Importing - an overview

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The import function allows you to enter large quantities of data without keying in the entries.

 

The import spreadsheets are Microsoft Excel files and must follow the file formats. A link to the pro-forma spreadsheet is available from the Programs menu on your Start Bar. Additionally the spreadsheet is also available in the Support directory on your installation CD. Alternatively, if you export you may re-import the same spreadsheet having edited the data.

 

The data that you wish to import is determined by the sheet name in the spreadsheet, and the column headings. The order of the sheets and columns is not relevant. (This means that it is possible to delete unused worksheets and columns without affecting the validity of the import template allowing you to work with a more manageable spreadsheet.)

 

The acceptable formats for the data are indicated at the top of each respective column. Please make sure that you are using the template for the correct version of the software.

 

It is not possible to import data which is in an invalid format. However, the import function will generate an error file detailing the invalid data. This error file can be saved, edited and re-imported in its standard format. Reasons for the error will be shown at the end of each line in the file.

 

When importing benefits with valid entries to employees already having benefits, you will be asked whether you wish to replace existing entries in their entirety or add additional benefits. If optional columns are missing or contain blank entries, the existing values will be retained.

 

Where you have an import file with more than one employee with the same National Insurance number, this will give rise to a validation error (which you will need to correct before import). Where you import employees and the National Insurance number already exists within the P11D file then the program will ask you if you would like to update the employee details.