Bulk Deductions Import

Import Deductions Directly to Payslips

The Bulk deductions import allows users to add, remove, or update deduction amounts in bulk from the Pay page.

The deduction import can be used to: 

• Manage large amounts of fluctuating deduction amounts that are applied regularly. 
• Remove existing deductions on draft payslips or add new deductions.
• Add 'pay to other account' deductions to a payslip. 

In this article, we will cover:

• Exporting your deductions for the current pay cycle, managing them and re-importing them.
• Relevant Data validation fields for this import. 

  Read more about Deductions and how they are created and applied here.

Export Paycycles

You'll want to begin by exporting your paycycles which will allow you to make the necessary changes. 

To export your paycycles:

1. Navigate to Payroll > Pay > Draft Payslips.
2. Select the arrow next to Add payslip > select Deductions.
   
   
   
   
3. Select the period ending for the paycycle.
4. Optionally filter by Office Codes or Employees. Leave blank to export all.
5. Export Paycycles.
   
   

You'll now be able to make changes to your CSV file before re-importing it. Read on to the next section to ensure you understand what changes can be made. 

Manage Deductions

With the CSV exported, deductions can now be added, edited, or removed as required. Before editing your downloaded CSV, please follow these guidelines:

• • Only one period end can be included in the CSV file. 
  • For existing deductions, only the deduction amount can be edited.
  • If you need to edit the account details of an existing deduction, the correct process would be to delete it and create a new line with the updated details. 
  • Only one deduction can be added per row. 
  • If adding another deduction, copy the payslip and employee ID information to a new row in the CSV file.
  • The gross and net figures displayed in the exported CSV will include any existing deductions at the time of export. 
  • The deduction details must match what is configured in the platform. For example, you may not add bank details to a deduction that is not set up to pay to a different account. You may also not add a dollar value to a percentage-based deduction. 
  • To remove a deduction from a payslip, add a 'Y' to the Delete Deduction column against that line. 
    
    

To manage your deductions:

1. Open the CSV file you exported. 
2. Add, edit, or remove what is required using the following columns. 
   • Deduction ID - The ID of the deduction applied.
   • Deduction Value - Denotes whether the deduction is based on dollars ($) or percentage (%). 
   • Deduction Amount - The amount ($ or %) to be deducted. 
   • BSB - Account details when a deduction is paid into another account. 
   • Account Number - Account details when a deduction is paid into another account. 
   • Account Name - Account details when a deduction is paid into another account. 
   • Reference - Reference applied to payment made to a different account. 
   • Delete Deduction - Denotes whether the deduction should be deleted from the payslip. 
3. Save your CSV file, ready for import. 

  Hot tip: Please take a look at the 'Data Validation' section below for help and more information about what information can be added to the editable columns and when. 

Import Deductions

With changes to the exported CSV file, you can import them back into your platform. Please keep the Data validation section of this guide in mind to make sure you have used all of the accepted formats for this import.

To begin your import:

1. If you haven't already done so, navigate to Payroll > Pay > Draft Payslips. Select the arrow next to Add payslip > select Deductions.
   
2. On the right, in Step 2, navigate to Choose file, select your file with the changes and select Import Paycycles.
   
   
   
   • If the import encounters any errors with the CSV file due to incorrect data, you will be notified of the line where the error occurs and what the error is. 
   • In this case, resolve the errors and re-import the file. 
3. The CSV will upload and your changes will be reflected on the payslips. Feel free to double-check and ensure all deductions are managed before processing payroll. 

Data Validation

When importing data into foundU, the data must be provided in the correct format. Below, you will find all the information required about the included columns of this import and the accepted formats for editable data.

 Please note: The bold rows in the table below denote editable columns in your export. 

Column Name	Column definition	Editable	Accepted format
Payslip ID	The ID of the payslip which is required for the import.	N	N/A
Employee ID	Unique identifier for the employee.	N	N/A
Employee Name	Employee's full name.	N	N/A
Current Gross	The gross pay of the payslip at the time of export.	N	N/A
Current Net	The net pay of the payslip at the time of export.	N	N/A
Deduction ID	The ID of the deduction applied.	Y	Numbers only.
Deduction Name	The name of the deduction applied.	N	N/A
Deduction Value	The deduction method - dollars or percentage.	Y	$ or %
Deduction Amount	The amount to be deducted.	Y	Numbers only. Up to 2 decimal places.
BSB	BSB of separate account the deduction is to be paid to.	Y	XXX-XXX
Account Number	Account number of separate account the deduction is to be paid to.	Y	Numbers only.
Account Name	Account name of separate account the deduction is to be paid to.	Y	Alpha Numeric. Max 12 characters.
Reference	The reference applied to payments made to separate accounts.	Y	Alpha numeric. Max 18 characters.
Delete Deduction	Notes whether a deduction should be removed from a payslip.	Y	y, Y, yes, Yes
Record ID	The ID of the deduction line item on a payslip.	N	N/A
Is Protected Earning Deduction	Notes whether a deduction is a protected earnings type or not. 1 is yes, 0 is no.	N	N/A

If you are using the deductions import each week prior to processing payroll, chances are you'll want to ensure you are across how to make a variety of changes to the import before importing.

Below we will cover adding new deductions, existing deductions, and removing a deduction from the import before re-importing.

Adding a new deduction

• • Create a new row in the CSV file and ensure you include the Payslip ID and Employee ID. Other non-editable fields (e.g. employee name, current gross, deduction name, etc) are not required on the new row.
  • The deduction ID can be found in Payroll Settings > Deductions. 
  • The details entered must match the deduction configuration. For example, you can't specify a dollar value for a deduction that is configured to take a percentage. 
    
    

Editing an existing deduction

• • The Deduction amount is the only value that may be edited on an existing deduction. 
  • If you have need to swap a deduction, the correct process would be to delete the existing one and add a new one on a separate line. 
  • If you need to edit the account details of an existing deduction, the correct process would be to delete the existing one and add a new one with corrected details on a separate line.
     

Deleting a deduction

• • Deleting a line from the CSV file will not delete the deduction. 
  • Add a "Yes" to the Delete Deduction column to remove a deduction from a payslip.