Importing employee time entry from an Excel spreadsheet

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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.

The Excel Time Entry Import utility allows you to import employee time entry information into a payroll check entry session. Note that to run this import utility, you must be using Microsoft Office 2000 or higher. The spreadsheet containing the time entry data to be imported must be set up in the following way.

Notes

  • Hours must be entered into the spreadsheet in decimal format.
  • If an employee has time entry information for more than one department, enter time entry information for each department on a separate line of the spreadsheet. Enter an asterisk (*) in the Employee ID column to indicate that a row of information is a continuation from the row above (same employee, different department) and should be entered on the same check.
  • If an employee is to receive multiple checks from information entered in the same spreadsheet, enter the employee's ID in each row of check information.

When your spreadsheet is ready, follow these steps to import the information into CSA.

  1. Choose Tasks > Payroll Check Entry and then choose Edit > Excel Time Entry Import.
  2. In the Excel File Location dialog, enter the location or browse for the drive and folder where your spreadsheet is located and then click OK.
  3. In the Excel Time Entry Import dialog, specify the setting to be used or begin assigning columns.
  4. Double-click each column to display the Column Title dialog. Specify the appropriate title and content for each column. The column title specifies 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 Excel Time Entry Import grid.
    • 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 Payroll Check Entry window.
  5. After you have selected all the appropriate column titles for the Excel Time Entry Import dialog, click OK.
  6. A dialog displays asking if you want to assign a unique name to the spreadsheet. If you want to save your setting, click Yes and then enter a unique setting name or description in the Save Spreadsheet Setting dialog and click the Save button. This enables you to recall the format of the column titles, including their order and definitions, when importing Excel time entry data in the future. If you do not want to save your setting, click No.
  7. The Recurring Information for Import Checks dialog displays. Enter any information that applies to the checks being printed, and then click OK to begin the import.
  8. When the import is complete, the Check Generation Diagnostics dialog lists any errors encountered during the process and lists the checks created. Click Print if you want to print the diagnostic list.
  9. At this point you have the option to save or abandon the import. If you click the Save button, your import will be saved and checks will be created. You cannot return to re-import the information later. If you click the Abandon button, the import will be canceled, and you can return to import the information at a later time.

See also: Excel time entry import example

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