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 open enrollment is not open. 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, and then select Deductions. On the Effective Deduction Changes page, select Import, and then complete the following steps:

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 in 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 a field requires numeric data and the external file 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 file extension for the import 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 however 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 one of the following extensions: *.xml, *.exml, *.csv, *.txt, or *.unl.

The database table that stores the benefit deduction records is bdeduct. The 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)

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

Import a File Into Effective Date Changes - Deductions

Select Human Resources > Periodic Routines > Periodic Processing > Effective Date Changes, and then complete the following steps:

1. On the Effective Deduction Changes page, select Import.

2. Select Select 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 select Open to display the path and file name in the File to Import field.

4. Select Load.

5. In the Import File Data section, select the line to use for Column Titles, and select Set Column Titles. The data selected will appear in the section's column headings.
   If you selected the wrong line, select Reset Column Titles to restore it to the list, then 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, select the first line in the range, and then select the last line.

   • To select multiple lines individually, hold down the Ctrl key and select each line.

   • To select all lines, select Select All.

7. After selecting the lines, select 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 to the column's user-friendly name and cannot be changed. Map the additional fields accordingly.

9. Select 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. On the Static Column Value Mapping page, required fields from the database table that were not mapped on the Define Column Mapping page will be displayed. Add values as needed. Select Append Row to add other fields that have not been mapped if needed.

11. Once the static mapping is complete, select Next.

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

The ability to add or update an import mapping on the Save Import Mapping page depends on security.

13. Select 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:

    • Select Print to print the listing of errors.

    • Select Import on the Action Bar to import any successes. If there are no successes, this item will not display.

    • Select Back to exit, correct the file, and then re-run the import procedure.

15. If there are no errors, or if you selected the Import item in the last step, a Confirmation dialog will appear.
    Select Yes to import the file and generate a final Confirmation.

The batch employee deduction records will now be displayed on 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 field requirements of the database table.

Static Column Mapping Page

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

Save Import Mapping Page

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

Import Status Page

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