Import data from TXT file - vertical

File

We select the file, which we will import, which can only be in TXT format.

Employee

It represents the format of the data in which we have written employee.

In TXT file we can choose between:

• Reg. No: data that is identical to the data from Employee files from the field Reg. No./ID
• Number: data that is identical to the data from Employee files from the field Number
• ID Card: data that is identical to the data from Employee files from the field Card No.

We select an option which indicates an employee in the text file. We then need to specify the length and position of Employee data in the file.

Position

It represents the format of the data in which we have written Position.

In TXT file we can choose between:

• Automatic: data that is identical to the data from Employee files from the field Position in Salary Parameters.
• ID: data that is identical to the data from Employee files from Position from the register Positions of Employment
• Name: data that is identical to the data from Employee files from Position from the register Positions of Employment.

Again, we need to specify the length and position of this information in the text file.

Department

In TXT file we can choose between:

• None: data will not be transferred from the file. We can leave the field empty.
• Name: data that is identical to the data from Employee files from the field Dept. in Salary Parameters.

Again, we need to specify the length and position of this information in the text file.

Cost Center

In TXT file we can choose between:

• None: data will not be transferred from the file. We can leave the field empty.
• Name: data that is identical to the data from Employee files from the field Cost Center.in Salary Parameters.

Again, we need to specify the length and position of this information in the text file.

Report

We select the Report where we want to transfer the imported data. Here we can see only those Pay slips that are not finished yet (in Payroll preparation do not have checked box “Finished”).

Group ET

The checker is active only in case there is already some kind of ET in the selected pay slip for data transfer at the time of preparing the pay slip for a particular employee, or that data has already been transferred.

In case the checker is confirmed, all ET’s will be transcribed for each worker by the new values in the pay slip preparation.  

If there is some ET in the transfer data to the preparation, which is no longer in TXT file, it will be deleted from the preparation next to the confirmed checker when resuming the transfer.

Group workspace, dept., cost ctr.

When the checkbox is confirmed than the program will group ET’s by workplace, department and/or cost center.

Eg: when we have an employee with the same position but different department or cost center and we would like that every ET is calculated for the correct position, then we confirm this checkbox.

Fix the ET values

Checkbox is active only in a case that in the selected calculation for the transfer of data the already exist an earning type in the payroll calculation for a specific employee or that the data have already been transferred.

In case the checkbox is confirmed all ET for individual employee will be transferred to the payroll preparation with the new ET values. With the transfer to the payroll preparation it will not overwrite existing ET in the fields Days, Hour, Amount and Index but it only correct the values.

Eg. for ETs that are set in AP/Settings/Personnel/Payroll/Commute from Work, it does not overwrite Amount which is transferred form EF/Salary Parameters/ Commute to Work, but for eg. it enters only hours.

Overwrite Existing ET

Checkbox is active only in a case where in the selected calculation for transfer of data already exist a sort of earning type in the payroll preparation for a specific employee or that the data have already been transferred.

In case the checkbox is confirmed all ET for individual employee will be transferred with the new values.

Run

By pressing on the button, we import data from TXT file selected in a field File.

Line

We enter the name of the item, which represents the earning type for example Vacation. We can enter up to 3 characters.

ET

We select the Earning Type (eg. DOP) from the code table of Earning Types to which we can enter by double click.

Data Type1

We select the type of data, which we import. We can select from Hours, Days, Amount and Index. Based on selected type the information will be imported to the correspondent column.

Data Type2

We select the type of data, which we import. We can select from Hours, Days, Amount and Index. Based on selected type the information will be imported to the correspondent column. We use this Data Type if we already entered information in Data Type1.

Data Type3

We select the type of data, which we import. We can select from Hours, Days, Amount and Index. Based on selected type the information will be imported to the correspondent column.

Data Type4

We select the type of data, which we import. We can select from Hours, Days, Amount and Index. Based on selected type the information will be imported to the correspondent column.

Lines from-to

We enter the length and position of the ET in the text file.

Values

1. From-to
2. From - to
3. From - to
4. From - to

We enter the length and position of chosen data types described in the above table.

Employee

From TXT file we import the employee. With double click in this field, we open employee’s personal file. We cannot change here the data, it is  meant only for reading.

Pos.

Employee’s last active position from the panel Position in Salary Parameter is written. We can change here the data.

Position Name

It is shown the last active name of the position from the panel Position in Salary Parameter. With double clicking to this field, we open employee’s file of this employee. We cannot change the data, it is meant only for reading.

Department

Department specified in the text file.

Cost Center

Cost center specified in the text file.

ET

It is written the earning type, which we set in the first half of the form in the entry from the column ET. With double clicking we access the code table of earning types. We cannot change the data, it is meant only for reading.

Days

From TXT file we import the days for an individual earning in case we have in the first half of the form in Data Type selected Days. We can change the data here.

Hours

From XLS file we import hours for an individual earning in case we have in the first half of the form in Data Type  selected Hours. We can change here the data.  We can change here the data.

Amount

From TXT file we import the amount for an individual earning in case we have in the first half of the form in Data Type selected Amount. We can change here the data.

Index

From TXT file we import the index for an individual earning in case we have in the first half of the form in Data Type selected Index. We can change here the data.

Status

When importing data, various warnings and errors are written in the Status. Errors are separated by two degrees, which lines are also colored accordingly. The color can be randomly determined in Administration Panel | …| Payroll | Message Statuses – Payroll in the Critical Error, Error and Warning fields. In this way two kinds of messages appears Error and Warnings, which are briefly described. Errors cannot be corrected and cannot be transferred to payroll preparation, while warnings can be corrected and are subsequently marked for transfer to pay slip.

Critical errors are:

• Employee is not active (employee is not active or has no parameters for this calculation).
• Pos. is not in the period (the position is not in the period of a case, so at this moment of the entry changes Pos.)

Warnings are: 

• ET is already in the preparation (this earning type employee already has in a preparation, the data in the column ET is colored)
• Difference in Days (this employee already has for this ET, but the difference is in the days, the data is colored in Days column).
• Difference in Hours (this employee already has for this ET, but the difference is in the hours, the data is colored in Hours column).
• Already transferred (this employee has already the data transferred to the preparation, trough importing XLS  file)
• More active Pos. (this employee has more active positions, which are possible in this pay slip for this period; the data in the column Pos. is colored).

All other records are marked for transcription and are not colored. Coloring can also be changed as far as the box in column Sel. is checked and the warning color changes so only the remainder of the data where the Warning occurred. Always remains colored field Employee with the color for warnings.

Sel.

We check the box in case we want the selected positons to be transferred in the payroll preparation.