This article will guide you through the process of adding pay data for employees in bulk using the Import Pay Items feature.
Quick Navigation
Accessing the Import Pay Item Screen
To access the import pay item screen, follow these steps:
Navigate to the dashboard by clicking on the logo. This will take you to the Company List page.
Locate the relevant company and click either the People icon
or the Edit icon
in its row.Select the Payroll tab and click on the Import Pay Items button to open the import screen.
Importing Pay Items
On the Import Pay Items screen, you will find three main options:
Download Import Template
Upload Completed File
View Import History
Downloading the Pay Item Import Template
To ensure accurate formatting, begin by downloading the official import template:
Click Download Import Template.
An Excel file will be downloaded with the following column headers:
Column Name | Description |
Pay Cycle* | The pay cycle associated with the employee. |
Employee Number* | The unique identifier for the employee (case-sensitive). |
Pay Item* | The pay item name. This must already exist in the system. Learn how to create/access pay items. |
Pay Item Start Date (Applies To Recurring Pay Items Only) | The date when the pay item should begin (Required for recurring pay items) |
Pay Item End Date (Applies To Recurring Pay Items Only) | The date when the pay item should end (Optional; used for recurring pay items) |
Unit* | The number of hours or units worked. |
Rate* | The applicable pay rate. |
Notes | Optional notes. Stored only with one-off pay items. |
Payslip Notes | Notes regarding the pay item will appear on the payslip under the corresponding pay item. |
Fields marked with an asterisk (*) are mandatory.
Uploading the Completed Pay Item Template
Once you've filled out and saved the template:
Return to the Import Pay Items screen.
Upload the file by either:
Dragging and dropping it into the upload area, or
Clicking Browse to select the file from your device.
Notes:
You can upload up to five files at a time.
Files can be removed by clicking the delete icon next to them.
Click Upload to start the import process. After uploading, wait for the upload task to finish before reviewing the results.
Uploaded Data - Preview & Completion
After uploading the file, the status will show as Uploading, and the pop-up below will show that the upload task has been initiated.
Once it's done, another pop-up will show that the task has been completed. Once it's completed, you will be able to see successful and failed records, and the status will be shown as Draft. (Import is not completed at this stage).
If you think the data is wrong, you can delete the entire import at this stage by clicking the "bin" icon.
Note: You won't be able to delete the entire import once it's marked as completed at a later stage.
If you click the "download" icon, the file you have uploaded will be downloaded.
If you click the eye icon, you can now preview your data in Payroll Imports before completing the upload. You’ll see a detailed breakdown of which records have been successful or failed, along with the uploaded amounts. The total amount shown at the top is the sum of all successful records.
When you view this screen, it will show the successful records by default. If you click "Download Successful Records", the report with successful records will be downloaded.
If you go to "Failed" ones, you will be able to see the reason for the failure against each failed pay item, and you will be able to download the failed records by clicking "Download Failed Records".
You have the option to edit and sort out the error (or) delete that line item by clicking the "bin" icon. When you click Edit, the screen below will show you the details of the upload and the error, where you can edit and save the line item again. If this is correct, it will move to the successful tab.
After reviewing the Failed records, you can click Mark as Completed to finish the upload. Only the Successful records will be processed as part of the upload.
The completion task will be initiated, and the message will show at the bottom. Once it's fully completed, another message will come up to show that it's completed, and the import status will be changed to "Processed".
After completion:
You can view the detailed breakdown of successful and failed records by clicking the "eye" icon.
You can also download the success & error file. If you want to see the file you've uploaded, you can click the "download" icon to download it.
Viewing Pay Item Import History
To review past imports, click Import History on the Import Pay Items screen.
It provides a comprehensive view of all imports within the company. The following columns are displayed to access information easily.
Import ID – System-generated unique Number for the Import
Date – Date of the file upload
Successful Records – Number of successfully imported entries.
Failed Records – Number of entries that failed to import.
Status – Status of the Import (e.g., Uploading, Uploaded, Draft, Processing, Processed, Error, Header Mismatch, Mapping, Reverted)
Actions – Options such as viewing the breakdown and downloading success or error or uploaded files.
Import History Filters
In the import screen, please click on the Filter icon 
to expand the view below. Click the filter icon again to collapse the filter section.
You will have the following filter options:
Import ID
Upload Date
Import Status
After filling in the fields, click Search to filter the list of pay items. To remove all entered filters and start fresh, click Reset.
Import Pay Items Errors
If an import fails:
Look at the Status column in the Import History.
If the status is Processed with errors:
A red Error File icon will be available in the Actions column.
Download the file and check the Error Message column for details.
Please correct the errors and re-upload the file, or update the error file and upload it.
If you see a Header Mismatch error:
This typically indicates the column headers in your file do not match the required template.
Download a fresh copy of the import template.
Copy your data into the new file to ensure the format is correct.
Re-upload the updated file.
To return to the import screen, click the orange back icon next to the Import History title.
Reverting Pay Item Import
To revert an imported pay item, i.e., a processed pay item import, navigate to the Pay Item Import History and click the Revert Import icon next to the relevant import.
In the confirmation pop-up, click Proceed to confirm the action and revert the import.
Note: You can only revert a pay item import when the payroll is in Unlocked status. If the payroll is locked, you must unlock it before reverting the import.
Removing Pay Item Import
You can delete a pay item import only when it is in Draft status. To delete a draft import, navigate to Pay Item Import History and click the Delete Import icon next to the relevant import.
A confirmation pop-up will appear. Click Proceed to confirm and delete the import.
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