When you have a large volume of transactions to enter into the payroll, it might be easier to prepare them in a spreadsheet and then import them into the payroll by using one of the import functions.
For example, if you are preparing bonuses, you can create a spreadsheet by using Microsoft 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
and so on …
When the spreadsheet is complete, you must save it as a CSV (comma-separated values) file. To save the file as a CSV file, select CSV (Comma Delimited) in the Save as type field on the Save As window. The filename will have a .csv extension. For example, bonuses.csv.
If you open the file (using Notepad, for example) it looks like this:
There are two ways to import data into the payroll system.
1. By using the Working File – Quick Import wizard (Payroll > Functions > Working File – Quick Import).
Before you can use this wizard, you must set up a template for it by using Payroll > Module Setup > Transfer Template.
The template must have the following fields set:
The Create File field describes where your data is. For example, c:tempbonuses.csv.
Next, you need to describe how your data is set out by setting the column numbers on the Data Items tab:
When you use the Quick Import wizard, it puts the imported transactions into the workbench, where you must authorise them to become live transactions.
See below for How to Authorise Transactions.
2. By using System Setup > Authorisation Centre > Workbench.
When you import data this way, the data file itself must hold the description of the data. This means that the first row of the data file must have the field names as the column headings, so the data should look like this:
You can find the field names by using System Setup > Housekeeping > HR Record Option – Data Item Access. Click Field Names to show the field names.
You can use the workbench to import data to many different areas of the software. You must select which file the data being imported is to update. On the Function tab, select This Period Pay from the drop-down list and click Select.
Select the Proposed tab and click Import. The HR Application Wizard window is displayed, which is an import wizard. You must describe where your data is, or you can use Browse to help find the data file. After you have click Import and close the wizard, the transactions are displayed in the workbench.
How to Authorise Transactions
The workbench acts as a holding area for imported data It is a place where the data can be checked before it is authorised and updates the live files.
After you import your payroll data by using one of the two methods described above, you must authorise the data so it appears in the live payroll. To do this, select the Authorise tab. To select an individual item, select the Transfer check box for the item. To select every item, click Swap ALL. Click Update to send the transactions through to the live payroll.
If you do not want to authorise some transactions, select the Transfer check box for each transaction you want to reject, and click Reject.
During the update, any problems are reported by the software. Any transactions where there is a problem during authorisation remain in the workbench and do not update This Period Pay. A message explains the problem and a cross is displayed in the second column next to the transactions. For example, this occurs if you try to import a bonus for an employee who is suspended or has left.