Importing


Importing Files from your payroll to the Portal.

This guide will help you understand all the ins and outs of importing on the portal, from the initial import of files all the way to exporting them back out when the information has changed.

Quickguide:

How does Importing Work?

Importing files is how you pull all your information for your employees from your payroll system into the portal, this has to be done in a specific order otherwise you will run into errors within the stored information, the correct way to import information is listed below and as follows:

TRANSACTION TYPES | USERS | PAY ADVICES | LEAVE BALANCES | LEAVE HISTORY

The last import option in this line is not as important as the first three, this one can be done whenever, just make sure that transactions, users, and pay advices are done first.

It is important to note that imports cannot be deleted, so make sure you have exactly the right information and you have set it up under the correct path. You will also need to have exported files from your payroll system. When you are importing information, is absolutely necessary to make sure you have everything input correctly. The filename and format for the files have to be perfect.

What is inside of an Import File?

Import files contain valuable information from your payroll system that allows the portal to setup any information you need from your payroll.

Import File Example:

Transaction Types:
Field Name
Description
Examples
Name Shows the name of the transaction type Annual Leave
Short Name Shows the abbreviated name ANL
Units Shows the unit of calculation Days

For a more detailed breakdown of what each import file would look like, please visit the following page

help.leaveme.net | Importing | What's Inside an Import File?

This document will have detailed explanations about each of the import files, what information is included within the file.

Importing Files in from your Payroll

In order to import files from your payroll system, provided you are an HR Administrator, is click on the small icon next to your name, which will look like a small gear. Under this menu will be a tab called 'Imports', clicking on this will direct you to the imports page which will look like this.

Once you are here, you want to click on the green button labelled 'Add a New Import', what this will do is redirect you again to the page where you can import.

On this screen you will have two different selection bars. These both need to be completed in order to successfully import files from your payroll.

Import Type

This bar is where you select which type of import you are wanting to choose, there will be four options to choose from:

USERS - This option will allow you to import files that contain the data for your employees.
PAY ADVICES - This option will allow you to import files that contain payslips for your employees.
TRANSACTIONS - This option will allow you to import files that contain transaction types for your company.
LEAVE HISTORY - This option will allow you to import files that contain the leave history for your employees.

Once you have selected the appropriate import type, you will then need to select a matching file.

File

This bar is where you select the appropriate file type from your saved documents on your computer, make sure that you select the right file that corresponds to the import type you have selected, otherwise it will cause issues with running services on the portal.

When you have done all of this, all that is left to do is click on the save button at the bottom of the screen, this will initiate the import and take you back to the previous screen, where, if everything went correctly, will show you all your imports.

Importing Transaction Types

Importing your transaction types is the first of three imports you should be doing. You will need to do this one first to ensure that all of the appropriate transaction types are available before you move your users on, to prevent any issues. To import your transaction types, head over to the Imports screen, and click on 'Add a New Import'. This will bring you to the following screen.

On the following screen, select 'Transactions' under the first bar and then follow it up with the appropriate file name from your computer, click on 'Save Changes', you will be returned to the previous page.

Once you have done this, you will now have your newly imported information available on the portal.

Importing Users

Importing your users is the second of three imports you should be doing. You will need to do this one after the transaction types but before pay advices, to ensure that your employees get setup with all the previous transaction types from your portal and also to prevent any issues. To import your users, head over to the Imports screen, and click on 'Add a New Import'. This will bring you to the following screen.

On the following screen, select 'Users' under the first bar and then follow it up with the appropriate file name from your computer, click on 'Save Changes', this will return you to the previous page.

Once you have done this, you will now have your newly imported information available on the portal.

Importing Pay Advices

Importing your pay advices is the last of the three imports you should be doing first. You will need to do this one after transaction types and users, this will ensure that when you have finished these three imports, your employees will all have the correct information as well as all their previous pay advices. To import your pay advices, head over to the Imports screen, and click on 'Add a New Import'. This will bring you to the following screen.

On the following screen, select 'Pay Advices' under the first bar and then follow it up with the appropriate file name from your computer, click on 'Save Changes', this will return you to the previous page.

Once you have done this, you will now have your newly imported information available on the portal.

Importing Leave History

Importing your companies leave history is the final import for you to do when setting up, this will ensure that all the backlog of information pertaining to when and how long your employees have taken leave for is pushed up to the portal for viewing. To import your leave history, head over to the imports screen and click on 'Add a New Import'. This will bring you to the following screen.

On this screen, select the category called 'Leave History' under the first bar, then follow it up with the appropriate file name from your computer, click on 'Save Changes', this will return you to the previous page.

Once you have done this, you will now have your newly imported information available on the portal.

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