How do I import Payroll Transactions
If you have a large volume of transactions to enter into the payroll it may be easier to prepare them in a spreadsheet and then import them into the payroll using one of the import functions.
For example,
If you were preparing bonuses you could create a spreadsheet using Excel with columns for the employee reference, payroll code and value:
0001 BONUS 100.00
0002 BONUS 250.00
0003 BONUS 100.00
0004 BONUS 300.00 … etc
Once the spreadsheet is completed you need to save it as a comma separated file (select this from the “file type” on the “save as” window). The filename will have a .csv extension for example, bonuses.csv
If you open the file (using e.g. Notepad) it should look like this:
0001,BONUS,100.00
0002,BONUS,250.00
0003,BONUS,100.00
0004,BONUS,300.00
Now, there are two ways of importing data into the payroll.
1. Through the Payroll / Functions / Working File - Quick Import option.
For this you need to have set up a template using Payroll / Module Setup / Transfer templates option first.
The template should have the following fields set:
The Create File field should describe where your data is, for example c:\temp\bonuses.csv
Next, you need to describe how your data is set out by setting the column numbers on the Data Items tab:
When you run the quick import it will put the imported transactions into the workbench where they will need authorising before they become live transactions.
See below for How to Authorise Transactions.
2. Through the System SetUp / Authorisation Centre / Workbench option.
If the data is imported in this way then the data file itself should hold the description of the data. This means that the first row of the data file should have the field names as the column headings so the data should look like this:
EMP_ID,PAYROLL_ID,ID_VALUE
0001,BONUS,100.00
0002,BONUS,250.00
0003,BONUS,100.00
0004,BONUS,300.00
(Field names can be found by looking in the System Setup / Housekeeping / HR Record Option – Data Item Access)
The Workbench can be used to import data to many different areas of Jane HR so first you will need to select which file the data being imported is to update. On the Function tab choose “This Periods Pay” from the drop down list and then click the Select button.
Now select the Proposed tab and if you click on the Import button the import wizard will appear. You need to describe where your data is or can use the browse button to help find the data file. After you have clicked Import and closed the wizard the transactions will appear as a list in the grid.
How to Authorise Transactions
The workbench acts as a holding area for imported data; a place where the data can be checked before it is authorised and updates the live files.
Once you have imported your payroll data using one of the two methods described above you need to authorise it before it will appear in the live payroll. You should now select the Authorise tab. Individual items may be selected by ticking the box in the first column or every item selected by using the Swap ALL button. Finally clicking the Update button will send the transactions through to the live payroll.
If you do not want the transactions authorised then they can be ticked and Rejected.
During the update any problems will be reported by the software and the transaction you are trying to authorise will remain in the workbench and not update This Periods Pay. A message will explain the problem and a cross will be shown in the second column next to the transactions.
For example, if you try to import a bonus for an employee who is Suspended or has left.