patient belongs taken from the latest patient's admission in Admission & Status window.
Patient's Insurance Code	Patient's payer selected in the Insurance field when verifying a service in the Schedule module. Note: If a payer is not defined in the Insurance field of the Schedule module, then patient's Primary Payer is exported.
Pay Rates Calculator Cycle ID	Cycle ID from the Netsmart Homecare database.
Payroll Company Code	Payroll company code identified on the Business Unit level. This information is taken from Administration>Configuration>Business Units>Basic>Settings>Financial.
Per Hour Pay Code	Pay code defined for the hourly rate identification in Pay Rates Calculator>Export>Export Definitions.
Per Visit Pay Code	Pay code defined for the per visit rate identification in Pay Rates Calculator>Export>Export Definitions.
Petty Cash	Petty Cash amount of money entered for the service via Schedule or Transactions>TimeLog.
Petty Cash Pay Code	Pay code defined for the petty cash identification in Pay Rates Calculator>Export>Export Definitions.
Regular Amount	Amount of money paid by regular rate to a resource who provided a service. This amount is calculated as total regular service hours multiplied by service holiday pay rate.
Regular Pay Code	Pay code defined for the regular rate identification in Pay Rates Calculator>Export>Export Definitions.
Resource Branch Company Code	Payroll company code of the branch to which a resource belongs taken from Administration>Configuration>Business Units>Branches.
Resource Branch Name	If the agency uses the Service Branch functionality, the branch selected at the service level is exported. If this functionality is not used, the branch associated to the resource and role combination is exported.
Resource Code	Resource's ID taken from Resource>Basic.
Resource Cost Center Code	Resource's branch cost center code taken from Administration>Configuration>Business Units>Branches.
Resource Name	Full name of a resource who provided a service taken from Resource>Basic.
Resource Payrate Amount	Resource's pay rate amount calculated for the service. This information is taken from Resource>Negotiated Pay Rates>Amount and if not present there then from Pay Rates Calculator>Settings>Pay Rates>Amount.
Resource Payrate Amount (Holiday)	Resource's holiday pay rate amount calculated for the service. This information is taken from Resource>Negotiated Pay Rates>Holiday>Amount and if not present there then from Pay Rates Calculator>Settings>Pay Rates>Holiday>Amount.
Resource Payrate Amount (Regular)	Resource's regular pay rate amount calculated for the standard service, with no consideration to premium pay. This information is taken from Resource>Negotiated Pay Rates>Amount and if not present there then from Pay Rates Calculator>Settings>Pay Rates>Amount.
Resource Payrate Amount (Weekend)	Resource's weekend pay rate amount calculated for the service. This information is taken from Resource>Negotiated Pay Rates>Weekend>Amount and if not present there then from Pay Rates Calculator>Settings>Pay Rates>Weekend Amount.
Resource Payrate Code	Pay rate code taken from Pay Rates Calculator>Settings>Pay Rates.
Resource Payrate Description	Pay rate description taken from Pay Rates Calculator>Settings>Pay Rates.
Resource Role Department	Name of the resource's department taken from Resource>Roles.
Resource Team Company Code	Resource agency's team payroll company code taken from Administration>Configuration>Business Units>Teams and Legal Entities.
Resource Team Name	Name of the team to which a resource belongs taken from Resource>Roles.
Resource Type Code	Resource type of a role providing service taken from Administration>General>Resource Types>General.
Resource Type Department	Resource's department name taken from Administration>General>Resource Types>Pay Rates Calculator Settings>Export Settings.
Sequence	Sequence of the field within each file defined in the Field Definitions step of the Export Setup Wizard.
Service Code	Code of the provided service taken from Administration>General>Service Codes Staff.
Shift Amount	The shift amount of money for the service calculated as total shift service hours multiplied by (service pay rate plus shift add-on).
Shift Differential Pay Code	Pay code defined for the different shifts identification in Pay Rates Calculator>Export>Export Definitions. Note: Shift differential pay codes are displayed in the Export Definitions window only if shifts are defined within your agency.
Social Security Number	SSN of the resource taken from Resource>Roles.
Total Overtime Hours	Total overtime hours for the service.
Tiered Pay Code	Pay code defined for the tiered rate identification in Pay Rates Calculator>Export>Export Definitions. This value will be exported if tiered rate is defined for provided service .
Total Amount	Total pay cost amount for the service calculated as total service hours multiplied by service pay rate.
Total Amount With Mileage	Total pay cost amount for the service including mileage amount. This value is calculated as total service hours multiplied by service pay rate plus miles multiplied by mileage rate.
Total Holiday Hours	Total hours for the service provided on a holiday.
Total Hours	Total hours for the service provided by a resource including weekend, overtime, shifts, and holidays.
Total Regular Hours	Total hours for the service paid by regular rate (no overtime, holiday, weekend, or shift hours applied for this service).
Total Shift Hours	Total hours for the service that fall on the particular agency defined shift. Hours for each particular shift are reported separately.
Total Weekend Hours	Total hours for the service provided on a weekend.
Travel Duration	Travel duration of the service entered via Schedule or Transactions>TimeLog.
Travel End Time	Travel end time of the service entered via Schedule or Transactions>TimeLog.
Travel Start Time	Travel start time of the service entered via Schedule or Transactions>TimeLog.
Travel Time Pay Code	Pay code defined for the travel time identification in Pay Rates Calculator>Export>Export Definitions.
Visits	Number of services. If the basis for the pay rate amount is per visit, the export value will always be "1", otherwise this field value will be empty.
Weekend Amount	Amount of money paid for the service provided on weekends calculated as total weekend hours multiplied by service weekend pay rate.
Weekend Pay Code	Pay code defined for the weekend identification in Pay Rates Calculator>Export>Export Definitions.
Weekend Shift Pay Code	Pay code defined for the weekend shift identification in Pay Rates Calculator>Export>Export Definitions. This value will be exported if weekend service was provided on shift.
Weekly Overtime L1 Amount	The overtime amount of money paid for the service calculated as total hours for the weekly overtime service of the first level multiplied by service pay rate and by overtime factor.
Weekly Overtime L1 Hours	Total hours for the weekly overtime service of the first level.
Weekly Overtime L1 Pay Code	Pay code defined for the identification of weekly overtime of the first level in Pay Rates Calculator>Export>Export Definitions.
Weekly Overtime L2 Amount	The overtime amount of money paid for the service calculated as total hours for the weekly overtime service of the second level multiplied by service pay rate and by overtime factor.
Weekly Overtime L2 Hours	Total hours for the weekly overtime service of the second level.
Weekly Overtime L2 Pay Code	Pay code defined for the identification of weekly overtime of the second level in Pay Rates Calculator>Export>Export Definitions.