Import Self Service Transactions to Payroll

This window imports Self Service transactions that have been entered by employees into Preceda.

Prerequisites

  • To import the transactions, a Payrun Header must be active and the Payrun Dashboard must be no greater than Time Card Extract/Print Complete.

Rules and Guidelines

  • All transactions can be imported or transactions that have not been approved by a Manager can be excluded.
  • Self Service options can be set for importing and processing rules that apply when importing leave applications as set up in the Importing Leave Application Processing Rules.
  • When the import process is run two reports are generated:
    • Selection Report - containing information about the imported transactions
    • Exception Report - containing information about the imported transactions

  • Generation and content of this report is based on the Produce Leave Audit Report setting on the Self Service Options window.

  • Once imported, the status of the imported transaction is changed to Processed in the employee's Self Service window. The employee cannot change a Processed transaction.
  • The Clear Self Service Transactions option must be run before transactions can be re-imported, as the previous import will be ignored.
  • The import process validates self service transaction with the Payrun Header. If the Date To on this window is greater than the Period End Date, a warning is displayed when the Run Process is selected.
    Warning - Date To is later than Period End Date on payrun Header. Do you wish to continue?

Field Information

Transactions that fall between the start and end dates will be imported.

Select the Payrun Group to import.

  • If using Pay Environments this field is not accessible.
  • The Payrun Group is populated by the Pay Environment information that the user is attached to.
  • To select a different Payrun Group, change to a different environment as per the Change Payrun Environment window.

A maximum of 3 Pay Frequencies can be selected to import.

  • When left blank, the system will check all Pay Frequencies in the Payrun Group specified above to find eligible transactions.
  • If Payrun Group above is blank, the system will check specified or all Pay Frequencies in all Payrun Groups per this database to find eligible transactions.
  • Read the Payrun Group section to understand how Payrun Group information is maintained for this process.

Select a combination of levels to import transactions. Transaction for all employees who meet the criteria are imported.

The ID Number to import transactions for an individual.

Include transactions that have not been approved or are awaiting more information?

Code Description
Y Include all transactions
N Include only approved transactions

 

This option allows for a user to run a test import and review the Payroll Transactions Selection Report before running a live import.

Recommendation: Run a test import and review PP6930A and/or PP6930B report if available to ensure the transactions to be imported are correct before running a physical import.

Enter Costing Date default (if appropriate)

A costing date should only be entered when this date needs to be applied to all imported transactions. It is recommended to leave this field blank to ensure costing dates are defaulted for each imported record based on the leave dates; or the period end date for non leave records.

 

WARNING: Default Public Holiday hours code has not been setup.

If this warning appears add the Public Holiday hours code to the Self Service Options window.