Introduction to Importing Data

This document is designed to help you through the importing process when working with the P11D Organiser. Although the software is flexible and intuitive, it is best to spend some time to ensure that files are correctly prepared before starting the data loading/importing process. There are a number of things to consider:


Import File Preparation 

File Type


The system can import data in numerous file types but a CSV (comma separated values) file recommended, it removes the complexities of Excel formulas and formatting.  This means you need to keep an eye out for commas in your data. Make sure you remove commas from addresses and make sure your financial values are presented simply e.g. 1850.14  (no commas or currency symbols)


Header row


The header row is used by the system to automatically select the correct import target field to match for import. It is an option to modify and use the exact naming convention so to remove the need to have to manually select the appropriate system target field. However, if you are extracting data from another system, you can elect to use your internal/standard naming convention for the data from that system and simply map it to the target fields with the P11D Organiser. The system will remember how you mapped it last time when you come to import again (and again) under the same import routine.


Square block of data


Try to remove all data above header row, below the last record and after the last column of data. This just helps the software interpret the data correctly during the importing process. 


Consistent data


The final column of data should contain consistent data i.e. a value in every cell. This ensures that the software moves to the ‘next row’ at the correct time. As you are able to select just the data columns that are to be "matched", it is sometimes wise to simply paste a column of consistent text e.g. ‘xxx’ on the far right to provide a delimiter/import end. 


Formatting


The format of some of the data to be imported is very important – the following tables clearly show what data and any data format requirements the software is expecting to import.


Key field

ALL data imported must contain a Key field - NI Number or Payroll Number for employees and Registration Number for cars – this is necessary to ensure that data can be married up correctly. Key fields are clearly highlighted in the table. 


Column Order

The column order in the spreadsheet is not important, as the P11D Organiser will automatically map as many fields as it can, and will remember the settings made during the import process as a configuration file for future use. 


Compulsory Fields

Certain fields must be included in order for the import routine to correctly allocate/calculate benefits particular to individual import routines. These Compulsory fields are also clearly highlighted in the tables. 


Optional Data

The remainder of data that can be imported is categorised as "Optional" and is displayed in standard type.


Guide to the Fields Available for import

The links below will take you to guides that show exactly what fields are available for import in each section:


A step by step guide on how to import data is available here: Importing Data

Templates

**Our recommendation is to use the extract files you create from your systems (or provided from your benefit provider) and use the manual mapping feature in the Import wizard - as the system remembers how you have mapped the data for next time which will save effort on your behalf in the long run. See mapping in the help article Importing Data


*If* you still wish to use a template - 

you can ACCESS THE TEMPLATES HERE  for each section. HOWEVER - please ensure you remove ALL THE COLUMNS you are not using to import.