How do I use the Import Cycle Changes (Fixed data imports) feature?

Updated on Jun 02, 2022

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Fixed Data Imports

Another way of entering data to be processed in the payroll is via the Fixed Data Imports screen. This feature allows you to create multiple cycle changes by importing a template with the information in the application. This allows users to create massive entries instead of individual entries. This is particularly useful at the start of an implementation to upload employee payroll data to HRplus as well as during the payroll process if there are may employee entries to be entered on a regular basis.

There are eleven ‘File Types’ of Cycle Change entries supported via this import feature as listed in Step 2, as the File Type must be selected when creating a header.

The process is divided into six (6) steps:

Fill out the template
Create a header
Import template
Validate the data
Post the Validated Entries to Cycle Changes
Verify the Posted Data in the Cycle Changes

Fixed Data Imports screen

Step 1. Fill out the template

CYCLE_CHANGES_UPLOAD_TEMPLATE_UPDATED_11-03-20.xls

It should be noted that a separate template exists for each File Type.

To begin, please download the workbook below and choose the appropriate work sheet based on File Type being uploaded, to fill out your employee details.

Follow the Instructions below:

Copy and paste the first two rows
Fill in the upload data.(Pass cursor over cells in row #2 to view description of required cell data)
Each cell under the respective heading(except for the pay group column) MUST contain data(cells cannot be empty).
Save the file as an excel 97-2003(.xls) compatable file if you are using a newer version of MS Excel.
All information must be saved in the first sheet of the excel file.
There can only be one header row per file.

Step 2. Create a New Header

Click on the New Records Hyperlink

A new row will be created, use the drop-down list to select:

Pay Group: Select the pay group which represents the list of employees.

Cycle Number: Enter the cycle number for which you are going to import the changes.

Pay year: Enter the pay year for the cycle. e.g. 2022

Cycle Type: Select the cycle type option. e.g. Current or OOC

File Type: Select the File Type option: They are:

0 Timesheets
1 Salaries
2 Allowances
3 Other Income
4 Deductions
5 Personal Allowances
6 Brought Forward
7 Payees
8 Pay Profile Bank Change
9 Salary Rate Changes
10 Pay Profile General

Use the diskette to the left of the record to save your header.
Repeat for additional Pay Groups, if needed.

Step 3. Import the Template

Once the record is saved you can use the search bar at the top to look for your record. Expand the record with the (+) sign.

Click on the Import Data button to upload your template (excel sheet). Navigate to your computer and select the file to be uploaded.

A pop-up message will appear. Select "OK" to continue.

The application will indicate the number of records that were successfully imported.
The successfully imported records will then be visible in the previously blank cells.

Step 4. Validate the Data.

The record will show up on the screen. Select the option "Validate Entries" on the main record. The application will verify the employee Badge numbers entered on the excel sheet and flag any inconsistencies.

If there are entries that are not valid, the application will alert you.

Example of Invalid Entries

Notice that, within the first row, we uploaded ‘S’ for Status into the Other 2 field. The application, within the comments section, however, notes that the Other 1 field should, therefore, reflect ‘A’, ‘I’ or ‘D’.
Notice that all entries in the 2^nd row were valid, hence the check mark.

You can choose to modify the fields within the screen or you can delete the row(s) by checking the Delete box and clicking on the Submit button .
If you have many rows that are invalid, you may wish to delete all entries by clicking on the Select All Rows for Deletion button. In this instance, you will then revise your template, re-upload the entries and validate once more.