What is the file layout for batch and clocking card import files using Normal Batches?
Summary
This article provides you with the file layout that is required to used when creating a clocking card or batch import file using Normal Batches 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: A batch layout must 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
- Detail 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 | |
| Batch Number | To link to correct Batch Layout defined in Payroll | 05 - 05 | 1 | AN | |
| Employee Code | To link to correct Employee | 06 - 13 | 8 | AN | |
| Value 1 | Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050 | 14 - 24 | 11 | N | |
| Sign 1 | For Value 1, negative (-) or positive (+) | 25 - 25 | 1 | AN | + / - |
| Value 2 | Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050 | 26 - 36 | 11 | N | |
| Sign 2 | For Value 12 negative (-) or positive (+) | 37 - 37 | 1 | AN | + / - |
| Value 3 | Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050 | 38 - 48 | 11 | N | |
| Sign 3 | For Value 12 negative (-) or positive (+) | 49 - 49 | 1 | AN | + / - |
| Value 4 | Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050 | 50 - 60 | 11 | N | |
| Sign 4 | For Value 12 negative (-) or positive (+) | 61 - 61 | 1 | AN | + / - |
| Value 5 | Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050 | 62 - 72 | 11 | N | |
| Sign 5 | For Value 12 negative (-) or positive (+) | 73 - 73 | 1 | AN | + / - |
| Value 6 | Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050 | 74 - 84 | 11 | N | |
| Sign 6 | For Value 12 negative (-) or positive (+) | 85 - 85 | 1 | AN | + / - |
| Filler | Not used | 86 - 98 | 12 | AN | Spaces |
| Record Terminator | To indicate End of Record | 99 - 99 | 1 | AN | Z |
- 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 | AN | Spaces |
| Total 1 | Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050 | 14 - 24 | 11 | N | |
| Sign 1 | For Value 1, negative (-) or positive (+) | 25 - 25 | 1 | AN | + / - |
| Total 2 | Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050 | 26 - 36 | 11 | N | |
| Sign 2 | For Value 12 negative (-) or positive (+) | 37 - 37 | 1 | AN | + / - |
| Total 3 | Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050 | 38 - 48 | 11 | N | |
| Sign 3 | For Value 12 negative (-) or positive (+) | 49 - 49 | 1 | AN | + / - |
| Total 4 | Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050 | 50 - 60 | 11 | N | |
| Sign 4 | For Value 12 negative (-) or positive (+) | 61 - 61 | 1 | AN | + / - |
| Total 5 | Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050 | 62 - 72 | 11 | N | |
| Sign 5 | For Value 12 negative (-) or positive (+) | 73 - 73 | 1 | AN | + / - |
| Total 6 | Financial value / Units / Hours and minutes (no decimal sign) e.g 10.50 will reflect as 00000001050 | 74 - 84 | 11 | N | |
| Sign 6 | For Value 12 negative (-) or positive (+) | 85 - 85 | 1 | AN | + / - |
| Filler | Not used | 86 - 98 | 12 | AN | Spaces |
| Record Terminator | To indicate End of Record | 99 - 99 | 1 | AN | Z |
EXAMPLE: See below an example of the import file:
Solution Properties
- Solution ID
- 230517095505417
- Last Modified Date
- Wed May 17 09:55:05 UTC 2023
- Attributes
-
Product DetailsModules: Payroll solutions
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