Job Costing batch file layout specification

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.

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.

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)

 

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

 

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