Employee Master - Bulk Changes

If you would like to change information for a number of employees in the Employee Master this can be done in bulk by doing the changes in a spreadsheet and importing the changes.

This is done in 3 steps:

Step 1 - export employee details to spreadsheet

Step 2 - make changes in the spreadsheet 

Step 3 - re-import the spreadsheet back into the payroll

Step 1

The 'Employee Master - One Line Detail' report is often quite a useful report to use.  Export this report to spreadsheet.  To do this:

- Go to the 'View', then 'Edit Menu Listings', Employee Master', then 'One Line Detail' menu options

- View the report

- Click on the Excel icon at the top of the screen

- Excel will open automatically and the report will be displayed

- Delete the first line of the spreadsheet

- Format Column A so that the employee codes have preceding zero's exactly like in your payroll (See 'FORMAT' heading below)

Step 2

- For each field being changed in the Employee Master insert a column and give it a column heading (The fields that can be changed are listed under 'Fields' below).

- Enter the details to be entered/ changed

- Save and close the spreadsheet

Step 3

Re-import the spreadsheet back into the payroll

- Go to the 'Utilities', 'Imports', 'Microsoft Excel', 'Employee Master' menu options

- Search for, and select, the file you saved in Step 2 

- Once the system has collected the details from the file it will show a window with the title "Import Employee Master From CSV or XLS file"

- The spreadsheet column headings will be listed on the left hand side of the screen

- The Employee Master fields will be listed on the right hand side of the screen

- Highlight the Employee Code spreadsheet column on the left hand side then highlight the corresponding field on the right 

- Click 'Assign' 

- Then, highlight the first (and subsequent) spreadsheet column/s on the left hand side then highlight the corresponding field/s on the right 

- Click 'Assign' each time

- If the first row contains column headings, Tick the 'Strip out Header Record?' option.

- After assigning all spreadsheet fields to the correct Employee Master fields, click 'Ok'

- Click 'Yes' on the popup window.

- Click on 'OK' after import is completed.

FORMAT

To format the Employee Code column in your Excel spreadsheet so that there are preceding zero's in line with that in your payroll:

- Highlight the column

- Go to the 'Format', then 'Cells' menu options

- Under the heading 'Category' select 'Custom'

- Remove the word 'General' under 'Type' and replace it with the number of Zero's equal to the number of characters in your Employee code eg. 0000 for a four digit Employee Code 

FIELDS

Fields that an be changed in the Employee Master:

- EMPLOYEE CODE

- PAYMENT RATE     

- PAYMENT BASIS (P/H/D)

- SURNAME

- FIRSTNAMES

- OTHERNAMES

- GENDER (F/M)

- BIRTH DATE

- NATIONAL ID

- CLOCK NUMBER

- MARITAL STATUS (S/M/D/W/O)

- MAIDEN NAME

- NATIONALITY

- NSSA NUMBER

- POSTAL ADDRESS LINE 1

- POSTAL ADDRESS LINE 2

- POSTAL ADDRESS LINE 3

- POSTAL CITY

- TELEPHONE

- P6 SERIAL NUMBER

- DATE ENGAGED

- DATE TERMINATED

- OCCUPATION

- POSITION

- NEC GRADE

- GRADE

- DIRECTOR

- PENSIONER

- DEPARTMENT

- PAYPOINT

- COST CENTRE

- PAY METHOD (1 CASH 2 CHEQUE 3 TRANSFER)

- NAME ON CHEQUE

- LEAVE ENTITLEMENT

- TAX DIRECTIVE

- NEC NUMBER

- TAX METHOD (F-FDS FORECAST, A-FDS AVERAGE, P-PAYE

- TRADE UNION NUMBER

- BANK CODE

- ACCOUNT NUMBER

- EMPLOYEE TYPE

- LEAVE BALANCE

For more information see: Excel Spreadsheet