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 our Support team.
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.
Please note that each import file should only contain new rates or updated rates. If you need to perform both actions, they will need to be split into separate files for import. Including both new and updated rates in the same file will cause the import to fail.
Create Rates using the Rate Card Importer
The Config > Payroll > Rate Card Importer allows a maximum of 5000 rates to be uploaded in each import. If the number of rates that you need to import exceeds this limit, you will need to split these across multiple uploads.
New rates should be created as part of a separate .csv import to the update of existing rates. The system will only accept a .csv with all new rates or all updates, so if you require both, you will need to split your import into separate files.
Create New Rates using the .csv Templates
The template for rates includes the standard headers that appear in the expanded view of a Rate Card in the Rate Cards report.
The data that you will need to enter in the .csv template are:
| Rate Card ID |
Mandatory field which identifies the existing rate card that the rate is being added to. You will need to define the rate card before you can assign rates to it |
| Rate Name |
Mandatory field to set the name of the rate. Allows a maximum of 50 characters |
| Dates |
Start or Finish Dates should be formatted as YYYY-MM-DD
|
| Pay and Charge Rates |
Required fields, can be set to 4 decimal places. If the Pay Rate or Charge Rate fields are left blank, system default values will apply, where available. |
| Oncost % |
Value will need to be provided, if applicable. Can be set to 4 decimal places. If the Oncost % field is left blank, system default values will apply where available |
Update Existing Rates in the .csv Template
Once the Re-Import Template - Rates file is downloaded, you can modify the data as required, then saved a new copy of the file with the revised data.
When you re-import the rates 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 - Rates file, make the changes to the existing rate data:
| Rate Card ID |
Mandatory to identify the existing rate card to which the rate should be assigned. |
| Rate ID |
Mandatory but cannot be modified. Used to confirm if the data in the .csv file differs from the existing record so that updates are applied. When a revision is made to an existing rate, a new Rate ID will be assigned as each update is considered a new version. If an existing rate is being updated and no Rate ID is specified, the system will consider this a new rate |
| Rate Name |
The Rate Name cannot be modified |
| Dates |
The Start and Finish Date can be redefined for existing rates The Start Date is optional. When no Start Date is defined, the system will assign the upload date to the rate. The Finish Date is optional. When this field is left blank, no Finish Date will be assigned to the rate Start and Finish Dates should be formatted as YYYY-MM-DD. |
| Pay and Charge Rates |
Updates to the Pay Rate and Charge Rate can be entered |
| Oncost % |
Updates to the oncost % value can be entered |
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