Import Pay Data

This process can collect pay or employee data from external files. In order to import data, you will need to define the format of the data in the external file. It is assumed that the external file contains one or more lines of data for each employee.

In the case of pay data, the file can be in one of two different formats:

• a row for each cost centre for which an employee has worked in a pay period and each column contains the number of units or cash for a speciifc pay item
• one row per pay item per employee and one of the columns must be the pay item code, with another column being a number of units or cash amount.

You can also import employee information in order to add employees to the Kwik-Pay payroll.

Each external file must be defined by a data entry template. A template can either describe pay data which will be included in each employee's pay, or new employees.

If the import data file contains a 'Period End Date' column, the pay data will be added to a Normal Pay for the specified period end date, creating a new pay if one does not already exist for the payee.

Note that imported hours will replace any existing hours for the specified payment where the cost code is the same. It will not delete hours for payments with cost codes that are not being imported this pay period. Therefore you should go to the Pay Item setup screen and change the Ordinary hours payment so that it is no longer a Repeating Payment. The employees will then only be paid for the hours that are imported each pay period.

A log file is created to record the actions taken by the process with any warning or error messages. The log is created in the same directory as the payroll database, with a name that includes the date and time. You can delete old log files using the Purge Log option on the File, Data Maintenance menu.

Data Source

Import Data File

Importing Payee Data