Method 1 - Import Opening Balances

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Method 1 - Import Opening Balances

Any history data in spreadsheet or text file format can be imported Belina PayrollHR.  The easiest method of putting the data into a spreadsheet is if your existing payroll has the functionality to export the data to a file or to spreadsheet.  The alternative would be to enter the detail manually into a spreadsheet ready for imported.  

 

Transaction data may be imported in summary form or in detail:

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In summary form the total for each transaction code is brought into one history period

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in detail the amount for each transaction code is imported for each period in history

 

Importing the history in detail means that reports can reflect data from specified ranges of period.  

 

This applies to both Employee Masterfile records and to Transaction history.

tog_minus        Step 1- Format the Spreadsheet

To do this you will first need to:

•Ensure that the Transaction Codes and Employees have been created in Belina PayrollHR.

•Enter the details into the spreadsheet in detail, or summary form.  

•Enter the data into a spreadsheet with column headings and records underneath each heading, as illustrated

•Enter values to be imported, not units e.g. the value of Overtime rather than the number of hours worked

•Deductions should be entered as negative values

•Enter the detailed (or summarized) transactions for one period at a time

•Include the PAYE and Levy amounts separately

•Include all transactions, including the Net Paid, so that the transactions balance.

•Save the file.

      DataImport

 

tog_minus        Step 2 - Open the spreadsheet in Belina PayrollHR.

•Select the 'Utilities', 'Imports', then 'Microsoft Excel' menu options:

 

ExcelImport

 

Select the 'Source File' to be imported by entering, or using the Elipsis button to lookup, the file in the location where it has been saved.

•Press the 'Open' Button

•If the first row of the file has headings ensure that a tick has been placed against 'First row is column headers'

•Press 'Next'

 

DataImport2

tog_minus        Step 3 - Assign Codes

•Use the drop-down menu against 'Target File' to select the type of data that is being imported.  In our case it is 'History Transactions'

•Use the drop-down menu against 'Period' to select the History period into which the data is to be imported.

•Click on the 'Employee Code' Import field (or equivalent) in the left-hand panel and then Click in the check-box 'EMPLOYEE CODE' to assign the two fields

•Do the same to each of the Transaction Codes listed.

 

DataImport3

 

•Press 'OK'

 

ExcelImportNewCodes

 

•Press 'OK'

•Transactions will be imported into the period selected.

•A log file will display a list of transactions that have been imported.

 

To check that the data was imported as expected for one employee:

•Go to the 'Data', 'History Data', then 'Maintenance' menu options

•Select the employee to be checked

•Use the drop-down menu to select the period into which the data was imported

 

In the above example we check transactions for Employee 046 coming into period 2013/01:

 

DataImport4

 

Check as many employee's as necessary.

 

An alternative method of checking would be to print reports for the period/s into which the history periods were imported.