Import Employee Deductions

The Import Batch Deductions page allows users to load deduction records from files stored on either your computer or network server into Effective Date Changes - Deductions. The import allows new deductions to be entered for an employee, even if it is not open enrollment. However, it does not support Bonds or Child Support Garnishments.

Menu Path

From the Human Resources menu, select Periodic Routines. From the Periodic Processing menu, select Effective Date Changes, then select Deductions.

Use the Import Wizard

The Import item on the page's Action Bar launches a wizard that will take you step by step through:

• Loading the file.
• Mapping the columns on the file to the fields in the database table.
• Mapping static columns that are required by the Import option, but not defined in the file.
• Saving the mapping that was created to be used for future file imports.
• Generating a list of warnings and error messages found during the data validation. These are the same messages a user will receive if manually adding a certification area record.

File Requirements

Your ability to import a file depends on the following:

• The data in the file's fields must comply with the field requirements in Employee Deductions records. For example, if field requires numeric data and the file in the external contains characters, the system cannot import the file.
• The file must be formatted as XML Spreadsheet 2003, Comma Separated (CSV), Tab-Delimited (TXT), or Pipe-Delimited ("I").
• The extension on the file to be imported must be *.xml, *.exml, *.csv, *.txt, or *.unl.
• You must have the appropriate security resource to access the Import item.

Create Files for Import

Users can create the file to be imported into the table in any manner they choose. The easiest way is to use a spreadsheet program. The fields in the file can be entered in any order. Once the file is created, it needs to be saved with the extension of *.xml, *.exml, *.csv, *.txt, or *.unl.

Required fields must be included in the file or entered in the wizard's Static Column Value Mapping page. Defaults will display on the Static Column Value Mapping page, but may be changed. 

The database table used to store the benefit deduction records is bdeduct. Following are the database names of the table's fields and their descriptions:

• bdeduct.account (Deduction Account)
• bdeduct.addl_ded_gross (Employee Additional Gross)
• bdeduct.addl_frng_gross (Employer Additional Gross)
• bdeduct.arrears (Arrears)
• bdeduct.bank (Bank Code)
• bdeduct.bank_acct (Bank Account)
• bdeduct.beff_date (Benefit Effective Date)
• bdeduct.bt_code (Transaction Code)
• deduct.chk.ind (Check Indicator) - Required - default is X
• bdeduct.cont_amt (Benefit Amount/Rate)
• bdeduct.ded_amt (Deduction Amount/Rate)
• bdeduct.ded_cd (Deduction Code)- Required
• bdeduct.eff_date (Effective Date) - Required
• bdeduct.empl_no (Employee Number) - Required
• bdeduct.max_amt (Maximum Deduction)
• bdeduct.max_fringe (Maximum Benefit)
• bdeduct.num_deds (Number of Times) - Required - default is 1
• bdeduct.post_flg (Post Flag) - Required - default is Y
• bdeduct.start_x (Start Date)
• bdeduct.status (Status) - Required - default is A
• bdeduct.stop_x (Stop Date)

When importing updates for existing employee deductions, the updates must be in the file. The import will not use values from the Static Column Value Mapping page for updates with the exception of fields that only exist in the bdeduct table. These values are used when adding new deductions to employee records. If an update is to make a field blank, that update will need to be done on the Effective Changes Deductions page once the record has been imported.

Following is the procedure to import a file into Effective Date Changes - Deductions. At any time in the import wizard, click Next to advance to the next page. Click Previous to go back to the previous page. Click Cancel to return to the Effective Deduction Changes page.

Import a File Into Effective Date Changes - Deductions

Display the Effective Deductions Changes page by selecting Human Resources > Periodic Routines > Periodic Processing > Effective Date Changes, and then completing the following steps:

1. On the Effective Deduction Changes page, click Import.
2. Click Click to upload a file in the File to Import field to locate the file to import from your computer or network.
3. Select the desired file, and click Open to display the path and file name in the File to Import field.
4. Click Load.
5. In the Import File Data section, select the line to use for Column Titles, and click Set Column Titles. The data selected will appear in the section's column headings.
   If you selected the incorrect line, click Reset Column Titles to reinstate the line in the list, and repeat the step with the correct line selected.
6. Once the column titles are set, select the lines to import from the file.
   • To select a range of lines, hold down the Shift key, click the first line in the range, and then click the last line.
   • To select multiple lines individually, hold down the Ctrl key, and click each line.
   • To select all lines, click Select All.
7. After selecting the lines, click Next.
8. In the Define Column Mapping page:
   Select a mapping in the Saved Import Mapping field.
   or
   Tab into the Table Field column for the first Import File Column, and select the file column from the database table to map to the column listed in the Import File Column field on the left. The Field Description column defaults the column's user-friendly name and cannot be changed. Map the additional fields accordingly.
9. Click Next.
   • If the data in the file does not meet the requirements of the database table, the Import Errors page will display. You cannot proceed until either the file or the mapping is corrected.
   • If there are no errors but some required fields from the database are not mapped, the Static Column Value Mapping page displays. Complete Steps 10-11.
   • If there are no errors and all required fields are mapped, proceed to Step 12.
10. In the Static Column Value Mapping page, required fields from the database table that were not mapped on the Define Column Mapping page will display. Add values as needed. Click Append Row to add other fields that have not been mapped if needed.
11. Once the static mapping is complete, click Next.

12. In the Save Import Mapping page, enter a unique name to identify the mapping, and then complete the following fields:

    Mapping Name	If desired, assign a unique mapping name. Character/38
    Owner	User name of the person importing the file. Display only.
    Public	Select the checkbox to enable others to use the mapping file.
    Restricted	Select the checkbox to prevent others from changing the mapping file.
    Save Options	Select: Create new mapping: Create a new mapping file under the name assigned. Update existing mapping: Save changes to an existing mapping file. Not available when you create a new mapping file or if changing the file is restricted. Do not save mapping: Only use the mapping for the current file.

    The ability to add and update an import mapping on the Save Import Mapping page is dependent on security.

13. Click Finish to exit the Import wizard.
14. If any errors or warnings are encountered during data validation when the file is imported, the Import Status page displays. The page lists the errors and warning messages.
    
    • The Display Results field provides options for controlling the display: Warnings Only, Errors Only, Warnings/Errors Only, or Show All.
    • The page's Line # column lists the line numbers in the import file for finding the data that must be corrected.
    • The Summary Information section displays the number of Errors, Warnings, and Successes.
      At this point, you can:
    • Click Print to print the listing of errors.
    • Click Import on the Action Bar to import any successes. If there are no successes, this item will not display.
    • Click Back to exit, correct the file, and then re-run the import procedure.
15. If there are no errors or you clicked the Import item in the last step, a Confirmation dialog will display.
    Click Yes to import the file and generate a final Confirmation.

The batch employee deduction records will now display in the Effective Deduction Changes page.

Fields and Descriptions

File Import And Data Selection Page

This page allows users to initiate the Import wizard and select the file and records to import.

Define Column Mapping Page

This page allows users to map the columns in the file to be imported with the fields in the database table

Import Errors Page

This page generates a list of errors when the data in the file does not match the requirements of the fields in the database table.

Static Column Mapping Page

This page allows users to statically map required fields in the database table to a value. The values the user enters applies to all lines of the file being imported.

Save Import Mapping Page

This page allows users to save the mapping created and enter related settings.

Import Status Page

This page displays any error and warning messages generated during validation of the import's data.