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Job Costing batch file layout specification

Created on  | Last modified on 

Summary

Review the layout for Job Costing batches import files for Sage VIP Classic, Sage VIP Premier and Sage Payroll Professional. If you use clock card or time and attendance software, ensure the files meet the import specification.

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 dates, costing per transaction,  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:

You'll need to set up transaction codes in your company to add the #-batch layout. In addition, you'll need to add Job Costing codes to your Methods of Calculation. We recommend contacting your Business Partner for assistance setting up this module.

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

File type

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

File layout

Detail Records

Field Description Position Length Type
Record ID 001 - 001 1 Alphanumeric (D - Detail, T - Total)
Company Number 002 - 004 3 Numeric
Batch Layout Number 005 - 005 1 Alphanumeric (#) 
Employee Code 006 - 013 8 Alphanumeric
Transaction Code 014 - 016 3 Numeric (for example, 003)
Unused 017 - 025 9 Spaces
Date 026 - 033  8 Date (CCYYMMDD)
Unused 034 - 037 4 Spaces
Amount 038 - 048 11 Numeric (2 decimals)
Sign 049 - 049 1 + / -
Hours Worked 050 - 060 11 Numeric (2 decimals)
Sign  061 - 061 1 + / -
Rate per Hour (optional) 062 - 072 11 Numeric (4 decimals) Only required if the employee' standard Rate per Hour isn’t to be used
Sign  073 - 073 1 + / -
Charge-out Rate (optional) 074 - 084 11 Numeric (4 decimals) Only required if the employee' standard Charge-out Rate isn’t to be used
Sign  085 - 085 1 + / -
Department Code* (Level 1) 086 - 089 4 Alphanumeric (0000 - ZZZZ)
Job Cost Code* (Level 2) 090 - 101 12 Alphanumeric (000000000000 - ZZZZZZZZZZZZ)
Job Cost Sub Code* (Level 3) 102 - 109 8 Alphanumeric (00000000 - ZZZZZZZZ)
Job Cost Level 4* (Level 4) 110 - 115 6 Alphanumeric (000000 - ZZZZZZ)
Job Cost Level 5* (Level 5) 116 - 119 4 Alphanumeric (0000 - ZZZZ)
 * Use at least one of the five-level fields above - fill unused levels with spaces
Record Terminator 120 - 120 1 Alphanumeric (must be Z)

 

EXAMPLE:

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Additional Notes

  • The default file name is VIPITF.ASC, but may be altered according to your requirements
  • Characters 2, 3 and 4 of the detail record must contain the correct Payroll Company number
  • Character 5 of the detail record must contain a # (batch layout identifier)
  • All alphanumeric fields (AN) must be left aligned and be space filled to the right
  • All numeric fields must be right aligned, and may be space or zero filled to the left
  • Value fields must not contain the decimal point. Example: 2507.99 must be 00000250799
  • The sign for each field must be a space or + if positive; and – if negative
  • Dates must be in the format CCYYMMDD
  • Each record must end with a carriage return, line feed character Hex 0D0A
  • The interface file must link to an existing Job Costing Transaction Layout in the Payroll Company

 

NOTE:

During import, the payroll application split batches when it consists of more than 500 records into smaller batches. For each batch, the payroll application generates a separate batch number.

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