Importing Data

Modified on Thu, 27 Feb at 9:54 AM

For a video tutorial on how to import employees into the P11D Organiser please click on the link below:

Importing Employees


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 

Please refer to help article Importing data - What fields of data are available to import for information on formatting requirements.


Step by step guide to importing data

The P11D Organiser has an import wizard which is a step-by-step process of importing employee and benefit data easily into the system. Each P11D section has its own import routine and there is also an import routine for employee data.

The process shown below is a step by step guide taking you through the import routine for Section I benefits (Private medical treatment or insurance) although each import routine follows the same steps with just a different set of expected target fields and data validation rules.


STEP 1 – IMPORT

Select FILE > IMPORT WIZARD (or use the primary toolbar "IMPORT" icon to go to the Import wizard)


STEP 2 – IMPORT ROUTINE

Select the Import routine to run: 1 Employee details click NEXT


STEP 3 – SOURCE FILE

Select the file that you want to import from the list in the window and click NEXT. Alternatively, if the file you want to import isn't in the list, click the BROWSE button to navigate to where the file is located.


It is worth noting that you can import XLSX files with multiple sheets, an example would be, here we have created a file that contains employees and all different benefit types, after I have selected the file I can choose which one I want to import, for instance:

In this respect therefore, it is possible to have your entire import routine within one file if you wish to do so. 


STEP 4 – MAP SOURCE DATA TO TARGET FIELD

Using the IMPORT TEMPLATE (refer to help article - Importing data - What fields of data are available to import for further information on formatting requirements), the system will automatically configure and select the matching target field for the source data on the source file (header row displayed on the left will match the correct corresponding "target field" displayed on the right).


NOTE: If you are not using the IMPORT SYSTEM TEMPLATES then you will need to manually select the correct target fields using the “Map Data Columns” button to connect your source fields in your file to the database fields in the system. The target fields will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column if it is not naturally identified the same as the source. 

Data Mapping Screen

This screen will show Mapped/Un-Mapped (excluded) as filtered lists or show all types together using the top controls (1).

You map by clicking the target field you wish to associate with the highlighted source field. In the bottom area of the screen, you can see a sample of the field data from your source file (2) and the design of the field you are targeting as the place for that data to be stored (3).

You can click Exclude to remove the mapping for elements you no longer wish to use for importing.

When you have finished mapping, click "OK" to return to the summary screen. Then click "NEXT " to continue.


STEP 5- KEY FIELD & DATA VALIDATION

The system will display the data in a table. A key ID selection of must be made between either PAYROLL number or NI Number (unique reference for employee)

  • GREEN entries are EXISTING records in the system that will be updated/replaced (recognised by the Key field used - e.g. PAYROLL)
  • WHITE entries are NEW records being added to the system benefit database (recognised by the Key field used e.g. PAYROLL)


Clicking the NEXT button, the system will begin to validate the data and any records failing validation rules will be referred to in a series of pop-up messages. Any resulting invalid records will be removed from the import process and saved to an error log file which can be viewed at the end of the import process.

Example: Missing/Blank employee's Payroll number record (cannot create a record using a blank key employee ID)


Example: Missing/Blank employee's NI Number and Date of Birth (Invalid for HMRC submission)


STEP 6 - COMMIT DATA CHANGE

The system will now commit the data and create the benefit records. The system will confirm the numbers of records to be added, updated and the total number of records from the source file.

CLICK FINISH to finalise the import and commit the data change to the system database. 



The system will now display a dialogue box to confirm the total number of records Added, updated and removed during the import process.

If your file contained no errors that need to be re-imported, simply click CANCEL to exit from the import wizard and return to the main P11D Organiser system.



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