In this article we look at Step 4 - Import data. The prepared import sheets are imported, after which you check the data in the system.
Preparations for importing
The preparation for importing the remainder of the companies is essential for a controlled import. In this phase, concentrate especially on both the possibilities and limitations of the import functionality of Nmbrs®. Ask the following questions: What can be imported? What can be adjusted afterwards and what has to be imported properly straight away? How many companies do you want to import per Excel file/batch? How do you divide the companies over the different Excel files/batches? Who is responsible for adjusting and finalising the Excel file and who imports this?
It is important to develop an implementation plan for the so-called 'specials'. For this you could consider the following deviating procedure: exporting in October/November with the most current data, followed by checking and improving the Excel file, and importing into Nmbrs® with January as the starting period of the current year. Parallel processing in January of the current year with all or a selection of the employees. Then carrying out a year transit in January of the new year, possibly importing the remaining employees before checking and processing. The advantage of this procedure is that a large number of checks can already take place in October/November, so that during the busy period in January the specials will demand less time of the implementation team. The type of 'special' determines, of course, what the best procedure is, keeping in mind that they must not hold back the 'non-specials'.
Importing and checking companies from the Excel file
Focus on the import Excel file. Many users only start properly checking the company and employee data after they have imported the Excel file. However, the checks should really start in Excel. Import first 1 company - check, then import 4 companies - check, then import 10 companies - check.
Perform at least 1 test import, whereby the data are implemented and processed. In addition to the test import, it is also possible to perform an import in the Sandbox environment which is available for each client.
Focus on improving the Excel file
During the import it is essential to focus on improving the Excel file. Per predefined batch: export (if possible) the example company and employees, check the Excel file and complete if necessary, check the Excel file again and then import it into Nmbrs®. When the result is not satisfactory, it is advisable to delete the entire import from the system. Thereafter, the import sheet is corrected and re-imported. When data are adjusted in Nmbrs® after the import, these will be lost when yet another new import is needed.
Select an import tool (optional)
Choose an import tool based on the current location of the data to be imported. With the use of the selected tool, you export all companies and employees to be converted to the Nmbrs® import sheet. The data are imported into Nmbrs® from the import sheet.
Formatting import sheets
The employees that you export to the Nmbrs® import sheet can be allocated according to sector or company. The maximum number of companies and/or employees per import sheet depends on the computer memory and the local network. During the import process the data is stored in the local memory. For the best overview and a relatively short waiting time, you can work on a maximum of 50 companies and/or 500 employees per import sheet.
In the previous step 'Setup of the organisation' it was indicated that it may be handy to register a company, employee, etc. in advance. If no use is made of the converters, this provides a good example of 'how to fill in the fields'. Please note: the exported data must be deleted from the sheet to prevent the duplication of companies and employees when importing. When you want to make use of these examples, click on 'Export' instead of 'Template' when downloading the template.
The emphasis is now on the actual filling in of the import sheet. When importing the company and employee data, we use the procedure selected in Step 2 again.
- In the black bar, go to Settings/Salary settings/'Import/Export advanced'."
- Click on Download template (or Export)
If a choice was made not to import the companies as well, this step may be skipped. Ensure that this tab is empty. When an export is done, the debtor and company numbers are visibly required here for the import of employees and companies. When an export has been done to view an example of the import, the exported employees must be deleted from the Excel sheets to prevent duplication of the import.
- Ask a junior payroll administrator to perform the import.
- Use a junior payroll administrator for the import and processing up to the current period.
- Use the payroll experts to sort out and explain the differences between the current and the new situation.
- NEVER STOP (proceed with the next sector or selection of companies and employees).
- Select the special companies or employees that require extra attention during implementation.
- Pay extra attention to them and and remove them from the normal implementation project.
- Only import cost centres.
- Import only employees
- Import fixed cost distribution for employees
- Import wage components for, for instance, leave pay balances
- Import variable components for, for instance, call employees in case of reconstruction
- Import leave registrations
All about importing data? See this article.
After the configuration is complete and all data in Nmbrs® are determined, we can proceed with testing the employment conditions and procedures. In addition, a 'reconstruction' may be required. Click here to go to "Step 4 Getting Ready".