What do you want to do?
The Import user defined data option will only appear on the EMPLOYEE RECORDS MISCELLANEOUS OPTIONS menu if the Import data field is ticked on the employee records security record and you are a priority 4+ user.
The Import user defined data option will only appear on the PAYROLL UTILITIES menu if the Import data field is ticked on the payroll security record and you are a priority 3+ user.
The Import user defined data option will only appear on the HUMAN RESOURCES menu if the Import data field is ticked on the human resources security record and your priority is matching or above the Human resources system parameter called Priority to edit human resource records.
The main function of the Import user defined data option is to allow for database files within the KPay system to be updated with either new records or amendments to existing records. The utility performs a back up of the database file being updated and also fully audits changes to the data as defined within the Change control audit facility and follows any security restrictions already in place.
To access the Import user defined data:-
There are three options to access the import user defined data option as follows:-
Access via the Employee Records module
Access via the Human Resources module
The Employee records Password form is displayed.
Enter your employee records password.
The EMPLOYEE RECORDS menu is displayed.
Select the Miscellaneous options option.
The PE MISCELLANEOUS OPTIONS menu is displayed.
Select the Import user defined data option.
The Import user defined data form is displayed.
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Miscellaneous options option.
The PR MISCELLANEOUS menu is displayed.
Select the Utilities options option.
The UTILITIES menu is displayed.
Select the Import user defined data option.
The Import user defined data form is displayed.
The Human resources Password form is displayed.
Enter your human resources password.
The HUMAN RESOURCES menu is displayed.
Select the Import user defined data option.
The Import user defined data form is displayed.
The Import user defined data form is displayed when the Import user defined data option is selected from the PE MISCELLANEOUS OPTIONS menu or the PAYROLL UTILITIES menu or the HUMAN RESOURCES menu.
Module: The two character module field is pre-filled for you with the current module:- PE - Employee records, PN = Human Resources or PR - Payroll.
File: The five character file name. With the exception of security and system maintained files all database files within the module may be updated using this utility.
Tip: Click the Ellipsis button ![[...]](Ellipsis.gif){kind=small}
to select a file from the selected module.
Key path: The path is the index to be chosen for importing the data. As a general rule only non duplicate paths may be chosen and for any chosen path all of the fields required for the path must be present on the import data sheet.
Tip: Click the Ellipsis button to select a path from the selected module and file.
Create records: This option is only available if you have sufficient priority to create records, on a standard system this means priority 4 for employee records, priority 3 for payroll and a system parameter defined priority on human resources that is normally priority 4..
Print update report: Tick this option if an update report is required confirming each record that has been updated. Note that an error report listing up to 100 errors will be printed in any case where there are one or more or errors.
A grid is shown listing the companies and for payroll, the payroll types, that may be imported into. This will default to the companies and payroll types that you have access to and import allowed to but the import may be changed by ticking or unticking the column titled Selected.
PUSH BUTTONS:
OK: Proceed to import data from the user defined csv excel sheet.
Exit: Returns you to the menu that the option was entered from.
Help: Displays help on the current application in your default company browser.
Load profile: Loads a previously used import profile for further use.
Process summary
- Prepare a csv sheet using Excel with the first row containing the IFLD names as seen when using the adhoc enquiry option on the database file that you wish to update.
- Complete the selection options on the main form or click Load profile and select a previously used and saved profile.
- Click OK.
- Browse for the csv file and click Open.
- The program will then verify the data and process each record providing you with an error report if required and an update report if selected. Click OK to the on screen record summmary.
- Choose to save when prompted the import details profile, either reply Save, complete the details and click Save otherwise reply Exit.
What do you want to do?
csv file rules
The first row of the csv file must contain the IFLD names of the fields to be imported. The field names must be present on the database file being updated including all fields required for the index path chosen.
Example - the following csv sheet may be used to import basic period pay and a sales commission addition record with associated values.
EMPLOYEE COMPANY BASIC ADDCODE_? ADDVALUE_?
1 1 1000 COMM 500
2 1 2000 COMM 600
Multiple occurrence fields are imported using the format XXXXXXXX_??? where XXXXXXXX is the field name and ??? is the occurrence number, for example, ADDCODE_010 will import the 10th addition/deduction code onto the payroll record.
Multiple occurrence fields requiring a variable import position such as addition/deduction codes and benefit codes attached to the payroll record may be entered with a variable position using the format XXXXXXXX_? where XXXXXXXX is the field name, for example, ADDCODE_? for an addition/deduction code on the payroll record.
When a multiple occurrence field such as addition/deduction value is used the csv sheet must contain preferably directly to the left the code field such as ADDCODE_? in order to define which of the codes is to be updated. Either an existing addition/deduction code defined will be updated or the code added to the payroll record assuming there is a spare field available to apply the code amongst the 20 field positions. If there are no spare code positions this will be reported as an error condition. The same applies for benefit records which have 40 available slots per payroll record.
Duplicate index paths are not to be used with the special exception of accessing the employee record using the suffix field using the field name *1*GBUSERID which is used to import data into the human resources calendar record having read the employee record using the user identifier held in the suffix field.
Notes stored as document archive records may be added to the system by defining the field such as *2*_TT_TEXT where *2* indicates special note processing, TT is the document type stored in system parameters and TEXT is free formatted text. For example, *2*_CA_REASON could be used to import the reason notes for an employee having a sickness calendar record.
What do you want to do?
