Employee salary info can be imported to Procountor with the salary info import file. The import is done with a CSV import file that is transferred to Procountor with the Import salary info button in the Employee register view (Salaries > Employee register). Successfully imported data is automatically saved in the salary info of each employee.
More detailed information on salary info and setting up an employee can be found here. More about importing salary info can be read in this article.
The salary import file can be used to import the following data to the employee register:
- Base salary (amount, type)
- The number of hours belonging to the base salary
- Salary channel
- Employee tax number
- Tax card information (valid from, type, base percentage, additional percentage, annual income limit, income limit used)
- Pension insurance type
- Employees’ Pension Act agreement number
Importing salary info
The salary information on the import file is allocated to each employee by their social security number. The import replaces the salary info in the register with the information on the import file. The salary base is also updated according to the salary info.
Salary info is imported through the employee register. To import a person’s salary info, the person must be in the person register. The persons must also be on the employee list.
Import salary info button opens a window for selecting the CSV file to be imported.
After selecting the file, click Continue to move on to reviewing the imported data.
The review stage shows the imported data and the number of read/incorrectly read rows. One row corresponds to the salary information of one employee. If all the information matches the data format specifications, the row is marked as successfully read and the import saves the imported information in the salary info of the employee.
If the data contains incorrect information, meaning that the data in one or more cells does not match the specifications of that particular cell, the field is highlighted in red and the entire row is marked as incorrectly read. For example, if the tax card date is filled out in the format “1.1.2019”, an error will occur, because the correct format is “01.01.2019”. Incorrectly read salary info will not be imported to the employee register.
If the spreadsheet contains erroneous data, it can be corrected by filling out the correct information one field at a time. For example, a date filled out in an incorrect format can be corrected to pass the verification. Alternatively, the information can be corrected on the CSV file and the file can be imported to Procountor again after making the corrections.
Data import file
A data import file is transferred to Procountor in a CSV file format. The data import file can be created in Excel by saving the spreadsheet conforming with the data format specifications, as shown below, in a CSV format. Because of the attributes of the CSV file type it is important to make sure the first cell in the file (A1) has content; if the cell is empty, the other cells will also shift to the wrong place.
The data import file is a text file where one row forms a record. The record fields are separated with a semi-colon, and for this reason the cells cannot contain semi-colons. The file does not contain a separate heading row and the records start from the first row of the file. The file extension must be CSV, otherwise the file can be named freely. If the file is created in Excel and saved in the CSV format (not CSV (Macintosh) or CSV (MS-DOS)), the field separator and file extensions will form correctly automatically. If the chart is created with the OpenOffice spreadsheet, the strings will automatically be placed in quotes. The settings in OpenOffice must be changed so that these quote marks will not be added, so the import file can be read correctly.
Salary info record
Only a single kind of record is used in the salary info import file. The record below contains the following field-specific information:
- Excel cell: the field column in the Excel spreadsheet
- Field name / Information: what is the information
- Mandatory: X = the information is mandatory, (X) = mandatory, depending on the situation, empty = voluntary
- Form: text, decimal number, integer, date, or other separately determined form
- Allowed values / Verification: allowed values; will the data go through verification
- Additional information: other notable things concerning the field
|
Excel cell |
Field name / Information |
Mandatory |
Form |
Allowed values / Verification |
Additional information |
|
A |
SSN |
X |
Text |
Max 40 characters |
Is used to allocate information to a person in the person register. The information must match the person’s information. If the import file contains a social security number that is used by two separate employees, one of which is passive, the import will ignore the passive person and will create a salary slip for the active employee. |
|
B |
Base salary |
X |
Decimal number |
Max 999999999,99 |
|
|
C |
Base salary type |
X |
Text |
A = 1 month B = 1 month (total salary) C = 2 weeks D = 1 week E = 1 day F= Hourly salary G = Compensation for work H = Pay per job |
|
|
D |
The number of hours belonging to the base salary |
|
Integer |
Min 0,01 Max 8760,00 |
|
|
E |
Salary channel |
X |
Integer |
1 = Email 2 = Mail 3 = No sending 4 = E-salary |
|
|
F |
Tax number |
|
Text |
Max 12 characters |
|
|
G |
Tax card date (valid from) |
X |
Date |
dd.mm.yyyy
|
|
|
H |
Tax card type |
X |
Integer |
1 = One income limit 2 = Tax-at-source card |
|
|
I |
Base percentage |
(X) |
Decimal number |
Min 0,00 Max 100,00 |
|
|
J |
Additional percentage |
(X) |
Decimal number |
Min 0,00 Max 100,00 |
Mandatory information if using the one income limit tax card (H cell value 1) |
|
K |
Annual income limit |
(X) |
Decimal number |
Min 0,00 Max 999999999,99 |
Mandatory information if using the one income limit tax card (H cell value 1) |
|
L |
Limit used |
(X) |
|
Min 0,00 Max 999999999,99 |
Mandatory information if using the one income limit tax card (H cell value 1) |
|
M |
Pension insurance |
X |
Text |
T = TyEL (Employees’ Pension Act) Y = YEL (Self-employed persons pension insurance) M = MyEL (Farmers' Pension Insurance) |
|
|
N |
Employees’ Pension Act agreement (TyEL) |
|
Text |
Max 11 characters NN-NNNNNNNT |
The field is filled out when the insurance type is Employees’ Pension Act agreement (TyEL). The information given must match the valid Employees’ Pension Act agreement (in Management > Salary info > Salaries basic info > Employees’ pension insurance) |
|
O |
Comments |
|
Text |
Max 80 characters |
|