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Integrate payroll data

Time entry spreadsheet import - FAQ

This article gives answers to frequently asked questions about using the time entry spreadsheet import.
Importing payroll information for 100 employees can be very time-consuming. How can I speed up this process?
  • Please review, or have your IT review, the firewall and virus configuration at: http://cs.thomsonreuters.com/ua/account-and-application-mgmt/cs_us_en/systems/firewall-guidelines-for-cs-professional-suite.htm
  • Either run through, or have your IT professional/partner run through the following connectivity guide: Troubleshooting Connectivity for CS Professional Suite applications
Can I use the spreadsheet import for payroll checks for tipped employees?
Yes. Tips are pay items and are displayed just like all the other pay items. They don't need to be mapped separately.
Can I import time for salaried employees via the spreadsheet import?
Yes.
  • If the employee’s pay item calculation type is Salary, map employee name, ID, location, (department if needed).
  • If the employee’s pay item calculation type is Salary – Hours sensitive, map the employee name, ID, location, and hours worked.
Things to keep in mind:
  • If you have a temporary rate change for a salaried employee, map the amount to Pay item, NameOfPayItem, Pay item override amount. The amount gets paid to the salaried employee for that payroll cycle, leaving the rate as is in the
    Setup
     then
    Employees
     screen.
  • If you map a rate change to Pay item, NameOfPayItem, Rate for a salaried employee, it will change the associated pay rate in the Payroll Items tab of
    Setup
     then
    Employee
    . Example: if you import a rate of $1500 for an employee that is paid weekly, the rate in their employee record will be updated to $1500 and their next check will be calculated at $28.85 ($1500 / 52 weeks).
Can I change the check number for a payroll check imported via the spreadsheet import?
Actions then Enter Batch Payroll screen:
 You can't map check numbers in the Actions then Enter Batch Payroll Checks screen. The check number is assigned during the printing process. You need to delete, void, or reverse the checks and re-enter them or reprocess the batch.
Actions then Enter Batch Handwritten Payroll Checks screen:
 The
Actions then Enter Batch Handwritten Payroll Checks screen
 provides a column for mapping the check number during spreadsheet import. If the check isn't marked as cleared, you can change the check number using the
Actions then Enter Transactions Screen
.
Can I import prior periods or prior years of payroll into the Actions then Enter Batch Payroll Checks screen?
No. But you can import them into the
Actions then Enter Handwritten Batch Payroll Checks screen
. There, you can change the input type to
Spreadsheet
 and then import prior periods or years of payroll checks.
Can the spreadsheet import convert hours to decimals?
No, currently this option is not available. This is currently a suggestion in the
Idea Incubator
. Consider voting on this idea.
Information in the spreadsheet is not in employee order. Can I change the employee order within the Details tab of the Actions > Enter Batch Payroll screen to match the spreadsheet?
No. But you can sort the information in the spreadsheet to match one of the Primary sort orders listed in the
Enter Batch Payroll Check Options dialog
 before you import the employees.
Should I enter the net amounts or the gross amounts when I import via the spreadsheet?
Gross amounts. If the employee’s pay item has a calculation type of Salary, import gross amount. If the employee’s pay item has a calculation type of Salary – Hours sensitive, import the hours. If the employee’s pay item has a calculation type of Hourly, import the hours.
How do I map vacation hours via the spreadsheet import?
Vacation hours should be listed under the Accruable Benefits column, rather than the Regular column. First, you map it to the pay item, then the actual description of the pay item, and then to the name of the accruable benefit.
I’m getting an error message in the Import Diagnostics screen saying that a payroll item is either inactive or isn't used by the employee. What is the problem?
Verify that the payroll item exists and is active. You can change the payroll item in the spreadsheet to match the payroll item used by the employee. Or, if necessary, add a new payroll item for the employee. Keep in mind that the names must match exactly, and they are case-sensitive.
I’m getting an error message in the Import Diagnostics screen saying “Unknown location or department for hourly payroll item (or employee)”. What is the problem?
Verify that the location and/or department exist for that client. Remember that the names of the locations and departments in the spreadsheet must exactly match those specified in the application for the selected client for the import to work correctly. The names are case-sensitive.

This article applies to:

  • Product: Accounting CS, Accounting CS Client Access
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