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# QRG Integrated Import Tool - Populate Pay Transactions CSV Files
## Purpose
The purpose of this quick reference guide is to step through the process of populating CSV Templates for Pay Transactions with the necessary information to enable data to be imported using the Integrated Import Tool. The intended audience for this document are System Administrators / Standard Users.
## Steps
**Populate CSV Templates**
The CSV Templates provided for the Integrated Import Tool detail the fields and formatting to be used when preparing external data for import into 2cloudnine Payroll, to ensure successful validation and processing.
Only one Pay Transaction CSV Template is available for use with the Integrated Import Tool, as no customisations have been implemented as Enhancements for this Record Type. A sample of the formatting used for this template can be viewed below (see Figure 1):
Ensure each line of Pay Transaction data contains the required detail by following the below steps:
1. Identify each 2cloudnine record to be related with Pay Transaction data by using the value found in the External Id (it) field (Figure 2) to populate the cells displayed on the following page (Figure 3):
1. Populate Column A with the External Id (it) of the related **Assignment**.
2. Populate Column B with the External Id (it) of the related **Payment Entity**.
3. Populate Column D with the External Id (it) of the related **Pay Code**.
4. Populate Column F with the External Id (it) of the related **Employee**.
5. Populate Column I with the External Id (it) of the related **Pay Schedule** record.
**Important Notes**\
*(External ID (it))*
When populating the Pay Schedule External ID, please reference the Pay Schedule on the related
Assignment. If CSV Pay Transaction data references a Pay Schedule not already populated on the
Assignment, Data Import will fail.
The External Id field used by the Integrated Import Tool must not be confused with other External ID
fields. The correct External ID field can be identified by its API name: External\_Id\_it\_\_c External ID (it).
If this field is not displayed on the Page Layout by default, please contact your Salesforce
Administrator for assistance.
Please be aware of any auto-formatting that removes leading zeros from the entered data, as import
will fail if the data entered does not exactly match the data as it exists in 2cloudnine Payroll.
2. Reference any additional records related to Pay Transaction data by following the below steps (see Figure 4):
1. If invoicing is required, and no Assignment Rates have been created for the Assignment and Pay Code combination referenced, complete the following:
1. Populate Column C with the External Id (it) of the related **Invoice Tax ID**.
2. Populate Column H with the External Id (it) of the related **Invoice Schedule**.
2. If multiple Payee records are associated with the related Employee Contact, populate Column E with the External Id (it) of the applicable **Payee**.
3. To include Project Codes, populate Column G with the External ID (it) of the applicable **Project Code** record.
3. Populate data for the following required cells (see Figure 5):
1. If invoicing is required, and no Assignment Rates have been created for the Assignment and Pay Code combination referenced, complete the following:
1. Populate the **To Be Invoiced**? in Column J with either a **Yes** or **No** value.
2. **If Yes**, populate the **Invoice Rate** in Column M with a whole number.
2. To specify the date that each Pay Transaction occurred, populate the **Entry Date** in Column K.
3. Enter the amount (up to six decimal places) of Pay Transactions to be processed by populating the **Quantity** in Column O.
4. To define the type of Pay Transaction to be imported, enter either **Timesheet** or **Allowance** in the **Transaction Type** in Column P.
4. Populate the remaining data as follows:
1. Populate the **Pay Rate** in Column N with an amount (up to six decimal places).
2. Enter a description for the Pay Transaction by populating the **Description** in Column L.
3. Enter the unique identifier used to reference the Pay Transaction data in its external system by populating the **External Id** in Column Q.
**Important Notes**\
*(Date Format)*
When entering Dates, the format dd/mm/yyyy must be used.
## Field Descriptions
| Field Name | Description |
| -------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Assignment** | The unique identifier populated on the CSV when referencing 2cloudnine Assignment records. This value is populated using the value of the External ID field on the related Assignment record. |
| **Employee** | The unique identifier populated on the CSV when referencing 2cloudnine Employee records. This value is populated using the value of the External ID field on the related Employee record. |
| **Entry Date** | The date that the Pay Transaction occurred. |
| **External ID** | The unique identifier for the 2cloudnine record used by the Integrated Import Tool. This field is updated with a unique value by Payroll Users when records need to be referenced by an external system, and can be differentiated from other External ID field labels by its unique API name: External\_Id\_it\_\_c External ID (it) |
| **Description** | The recorded description for the Pay Transaction. |
| **Invoice Schedule** | The unique identifier populated on the CSV when referencing 2cloudnine Invoice Schedule records. This value is populated using the value of the External ID field on the related Invoice Schedule record. |
| **Invoice Rate** | The amount that should be applied as the Invoice Rate for the Pay Transaction data captured on the CSV. |
| **Invoice Tax ID** | The unique identifier populated on the CSV when referencing 2cloudnine Invoice Tax ID records. This value is populated using the value of the External ID field on the related Invoice Tax ID record. |
| **Pay Code** | The unique identifier populated on the CSV when referencing 2cloudnine Pay Code records. This value is populated using the value of the External ID field on the related Pay Code record. |
| **Pay Rate** | The amount that should be applied as the Pay Rate for the Pay Transaction data captured on the CSV. |
| **Pay Schedule** | The unique identifier populated on the CSV when referencing 2cloudnine Pay Schedule records. This value is populated using the value of the External ID field on the related Pay Schedule record. |
| **Payee** | The unique identifier populated on the CSV when referencing 2cloudnine Payee records. This value is populated using the value of the External ID field on the related Payee record. |
| **Payment Entity** | The unique identifier populated on the CSV when referencing 2cloudnine Payment Entity records. This value is populated using the value of the External ID field on the related Payment Entity record. |
| **Project Code** | The unique identifier populated on the CSV when referencing 2cloudnine Project Code records. This value is populated using the value of the External ID field on the related Project Code record. |
| **Quantity** | The amount of Allowance or Pay Transaction that should be applied when importing data. |
| **To Be Invoiced?** | Determines whether or not a Pay Transaction should be invoiced. |
| **Transaction Type** | Defines the type of Pay Transaction that should be applied to the data: - **Timesheet**Pay Transactions related to Timesheet Entries
- **Allowance**Pay Transactions related to Allowance Timesheet Items.
|
## Further Information
| Document | Document Type | Description |
| ----------------------------------------------------------------------------------- | --------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Integrated Import Tool - Key Information | Key Information | Outlines useful information relevant to the Integrated Import Tool functionality. The document includes definitions, prerequisites, and other non-instructional information. |
| Integrated Import Tool - Pay Transactions Template | CSV Template | CSV Template Document to be used when preparing Pay Transaction data for upload and import via the Integrated Import Tool. |
| QRG Integrated Import Tool - Upload and Process Import Files | QRG | How to use the new Integrated Import Tool to validate and process external data to create 2cloudnine Payroll records automatically. |
| QRG Integrated Import Tool - Populate Timesheet CSV Files (Standard) | QRG | How to populate data in the Standard CSV template for Timesheet Entries when uploading to Imported Records. |
| QRG Integrated Import Tool - Populate Timesheet CSV Files (Enhanced) | QRG | How to populate data in the Enhanced CSV template for Timesheet Entries when uploading to Imported Records. |
| QRG Integrated Import Tool - Populate Allowance Timesheet Item CSV Files (Standard) | QRG | How to populate data in the Standard CSV template for Allowance Timesheet Items when uploading to Imported Records. |
| QRG Integrated Import Tool - Populate Allowance Timesheet Item CSV Files (Enhanced) | QRG | How to populate data in the Enhanced CSV template for Allowance Timesheet Items when uploading to Imported Records. |
