Import Employees

Use this function to import Employee records from an external comma separated value (CSV) file.

Note: There is a template file in the main system folder (typically c:\iWare\PayrollSolution) named Employee Import (required fields with notes).XLS that you may use enter the employee details into. Save as to CSV format before importing into Payroll Solution.

To Import Employee Records

1.Select File, Import, then click Employees

2.Browse to the location of the import file, select it and click OK (EMPLOYEE.CSV by default).

3.Answer Yes to proceed with the import.

•The import file will be checked for correct format, and if OK a progress indicator will show the progress of the import until complete. Errors in the file will be displayed noting the record number that the error occurred on.

•When complete, a message will display the number of records imported. Click OK

Note: Existing Employee records will not be over-written.

The Import File Must Match the Layout as Described Below

•The first line of the file must contain the column headings as described in the following table

•Each field or value must be separated by a comma ( if the value contains a comma then the value MUST be enclosed in double quote marks"")

•Each record must end with a carriage return

Import file layout (bold-faced headings are required)

EMPLOYEE_ID	This is not required. If not supplied, the record be be assigned the next available sequential employee number. If it is supplied, it should not contain spaces. If an employee record already exists with the same ID, it will not be over-written.
LAST_NAME	The employee's last name.
FIRST_NAME	The employee's first name
MIDDLE_INITIAL	The employee's middle initial.
ADDRESS	A multi-line address separated with carriage returns and line feeds.
PHONE_NO	The employee's phone number, in the format (999) 999-999.
EMAIL_ADDRESS	The email address of the employee.
SEX	M for Male or F for Female.
DATE_OF_BIRTH	The employee's date of birth in the format DD/MM/YYYY
EMPLOYEE_STATUS	The status must be either: ACTIVE, VACATION, or TERMINATED.
NI_DEDUCTION	Is a National Insurance deduction applicable to this employee. Must be either Y or N.
NI_NUMBER	The employee's National Insurance number.
NI_RATE_TYPE	Must be one of the following: 1 = Employed Persons 2 = Self-employed Class A persons 3 = Self-employed Class B persons 4 = Voluntarily employed persons
PAY_TYPE	Must be either: HOURLY, DAY-RATE, or SALARIED.
PAY_FREQUENCY	Must be either: WEEKLY, BI-WEEKLY, TWICE MONTHLY, or MONTHLY.
PAY_METHOD	Must be either: CASH, CHEQUE, or DIRECT DEPOSIT.
REGULAR_HOURS	The regular work hours of this employee for a pay period in the format 999.99 (2 decimal places). Leave blank for DAY-RATE employees.
HOURLY_RATE	The hourly rate of the employee in the format 99.9999 (4 decimal places). Optional for DAY-RATE employees.
SALARY (DAY RATE)	The salary or day rate of the employee in the format 9999.99 (2 decimal places).
HIRE_DATE	The hire date of the employee in the format DD/MM/YYYY.
REVIEW_DATE	The next review date of the employee in the format DD/MM/YYYY.
TERMINATION_DATE	The termination date of the employee, if terminated, in the format DD/MM/YYYY.
TITLE	The title or position of the employee.
DEPARTMENT	The employee's department ID (MUST be already defined in PAYROLL Solution).
BANK_NAME	The employee's Bank
ACCOUNT_NO	The employee's Bank Account number.
SICK_HOURS_ALLOWED	Total sick hours allowed for this employee in the format 999.99 (2 decimal places).
SICK_HOURS_TAKEN	Total sick hours taken for this employee in the format 999.99 (2 decimal places).
VACATION_HOURS_ALLOWED	Total vacation hours allowed for this employee in the format 999.99 (2 decimal places).
VACATION_HOURS_TAKEN	Total vacation hours taken for this employee in the format 999.99 (2 decimal places).
OTHER_HOURS_ALLOWED	Total other hours allowed for this employee in the format 999.99 (2 decimal places).
OTHER_HOURS_TAKEN	Total other hours taken for this employee in the format 999.99 (2 decimal places).
LOAN_AMOUNT	Total loan amount in the format 999.99 (2 decimal places).
LOAN_AMOUNT_PAID	Total amount paid against the load amount in the format 999.99 (2 decimal places).

To Import Employee Records

The Import File Must Match the Layout as Described Below

See Also