image

Import File Specifications

Import Style Specifications

image  Overview

image  Style #61 Alternative Days Taken

image  Basic Generic Import

image  Style #62 Public Holidays

image  Style #15 Add New Employee

image  Style #63 Bereavement Leave

image  Style #50 Hours Worked and Departments

image  Style #70 Holiday Pay

image  Style #51 Allowances and Deductions

image  Style #89 Delete File After Import

image  Style #52 Hours Worked & Pay Rate

image  Style #99 User Interface Customisation

image  Style #60 Sick and Special Leave

image  Inserting Comments

Overview

  • The import utility reads data from a file called IMPORT.TXT located in the same folder as the other associated payroll data files unless a path is specified.
  • The file is standard ASCII with variable length lines, each separated with a carriage return and line feed.
  • All fields are comma delimited.
  • The format of each line differs, depending on the requirements of the import.

Basic Generic Import

Each employee's data is on a separate line. Each line is structured as

ID, PR1, PR2, PR3, PR4, PR5, PR6, Ref, Units, Ref, Units, Ref, Units, etc

Every field must be delimited with a comma.

The first field is the employee ID as used in Ace Payroll.

The next six fields (PR1 to PR6) are the number of units of each of the first six user definable pay rates to be paid for the employee. If less than six rates are used, the unused fields must still be delimited with commas.

After reading the pay rates fields, the import utility reads in allowances to be paid until the end of the line is reached.

There can be any number of allowances paid. They are structured in pairs. The first element of the pair (Ref) is the allowance reference as used by Ace Payroll. The second element of the pair (Units) is the number of units of the allowance to be paid. The import utility reads these paired fields until the line ends.

The information is read into the current pay period (This Pay) for the relevant employee.

All fields after the identifier (ID) accept a maximum of eight characters of numeric data. The maximum number that can be used in each field is 9999.999. If a whole number is used you do not have to include a decimal point.

The import utility will ignore any line that contains an invalid employee identifier, and will also ignore any allowances that have not been assigned to the relevant employee.

The utility overwrites the 'This Pay' fields for the relevant imported employees but leaves all other employees alone.

Example

Employee EH has two different rates for fruit picking. Apricots have been loaded as allowance reference number 6. Peaches are reference 8 and the unit value of each of these allowances is per kilogram.

EH has picked 300 kilograms of apricots and 500 kilograms of peaches in the current pay period. The data in IMPORT.TXT for this employee will appear as

EH,0,0,0,0,0,0,6,300,8,500

Employee FJ has worked 40 hours at payrate 1, 3 hours at payrate 2, and 1.25 hours at payrate 3. Their union fee is loaded as allowance number 73 and 1 unit of this will be deducted. Their meal allowance is loaded as reference number 89 and 2 of these will be paid. The data in IMPORT.TXT for this employee will be

FJ,40,3,1.25,0,0,0,73,1,89,2

Style #50 Hours Worked and Departments

Style #50 provides a method of importing hours worked, allocated to individual departments.

Each line takes five parameters. Example lines are

#50,JE,50001,12.25,"ADMIN"
#50,JE,50001,25.5,"SALES"
#50,JE,50002,3,"TRAINING"

  • The first field #50 is the format specifier. This field specifies the way in which the contents of the line are handled, and allows Ace Payroll to add different specifications to the import utility as and when required.
  • The second field is the employee ID as used by Ace Payroll. The import utility validates this field. The user is advised of an invalid employee ID.
  • The third field is the employee pay rate we are importing data into. The first pay rate is 50001, and the 20th and current maximum pay rate is 50020.
  • The fourth field is the number of units.
  • The fifth field is the department, as described in Ace Payroll, against which the units imported are to be allocated. Note the department description is used rather than an internal reference number. This field takes a maximum of 10 characters. Case is ignored.

Style #51 Allowances and Deductions

This style is used in conjunction with style #50, and enables the import of allowances and deductions. By combining styles #50 and #51 within the same import file, pay rates and allowances can be imported.

Style #51 takes four parameters. An example is

#51,FJ,73,1
#51,FJ,89,2

  • The first field #51 is the format specifier. This field specifies the way in which the contents of the line are handled, and allows Ace Payroll to add different specifications to the import utility as and when required.
  • The second field is the employee ID as used by Ace Payroll. The import utility validates this field. The user is advised of an invalid employee ID.
  • The third field is the reference number used by Ace Payroll that refers to the allowance or deduction being imported. The import utility validates this field, and advises the user if it is unused by either the organisation or the employee.
  • The fourth field is the number of units.
  • Any fields after the fourth parameter are ignored.

The last example given for the generic import utility was

FJ,40,3,1.25,0,0,0,73,1,89,2

This can be replaced completely using styles #50 and #51. Using these styles, the same functionality is provided by

#50,FJ,50001,40, - 40 hours at first pay rate
#50,FJ,50002,3, - 3 hours at second pay rate
#50,FJ,50003,1.25, - 1.25 hours at third pay rate
#51,FJ,73,1 - 1 unit of allowance 73
#51,FJ,89,2 - 2 units of allowance 89

Style #52 Hours Worked & Pay Rate

This style imports into Ace Payroll the hours worked by an employee, together with the hourly rate to be paid.

Each line represent the hours and rate to be paid for each of an employee pay rates.

A style #52 line has five fields. An example is

#52,FJ,50001,40,15.75 - First pay rate 40 hours @ $15.75
#52,FJ,50002,3,12.70 - Second pay rate 3 hours @ $12.70
#52,FJ,50020,1.25,18.00 - Twentieth pay rate 1.25 hours @ $18.00

  • The first field #52 is the format specifier. This field specifies the way in which the contents of the line are handled, and allows Ace Payroll to add different specifications to the import utility as and when required.
  • The second field is the employee ID as used by Ace Payroll. The import utility validates this field. The user is advised of an invalid employee ID.
  • The third field is the employee pay rate we are importing data into. The first pay rate is 50001, and the 20th and current maximum pay rate is 50020.
  • The fourth field is the number of units for that rate.
  • The fifth field is the dollar value of the rate to be paid for that rate.

Style #89 Delete File After Import

image
  • The supplier of an import file can specify, within the file, that it is to be deleted by Ace Payroll after being successfully imported.
  • The user is advised of the pending deletion with the above message, but has no control over the deletion.
  • This is done by placing a #89 line anywhere in the file.

For example

#89

deletes the file after importation. To provide more detail within the import file, you could precede the #89 line with a comment. For example

! delete file after importing
#89

User Interface Customisation

Style #99 introduces the facility for the supplier of an import file to communicate with the Ace Payroll user, via the import file, without the user having to open the file in Notepad or similar.

image

The text circled in yellow is created by placing the following line anywhere in the import file

#99,"[center]Hi John. This file contains attendance records for the[br][b]week ending 22/06/2003[/b][/center]"

Note the following

  • The parameter can contain simple HTML formatting tags, which will be correctly rendered in the message shown.
  • In the above example, we replaced the HTML opening and closing tags with [ and ] only so that the line itself was not rendered. The standard greater and less than HTML tags should be used.
  • A maximum of 225 characters are supported for the message.
  • The entire message should be enclosed in double quotes as shown in the example.
  • You can test the message by creating an import file that contains just the #99 line, with no other data. Because the file contains no employee data, it is always validated correctly.

Inserting Comments

Comments can be inserted into any part of the file by either

  • Using a style #0 as the line specifier, for example
    #0,"This is a comment"
  • Placing an exclamation mark at the start of a line, for example
    ! This is a comment

Comments work on a line by line basis. To comment out a block of lines, every line in the block must be commented as shown.

Import Style Specifications

image  Overview

image  Style #61 Alternative Days Taken

image  Basic Generic Import

image  Style #62 Public Holidays

image  Style #15 Add New Employee

image  Style #63 Bereavement Leave

image  Style #50 Hours Worked and Departments

image  Style #70 Holiday Pay

image  Style #51 Allowances and Deductions

image  Style #89 Delete File After Import

image  Style #52 Hours Worked & Pay Rate

image  Style #99 User Interface Customisation

image  Style #60 Sick and Special Leave

image  Inserting Comments

Associated Documentation

image  System Information Utility

image  Importing Data Into Ace Payroll

Alphabetical Index   FAQ Questions   FAQ Contents Back to top