Employee spreadsheet import example

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017. CSA will not include 2017 tax rates or payroll forms, so, for 2017 and beyond, you will need to process payroll in another application. We recommend Accounting CS Payroll and myPay Solutions. For more information, see the following topics.

In this example, we need to import a number of employees and their earnings information using the Employee Spreadsheet Import utility. Note that to run this import utility, you must be using Microsoft Office 2000 or higher.

See also: Importing employee information and earnings from a spreadsheet

Requirements for spreadsheet import

Your spreadsheet must meet the following criteria for the import to be successful.

For an example of how information should be presented in the spreadsheet, see the following diagrams. Note that the first line of each column specifies the header for each column. While this is not required, it will make the process of specifying column titles in the application much easier.

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Specifying the spreadsheet for import into CSA

  1. Choose Utilities > Data Conversion > Employee Spreadsheet import.
  2. In the Spreadsheet File Location dialog, enter the location or browse for the drive and folder where your spreadsheet is located, and then click OK.

    /_images/acct_pr/csa/empimport_importfile.gif

  3. In the Employee Spreadsheet Import dialog, you may select a previously saved setting to be used for this import.

    Note: Once you have formatted the columns in the way you want, you will have the option to save this column arrangement (setting) for future imports, and that setting name will automatically display as an option in the F4 drop-down list.

  4. Because our example spreadsheet uses the first row for column headers, we need to mark the First row header checkbox.

    /_images/acct_pr/csa/empimport_empspreadimport.gif

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Specifying column titles

The column titles specify where the data from the selected column is to be placed when the spreadsheet information is imported into CSA.

Notes

  • Each column title must be unique and can only be used once in the Employee Spreadsheet Import grid.
  • You must specify a Last Name column in order to perform the import.
  • You can use any column order within the grid. If each column title has been identified correctly, the data will flow to the appropriate fields within the CSA Employees window.
  1. The first column is already specified as the Employee ID column, as required. Right-click the second column header, which contains the employee's first names, and choose Edit Column Title from the context menu.
  2. In the Column Title dialog, choose the category of information appropriate to the first column. In our example, this would be Employee Information.

    /_images/acct_pr/csa/empimport_columntitle.gif

  3. Highlight First Name in the Column Title list and then click OK. The column titled B: Not Used now specifies the column as First Name. You can continue the same process for all employee information, including allowances, marital status, locality, etc.
  4. For pay item information, we will use the same process. Scroll to Column U: Not Used, right-click the column header, and choose Edit Column Title from the context menu.
  5. Choose the Pay Item information type option.
  6. Highlight Salary in the Column title list, and then specify the appropriate month. In this example, it would be January.

    /_images/acct_pr/csa/empimport_salarycolumn.gif

  7. Click OK. Column U is now specified as Salary January PAY and will be recorded in the employee's earning's history appropriately after the import.
  8. Continue this process for the remainder of the employee information. When you have selected all the appropriate column titles, click OK.

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Assigning a unique name to the spreadsheet

  1. The application prompts you to save a unique name for the spreadsheet (setting). Click Yes. This makes all the setup information and column headings available for a future import.
  2. In the Save Spreadsheet Setting dialog, enter Employee Import 1, and then click Save. If there are errors in the employee information, a dialog will display the problems the application encountered.

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Completing the import

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