Upload Data

Data can be rapidly uploaded into paiyroll® from spread-sheet (workbook) files. These files can be created using any spreadsheet editor. In particular, you will most likely have the required data in other worksheets or workbooks that can reused or referenced. Multiple file formats are supported including .ods, .xls, .xlsx, .csv or .tsv. The following views have an Upload.. button to run the Upload Wizard:

  • Pay Items

  • Employees

  • Pay Definitions, Report Definitions and Workflow Definitions

  • Pay schedules

  • Departments

  • Company

All the wizards follow the same basic steps:

  1. At the bottom of the view, click Upload…

  2. If prompted select the country, then click Choose file to select your file and then click Upload file to server

  3. If your file has a header row, tick the box Skip first row and click Pre-process selected data…

  4. Review what will be uploaded and then click Publish

Your new data is uploaded.

The format of the data varies for each type of view. There is a full guide to the data in each column on each page of the wizard with more help.

Note

The header row is optional for all Upload Wizards except for Employees. Where optional, it is not read by paiyroll® and is merely for your reference.

Tip

All data is fully validated before upload. If there are errors, you will need to correct the file and repeat the process. Errors are presented in a similar grid format to the spread-sheet file. Look for the line number where the error was found in the left-most column to identify the line causing the problem. If the cell contains a long error message, you may need to make the cell larger to see the message: carefully position your pointer over the column and/or row separator until the arrow changes shape to allow you to resize by dragging the edge further to the right or down.

More information can be found here Upload Wizards

Pay Items

The file requires that the first three columns are:

  1. Employee email

  2. Pay Definition in the form:

    Client\;Company;PayDefinition

    Note the three parts:

    • The Client name followed by a slash and separated by a semicolon

    • The Company name separated by a semicolon

    • The Pay Definition name

  3. Pay frequency m1 for monthly, w1 for weekly, w2 for two-weekly and w4 for four-weekly. m3, m6 and m12 are available.

The remaining columns are used for the values of each input using numbers or words. For example the value of a salary or the name of a scheme. Each Pay Item therfore uses 3 standard plus as many columns as input values.

Examples

Below is a Bonus example which has the three standard columns plus a single input value column of 400:

Example Bonus Pay Item workbook

Employee email

Pay Definition

Frequency

Bonus

john.doe@yahoo.com

Client\;Test company;Bonus

w1

400

Below is a more complex Auto-enrolment (AE) example with 3 standard plus 10 input value columns:

Example AE Pay Item workbook

Email

Pay Def

Frequency

Tax relief

Overseas

QE

Worker %

Scheme

Migrated status

Refund

Opt-out

Migrated enrol

Opt-in

j.doe@gmail.com

Client\;Co;AE

w1

5

NEST AE

Auto enrolled

2020-07-01

Here is an example payitems.csv file which can be downloaded. Add new rows for each Pay Item using the headers as a guide.

Note

One way to quickly identify the required columns is by looking at the Pay Item in the PAY_ITEM_EDITOR - after the standard 3 columns, the value columns follow the same order as shown in the Pay Item editor gird.

To upload the Pay Items:

  1. Go to Pay Items

  2. Click Upload…

  3. Click Choose file to select your file and then Upload file to server

  4. Tick the box Skip first row to skip the header row if you are using a header. Then click Pre-process selected data…

  5. Review what will be uploaded and then click Publish

Tip

If you select Employees and Pay Items in Payroll Debbie and choose Download, an example Pay Item CSV file will be created for you.

Employees

Here is an example employees.csv. Copy the file and add a row for each employee using the headers as a guide. To upload the employees:

  1. Go to Employees

  2. Click Upload…

  3. Select GB and click Choose file to select your file and then Upload file to server

  4. Make sure you tick the box Skip first row to skip the header row and click Pre-process selected data…

  5. Review what will be uploaded and then click Publish

Important

If state is to be uploaded, a heading row is required.

Your new employees are uploaded.