Skip to content
logo Knowledgebase

What is the file layout for batch and clocking card import files using Transaction Codes?

Created on  | Last modified on 

Summary

This article provides you with the file layout that is required to used when creating a clocking card or batch import file using Transaction Codes for Sage VIP Classic, Sage VIP Premier and Sage Business Cloud Payroll Professional.

Description

If you make use of a clocking system or you wish to use data compiled in an Excel sheet, you can follow the guidelines provided here on how to import those hours or amounts into the payroll system.

The process saves users from having to manually capture the data per employee record. Import the data easily as long as it is in the correct file layout.

Resolution

 NOTE: Transaction Codes will need to be defined prior to importing data to your payroll. Click here for more details. 

In order to import data from an Excel sheet or from a clocking system, the import file has to be in a very specific format.

File type

  • The file type of the import file must be .TXT or .ASC

File layout

  • Transaction Code $-Batch Details Records
Field DescriptionUsed forFrom - ToLengthNumeric / AlphanumericValue
Record IDTo indicate a Detail record01 - 011AND
Company CodeTo link to correct Company02 - 043N
Layout Code$ for Transaction Code Records layout05 - 051AN$
Employee CodeTo link to correct Employee06 - 138AN
Transaction Code3 digit ransaction Code, zero filled on left e.g. 07114 - 163N
FillerFiller17 - 259ANSpaces
Value 1Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 0000000105026 - 3611N
Sign 1For Value 1, negative (-) or positive (+)37 - 371AN+ / -
FillerNot used38 - 9861ANSpaces
Record TerminatorTo indicate End of Record99 - 991ANZ


  • Transaction Code $-Batch Trailer Record
Field DescriptionUsed forFrom - ToLengthNumeric / AlphanumericValue
Record IDTo indicate a Detail record01 - 011ANT
FillerNot used02 - 1312NSpaces
Transaction Code TotalTotal of Transaction Codes with no decimal14 - 229AN
FillerFiller23 - 253ANSpaces
Total 1Total of the values in Detail Records26 - 3611N
Sign 1For Value 1, negative (-) or positive (+)37 - 371AN+ or -
FillerNot used38 - 9861ANSpaces
Record TerminatorTo indicate End of Record99 - 991ANZ


 EXAMPLE: See below and example of the import file according to the $ layout in Notepad (Transaction Code 001 was used, for the employee EMPLCODE in Company 001, for 32.00 units) 

Image