To import deductions the steps are the same as for importing payments however, you will need to use the one of the Deduction templates (available at the end of this article). Go to the current open pay run, and click the button in top right corner, then select New bulk import.
When importing a file you can choose from the below behaviours.
New payment/ deduction behaviour:
- Create New payment - (default) if there is no deduction, the import will create one
- Ignore these records - if there is no deduction, the import will not create one
Existing payment/ deduction behaviour:
- Update payment - (default) if there is an existing deduction, the import will update it
- Ignore these records - if there is an existing deduction, the import will not update it.
To import data into a pay run, create a CSV file with column headings that match those below.
Include a row for each deduction you want to add to each employee. For example, to deduct a loan amount and a rent add 2 lines in your file with the same Employee Code or Pay ID, one with Deduction Type 'loan' and one with Deduction Type 'rent'.
If you plan to upload multiple files or need to make corrections by uploading a file again, make use of the Reference column.
Column Definitions
| Field / Header | Example | Notes |
| Pay ID / Employee Code | P1 / EC1 | Can be Employee Code or RTI Payroll ID |
| Cost Code | CCA | Optional cost code to use in reports |
| Deduction Type | gross | The ID of the Deduction Pay Element you have in the Company Setup |
| Description | Deduction from Gross | The name/ description for this deduction that will be visible on the employee's payslip. If empty, a sensible default will be used. |
| Amount | 150.00 | The amount to be deducted. |
| Reference | R1 | Optional unique reference for this import. |
Further Notes
ID
Either the RTI Payroll ID (Pay ID) or the Employee Code can be used to find which employee to add the deduction to.
Rows are grouped by the ID and if an employee is found a deduction is added to the pay run with a line for each matched row in the import file.
Reference
The reference column can be used to overwrite previous uploads. For example, if you are managing salaries in our software, but importing overtime hours from an external system you could add that system's name to the reference column. If you discover a mistake has been made after importing the file, importing another file with the same reference will overwrite the data from the original file.
| Note: We always advise to use the Reference column. This allows you to override the previous import by using the same reference. |
Cost Code
The cost code can be used to group deductions in the costings report, as well as to create rules in the Journal export.
Adding Custom Fields
Analysis fields are user defined fields you can set up to hold any information you would like them to. These can be entered under custom fields and included in the deduction file.
To import custom fields, include additional columns at the end of the import with "AN_Custom Field Name" as the heading. You will then be able to import any number of custom fields alongside the deductions you're importing. For further guidance on creating these please see our help section Custom Fields.
Examples
To get started quickly, use one of these example templates:
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