Importing Casual Other Earnings

Instead of manually entering Casual Other Earnings in an employee's Other Earnings tab, you can import them from an Excel spreadsheet.  On the Payroll > Other Earnings > Import screen you will find the instructions for completing the dowloadable spreadsheet as well as the ability to upload a completed spreadsheet.

How to create the spreadsheet:

First, use the bottom half of the screen and click the Download Casual Import Template button.  This will create the spreadsheet you will use to complete the Casual Other Earnings you will be importing.  The spreadsheet will look like this:

The screen explains exactly what needs to be done to make the import successful:

• This will import into StaffCasualEarning
• TAB Delimited Text File
• Columns may appear in any order
• First row must contain the column names as described below
• All required columns must appear in the file. Other columns are optional.
• Columns are not case sensitive. Description is the same as DESCRIPTION.
• Existing staff are located by SSN and then Staff Id
• StaffCasualEarning records are always created
• Existing casuals are never deleted

These are the fields included in the spreadsheet and the expected data that should appear in the columns as well as which columns are required.  Note, you only need to use EITHER the Staff ID number OR the Social Security number, not both.

TIP - change the Amount column to "General" type in the spreadsheet before saving as a Tab Delimited File.

How to upload the file:

After you complete the spreadsheet, save it as a TAB Delimited Text File.  Use the top half of the Import screen to upload your spreadsheet.

1. Click the Choose File button to navigate to the location on your computer where your Tab Delimited file is saved.
2. If you want to test your upload first, leave "Test Mode" checked off.  If you only want to test on existing staff, check that box.  Otherwise, leave both boxes UNchecked to import the data to the employees records.
3. Associate with this payroll - use this drop-down to select which pay period you want these Casual Other Earnings imported into.
4. Click the button to Upload and Process the file.

After your file is uploaded, you will see the following line appear.  Click on the View Log hyperlink to view the log that will tell you if your upload was successful or not.  You can also download the log by clicking the Download Log hyperlink.

In this example, my upload failed because the system could not find my staff member's ID number.  Any reasons an employee's record was not imported will be displayed and you will be able to make the necessary corrections.

I corrected my staff members ID number and then re-saved my file to a TAB Delimited file, then uploaded it again.  This time my upload was successful.  The log will show the number of records that were processed.