Time Transaction Import Format
The Import Time Transactions item in the Pay menu is used to import time transactions from non-MYOB software. Transactions can be imported from files in the DBF, CSV or TXT formats.
NOTE: The Import Time Transactions menu item must be enabled on the Other Setup section of the Setup Payroll window.
The following is a file specification for a transaction file from which Exo Payroll can import data from non-MYOB sources into the Current Pay. This file can potentially hold wages, allowances, deductions and all manner of paid leave transactions, along with job costing information where applicable.
The import file should contain all wages and time based allowances for the employees for the whole current pay period. The file must be named TIMETRAN.DBF, TIMETRAN.CSV or TIMETRAN.TXT, and must be copied to the root directory of the Exo Payroll installation (usually C:\Payrollv).
Structure for the TIMETRAN.DBF Table
Field | Field Name | Type | Width | Decimals | Example |
1 | STAFF_CODE | Numeric | 6 | 0 | 9 |
2 | TYPE | Character | 1 | A | |
3 | UNITS | Numeric | 8 | 2 | 40.00 |
4 | WAGE_TYPE | Numeric | 6 | 0 | 1 |
5 | ALLOW_CODE | Numeric | 3 | 0 | 3 |
6 | COSTCENTRE | Numeric | 12 | 0 | 12 |
7 | UNITS2 | Numeric | 8 | 2 | 40.00 |
8 | WAGECODE | Numeric | 1 | 0 | 1 |
9 | RATE | Numeric | 8 | 4 | 12.9975 |
10 | DESCRIPT | Character | 60 | Alternate description | |
11 | DAYSTAKEN | Memo | n/a | 01/05/2008 | |
12 | SICK_NOMED | Numeric | 6 | 2 | 16.00 |
NOTE: Dates in the DAYSTAKEN field are delimited by a carriage return and line feed (CR/LF).
Structure for the TIMETRAN.CSV File
Field | Field Name | Type | Width | Decimals | Example |
1 | STAFF_CODE | Numeric | 6 | 0 | 9 |
2 | TYPE | Character | 1 | A | |
3 | UNITS | Numeric | 8 | 2 | 40.00 |
4 | WAGE_TYPE | Numeric | 6 | 0 | 1 |
5 | ALLOW_CODE | Numeric | 3 | 0 | 3 |
6 | COSTCENTRE | Numeric | 12 | 0 | 12 |
7 | UNITS2 | Numeric | 8 | 2 | 40.00 |
8 | WAGECODE | Numeric | 1 | 0 | 1 |
9 | DESCRIPT | Character | 60 | Alternate description | |
10 | DAYSTAKEN | Character | n/a | 01/05/2008|02/05/2008|03/05/2008 | |
11 | RATE | Numeric | 8 | 4 | 12.9975 |
NOTE: Dates in the DAYSTAKEN field are delimited by the | (pipe) character.
Structure for the TIMETRAN.TXT File
Field | Field Name | Type | Width | Decimals | Example |
1 | STAFF_CODE | Numeric | 6 | 0 | 9 |
2 | TYPE | Character | 1 | A | |
3 | UNITS | Numeric | 8 | 2 | 40.00 |
4 | WAGE_TYPE | Numeric | 1 | 0 | 1 |
5 | ALLOW_CODE | Numeric | 3 | 0 | 3 |
6 | COSTCENTRE | Numeric | 12 | 0 | 12 |
7 | UNITS2 | Numeric | 8 | 4 | 12.9975 |
Field Formats and Codes
Field | Possible Values | Description |
STAFF_CODE | 1 to 999999 | Unique identifier for a specific employee. This must match the existing Code for the employee in Exo Payroll, as displayed on the Employee Maintenance screen. |
TYPE | H | Wage Hours - If a value is specified in the RATE field, this will be used as the hourly rate; otherwise the employee's default is used. Wage hours can have blank Cost Centres. If the COSTCENTRE field is blank, the import routine will apply the employee's default. |
A | Allowance - For Allowances already allocated an identifier. The identifier, which is the value in ALLOW_CODE, must already exist in Exo Payroll. Allowances require units, wage type, and optionally Cost Centres to be entered, and will ignore all subsequent fields except RATE. When importing Allowances, the wage type cannot be blank. If you are performing an import for Allowances, and are not requiring a wage type, set all values to "1". Optionally, you can enter a wage rate. If you require this, the RATE field must be populated, but UNITS2 and WAGECODE must be blank. | |
S | Sick Leave - This is the total hours or days paid to this employee in this import period. | |
O | Annual Leave - This is the sum of all hours or days paid as standard holidays for one employee in this import. | |
D | Days/Hours Paid - Only one type D transaction per employee is allowed. | |
E | Deduction - This is for Deductions already allocated an identifier. The identifier, which is the value in ALLOW_CODE, must already exist in Exo Payroll. | |
L | Time in Lieu | |
N | Long Service Leave | |
R | Rostered Days Off - This is the number of hours to appear in the Hours to Reduce field on the RDO section of the Leave Management window. | |
U | Unpaid Leave | |
UNITS | -9999.99 to 99999.99 | The number of units for a transaction. |
WAGE_TYPE | 1 to 9 (TXT) 1 to 999,999 (CSV & DBF) | The code number of the Pay Rate Multiplier to use. |
ALLOW_CODE | 1 to 999 | Unique identifier for an Allowance or Deduction. Must be left blank if the TYPE is not A or E. For these types, it must specify an existing code (cannot be used to create a new one). |
COSTCENTRE | Unique identifier for the Cost Centre that the transaction is to be charged to. Only one Cost Centre can be assigned to a transaction; to apply multiple Cost Centres, use multiple transactions. If no Cost Centre is specified, the employee's default will be applied. | |
UNITS2 | -9999.99 to 99999.99 | The number of units to reduce this entitlement type by. For time in Lieu (type L), this is the number of hours worked. |
WAGECODE | 1 to 9 | Unique identifier of the Hourly Rate to use. If multiple Hourly Rates are not used, set this to 1. |
RATE | -9999.99 to 99999.99 | The allowance rate for type A transactions, the amount to override a wage line payment for type H (if multiple hours rates are turned off), or the number of days to reduce entitlement for type S. |
DESCRIPT | Text, up to 60 characters | A description for Allowances and wage lines. |
DAYSTAKEN | Text, formatted dd/mm/yyyy | A list of dates that the employee accrued or extended leave on. In DBF files, dates are separated by a carriage return; in CSV files, dates are separated by the | (pipe) character. |
SICK_NOMED | -99.99 to 999.99 | Number of days Sick Leave taken by the employee, for which the payroll clerk sighted no medical certificate. |
Other Considerations for Importing
Transaction units (excluding wages and allowances) must be summed where there is a common transaction type.
A discrepancy report is available showing any invalid transactions. This must be printed directly after the import.
Carer's Leave cannot be imported as part of this file.
In the CSV format there is a maximum of 25 dates of the format dd/mm/yyyy or 30 of the format dd/mm/yy per line. This is a limitation of the format itself. If more dates are required, the DBF format will need to be used.