Part 2 - PaySauce settings to cater for the import
Once you have a suitable file to import as described in Part 1 - Import file specifications, you'll need to ensure your PaySauce site is set up to receive the import. Below are the minimum settings required.
Tagsets
Navigate to your company Settings then select Tagsets.
You will require at least one tagset called Factor for this import. To create this:
Click on the + icon to create a new tagset and call it Factor.
Select a colour for the tag.
Tick on 'Can tag Transaction' then select all options to link with.
Create new tags as described in Part 1 . This will depend on your needs as to whether you want to use various factors or leave types. At the least create a tag labelled ORD with a value of 1.
Hit OK at the bottom of the screen to save.
If you want to import costings (a Premium subscription feature) you will require a tagset for each xxxCode. For example you want to track what roles employees are working, you will have a header called RoleCode and will require a tagset called Role. Each tag value must match the data being imported, we generally copy the same to the label to match.
Templates
From your company Settings, select Templates then the + icon to create a new template
Give your new template a name ie Timesheet.
Select Timesheet as the type.
Select Timeband for Time captured, this will give you an additional option to add notes if you wish.
Select Rate and Factor for Type .
Default Factor is generally 1.
Factor lookup, select the new Factor tagset you created.
Rate can be left as None.
Costings, select Yes if you are importing costings and the relevant tagsets created.
Different pay rates can be imported with this method. A RateCode header and associated Rate tagset are required. This can be useful if employees earn based on a variable rate or work in multiple roles.
Employee Settings
IRD number or External Reference
The employee's IRD number is used as the default unique identifier. However, if it's not possible to use this you can use the External Reference field which can be manually set. But ensure this is unique across your employees.
Go to you Employees.
Select an employee.
In the Details settings, scroll to the bottom and enter an External Reference.
Don't forget to Save.
Primary Payments
Each employee requires a Primary Payment for this import to work. Even if there is only one allowance, it must be selected as the primary payment.
The timesheet template must be linked tot he allowance.
Select the allowance name > Select Yes to use template then select the Timesheet template you created earlier.
Uploading your file
Once you've applied the steps above to all employees, you're ready to upload your timesheet data.
Head to Run a Pay then select the Timesheet view button.
Select the 'Up Arrow' to open the import window > drag and drop your file of click to browse and select your import file.
The file will be prescreened and any errors will be displayed. If no errors, you can 'Begin Import' to start bringing your data. This can take a few seconds depending on how much data you are uploading.
Select the 'Processing' tab to refresh and you see should your employees populated with data.