Before You Start
If your portal isn’t set up to use rate cards, this will need to be switched on. To use the Rate and Rate Card Importer, please contact Support.
Important: Before you import any new or updated Rates or Rate Cards into your live portal, it is important to back up the original export file and request a sandbox portal.
Create Rate Cards using the Rate Card Importer
The Config > Payroll > Rate Card Importer for Rate Cards allows a maximum of 1000 rows in each import. If the number of rate cards you need to import exceeds this limit, you will need to split them across multiple imports.
Create a New Rate Card in the .csv Template
The template for creating new rate cards contains the standard column headings that appear in Config > Payroll > Rate Cards, allowing you to enter all the necessary information to configure your new rate cards.
Once you have downloaded the template, open the file and enter the following data for each new rate card that you would like to upload:
| Rate Group Name |
Optional field which will only appear if Rate Groups are enabled in your Config Entering a new Rate Group Name will create the rate group |
| Rate Card ID |
When creating new rate cards, the Rate Card ID field should be left blank. The system will identify a new rate card by the absence of a Rate Card ID. An ID will be assigned when the new rate card is created. |
| Rate Card Name |
A name for the rate card, required for each row being imported. A maximum of 200 characters in length |
| Currency |
If multiple currencies are enabled in the portal, the Pay or Charge Currency code can be set for a new rate card (eg AUD, NZD)
Portals without multiple currencies will assign the currency for the default region. |
| Region |
In portals with multiple regions enabled, the Region code is set for each new rate card.
The default region will be assigned to new rate cards (without user input required) if only one region is enabled in the portal |
| Tags |
Used for filtering and reporting. Can be assigned using a comma or pipe separator as the delimiter |
Updating Existing Rate Cards in the .csv Template
Once the Re-Import Template - Rate Cards file has been downloaded, you can modify the information for your existing rate cards as required, then save the revised file.
When you re-import the rate cards data into your portal, this will overwrite your existing rate information so ensure that you:
- keep a copy of the original file, in case you need to refer back to it or store it.
- request a sandbox before you upload the revised file into your live portal. Upload the file into the sandbox to confirm that the data is correct.
In the Re-Import Template - Rate Card file, make the changes to the existing rate card data:
| Rate Group Name |
Optional field that is only visible if Rate Groups are enabled in Config. Entering a Rate Group Name will create that rate group. Allows a maximum of 200 characters. For an existing rate card:
|
| Rate Card ID |
Rate Card ID cannot be modified once a rate card is created. Used in each row of the template to identify the existing rate card.
If no Rate Card ID is entered, the system will assume that a new rate card should be created |
| Rate Card Name |
Mandatory field which can be changed by the user. If changed, the updated name will appear on the Rate Card Report Allows a maximum of 200 characters |
| Currency |
The Pay or Charge Currency code for an existing rate card cannot be updated. If you revise this data in the template, it will be ignored during import |
| Region |
The Region code for an existing rate card cannot be updated. If you revise this date in the template, it will be ignored during import. |
| Tags |
Existing tags can be overwritten (added or removed) using a comma or pipe separator as delimiters. |
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