What's Inside an Import File
Information inside an Import File.
This document is a continuation of the other importing page, where this will include all of the information included within import files, as well as descriptions for each one about what they are for. You can find the other document here:
help.leaveme.net | Importing | Importing
The other document will detail everything else about importing that will be relevant for you to understand how to import.
Contents:
Transaction Types
This import file is used to import all of your transaction types from your payroll system into the portal, in a fashion that keeps them easy to use. This should be your first import from your payroll system.
As you can see within the file, this displays all of the information you would need to see, such as every name used for each transaction type, both long and short, if it shows balances, can be requested, etc.
| FIELD NAME | DESCRIPTION | EXAMPLE | |
| Name | Shows the name of the transaction type | Annual Leave | |
| Short Name | Shows the short name of the transaction type | ANL | |
| Units | Shows how each transaction type is measured | Days | |
| Show Balance | Does this transaction type show a balance | Yes | |
| Display Zero Balance | Does this transaction show a balance if there are no units | Yes | |
| Requestable | Is this transaction type requestable by users | Yes | |
| Display Order | Shows where this transaction type is listed on the table | 1 | |
| Validate Balance | Does the system check if you have the leave available to request | Yes | |
| Threshold | Shows the minimum amount of leave required to request | 3 | |
| Transaction Type | Shows whether the transaction type is leave or a timesheet | Leave | |
| Remote ID | Shows the transaction code in the payroll system | ANL | |
| Secondary Payroll ID | Shows if the transaction code has a second code used | Annual | |
| Import Balance From | Does the system import the balance from a specific balance | Yes | |
| Linked Leave Type | Shows if this transaction type linked to another leave type | No |
Users
This import file is used for bringing all of your employees over from your payroll system. This file should be done after you have done your transaction types import, this will ensure that no data has any issues from the import.
Within this file contains all the information related to the import of users, such as their name, occupation, the hours they work and the leave they have.
| FIELD NAME | DESCRIPTION | EXAMPLE | |
| Employee ID | Shows the ID of the user | 00001 | |
| Full Name | Shows the users full name | John Henry | |
| First Name | Shows the users first name | John | |
| Surname | Shows the users last name | Henry | |
| Occupation | Shows the occupation title of the user | WIP | |
| IRD | Shows the IRD number of the user | 000-000-000 | |
| Cost Centre | Shows the cost centre the employee uses | WIP01 | |
| Cost Centre Name | Shows the name of the cost centre | ADMIN | |
| Start Date | Shows when the user started | 1/1/2000 | |
| Finish Date | Shows when the user finished, if they are terminated | N/A | |
| Terminated | Shows whether the user is terminated | False | |
| DOB | Shows the users date of birth | 1/1/2000 | |
| Salary Type | Shows what type of salary the user is on | W | |
| Payroll Frequency | Shows the frequency that the user gets paid | WIP-M | |
| Monday Hours | Shows the hours the employee does on this day | 8 | |
| Tuesday Hours | Shows the hours the employee does on this day | 8 | |
| Wednesday Hours | Shows the hours the employee does on this day | 8 | |
| Thursday Hours | Shows the hours the employee does on this day | 8 | |
| Friday Hours | Shows the hours the employee does on this day | 8 | |
| Saturday Hours | Shows the hours the employee does on this day | 0 | |
| Sunday Hours | Shows the hours the employee does on this day | 0 | |
| Hours Per Day | Shows how many hours the user does per day | 8 | |
| Hours Per Period | Shows how many hours the user does per pay period | 40 | |
| Province | Shows which district of the country the employee is in | AKL | |
| Employee Number | Shows the users employee number | 000 | |
| Email Address | Shows the employees email address | generic@email.com | |
| Annual Recording Method | Shows how this leave is recorded | D | |
| Sick Recording Method | Shows how this leave is recorded | D | |
| Lieu Recording Method | Shows how this leave is recorded | D | |
| Leave Accrued To | Shows the date that leave has been accrued up to | 1/1/2000 | |
| AnlT | Shows leave defined to link with another leave type | 17.5 | |
| AnlE | Shows leave defined to link with another leave type | 12 | |
| AnlA | Shows leave defined to link with another leave type | 20 | |
| Annual Leave Entitled | Shows the entitled leave for this user | 25 | |
| SICK | Shows the sick leave for this user | 10 |
Pay Advices
This import file is used to bring over all the previous and current payslips for all your employees, so that they can check them on the portal.
| FIELD NAME | DESCRIPTION | EXAMPLE | |
| Employee | Shows the ID of the employee | 00001 | |
| Pay Advice ID | Shows the ID of the pay advice | 1010100 | |
| Description | Shows a description of the pay advice | WIP Month Ending 31/1/19 | |
| Period End | Shows the end date for the pay advice | 31/1/19 | |
| Type | This is used for grouping on the payslip | POR | |
| Calculation Order | This shows the order of the type groups | 1008 | |
| Code | Shows the code of the pay type | SAL | |
| Name | Shows the full name of the code | Salary | |
| Units | Shows how many units were recorded | 150 | |
| Rate | Shows the rate the units get calculated at | 75 | |
| Value | Shows the value of the pay | 11250 | |
| Comment | Shows an attached comment, if there is one | This is a comment | |
| Pay Date | Shows when the pay advice will be paid | 15/1/19 | |
| Superannuation | Shows if super is attached to the pay | KSER | |
| From Date | Shows the start date of the pay period | 1/1/19 | |
| To Date | Shows the end date of the pay period | 31/1/19 |