This article describes Import Payroll Entries functionality, which allows to import csv files into payroll module for accurate distribution of variable payments.

Description

Import Payroll Entries tool is efficiently used when there is need to make a batch import of variable payments for multiple crew in the month.

NOTE: you can only import Payroll entries in the current period. Not possible to import entries to History using Import Payroll Entries tool.

File format

The file for import has be to a .csv type - comma, semicolon or tab used as column separator.

Columns for import:

Fields explanation

1. COMMAND is mandatory and required in order for the system to import the record in question.
   The following commands may be found:

   • COMMENT  - This record will not be imported. It most likely consists not of an import info, but various other data.

   • <blank> In the event the field is blank, then this is a record that will be imported.

2. NUMORGID is vessel org. ID that you can check in Organization Structure.

3. VESSELNO is vessel org. code that you can check in Organization Structure.

4. PERIOD must be entered in format YYYYMM.

5. ENTRYCODE is the Entry Code number

6. QUANTITY is number of days/hours for entry record

7. RATE is daily/hourly pay rate

8. TEXT normally contains comments.

9. ENTRYFIELD4-6 are fields on payroll entries used to store various info.

10. ACCOUNTDIM3-9 are entry accounting (cost) dimensions. NB: the system normally is setup to set correct info in accounting dimensions during calculation for the variable entries as well, therefore it is optional for import.

Samples of import files

1. File that includes only mandatory columns, all COMMAND rows are blank, which means data will be imported starting the 2nd row.

   

2. File that includes optional columns, all COMMAND rows are blank, which means data will be imported starting the 2nd row.

3. File that includes optional columns, some COMMAND rows are set with COMMENT - such rows contain additional data and will not be imported, in case of below sample, the import will start with 9th row.
   

Import process

You can find the Import Payroll Entries utility in Tools > Import list

In the next window:

1. Select file

2. Select correct column separator used in your file.

   If you select a column separator different from what you used in the file, this will lead to import error.

   
   

3. Use "Skip entries with existing correspondent entry" option if your import file contains entries from previous import - the system will skip them to avoid duplicates.

4. Archive the import log file.
   

   

When import is finished, the system will show you a message for successful or failed import and log file listing how many entries were created (in case of success) or reason for import failure.