If you are needing to update employee deductions in bulk, you can do this via the Payroll settings > Import pay run inclusions page.
This article contains the following information:
Exporting a file template
To help with the process of importing employee deductions in bulk, it's recommended that you first obtain a file template by going to the Payroll settings > Data extracts page and exporting one. Simply select 'Employee deductions' as the 'Data type', and the required 'File format':
Once you click 'Download', the export file will contain the following headers:
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Employee Id |
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Employee First Name |
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Employee Surname |
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Employee External Id |
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Id |
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Deduction Name |
Options are:
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Deduction Type |
Options are:
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Amount |
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Paid To |
Options are:
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Paid To Account Name |
Options are:
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Payment Reference |
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Preserved Earnings |
Options are:
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Preserved Earnings Amount |
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Preserved Earnings Amount Not Reached Action |
Options are:
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Carry Forward Unpaid Deductions |
Options are:
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Carry Forward Unused Preserved Earnings |
Options are:
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From Date |
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Expiry Date |
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Maximum Amount Paid |
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Total Amount Paid |
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Notes |
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Deduction Frequency |
Options are:
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Use this template in order to enter the required data that is to be imported back into the system.
Instructions for import fields
The following information applies to each field upon import:
- EmployeeID: Mandatory;
- EmployeeFirstName: Changes made to this field will not be imported. Changes should be made via the employee import;
- EmployeeSurname: Changes made to this field will not be imported. Changes should be made via the employee import;
- EmployeeExternalId; Changes made to this field will not be imported. Changes should be made via the employee import;
- Id: This is the system Id, and only applicable for existing deductions. If you provide an Id that matches an existing deduction, that record will be updated. If this field is blank, a new record will be created;
- DeductionName: Mandatory. Only values listed in the drop down are accepted, and these represent the active deduction categories associated with the business;
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DeductionType: Mandatory. Only values listed in the drop down are accepted, and these represent the active deduction categories associated with the business.
- Amount: Mandatory. Only numbers accepted. The value provided here will be set in the RM or % field according to what was selected for 'Deduction type';
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PaidTo: Mandatory. Only values listed in the drop down are accepted. The following conditions apply:
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Where the deduction payment classification is 'D3 - Zakat paid via salary deduction' the PaidTo value must be paid to Zakat;
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- PaidToAccountName: This field is mandatory if the ‘PaidTo’ value provided is ‘Paid to a bank account’. Only values listed in the drop down are accepted, unless the template is empty. If the empty template is selected, the format accepted is <bank account name> (***<last 4 digits of bank account number>). The 4 digits provided must match to an existing employee bank account that has been set up in the employee file.
- PaymentReference: This is a free text field and is only applicable if ‘PaidTo’ value is set as ‘Pay to a bank account’;
- PreservedEarnings: Only values listed in the drop down are accepted. If a value is not provided, the ‘PreservedEarnings’ option will be set to ‘Never’;
- PreservedEarningsAmount: This field is mandatory if the ‘PreservedEarnings’ value is NOT ‘Never’;
- PreservedEarningsAmountNotReachedAction: Only values listed in the drop down are accepted;
- CarryForwardUnpaidDeductions: Values are ‘True’ and ‘False’;
- CarryForwardUnusedPreservedEarnings: Values are ‘True’ and ‘False’;
- FromDate: If this is not provided, the ‘when should this pay run inclusion start?’ field in the employee’s pay run inclusion screen will be set to ‘Today’;
- ExpiryDate: Only 'ExpiryDate' or 'MaximumAmountPaid' can be set. If neither 'ExpiryDate' or 'MaximumAmountPaid' are provided, the ‘when should this pay run inclusion expire?’ field in the employee’s pay run inclusion screen will be set to ‘Never’;
- MaximumAmountPaid: Only 'ExpiryDate' or 'MaximumAmountPaid' can be set;
- TotalAmountPaid: This field is a calculated field which uses pay run data and only applies if the ‘MaximumAmountPaid’ is provided. Changes made to this field will not be imported;
- Notes: Optional. Free text field.
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DeductionFrequency: Values are 'Pay Run Earnings' and 'Total Monthly Earnings'. If this field is left blank 'Pay Run Earnings' will be set by default. Frequency determines whether a deduction is calculated for every pay run or based on month to date earnings.
Importing the deduction file
Once you have saved your import file, navigate to the Payroll settings > Import pay run inclusions page. The deduction type is set to 'Employee deductions' by default, and you simply need to 'Select file' or drag the relevant file across:
When data can only be partially imported, the system will import the records that are able to be imported and ignore the ones that can’t be imported. You see the following message if this happens, which contains 2 sections which includes the details of errors which prevented a record from importing, and details of employees that were successful :
Upon a successful import, you'll be able to see the changes within the Employee file > Pay run inclusions page.
Reports
Changes made to deductions via the via bulk import file will be listed in the employee details audit report, and can be filtered using the 'Pay run inclusions' section:
The results will display the following:
- Type of pay run inclusion
- Old value
- New value:
If you have any questions or feedback, please let us know via support@yourpayroll.io
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