Template Edit

Menu: View ~ Set up ~ Data Entry Templates
Button Panel: n/a

A Data Entry Template defines the format of a file of pay data or a data entry screen. A template consists of a list of field names. The sequence of the names in the list corresponds to the sequence of columns in the data source. There is assumed to be one row per employee/cost code where each other column is the units or cash to create a separate pay item, or one row per employee if the template does not contain the cost code field, or one row per pay item/employee where the other columns contain the pay item code and number of units or cash.

Each template must contain the Payee Code field, but it can be in any position within the field list. In order for the data to be imported correctly, each employee must have a Payee Code assigned in their Pay Conditions screen.

For a pay data import file, if the template contains a pay item code column, the file must also contain a units or cash column. If the template does not contain a pay item column, it must not contain a units or cash column, but the other columns must be columns for specific pay items. i.e. if you have an 'ordinary pay' or 'overtime' column you cannot have a pay item code, and conversely, if you do have a pay item code, you cannot have an 'ordinary pay' or 'overtime' column.

To create a template, add a template item for each column in the import file.

You can alter the sequence of fields in the template using the Move buttons to the right of the template items list, after clicking and highlighting the field to be moved..

Note that imported hours will replace any existing hours for the specified payment where the cost code is the same. It will not delete hours for payments with cost codes that are not being imported this pay period. Therefore you should go to the View, Set up, Payments screen and change the 'Ordinary Pay' payment so that it is no longer a Repeating Payment. The employees will then only be paid for the hours that are imported each pay period.

Name

Enter the name by which this template is to be known.

Format

Select the format of the import file - either comma, tab or pipe (|) delimited.

Ignore header

Tick this checkbox if the first line of the import file contains a header that should be ignored.

Insert all import data

If this is not ticked, the import data will be merged into the current pay data, with the number of units or cash amount being updated for existing pay items where the pay item code, cost code, start date and end date matches.

If this checkbox is ticked, then every pay item in the import file will be added to the pay for the employees. If the employee already has an ordinary pay item, and the import data contains hours for ordinary pay, a second ordinary pay item will be added to the employee's pay.

When you select a template item for edit, or add a new template item, the Template Item Edit form is displayed.