How to use the Payroll Smart Entries Feature

Updated on Nov 07, 2024

Personnel>>Personnel>>Transactions>>Payroll Smart Entries

Smart Entries Personnel

In the Personnel module, if an HR admin user is responsible for entering payroll-related data, such as timesheets, allowances, and other payroll details, they must have the "Payroll Smart Entries" permission. This permission is essential for granting access to the Smart Entries screen within the Personnel module's transactions. Without this permission, the user will not be able to view or enter the necessary payroll information.

This article will guide you through the steps to ensure the proper setup and usage of Smart Entries for payroll data.

Payroll Smart Entries

The Payroll Smart Entries option allows you to enter cycle change entries in batches.

The following are the steps:

Grant Permission to HR Payroll Users
Create File Header
Select the Tab for Data Entry in Smart Entries
Enter the User name and Select the Pay Group and Cycle No.
Enter Cycle Changes
Post Smart Entries to Fixed Data Import screen
Validate the data
Post the Validated Entries to Cycle Changes
Verify the Posted Data in the Cycle Changes

Step 1: Grant Permission to HR Payroll Users

Security>>User administration>>[Select User]>>[+]>>Edit User Groups>>HR Payroll Users

Step 2: Create a File Header

Payroll>>Process Payroll>>Import Cycle Changes>>Fixed Data Imports

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. 2024

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: Select the Tab for Data Entry in Smart Entries

The "Salaries"Tab is selected for data entry.

Step 4: Enter the User name and Select the Pay Group and Cycle No.

Step 5: Enter Cycle Changes

Enter all the respective entries.
Tab out of a row to save or click the Save icon.
When data entry is completed,click the Submit button to save all entries.
Repeat Steps 1-3 to enter Allowances, Deductions, Salaries, Other Income, etc.

Step 6: Post Rows Shown to Fixed Data Imports screen

Once you have completed your data entry, post the data by clicking on the Post Rows Shown button.
The application will ask you to verify the command. Click OK. You will be notified when the data is successfully posted.
Repeat until all rows have been posted to the Fixed Data Import screen in Import Cycle Changes

Step 7: Validate the Data.

Navigation: Payroll>>Process Payroll>>Import Cycle Changes >> Fixed Data Imports

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.

Example of Invalid Entries

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

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.