Data Export How to create Data Exports

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Data Export

The Data Export function allows you to export data from the People application. The data

export function works on the same principle as batches.

On the Navigation pane:

Expand Exports

Expand Data Exports

Double-click on Data Export Templates

To export data you have to create a Data Export template.

Code

Enter a unique code for the Export Batch Template. The code may be up to a maximum

of 15 characters.

Short and Long Description

Enter a description for the Data Export Template. The length of the short description may

be up to a maximum of 35 characters and the length of the long description up to 100

characters.

Create a Data Export Batch

Template

Using the Data Export Wizard

Export the DataUsing the Data Export

Wizard

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Batch Instance Type

Select the Data Export instance type. The field selected here will default when creating a

new data export instance. This option may be changed when data export instance is

created. The options are:

Import

Export

Capture.

Use the Export option to export data.

Company

Select the Company for which the Data Export Template is being created. The available

fields, i.e. Payroll Definitions, for the selected Company will be displayed. If you want to

use the template to export multiple Companies, the Payroll Definition codes for the

Companies must be the same.

Allow Multiple Companies

Check the checkbox if you want to export values for multiple Companies and multiple

Company Rules. If you want to use the template to export multiple Companies, the

Payroll Definition codes for the Companies must be the same.

Batch Filters

You can define Export Filters to specify which Company Rule(s), Payslip Type(s) and Pay

Run(s) may be exported. Employees who fall outside the filter criteria will be ignored,

therefore they will be skipped.

Click on the Add Filter button to add new filter criteria.

Click on the Remove Filter button to re move filter criteria.

Company Rule

Select the Company Rule(s) for which information may be exported . The employees will

be filtered according to the Company Rules selected. If the employees are not linked to

the Company Rule they will not be exported.

Payslip Type

Select the applicable payslip type that must be exported:

Normal: this option will update all normal Pay Runs that were not flagged as a Leave Pay type Pay Run.

Leave Pay: this option will update the Pay Runs that were flagged as a Leave Pay type Pay Run.

Pay Run Definition Option

Select the Pay Run for which values will be entered, example Main or Bonus Run:

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Main Pay Run: select this option when the Main Pay Run must be exported. When you select this option you do not have to select the specific Pay Run.

First Open Pay Run: when you select this option the first open Pay Run will be exported. The first open Pay Run is determined by the priority set on the Pay Runs. When you select this option you do not have to select a specific Pay Run.

Specific Pay Run: this option allows you to select a specific Pay Run that must be exported.

Pay Run Definition

This field will become enabled when the Pay Run Definition Option equals Specific Pay

Run. Select the Pay Run that must be exported.

Once you have made the necessary selections, click on Next.

The following fields will default and will always be available in the export:

Company ID

Employee Code

Company Rule ID

Payslip Type ID

Processing Period ID

Pay Run Definition ID.

Select the required field(s) that must be included in the Data Export Template. Expand the required system area and double-click on the field. Repeat this until all applicable fields have been selected and are displayed on the right-hand side in the Selected Fields section.

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Click On Next.

Click on Finish.

Save your template by clicking on Save All.

Select the layout and click on the Create

Export Batch button.

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Click on Next.

To add an employee, you can enter the Employee Code in the new item row where it

reads “Click here to add a new row”, or you can use one of the buttons on the screen.

Use the Tab key to move through the fields; the row will move down once you reach the

last column and Tab through.

Buttons on the screen:

Button Explanation

These buttons allows you to navigate between the different

employee records.

Click on the Add Employee button to add a new employee

record to the batch.

Click on the Remove Field button to remove an employee

record from the batch.

Once you click on the Add button the following options will

appear:

Add all employees: will add all employees for the selected company or companies and company rule(s).

Add new, active, reinstated and current terminations: will add all employees where the employee status are new, active, reinstate new or employees where the status is active, the termination reason is specified and the Final Tax Calc equals Current Period.

Add Active employees (excluding current terminations): will add employees where the employee status equals Active but will exclude employees who have been terminated in the current period.

Add recruits: will add recruits.

Add new employees: will add employees where the employee status equals New.

Add current terminations: will add employees where the employees have been terminated in the current

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period and the Final Calculation Now equals Current period

Add old terminations: will add employees where the employee status equals Terminated.

Add new and reinstated new terminations: will add employees who were added as new employees and terminated as well as employees who were reinstated and terminated in the current period.

More than one option can be selected. Employees meeting the newly selected option will be added to the employees already included for the export. Previously selected employees will not be removed.

Click on the Remove All Fields button to remove all the

employee records from the batch.

Click on the Locate Employees button to select specific

employees. The Employee Search Screen will be

displayed. This screen allows you to select the employees

by making selections on the Basic Filter.

Locate Employees

The Employee Search screen will be displayed:

Click on Locate Employees.

In the Basic Filter area

select the employees to

include in the search

Click on the Ellipsis button to filter the

employees according to Hierarchy

selections if applicable.

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Then Click on Select.

Once you have selected the employees, click on Select.

Click Next.

Select the employees by holding down

the Shift or Ctrl key and select the

employees for which to capture the

information.

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Browse to the specific location where the report should export by clicking on the ellipses button.

Once you click on OK the export will start running.

Click on Finish.

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Open the MS Excel spreadsheet in the saved location.