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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)
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EMPLOYEE_ID
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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.
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LAST_NAME
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The employee's last name.
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FIRST_NAME
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The employee's first name
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MIDDLE_INITIAL
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The employee's middle initial.
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ADDRESS
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A multi-line address separated with carriage returns and line feeds.
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PHONE_NO
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The employee's phone number, in the format (999) 999-999.
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EMAIL_ADDRESS
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The email address of the employee.
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SEX
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M for Male or F for Female.
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DATE_OF_BIRTH
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The employee's date of birth in the format DD/MM/YYYY
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EMPLOYEE_STATUS
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The status must be either: ACTIVE, VACATION, or TERMINATED.
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NI_DEDUCTION
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Is a National Insurance deduction applicable to this employee. Must be either Y or N.
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NI_NUMBER
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The employee's National Insurance number.
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NI_RATE_TYPE
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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
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PAY_TYPE
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Must be either: HOURLY, or SALARIED.
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PAY_FREQUENCY
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Must be either: WEEKLY, BI-WEEKLY, TWICE MONTHLY, or MONTHLY.
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PAY_METHOD
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Must be either: CASH, CHEQUE, or DIRECT DEPOSIT.
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REGULAR_HOURS
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The regular work hours of this employee for a pay period in the format 999.99 (2 decimal places).
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HOURLY_RATE
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The hourly rate of the employee in the format 99.9999 (4 decimal places).
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SALARY
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The salary of the employee in the format 9999.99 (2 decimal places).
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HIRE_DATE
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The hire date of the employee in the format DD/MM/YYYY.
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REVIEW_DATE
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The next review date of the employee in the format DD/MM/YYYY.
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TERMINATION_DATE
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The termination date of the employee, if terminated, in the format DD/MM/YYYY.
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TITLE
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The title or position of the employee.
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DEPARTMENT
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The employee's department ID (MUST be already defined in PAYROLL Solution).
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BANK_NAME
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The employee's Bank
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ACCOUNT_NO
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The employee's Bank Account number.
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SICK_HOURS_ALLOWED
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Total sick hours allowed for this employee in the format 999.99 (2 decimal places).
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SICK_HOURS_TAKEN
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Total sick hours taken for this employee in the format 999.99 (2 decimal places).
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VACATION_HOURS_ALLOWED
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Total vacation hours allowed for this employee in the format 999.99 (2 decimal places).
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VACATION_HOURS_TAKEN
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Total vacation hours taken for this employee in the format 999.99 (2 decimal places).
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OTHER_HOURS_ALLOWED
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Total other hours allowed for this employee in the format 999.99 (2 decimal places).
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OTHER_HOURS_TAKEN
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Total other hours taken for this employee in the format 999.99 (2 decimal places).
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LOAN_AMOUNT
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Total loan amount in the format 999.99 (2 decimal places).
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LOAN_AMOUNT_PAID
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Total amount paid against the load amount in the format 999.99 (2 decimal places).
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See Also
•Backup Data Files
•Change Week Ending Date
•Change Employee Vacation Pay Date
•Disable Support Checking
•Edit NI History
•End-of-Year
•Export Employees
•Initialize Company Data Files
•New Company
•Open Company
•Rebuild Employee YTD Earnings
•Rebuild NI History
•Register Additional Company
•Restore Data Files
•Update Payroll Solution
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