Date printed: 01-17-2019   Last updated: 07-02-2007

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Applies to versions: 1.5

Custom Payroll Export Settings

The TimeIPS Custom Payroll Export allows users to define the characteristics and contents of the file including the file extension, number of columns, field delimiter, line terminator, and data output. Using the IPSCPX Customizable Payroll Export module (included in the IPSEPI Extended Payroll Integration module), the defined file can be generated then imported in your payroll application. .

Security Level Required: Payroll Administrator

Using the left pane Main Menu, click on: Administration » Payroll and Reports » Payroll Export

Before you export:

  1. After selecting your export contents (date range, employees and export format), click on the Continue to Step 2 --> button.

  2. The first time you run a payroll export, you will be asked to provide a "preset", or template, for your export.
    • Click on the Add Preset button to configure your payroll preset.
    • You can import customer export settings that have already been created in TimeIPS by clicking on the Browse button.
    • If you already have a defined preset you wish to use, select the preset name from the Export Settings pull-down, then skip to Step 4.

  3. The preset window will appear.
  4. NOTE: A Preset is a saved list of settings that are used each time a payroll file is generated. If your settings change from one group of employees to another, you may create multiple presets and select the preset that applies for the group you are exporting at the time.

    The General Tab

    The General tab defines information about the format of the file. The field level detail will be specified in the Columns tab.

    The Custom Payroll Export General Tab

    The Pay Codes Tab

    The Pay Codes tab associates each type of earnings or pay with a specific name or code for identification in your payroll application.

    EXAMPLE: In the screen shot above, standardtime hours will be designated with code 1, overtime with code 2, and so forth. In that way, all hours can be included in a single column with a specific code (or name, such as "Hourly" and "Overtime") identifier.

    NOTE: The Landon Payroll Application file requirements from example A separate each pay type into its own column. Therefore, the pay codes will not be used.

    The Preamble Tab

    The Preamble tab defines file heading rows that include summary data about the file. Unless preamble records are specified in the file layout requirements provided by your payroll application, leave the default value of “Do Not Use”.

    NOTE: Most payroll applications do not require a preamble.

    The Columns tab

    The Columns tab defines the number of columns, the format for each column, and the data contained in each.

    The Custom Payroll Export General Tab

    The Footer Tab

    The Subtotals Tab

  5. Once your preset has been configured, click on Save Settings to save, or Cancel to exit without saving.
  6. (Optional) Enter a descriptive Comment to assist in differentiating past and future payroll runs.

    NOTE: If you decide not to calculate time for your payroll export at this time, click on "<-- Back to Step 1"
  7. Once you are ready to calculate payroll, click on the Continue to Step 3 --> button. TimeIPS will calculate your payroll and generate the custom export file based on the settings in the selected Preset.

  8. Once payroll has been calculated, your screen will refresh back to Step 1 and you will see your pending export at the bottom of the screen. Click on Mark Paid to examine your export file and/or to export the file into your payroll application.

  9. NOTE: TimeIPS locks the selected payroll events from editing while the payroll is in Pending status. This prevents employees from adjusting time events that are being processed for payroll.

  10. Click on the file name link (custom-payroll-Jun-03-2007-1184357952.csv in the example below) to view the contents of the export in a spreadsheet application such as Excel or OpenOffice Calc. Once you have confirmed that the contents have exported correctly, click on Yes, the export was accepted to import the file into your payroll software, or click the <-- Cancel button to return to Step 1.

  11. NOTE: Once your transactions have been payrolled, TimeIPS will lock the time events from future edits.

  12. When your payroll has been successfully imported into your payroll software, the screen will refresh and you will see that the "Mark Paid" status has changed to Payrolled.

  13. NOTE: As you continue to export payroll, TimeIPS will maintain a list of all of your payroll exports. The latest export will always be at the top of this list.

    See Also:
    Payroll Export (TimeIPS Version 1.5) (1.5)
    Advanced Formatting for Custom Payroll (TimeIPS Version 1.5) (1.5, 1.6, 1.8, 1.9, 1.10, 1.11, 2.0, 2.1, 2.2, 2.3, 2.4, 2.5, 3.0)

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