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

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 Description	Used for	From - To	Length	Numeric / Alphanumeric	Value
Record ID	To indicate a Detail record	01 - 01	1	AN	D
Company Code	To link to correct Company	02 - 04	3	N
Layout Code	$ for Transaction Code Records layout	05 - 05	1	AN	$
Employee Code	To link to correct Employee	06 - 13	8	AN
Transaction Code	3 digit ransaction Code, zero filled on left e.g. 071	14 - 16	3	N
Filler	Filler	17 - 25	9	AN	Spaces
Value 1	Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050	26 - 36	11	N
Sign 1	For Value 1, negative (-) or positive (+)	37 - 37	1	AN	+ / -
Filler	Not used	38 - 98	61	AN	Spaces
Record Terminator	To indicate End of Record	99 - 99	1	AN	Z

Transaction Code $-Batch Trailer Record

Field Description	Used for	From - To	Length	Numeric / Alphanumeric	Value
Record ID	To indicate a Detail record	01 - 01	1	AN	T
Filler	Not used	02 - 13	12	N	Spaces
Transaction Code Total	Total of Transaction Codes with no decimal	14 - 22	9	AN
Filler	Filler	23 - 25	3	AN	Spaces
Total 1	Total of the values in Detail Records	26 - 36	11	N
Sign 1	For Value 1, negative (-) or positive (+)	37 - 37	1	AN	+ or -
Filler	Not used	38 - 98	61	AN	Spaces
Record Terminator	To indicate End of Record	99 - 99	1	AN	Z

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)

Solution Properties

Solution ID: 230517092809893
Last Modified Date: Wed May 17 09:32:30 UTC 2023
Attributes: Product Details
Modules: Payroll solutions
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