Import: Payslips

How to get there: Admin | Import | Payslips

From the import payslips screen, payslips in PDF format (and in the ZIP format) can be uploaded into Timegate Web ready for processing. By default, the system processes the files every 24 hours using a plug in, however, the system can be configured to do this over a shorter period of time. Note: You will need to contact TEAM Software in order to get a plug in enabled on your system to be able to use this functionality.

Screen Layout and Fields

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Screen Actions

Select File

Click on this button to select the file(s) to upload. These can be in a PDF or ZIP format as detailed below

Remove

Click this button to remove the file from the upload queue

Upload

Click on this button to upload files selected

PDF file naming conventions

The name of PDF files should follow the conventions detailed below:

023459#20180116-100543#Jan 2018 payslip.pdf

By default, each field will be separated with a hash (#) character so this character cannot be used elsewhere within the file name. This delimiter can be changed in the Admin | System | System Settings | File Locations under the Filename Delimiter Character option. It can be seen that the file name is split into 3 parts:

  1. 023459 – This will be the employee PIN. The plug in will use this to identify the employee record.

  2. 20180116-100543 – This will be the date and time when the document was created. This will be used to write to the document date and time when the document is uploaded

  3. Jan 2018 payslip – This will be free format text that the customer can include in the file name and will be written to the document “notes” field

Note: It does not matter what ZIP files are called, but the PDF files they contain should use the same naming conventions as detailed above, with the delimiter being either the hash by default, or the other value set by the administrator in the Admin | System | System Settings | File Locations option.

Error email

If the system is unable to process the uploading and processing of the file(s), an email will be sent to the administrator who has requested the upload. The email will contain details of where the failed file is now stored on the system along with the problems encountered during import for example PIN, Date/Time, Filename structure or Extension are invalid