Select the appropriate option for the desired file to import.
To import invoices, select the Options menu from the Invoices screen and then Import Invoices.
To import purchase orders, select the Options menu from the Purchase Orders screen and then Import Purchase Orders.
To import budget entries, select the Options menu from the Budgets screen and then Import Budgets.
To import cash receipts, select the Options menu from the Cash Receipts screen and then Import Cash Receipts.
To import cashed checks for check reconciliation, select the Options menu from the Check Reconciliation screen and then Import Cashed Checks.
To import checks, select the Options menu from the Checks File Maintenance screen (must be accessed from General Ledger) and then Import Checks.
To import manual journal entries, select the Options menu from the Manual Journal Entries screen and then Import Manual Journal Entries.
For Nebraska school districts only, to import the assignment information for your employees, select the Options menu from the Nebraska Staff Reporting screen and then Import Staff Position Assignments File.
To import contract wages into the Employee File, select the Options menu from within the Employee File, Import, and then Import Contracts.
To import data into a custom field in the Employee File, select the Options menu from within the Employee File, Import, and then Import Custom Fields.
To import deductions into the Employee File, select the Options menu from within the Employee File, Import, and then Import Deductions.
To import deduction/tax adjustments, select the Options menu from the Deduction/Tax Adjustments entry screen and then Import Deduction/Tax Adjustments.
To import employee absences, select the Options menu from the Employee Absences entry screen and then Import Employee Absences.
To import the information included on the Employment screen of the Employee File, select the Options menu from within the Employee File, Import, and then Import Employment.
To import the information included on the Name and Address screen of the Employee File, select the Options menu from within the Employee File, Import, and then Import Name & Address.
To import pay period entries, select the Options menu from the Pay Period Entries entry screen and then Import Pay Period Entries.
To import time cards, select the Options menu from the Time Cards entry screen and then Import Time Cards.
To import unit wages into the Employee File, select the Options menu from within the Employee File, Import, and then Import Unit Pay.
To import the amounts to post to Box 12DD for the cost of employer-sponsored health coverage on W2s, select the Options menu from within the Employee W2s option and then Import Box 12DD Amounts.
To import benefit types, select the Options menu from the Benefit Types screen and then Import Benefit Types.
To import benefits (and benefit levels, if desired), select the Options menu from the Benefits screen and then Import Benefits or Import Benefit Levels.
To import buildings, select the Options menu from the Buildings/Rooms screen and then Import Buildings.
To import certificate types, select the Options menu from the Certificate Types screen and then Import Certificate Types.
To import checklists (and checklist tasks, if desired), select the Options menu from the Checklists screen and then Import Checklists or Import Checklist Tasks.
To import courses (and course types, if desired), select the Options menu from the Courses screen and then Import Courses or Import Course Types.
To import departments, select the Options menu from the Departments screen and then Import Departments.
To import the information included on the left side of the Certificates screen of the Employee File, such as the Certificate Number, select the Options menu from within the Employee File, Import, and then Import Certificates.
To import the information included on the Demographics screen of the Employee File, select the Options menu from within the Employee File, Import, and then Import Demographics.
To import dependents into the Employee File, select the Options menu from within the Employee File, Import, and then Import Dependents.
To import employer history, select the Options menu from the Employer History screen and then Import Employer History.
To import endorsements (and endorsement types, if desired), select the Options menu from the Endorsements screen and then Import Endorsements or Import Endorsement Types.
To import evaluation ratings (and evaluation rating types, if desired), select the Options menu from the Evaluation Ratings screen and then Import Evaluation Ratings or Import Evaluation Rating Types.
To import evaluation types, select the Options menu from the Evaluation Types screen and then Import Evaluation Types.
To import grade levels, select the Options menu from the Grade Levels screen and then Import Grade Levels.
To import position titles (and position types, if desired), select the Options menu from the Position Titles screen and then Import Position Titles or Import Position Types.
To import rooms, select the Options menu from the Buildings/Rooms screen and then Import Rooms.
To import sites, select the Options menu from the Sites screen and then Import Sites.
To import trainings (and training types, if desired), select the Options menu from the Trainings screen and then Import Trainings or Import Training Types.
To import a Salary Schedule - Amounts table for a package, click the Import tab on the Salary Schedules screen and then refer to the Importing the Salary Schedule - Amounts Table topic for instructions.
When importing information into custom fields for employees, a screen will appear prompting for the specific custom field in which to have the data imported. Select the custom field by double-clicking the Custom Field Description.
For Nebraska school districts only, when importing assignment information for your employees only (the Import Staff Position Assignments File option was selected), a prompt will appear asking to overwrite (clear) all records and import the new data or to update existing records and add new ones. To delete all existing records for the Staff Position Assignments report in the Nebraska Staff Reporting option and import the new data, click Overwrite. To update the existing records for employees where the County District Code, Assignment Code, and School Number are all the same for the existing data in the Staff Position Assignments report in the Nebraska Staff Reporting option and the file to be imported and to add any new records of information (records not matching the data in the imported file will also remain in the Staff Position Assignments report), click Update.
If importing the amounts to post to Box 12DD for the cost of employer-sponsored health coverage on W2s (the Import Box 12DD Amounts option was selected) and there are amounts currently in Box 12DD for one or more employees, a prompt will appear asking to overwrite all existing amounts in Box 12DD and import the new amounts or to add the existing and new amounts together. To delete all existing amounts in Box 12DD for employees and import the new amounts, click Overwrite. To add the existing amounts in Box 12DD with the new amounts from the file to be imported, click Add.
Note: This prompt does not appear if there are no amounts currently in Box 12DD for any employees.
At the Import screen, enter the correct path (drive and folders) and file name for the file to be imported in the File Name field, or click the Search button to select the correct path and file.
Enter the correct file type (ASCII, Comma, Fixed, Spread, or Tab) for the file to be imported in the File Type field, or click the down-arrow button to select the correct one. If the fields are a fixed length within the file and there is a carriage return at the end of each record (line), enter ASCII for ASCII Text. If the fields for a record within the file are separated by a comma, enter Comma for Comma Delimited. If the fields are a fixed length within the file and the file does not contain carriage returns, enter Fixed for Fixed Length. If the fields are in a spreadsheet file, enter Spread for Spreadsheet. If the fields for a record within the file are separated by a tab, enter Tab for Tab Delimited.
Enter the number of header lines included on the top of the file in the Header Lines field. The number can be up to 2 digits long.
For comma delimited, spreadsheet, and tab delimited files, enter the total number of fields included in the file in the Number of Fields field. The number can be up to 4 digits long. This field can be left blank.
For fixed length files, enter the length (total number of characters) for one record in the Length field. The number for the length can be up to 4 digits long.
For spreadsheet files, enter the number of the worksheet within the file to import in the Worksheet Number field, or click the Search button to select the correct one. The number for the length can be up to 3 digits long and range from 0 to 255. Leave this field blank to default to 0 to import the information from the first worksheet in the file.
Select the Assumed Decimal field if the file does not contain decimals for numeric fields and the system should insert two decimal places during the import. A checkmark will appear in the box if the field is selected.
Note: If the Assumed Decimal field is selected and a value to be imported for a numeric field contains a decimal point, the system will not assume the decimal for that particular entry and will use the decimal point as included in the value. For example, if the value is 3.00 for a numeric field, it will import as 3.00.
Complete the Import Field Information section. The fields that must be completed have a checkmark under the Required column.
For comma delimited, spreadsheet, and tab delimited files, enter the number of the position within the file for the specified fields in the Position fields and leave the Length fields blank. For example, when importing time cards, enter 1 in the Position field for Employee ID if the employee ID is the first field within the file. For spreadsheet files only, if the exact position number is not known, click the Search button for the Position field to select the position (column) in the file for the specific field.
For ASCII text and fixed length files, enter the number of the first position of each of the specified fields within the file in the Position fields and the length (number of characters) of the fields in the Length fields. For example, when importing time cards, enter 12 in the Position field and 7 in the Length field for Employee ID if the employee ID starts at position 12 and is seven characters long.
To import a specific value for a particular field for all records, enter the desired value in the Default Value field for that field, or if applicable, click the down-arrow button to select the correct item to use as the default. For example, when importing cashed checks, enter 1 in the Default Value field for Checking Account to have the checking account number for all imported checks be 1.
Note: When importing True/False fields (checkmark fields), a box appears in the Default Value column for the field; select the box to have all the records import with the field selected (with a checkmark in the field). When importing checks in the Checks File Maintenance in General Ledger, the Entity ID, Legal Business Name, Last Name, First Name, and Federal ID are highlighted in gray and are not marked as required; however, one of these particular fields (or both the Last Name and First Name fields) must be completed in order to import the specified information. When importing employee information in Payroll or Human Resources (if applicable), including W2 Box 12DD amounts, the Employee ID, Federal ID, First Name, and Last Name fields are highlighted in gray and are not marked as required; however, one of these particular fields (or both the Last Name and First Name fields) must be completed in order to import the specified information. The fields highlighted in gray are only used to link the data to import with the appropriate records (such as employees or vendors); the data in those fields cannot be imported.
Click the Display button to view the information (records) from the file that will be imported according to the specified import settings.
Note: If a record contains invalid data for a field, an error icon will appear in the row by the invalid item in the Display List; make the necessary corrections for the record by keying in the correct information or clicking the down-arrow button, if applicable, to select a valid ID. All records (lines) with errors must be corrected or deleted before the file can be imported. To remove a record that should not be imported, click the Delete button located to the left of the desired record; when prompted, click Yes to delete the row. To remove all records with errors that have not been edited, complete the Delete Rows with Errors option. If changes are made in the Display List, do not select the Display button again; otherwise, the screen will refresh with the data from the import file and all changes will be lost. If importing a comma delimited, spreadsheet, or tab delimited file, all the data included in the fields in the file to import, along with a line number, will appear at the end of each record in the Display List under the applicable field number (only for those fields designated to import as specified in the Number of Fields field).
Click the Execute button to continue the import.
Note: When importing budget entries, cash receipts, manual journal entries, checks, invoices, purchase orders, or contract or unit wages, the system rounds amounts to 2 decimal places. When importing values into a numeric custom field in the Employee File, the system rounds values to 4 decimal places. If importing contracts and the Pay Rate is not being imported (or designated with a default value to import), the system will calculate the Pay Rate by dividing the Total Contract by the Total Payments. If importing invoices and the Check Sequence is not being imported (or designated with a default value to import), the check sequence will import as 1. If importing cash receipts and the Cash Account is not being imported (or designated with a default value to import), the cash receipts will import using the default cash account for the appropriate fund. If importing time cards and the overtime hours are being imported (Overtime Hours field is completed on the Import screen), the system will not calculate overtime as it assumes the overtime has already been calculated on the time clock; however, if the overtime hours are not being imported (Overtime Hours field is not completed on the Import screen), the system will calculate overtime on the imported entries.
Once the file has been imported, the number of records imported will appear in the status bar; click the X in the upper right-hand corner to close the screen.
Note: If there were records that did not import, contact Customer Support for assistance.