The Config > Payroll > Rate Import Status report outlines the rate import batches that are being processed in the system, giving you visibility over their progress and any associated issues. You can refer to this report to track the new rates and updated rates that you’ve imported using the Rate Card Importer.
Please note that this report only includes Rate imports, and will not include Rate Cards processed via the importer, rates and rate cards configured manually in your portal, or rates and rate cards configured via the API.
When new rates are being created or existing rates are being updated using the Rate Card Importer, each import will be split into multiple batches. Each batch type represents a different part of the import process, as outlined in the table below.
Please note that, with multiple batches processing at any given time, some may appear ‘stuck’ if there are other non-import batches processing in the background being prioritised by the system. These batches will resume once the other processes are completed.
|Batch Type||Description||Restrictions while Processing|
|Update Imported Rates (for updating rates)||The batch physically adjusts or inserts the rate(s) without updating the rate cache or performing any other actions||IMPORTANT: Do not process payroll or perform other actions until the entire batch is complete|
|Insert Imported Rates (for creating new rates)|
|Create Impacts from Rate Changes (for updating rates only)||The batch creates the relevant impacts, if any, on the Impact Report - Rate Change report|
|Build Rate Card Rate Cache||
The cache of rates is built for the change sin your import in this batch.
This batch appears if less than 100 rate cards are being adjusted.
The rate cache will be built for each individual rate card that is affected.
IMPORTANT: For either of these batch types, new rates will not be picked up by the system while the cache is being built.
Employees can enter timesheets while this batch type is processing, but any administrative actions (including Pay Conditions, Payroll, Invoice Item generation, or other imports) should not be performed until the batch is completed and the cache is fully built
|Build Entire Rate Cache||
In this batch the cache of rates is built for the changes in your import.
This batch appears if more than 100 rate cards are being adjusted.
The rate cache is rebuilt entirely as a single action, instead of individual cards being built.
NOTE: The progress of the batch will update from 0% to 100% upon completion. This may take some time to complete so your progress may remain at 0% for some time.
|Ping Bullhorn about Rate Changes||
The batch communicates to Bullhorn that a rate ID has changed. When the Bullhorn system is ready, it will query the new rate via Astute’s API and save the new rate in your Bullhorn system.
This batch type will only appear in portals where this functionality is used.
View Rate Import Batches and Errors
You can view a detailed breakdown of each batch by clicking on the batch name in the report, which you can use to confirm the actions that have been performed in that batch.
If a batch fails during processing, this will be flagged in the Rate Import Status report screen. The system will reattempt to process the batch in the background, and it will not reappear in the on-screen report.
You’ll need to review the Error Report for the impacted batch to confirm the issues, then manually check that the failed data has updated in the system before you perform any administrative actions that may be affected (eg process payroll, generate invoice items).
Batch Item Limits
A maximum of 500 items (updates or inserts) can be included in a single batch. Your import can contain more than the maximum number of rates, but these will be split into multiple batches by the system for processing. For example, if your import contains 2000 rate updates, these will be split across four batches.
For each batch of 500 rate updates or inserts, the full series of batch types will generate, with a batch to build (or rebuild) your rate cache created once all other batches have been executed.