Import into the payrun
We will cover just the process of import here, for details about how to design the import templates themselves please refer to the Data Importing training manual.
It is advisable to take a backup before importing data.
-
Click to the Import / Export icon.
-
When the next screen opens, you will see a list of available imports.
- Beside the template number, you can also see the last time the import was run. Highlight the template you wish to use.
-
Click the following icon on the toolbar.
This will run the import in “What If” mode, so you can checkt hat there are no errors in the file.
-
From the pop-up, you can select the file you are importing in the Disk File Name field. This has a browse facility.
-
You do not need to worry about the other options at this point, so click Ok to continue.
-
Click Yes at the next pop-up.
-
The import check report will be shown.
This will list all records read from the import, along with how many will be changed, how many will be unchanged and how many records have faults. You should check that the totals are consistent with the amount of records on the import file
Note: a record is counted as ‘Unchanged’ if the value being imported into it is the same as the value
that is already there.
If your import file has errors, then correct these before continuing. The errors can be identified on the check report, common problems with import files include:
-
Incorrect amounts of header lines
-
Employees that do not exist
-
Incorrectly mapped import file
-
Invalid characters in numeric field
-
-
Once you are happy there are no more faults, you can run the routine as a live import. Back on the Import / Export main screen, highlight the correct template once more.
-
Click the following icon:
-
Double-check that you are importing the correct file.
If you wish to add some notes for the Audit Log message, enter them in the Notes field, just below the file name.
The Records Allowed option permits you to exclude leavers and archived employees from being available for import. As a payrun file is unlikely to include such employees, you can leave this option as it is.
The Audit Type details what will be included on the Audit Report that runs when you import. You can choose from:
-
Errors only – just show any records that have faults.
-
Errors and Changes only – just show records that have faults OR where data has changed.
-
All Entries – show every bit of data that is included on the import file The Print File Layout flag shows the format of the template on the audit report. Set these options according to your preferences and click OK.
-
-
Click Yes at the next pop-up.
-
This will ensure that all employees included on the import file are imported, even if you have not brought them into the payrun yet.
-
The Audit Report will run, check that everything has imported correctly before closing it.
-
Finally, the system will ask if you wish to delete the import file. Click Yes or No as appropriate.