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Payments & Allowances Export (Entity)

Konrad Lazutka
Updated

HR

Step-by-step guide

This guide will show you how to use the Payment & Allowances Export/Import to update employee records in bulk.

 

Contents

1. Introduction

2. Preparation

3. To Export the Records

4. To Import the Records

5. To check the data entry
 

1. Introduction

The pages work by allowing you to export the details of a subset of employee records, to then apply an Allowance or a Payment to those records and then import that data to update the employees’ records.

 

2. Preparation

Before you start there is some key information you will need to populate the import template. It is suggested to build a report as a useful reference tool for imports. It is recommended to include the following via:

  • Latest (left-hand) Menu: Reporting > Report Admin > Report Designer (licence required)
  • Pre 2025 (top) Menu: Reports > Reports Admin > Report Designer (licence required)
No Steps Criteria Notes
1 Start Design a new report You can base it on an existing report if preferred, if you already have a similar report
2 Fields Master Table: Job and Pay
  • PerID
  • Name
  • Department
  • Hourly Rate
  • Basic Pay

These are the minimum fields we recommend but you can include extra fields as needed

Hourly rate may be needed for overtime-type payments

Basic/Annual Pay may be needed for percentage-type amounts
3 Data Rules Skip this step  
4 Additional Tables
  • Allowances
  • Currencies
  • Payments
 These will appear as additional Worksheets in the report for Code Table reference purposes
5 Subset Use a subset  
6 Filter Use a filter form
Select Job and
Pay Effective filter 		This is important to ensure the information used is correct where there have been/will be Job and Pay changes in your date range which could affect the Department and/or amount if linked to rate of pay such as a Percentage or Hourly Rate
7 Finish Save your report

Remember to enable it if you wish to make it available to other users in the Reports menu

 

 

 

3. To Export the Records

  • Go to the following area:
    • Latest Menu: Job, Pay & Reward > Job and Pay Administration > Payments & Allowances Export
    • Old Menu - People Admin > Tasks > Export Entity
  • Create your required employee subset using the subset selection tool in the top right-hand corner
    From the dropdown list select whether the export is to be for Personal Allowances or Personal Payments
  • The employee records will be displayed on screen

  • Click Export
  • The data as presented on screen will be exported into a .xlsx (Excel) file
  • Click on the file to open it

  • The spreadsheet will now need to be populated so that data can be imported
Note:  This is where the suggested Job and Pay report can be useful to provide the required data. For the more experienced Excel user, you may wish to add some VLOOKUP formulae to pull data from your report into the template (eg Department description).
  • The data must be corrected and exactly match any field information in Ciphr HR eg Payment Code
Note:  It may be necessary to reference the codes tables for the appropriate information for the Allowance, Payment or Currency Codes, so this is where the suggested Job and Pay report can be a useful reference point. Alternatively within the Code Tables Report Group (Reports > Reports), there are standard reports you can refer to for each code table.
  • It may not be necessary to populate all of the columns depending on the requirements for the selected allowance of payment code
Tip:   Use our Import Export Template Guide to help you populate the columns.

Note:  It is important to ensure that the correct subset of employee records has been selected as once the import has been carried out the process is irreversible. You can manually delete records from the subset in your spreadsheet rows if they should not be included – ensure you delete the full row of any people to be excluded, as leaving names on the list with blank columns will cause an error.
  • Save the file

 

4. To Import the Records

  • Go to the following area:
    • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay Administration > Payments & Allowances Import
    • Pre-2025 (top) menu: People Admin > Tasks > Import Entity
  • From the dropdown list select whether the import is to be for Personal Allowances or Personal Payments
Notes:
  • When selecting Personal Allowances there is a choice of whether you wish to:- 
    • Insert new records (eg brand new Allowance)
    • Replace old records (eg overwrite/correct an existing Allowance)
    • Close old and insert new records (eg update an Allowance Rate from an effective date
      where Rates vary per person
  • Where the Rate is determined in the Code Table then Job and Pay records can be updated from there with the Update Allowances feature

  • Click Select Files... and locate the required file
  • Having selected the file an example of the data will be presented

  • Click Validate to check for errors in the data file
  • If there are errors these will be presented on screen and the data file (spreadsheet) will need to be edited, saved and then reattached to the import. Click on the arrow to the left of each record to expand and view the error Message(s)

  • If there are no errors then a confirmation will be presented
  • Click OK
Note:  It's not possible to continue with the import if there are errors in the data file.
  • Click Import
  • The import will take place and when complete, a report will be presented on screen detailing the data changes

 

5. To check the data entry

  • Select one of the employee records in the original subset
  • Click Job, Pay & Reward > Payments or Allowances as appropriate
  • The newly entered data will be available to view
Note: The white plus sign in a green circle indicates that the record is awaiting verification. This will be dependent on your verification configuration.

 

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