Import Rates using the Rate Card Importer

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.

Importing Rates using the Rate Card Importer

To upload a completed rate template:

1. Go to Config > Payroll > Rate Card Importer.

2. Under ‘Create new rates or update existing rates’, click Continue.

3. Click Choose File, select the revised .csv and click Validate.

4. In the Validation Results screen, review any errors. You’ll need to amend any errors in the .csv template and then restart the upload process until the system successfully validates your data.

5. When the validation is successful, click Import to complete the rate card upload.

You’ll receive an on-screen confirmation that the import is complete with a summary of the items that have been loaded into the portal.

You can include a maximum of 5000 rates 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.  Click Import More to return to the Import Rate Card landing page to restart the import process if you have more rate cards to upload. 

If you are updating existing rates as well as creating new ones, these actions will need to be completed in separate imports; the Rate Card Importer will only allow for one action per import. Including both new and updated rates in the same file will cause the import to fail.

Error Validation for Rates

The data validation for a rates .csv template uses the same criteria as the Rate Card Importer. You should check that:

• the file is in .csv format
• the file headers have not been renamed or removed
• the preset columns have not been removed
• additional columns have not been added
• the import only contains either new rates (ie rates with a blank ID) or updated rates (ie rates with a numeric ID)

The system will also validate the file data for field length, the number of items being imported and the content of each row.

Common Errors when Creating a New Rate

Error Message	Meaning
Row X: Please provide the Rate Card ID for the rate card	A Rate Card ID has not been entered
Row X: Provided Rate Card ID is invalid. Please provide correct Rate Card ID	The Rate Card ID that has been entered does not exist in the portal
Row X: Please provide a name for the new rate	A Rate Name has not been entered
Row X: Number of characters in Rate Name exceeds permissible limit	The Rate Name needs to be 50 characters or less
Row X: Rate name is a duplicate. Please provide a unique name for the new rate	The Rate Name entered is the same as the name of an existing rate in the portal
Row X: Special characters cannot be used for a pay rate	The Pay Rate entered includes special characters which are not valid
Row X: Special characters cannot be used for a charge rate	The Charge Rate entered includes special characters which are not valid
Row X: Invalid date format for start date (YYYY-MM-DD)	The Start Date has been entered in an invalid format
Row X: Invalid date format for finish date (YYYY-MM-DD)	The Finish Date has been entered in an invalid format
Row X: Special characters cannot be used for finish date	The Finish Date includes special characters which are not valid

Common Errors when Updating an Existing Rate

Error Message	Meaning
Row X: Please provide the Rate Card ID for the rate card	A Rate Card ID has not been entered
Row X: Provided Rate Card ID is invalid. Please provide correct Rate Card ID	The Rate Card ID entered does not exist in the portal
Rate Name cannot be updated. Please provide the existing Rate Name	The Rate Name cannot be modified
Row X: Special characters cannot be used for pay rate	The Pay Rate entered includes special characters which are not valid
Row X: Special characters cannot be used for charge rate	The Charge Rate entered includes special characters which are not valid
Row X: Invalid date format for start date (YYYY-MM-DD), or Row X: Invalid date format for finish date (YYYY-MM-DD)	The Start and/or Finish Date has been entered in an invalid format
Row X: Special characters cannot be used for start date, orRow X: Special characters cannot be used for finish date	The Start and/or Finish Date has been entered in an invalid format