| Import employee timesheet values |
Description | If you're importing employee timesheet values and not dividing them between various departments and/or cost centres, follow the steps in this guide. To import payment and deduction values into timesheets and allocate them to a specific department or cost centre, use the Multi-timesheet import option. |
Resolution | Create a single timesheet import file Before you can import payment hours or values into Sage Payroll, you must prepare a CSV file in the required format. You can do this using either Microsoft Excel or Windows Notepad. If you're using a time and attendance software, check with your software provider to see if they can create the CSV file for you. They'll need to know your payment numbers. To run this information directly into a Microsoft Excel spreadsheet. You can then email this spreadsheet to your software provider. The CSV file must contain one line per employee using the following order: Microsoft Excel column | Information to enter | A | Enter the period number. | B | Enter the employee's number. | C | Enter 0000. | D | Enter the hours or value for payment element 1. | E | Enter the hours or value for payment element 2. | F | Enter the hours or value for payment element 3. | ▼ Example of how to create a CSV import file In the following example, you're processing period 5 of a weekly payroll. You want to import the following pay details for employee 0241: - 37.5 hours for payment element 1. This is an hourly payment
- A value of 250.00 for payment element 2. This is a variable payment
- A value of 300.00 for payment element 3. This is also a variable payment
Using Microsoft Excel to create the CSV file | Using Notepad to create the CSV file | The information that appears on both the Notepad and Microsoft Excel files represents the following details: - Period number – 5
- Employee number – 0241
- Not used – 0000
- Payment 1 - 37.5 hours
- Payment 2 - A value of 250.00
- Payment 3 – A value of 300.00
In the following example, you're processing period 5 of a weekly payroll. You want to import the following pay details for employee 0241: - 37.5 hours for payment element 1. This is an hourly payment.
- A value of 250.00 for payment element 2. This is a variable payment.
- A value of 300.00 for payment element 3. This is also a variable payment.
Using Microsoft Excel to create the CSV file | Using Notepad to create the CSV file | The information that appears on both the Notepad and Microsoft Excel files represents the following details: - Period number – 5.
- Employee number – 0241.
- Not used – 0000.
- Payment 1 - 37.5 hours.
- Payment 2 - A value of 250.00.
- Payment 3 – A value of 300.00.
▼ Important notes and things to consider about timesheet import files - When you enter import hours, the value must be in industrial minutes. This means the last two digits are hundredths of an hour. Don't include the decimal point; assume that the last two digits represent the cent values
- If you run the import a second time, this overwrites the first import values. However, if the second import has a zero value or is blank, it won't overwrite the first import file's values
- You don't need to include your employee's hourly rates in the CSV file. Sage Payroll uses the hourly rates held with their Employee Details > Payments tab
- You can import as many payments as you want, provided you set them up in Company/Payroll > Payments.
- The employee number on the import file must match the exact employee number in Sage Payroll. For example, if the employee is on Sage Payroll as number 0054, the import file won't accept 54 as the employee's number
- Timesheet import always includes fixed type payments. However, you must reference the employee in the import file for their timesheet to save. To do this, you must either:
- Refer to the employee on the import file, for example, 5,0003,0000. By doing this, you're telling Sage Payroll that employee number 0003 is included in the timesheet import. You don't need to import a value for this employee as the payment’s amount is held in Employee Details > Payment tab > Std Amount
- Save the employee’s timesheets individually through another time and pay method – random, sequential or batch
- When you're saving the file, ensure the file type is CSV
- Don't close the CSV file until after you've imported it in to Sage Payroll
- Ensure you remove all standard hours for hourly paid employees, as these appear automatically on the timesheet if you attempt to import zero hours. To do this:
- Open the relevant employee's record, then click the Payments tab.
- Under Std. Hrs, delete the value.
- Click Save, then click Cancel.
- When you enter import hours, the value must be in industrial minutes. This means the last two digits are hundredths of an hour. The decimal point can't be included, so it is assumed that the last two digits are the cent values.
- If you run the import a second time, this overwrites the first import values. However, if the second import has a zero value or is blank, it won't overwrite the first import file's values.
- You don't need to include your employee's hourly rates in the CSV file. Sage Payroll uses the hourly rates held with their Employee Details > Payments tab.
- You can import as many payments as you want, as long as they are set up in Company/Payroll > Payments.
- The employee number on the import file must match the exact employee number in Sage Payroll. For example, if the employee is set up in Sage Payroll as number 0054, the import file won't accept 54 as the employee's number.
- Fixed-type payments, such as salary, are always included in the timesheet import. However, you must reference the employee in the import file for their timesheet to save. To do this, you must either:
- Refer to the employee on the import file, for example, 5,0003,0000. By doing this, you're telling Sage Payroll that employee number 0003 should be included in the timesheet import. You don't need to import a value for this employee as the payment’s amount is held in Employee Details > Payment tab > Std Amount.
- Save the employee’s timesheets individually through another time and pay method – random, sequential or batch.
- When you're saving the file, ensure the file type is CSV.
- Don't close the CSV file until after you have imported it in to Sage Payroll.
- Ensure you remove all standard hours for hourly paid employees, as these appear automatically on the timesheet if you attempt to import zero hours. To do this:
- Open the relevant employee's record, then click the Payments tab.
- Under Std. Hrs, delete the value.
- Click Save, then click Cancel.
Load the single timesheet import file into Sage Payroll Take a backup of your payroll data, then complete the following steps: - On the menu bar, click Processing then click Time and Pay.
- Under Entry mode, select Import.
- Next to the File Location box, click browse .
- Browse to and select the CSV file, then click Open.
- Click Continue.
- Check the Time and Pay - Import window for any errors and warnings. If any appear, you must resolve them before proceeding.
- To print a list of the data you're about to import, click Print Detailed View.
Check your printer settings are correct, then click Print. - To import and save the timesheet values, click Save Time and Pay then click OK.
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