Initially, if a competing product, or spreadsheet has previously been used to process payroll transactions there is a possibility that the data may be imported into Belina PayrollHR therefore saving valuable time in the process.
In order for this to happen the data needs to be exported to Excel Spreadsheet and the spreadsheet formatted in a way that is suitable for the import into Belina PayrollHR.
Import Employee Master Details from Spreadsheet:
Click to play
Data formats
All date columns are formatted in dd/mm/yyyy
The fields need to be formatted as text, rather than numeric, including the Employee code, Cost Centre Codes, ID - number, Department Code, Paypoint Code and Bank Sort Code.
In the example, below, you can see some of the range of data that can be imported, saving considerable amount of time and energy in the process. Imported data is less prone to error although it is essential to perform detailed checks to ensure that the data came through as anticipated. In this example block capitals have been used in most of the fields. Generally first letter capitalization is preferred.
The steps to be taking to import Employee Master Details are:
Step 1
Export the data from the existing system to Excel Spreadsheet,
Step 2
Put the data exported into the format required for import into Belina PayrollHR. This includes:
- Making sure that the first row only contains headings
- The first colmun should always contain the Employee Code
- Values should be entered as numeric values but Codes, that may appear to be numeric in nature, should be entered as text e.g. Department Code.
Step 3
Save the file so that it can be accessed by Belina PayrollHR.
Step 4
Go to the 'Utilitities', 'Imports', then 'Microsoft Excel' menu options
Step 5
Select the file to be imported by pressing the elipsis button and browsing to the file location, as illustrated:
Step 6
Having selected the file press the 'Open' Button. Belina PayrollHR reads the file and displays the data onto the screen, check that the data came through as you would have expected, then press 'Next':
Step 7
You now need to assign fields from the spreadsheet to the 'Employee Master' fields displayed on the screen. You will notice that there is a drop-down menu which has selected Employee Master (this same procedure could have been followed to import transaction and other data).
Once the fields are assigned press 'OK'. The system then asks whether you would allow the creation of new records and the changing of existing records. Tick the check-boxes as appropriate. Once this is done the data will then be imported into the payroll. If any errors are noted a log will be displayed.
In this example note that not all the Employee Master fields were ticked which means that some of the fields will not be updated.
