Importers¶
Upload Wizards allow objects of a single kind such as ReportDefinitions or PayDefinitions to be uploaded. In contrast, paiyroll® Importers allow an entire company structure to be uploaded, including:
The Company
Departments
PayDefinitions
ReportDefinitions
WorkflowDefinitions
Employees
PayItems
PaySchedule
Since the Company object is specific to a country, the importers are also specific to a country. The available importers are presented on the Importers page:
As unconfigured importers sitting on Shelves organised by country which can be Start-ed.
Once Start-ed, the now-configured importer also appears on the Workbench. From here, an importer can be re-Start-ed or the results of the previous run can be View-ed.
Note that no credentials are imported; these must be re-established once you are satisfied it is appropriate to do so.
See also The Toolshed which supports repeated and specialised changes.
GB Importers¶
GB HMRC FPS¶
This importer provides a very rapid result based on importing a simple HMRC FPS.XML file. Optionally, supplementary employee details and payment history data can be imported using extra files.
The FPS.XML file is normally available from your existing in-house payroll system or from your outsourced payroll partner. The file format is specified by HMRC, and is changed each tax year. paiyroll® supports formats starting from tax year 2018-2019.
File |
Types |
Notes |
|---|---|---|
FPS XML |
.xml |
HMRC RTI Full Payment Submission |
Worker Details |
.csv, .ods, .xls, .xlsx |
Supplementary worker details |
Payment History |
.csv, .ods, .xls, .xlsx |
Actual payments for the pay schedule to be selected |
Holiday History |
.csv, .ods, .xls, .xlsx |
Holiday earnings (weekly basis) |
The file can contain information for several pay schedules; these can be selected individually, and merged as required.
A verification pay run for the selected pay date is created.
Post-import actions¶
Before proceeding, please complete the following steps:
All the results are under a Company called “Test company” by default. Some fields are set with defaults which should be updated as appropriate.
Review and update the created company structure including Department, PayDefinitions and ReportDefinitions.
FPS files do not contain previous pay or previous tax for new starters. You must add these details for all new starters in the imported tax year (see the import log for all affected starters).
Assuming a recent FPS was uploaded, it is recommended that you use My Data Feeds GB HMRC DPS (Data Provisioning Service) to import updated coding notices from HMRC. DPS P6/ P9 should include previous pay/ tax details which are automatically applied to the employee’s PAYE PayItem. Enter your HMRC credentials into the GB HMRC DPS report and Start the feed. Note: as the report is a feed, it can only pull data from HMRC and there is no risk of accidental submission.
if you have a P6/P9 HMRC coding notice, add previous pay/ tax details to the employee’s PAYE PayItem.
else if you have a P45, add previous pay/ tax details to the employee’s P45 section.
Repeat the pay run, and check that the results are as expected.
At this stage, the imported PayItems are based on the information available in the FPS. You should replace or supplement these using more powerful PayDefinitions such as Salary, Pension and so on.
GB Sage 50¶
This importer provides a comprehensive result based on importing files exported from Sage 50. This includes historical information for compatibility with GB statutory leave, holiday and average weekly earnings legislation.
File |
Types |
Notes |
|---|---|---|
Employees |
.csv, .ods, .xls, .xlsx |
Employee details |
YTD |
.csv, .ods, .xls, .xlsx |
Year To Date totals |
Payment History |
.csv, .ods, .xls, .xlsx |
Actual payments for the pay schedule to be selected |
Holiday History |
.csv, .ods, .xls, .xlsx |
Holiday earnings (weekly basis) |
The first two files can contain information for several pay schedules; these can be selected individually, and merged as required. The third file must be chosen to match the selection.
An interim pay run for the pay date following the one selected is created.
Post-import actions¶
Before proceeding, please complete the following steps:
All the results are under a Company called “Test company” by default. Some fields are set with defaults which should be updated as appropriate.
Review and update the created company structure including Department, PayDefinitions and ReportDefinitions.
At this stage, there are very limited imported PayItems available in the Sage 50 files. You should replace or supplement these using more powerful PayDefinitions such as Salary, Pension and so on.