Important: Import time registration is available only if you have an agreement in place for it with your Payroll Officer.
The services (days) of a contract, one-off amounts and extra hours can be
•entered, removed, or changed directly in the monthly calendar in Payroll.
•uploaded with a file via Import time registration. This file will be processed in the monthly calendar.
You can find Import time registration in three places:
othe topmost toolbar: via 
at the top right
othe main menu: via Recurring actions
othe middle screen: under Quick actions
You can immediately process a file after you have uploaded it or you can process a file that you have previously uploaded.
A file can be processed several times. As long as not all of the records have been processed, the file will remain visible in Active files.
Example: Company X sends a file for 5 employees. John's and Pete's contracts are blocked (preceded by a grey lock). The file can already be processed for the other three contracts. Once John's and Pete's contracts are unblocked, the file is available for further processing.
In the Monthly calendar (via Employees) the data in the tab Detail, Once-only amounts and Extra hours will be overwritten by the details from the import file.
See also: What happens if the amount or the number of hours in the import file is equal to zero?
Every line in the import file is a record.
Each record uploads an amount or a number of hours to a contract.
To upload the amount or the number of hours correctly, the key of the record is also taken into account.
When uploading (One-off) amounts, the pay code belongs to the key.
When uploading (Extra) hours, the fields Hourly pay, % and if applicable the field Shifts belong to the key.
If the amount or the number of hours in the import file is equal to zero and no other record is present in the file with the same key, the monthly calendar will not display a zero. The amount or the number of hours in the monthly calendar is emptied.
If the amount or the number of hours in the file is equal to zero and another record exists in the file with the same key, the amounts or hours are added together. The monthly calendar is overwritten with the result of this addition.
Examples:
 Once-only amounts
Example 1:
|
Salary code
|
Amount
|
Note
|
Content of the monthly calendar - tab One-off amounts before importing the file.
|
1290
|
100
|
Pay code 1290 stands for long service leave.
|
Content of the import file
|
1290
1290
1290
|
200
100
0
|
The import file contains three records with the same key. The amounts of these records are added together.
|
Content of the monthly calendar - tab One-off amounts after importing the file.
|
1290
|
300
|
After uploading the file, the amount of 100 EUR is overwritten with 300 EUR.
|
Example 2:
|
Salary code
|
Amount
|
Note
|
Content of the monthly calendar - tab One-off amounts before importing the file.
|
1290
|
100
|
Pay code 1290 stands for long service leave.
|
Content of the import file
|
1290
|
0
|
The import file contains one record.
|
Content of the monthly calendar - tab One-off amounts after importing the file.
|
|
|
After uploading the file, the amount of 100 EUR is no longer visible. The tab One-off amounts contains no amounts with pay code 1290.
|
Example 3:
|
Salary code
|
Amount
|
Note
|
Content of the monthly calendar - tab One-off amounts before importing the file.
|
1290
|
100
|
Pay code 1290 stands for long service leave.
|
Content of the import file
|
1290
1320
1290
|
200
150
0
|
The import file contains two records with the same key. The amounts of these records are added together.
|
Content of the monthly calendar - tab One-off amounts after importing the file.
|
1290
1320
|
200
150
|
After uploading the file, the amount of 100 EUR is overwritten with 200 EUR. The record with pay code 1320 (= educational leave) is also added.
|
|
Extra hours
Example 1:
|
Salary code
|
Hours
|
Hourly wage
|
Shifts
|
%
|
Note
|
Content of the monthly calendar - tab Extra hours before importing the file.
|
7010
|
5
|
|
01
|
|
Pay code 7010 stands for days worked.
|
Content of the import file
|
7010
|
0
|
|
01
|
|
The import file contains one record with pay code 7010 and Shifts 01.
|
Content of the monthly calendar - tab Extra hours after importing the file.
|
|
|
|
|
|
After uploading the file, the number of hours is no longer visible. The tab Extra hours no longer contains hours with pay code 7010 and shifts 01.
|
Example 2:
|
Salary code
|
Hours
|
Hourly wage
|
Shifts
|
%
|
Note
|
Content of the monthly calendar - tab Extra hours before importing the file.
|
7010
|
5
|
|
|
40
|
Pay code 7010 stands for days worked.
|
Content of the import file
|
7010
7010
7010
|
7
8
0
|
|
|
40
40
40
|
The import file contains three records with the same key (= pay code, hourly wage, shifts and %). These records are added together.
|
Content of the monthly calendar - tab Extra hours after importing the file.
|
7010
|
15
|
|
|
40
|
After uploading the file, the number of hours is overwritten with 15 hours.
|
Example 3:
|
Salary code
|
Hours
|
Hourly wage
|
Shifts
|
%
|
Note
|
Content of the monthly calendar - tab Extra hours before importing the file.
|
7010
|
5
|
9
|
01
|
50
|
Pay code 7010 stands for days worked.
|
Content of the import file
|
7010
7010
7010
|
7
8
0
|
9
9
9
|
01
01
01
|
30
50
50
|
The import file contains two records with the same key (= pay code, hourly wage, shifts and %). These records are added together.
|
Content of the monthly calendar - tab Extra hours after importing the file.
|
7010
7010
|
7
8
|
9
9
|
01
01
|
30
50
|
After uploading the file, the number of hours is overwritten with 15 hours.
|
|
|
Possible actions
Uploading a file and processing it immediately
1.Click on Import time registration. 2.Select in Select file the txt file that you want to insert.
Use the button Browse to select your file faster. 3.Click on Upload. Your file will be validated when uploading.
You can only further process a properly uploaded file.
See: File upload is successful or unsuccessful. 4.Select the contracts you wish to forward. You don't have to process all the contracts in your file in one batch.
When opening the file, all contracts are ticked.
Use the buttons Select everyone or Select no-one. 5.Click on Save.
The status of the import file is shown. 6.Click on Previous.
If all the contracts of the import file have been processed, the file can be found under History.
As long as not all contracts of the import file have been processed, the file will remain available in Active files.
Click Cancel if not all the contracts of the import file have been processed and you will move the file from Active files to History. |
Processing a file that you uploaded previously
1.Click on Import time registration.
Under Active files you will find all the files that you have already uploaded and have not been fully processed yet. 2.Click on Process. 3.Select the contracts you wish to forward. You don't have to process all the contracts in your file in one batch.
When opening the file, all contracts are ticked.
Use the Select everyone or Select no-one buttons. 4.Click on Save.
The file can contain corrections up to a maximum of three months back in time. You will get a message if the file contains corrections back in time.
The status of the import file is shown. 5.Click on Previous.
If all the contracts of the import file have been processed, the file can be found under History.
As long as not all contracts of the import file have been processed, the file will remain available in Active files.
Click Cancel if not all the contracts of the import file have been processed and you will move the file from Active files to History. |
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