Payment import errors
The information relates to the Import Overview that shows error reporting for payment imports feature. This is in Beta testing as of August 2026. If you would like to join the Beta group, contact your account manager.
This topic lists the error messages that might be displayed when importing payments in Every Payroll. Errors that have a link have more details about how to resolve the error in a separate topic.
Analysis Category Name entered does not match any set up
The details of the Analysis Category Name on the import file must exactly match the details of an Analysis Category in Every Payroll.
To check the details of Analysis Categories assigned to an employee, go to Employees, select the required employee, then Employment, then Analysis Categories.
Backpay Adjustments set to Automatic cannot be used
Backpay Adjustments set to Automatic cannot be used with this pay line set up. Change the pay line set up before importing.
Cost Centre entered does not match any cost centres set up
The details of the Cost Centre on the import file must exactly match the Code of a Cost Centre set up for the employer in Every Payroll.
To check the Code of a cost centre, go to Settings, then select Cost Centres.
Date format is not valid
In the import file, change the date on the row to be in dd/mm/yyyy format before importing.
Department entered does not match any departments set up
The details of the Department on the import file must exactly match the details of an Department in Every Payroll.
To check the details of Departments set up for the employer, go to Settings, then select Departments.
Effective dates overlap with another pay line
The effective dates cannot overlap with another pay line. In the import file change the dates so they do not overlap before importing again.
Effective From date must be before the Effective To date
The date entered in the Effective From column on the import file is not before the date entered in Effective To.
Before importing again, check and change the date in Effective From so it is before the date in Effective To. The dates must be in dd/mm/yyyy format.
Effective From date must be entered when using a Pay Spine
The payment line in the import file has details entered in the Pay Spine column. To import the details, an Effective From date must also be entered on the row.
An Effective From date must be entered in dd/mm/yyyy for rows on the import file if there are also details in the Pay Spine column.
Employee does not have an Average Holiday Pay Scheme
This error means an Average Holiday Pay If an Employee's work has no fixed or regular hours, their holiday pay will be based on the average pay they received over the previous 52 weeks (or a average based on the available number of weeks if less than the full 52. Scheme is required. To correct the error, the User Defined Holiday Scheme must be set on the Employee record.
To learn how to check and assign a User Defined Holiday Scheme, go to Assign average holiday pay scheme to an employee.
Employee does not have a role
The Role Reference for the relevant employee role has not been entered on the import file.
Before importing again, enter the relevant Role Reference. To check the details of roles assigned to the employee, go to Employees, select the employee, then Employment, then Roles.
Employer must have at least one employee record added
A payments file can only be imported for an Employer if they have at least one Employee set up.
Before importing again, add an employee.
File has data for more than one employer
Each import file can only include data for one employer.
Before importing again, split the file into one for each employer and import them separately.
Files must contain at least one record to be imported
No records were found in the import file.
Before importing again, open the file and check details have been added for at least one row.
Payment files must have a Payroll Code and Amount for each row as a minimum.
Import method entered on the API call does not match a supported option
The Import method entered on the API call must exactly match the name of one of the behaviour Import methods.
The Import method entered as the behaviour in the API call exactly matches one of the following options:
- Replace current payments
- Replace all lines
- Append to existing lines
- Update or Append to existing lines
Import not completed - check data in file matches the preview and Import method matches one selected
The error message to check the file data matches the preview and Import method matches once selected, can display when importing the file directly or using the API.
If using the API to import payments and the information in the API call does not match the required formatting, contact the person who manages your API and ask them to check the values for the request.
Before importing the file again, check:
- The values in the columns shown in the preview screen match the value expected for the column heading.
-
The Import method entered as the behaviour in the API call exactly matches one of the following options:
- Replace current payments
- Replace all lines
- Append to existing lines
- Update or Append to existing lines
Import not completed - pay run status is not open
To import payments for a pay run, the status of it must be open. The error displays because the status of pay run the payments are being imported for is not open. To import the payments, open the pay run and try again.
Lines with net-to-gross payments must have a Pay Code that is an Addition with a fixed amount
A Pay Code with Addition set as the Type, a fixed amount Calculation, and without a Multiplier must be entered in the import file for this row.
To check the settings of a Pay Code, go to Settings, select Pay Codes, then select the relevant Code.
London Allowance is not required for the Pay Spine or role assigned
To import the row, check the Pay Spine and Roles settings for the employee, and change them if London Allowance is applied.
If the Pay Spine or role applied is correct for the employee and does not allow London Allowance, before importing again, remove the value from the row in the file.
To check if Requires London Allowance is set for a Pay Spine, go to Settings, then select Pay Spines.
Negative values cannot be imported
Values must be 0 or more.
Before importing again, change the values in the import file or change the Pay Code to one set up for deductions or reversals.
No employee was found with Payroll Code
Check and change the Payroll Code before importing.
To find the Payroll Code for the employee, go to Employees, select the relevant Employee, then select Employment.
No pay line was found with the ID
A Unique Identifier is only required if the pay line is to update an a payment already on the employee record. To check the ID details, go to Reports, select Employee, then Employee Payments. The ID needed is in the report. To learn more about creating the report, go to Employee payments report.
If the payment is not an existing payment that needs to be updated, then a Unique Identifier is not required in the file. Remove the ID value in file, then try again.
Number entered has too many decimal places
Values entered in the import file must be no more than two decimal places, for example 0.00.
Before importing, make sure all columns that require an amount have values with no more than two decimal places.
One or more of Amount, Hours, Days, or Percentage contains a number that is not accepted
Check the Amount, Hours, Days, or Percentage columns in the file and update any values that:
- Are not a numeric value, such as words or special characters.
- Include a special character, such as a £, $, %, -.
- Contain more than two decimal places.
Pay Code does not match any pay codes set up for the employer
The Pay Code entered in the import file does not match any of the pay codes set up for the employer.
Before importing, check the Code of the pay code exactly matches the one set up for the Pay Code. To check the pay code details, go to Settings, then select Pay Codes.
Pay Code entered is not percentage based
The Pay Code entered in the import file is not set up with a percentage options set for the Calculation.
Before importing, in the import file either update the Pay Code to one that is percentage based or remove the Percentage value.
To check the Calculation settings for a Pay Code, go to Settings, select Pay Codes, then select the required Code.
Pay Code is for a control account and cannot be imported
Pay Codes used for payments must be Custom Codes set up for that employer.
Change the Pay Code in the file before importing. To check the Pay Code type, go to Settings, then select Pay Codes.
If the pay codes is in the System Codes, Control Codes, or Employer Codes section it cannot be used.
Pay Code is restricted or a system pay code
Pay Codes used for payments must be Custom Codes set up for that employer.
Change the Pay Code in the file before importing. To check the Pay Code type, go to Settings, then select Pay Codes.
If the pay codes is in the System Codes, Control Codes, or Employer Codes section it cannot be used.
Pay Code selected does not match the Basis pay option set
The Multiplier for the Pay Code in the import file does not match the basis pay set for the employee's salary.
Before importing again, check the Pay Code in the file has a Multiplier that is set to the same value as the Multiplier on the Code on the employee record.
To check the Multiplier for a Pay Code, go to Settings, select Pay Codes, then select the relevant Code.
Pay Grade entered does not match any pay grades set up
The Pay Grade does not match any set up for the Pay Spine applied for the employee.
To check Pay Grades available for the Pay Spine assigned, go to Settings, select Pay Spines, then select the relevant Pay Spine.
The Pay Spines applied for the employee can be checked on their employee record.
Pay run has been finalised
Payments cannot be imported for a closed or finalised pay run.
To add these payments to the pay run, open it again. If the pay run cannot be opened again, import them to an open pay run.
Pay Spine entered does not match any pay spines set up
The Pay Spine does not match any set up for the employer.
To check Pay Spines available, go to Settings, then select Pay Spines.
Percentage value is required for this Pay Code
The Pay Code entered in the import file requires a value to be entered in the Percentage column.
Before importing again, enter a value in the Percentage column on the import file. Do not include the % symbol.
Required field is empty
Add the missing value in the import file then try again.
PayrollCode is always required. To check what other fields are required for the payment, check the Pay Code values and Import method selected.
To find out what settings are applied for the Pay Code, go to Settings, select Pay Codes, then select the relevant Pay Code.
The Mapping template and Import method selected when importing payments shows which options need to be on the payments file.
Role Reference is not valid for employee with Payroll Code
Check and change the Role Reference before importing.
Before importing again, check the Employee record has a Role Reference that matches the one in the import file.
To check a Role Reference for an employee:
- Go to Employees.
- Find and select the employee.
- Select Employment, then Roles.
- Check if the Role Reference in the import file matches one on their record.
Role Reference is required for employee
The Payroll Code entered in the import file requires a Role Reference. Enter a Role Reference in the file before importing.
To check a Role Reference for an employee:
- Go to Employees.
- Find and select the employee.
- Select Employment, then Roles.
- Check if the Role Reference in the import file matches one on their record.
Row could not be imported due to an error
A specific error could not be identified for the row. It is recommended that all the details in the import file are checked before importing again.
If the issue continues, check through the other error scenarios to confirm the details in the import file. For further help and guidance, raise a ticket with our Support Team.
Row has more than one addition or deduction for a role that affects Basic Pay
The payment on the stated row has dates that overlap with another row for the employee that has an addition or deduction payment.
In the import file, change the pay lines so the dates do not overlap before importing.
Row is a duplicate
Another row in the import file contains exactly the same details as this row. Remove the duplicate row from the file before importing.
Setting for Automatic Backpay Adjustments is not activated
The employer the payments are being imported for does not have Automatic Backpay Adjustments set up.
To learn how to set up Automatic Backpay Adjustments, go to Automatically pay back pay.
Spine Point value entered is not in the range between the lower and upper points set for this Pay Grade
Change the Spine Point in the file to a value within the Pay Grade range before importing.
To check the lower and upper points, go to Settings, select Pay Spines, then Pay Grades.
Spinal Point entered does not match any spinal points set up
The Spinal Point entered in the file must exactly match the details of a Spinal Point set up for a Pay Spine.
To check Spinal Points for the relevant Pay Spine, go to Settings, select Pay Spines, then Spine Points.
Target Net value is required for net-to-gross pay
This means Gross up Target Net is set to true for the payment line, so a Target Net value is required. Enter a Target Net value in the Amount column on the file before importing.
To check the Target Net amount:
- Find the employee record, then select Pay Options.
- Select Additions & Deductions.
- Find and select the relevant payment.
- Check the Target Net value.
Yes or no field contains a value that is not accepted
In the import file, check the fields that require a yes or no. If the field contains anything other than the accepted values for yes or no, change to the correct value before importing.
Accepted values for yes or no import fields:
- Yes — enter Yes, Y, True, or 1.
- No — leave the cell on the file blank.
For more information about payment import fields and the value they require, go to Import payments fields.