Paycheck Import

You can use the paycheck import tool for a one-time payroll batch that includes non-regular earnings or deductions for employees. For example, you can use this tool to import annual employee bonuses or group term life insurance payments into NetSuite.

The paycheck import does not create paycheck records in NetSuite. Instead, the import updates existing paycheck records.

Supported Paycheck Sublist Data Import

The Paycheck import supports the import of the following sublist data. The Line field keys each sublist.

• Contributions

• Deductions

• Earnings

• Expenses

• Taxes

• Time

Note:

The Line field in a paycheck sublist does not refer to the line number of a particular line in that sublist. The Line field refers to the line number that is saved in a table that contains every line from every paycheck sublist. You can retrieve this line number by using SOAP web services.

Preparing to Import Paycheck Data with CSV

Before you import your paycheck information, you must first assign payroll items to applicable employees and create paychecks for those employees. After you create paychecks, you can import a CSV file to update the paychecks. Each paycheck in NetSuite has a unique internal ID. You use the internal ID to map paychecks to the rows in your CSV file.

To prepare to import paycheck data with CSV:

1. Make sure that the employees who have paychecks that you want to import are added to NetSuite and are included in payroll. For more information, see Including an Employee in Payroll.

2. Add each payroll item that is included in the paycheck import to each applicable employee record. Make sure of the following:

   • The Rate field for these payroll items is blank.

   • The Default box beside each payroll item is clear.

   For more information about adding payroll items to employee records, see the following topics:

   • Setting up Earnings for an Employee

   • Setting up Deductions for an Employee

   • Setting up Company Contributions for an Employee

   • Setting up Accrued Time for an Employee

   • Employee Tax Withholdings and Allowances

3. Update payroll information. For more information, see Updating Payroll Information.

4. Create a payroll batch. For more information, see Creating a Payroll Batch. Make sure that you include the employees who are impacted by the paycheck import.

5. Take note of the payroll batch number.

6. To ensure that you can find the internal ID for each paycheck, create a paycheck saved search. Go to Reports > Saved Searches > All Saved Searches > New, and then from the Search Type list, click Paycheck.

   • In the Criteria subtab, set the following filters:

     • Payroll Batch – Status is Edited

     • Batch Number – The payroll batch number you noted in step 5.

   • In the Results subtab, set the following:

     • In the Sort By list, select Internal ID.

     • In the Columns subtab, add the following fields:

     • Internal ID

     • Batch Number

     • Check Date

     • Employee

   • In the Available Filters subtab, add the following filters:

     • Batch Number

     • Payroll Batch: Status

   • In the Search Title field, enter a name for the saved search.

7. Click Save & Run.

8. Using the saved search results as a reference, in the CSV file, make sure that you have an Internal ID column and that each paycheck uses the correct internal ID.

Importing Paycheck Data with CSV

After you complete the steps in Preparing to Import Paychecks with CSV, you can import your CSV file. The import uses the information in the CSV file to update the paychecks that you created earlier.

The following table is an example of how you might set up the CSV file:

Paycheck Internal ID	Employee	Earning Item	Amount
1134	J Wolfe	Quarterly Bonus	8500
1135	M Wolfe	Monthly Incentive	5500
1136	P Wolfe	Monthly Incentive	5000
1137	N Wolfe	Quarterly Bonus	2000

To import paycheck data with CSV:

1. Go to Setup > Import/Export > Import CSV Records.

   On the Import Options page, click Next.

2. From the Import Type list, select Transactions.

3. From the Record Type list, select Paycheck.

4. Upload your file:

   1. If you have one file to upload, choose One File to Upload.

   2. If you have more than one file to upload, choose Multiple Files to Upload.

   3. Click Select, and then browse to the CSV file.

5. Click Next.

6. On the Import Options page, click Next.

7. On the Field Mapping page, make sure that the paycheck internal IDs, payroll items, and rates are mapped appropriately. You can map any other fields that you require. For more information, see Step Four Field Mapping.

   Note:

   For details about fields that can be mapped in the paycheck record, see the Schema Browser Paycheck reference page. You can use the field definitions here as a basis for creating your own CSV import template file. For more information about working with the SOAP Schema Browser, see SOAP Schema Browser.

8. Click Next.

9. To save the mapping and import the CSV file, in the Import Map Name field, enter a name, and then click Save and Import. Saving your mapping lets you use the same mapping to import other CSV files.

10. After the CSV file is imported, go to the payroll batch and check that the paychecks have been updated as expected.

11. Calculate and commit the payroll batch. For more information, see Calculating a Payroll Batch and Committing a Payroll Batch.

Additional Information

Importing CSV Files with the Import Assistant

Guidelines for CSV Import Files

Related Topics

Transactions Import Type

General Notices