How do I use the Import Cycle Changes (Fixed data imports) feature?
Navigation: Payroll>>Process Payroll>>Import Cycle Changes >> Fixed Data Imports
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:
Fixed Data Imports screen
Step 1. Fill out the template
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 2nd 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.
A pop-up message will show up indicating that all the entries are valid. Select "OK" to continue.
All validated entries will have a 'check mark' to the right of each record. Once the entries are valid, you can select 'Post Entries'.
Step 5. Post the Data
A pop-up message will show up to confirm that you want to post the information. Select "OK" to continue.
A message to indicate that all the entries were successfully posted will show up. Select "OK" to continue.
Verify "Posted" check box is flagged
Step 6. Verify the Data has posted successfully to the Cycle Changes
Navigation: Powerpay>>Process Payroll>> Cycle Changes
Proceed with Regular Payroll Processing.
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