Data elements/fields available for importing into this section

Please refer to the guide - Importing data - What fields of data are available to import


Step by step guide to importing data - Company Car Details


STEP 1 – IMPORT

Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard) 


STEP 2 – ROUTINE

Select the Import routine to run: Vehicles - F - Company car details and click NEXT


STEP 3 - SELECT SOURCE FOLDER TO USE

Navigate to and select the location of the folder that contains the import .CSV file to be used in the import process 


The system will also display all other spreadsheet import files that are saved in the the same directory.



STEP 4 – MAP SOURCE DATA TO TARGET FIELD

If using the provided import template, the system will automatically configure and select the matching target field for the source data on the source CSV file (header row displayed on the left will match the correct target field displayed on the right)

TIP: Use the "Reconfigure P11D Organiser target field name" button to assist with this "mapping" process.


Click NEXT


NOTE: If you are not using the template then you will need to manually select the correct target fields using the “TARGET FIELD SELECTION” button. (These will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column)

CLICK TEMPLATES HERE TO DOWNLOAD THE TEMPLATES




STEP 5 – TARGET FIELD & DATA VALIDATION

The system will display the data in a table. A key ID selection of R_NUMBER should be selected as the unique reference for asset/company car :-


GREEN

records are EXISTING cars in the system asset database (recognized by their R_NUMBER)

WHITE

records are NEW cars to be added to the system asset database (not recognized by their R_NUMBER)

PURPLE

records are NEW employees, there is no existing employee record in the system so the benefit allocation cannot be made (not recognized by NI_NUMBER or PAYROLL number) 



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 and saved to an error log file at the end of the import process.






STEP 6 – COMMIT DATA CHANGE

The system will now commit the data & 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.  


NOTE - Backup DATAFolder is recommended as it gives you a restore point prior to committing the changes being made during the import. 


CLICK FINISH

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.





STEP 7 - VALIDATION & REJECTED RECORDS

Any records removed during the validation process will be saved to a “Import Error file” 


These error files can then be viewed in EXCEL, and then, having made any necessary corrections and changes to the data file, re-imported to complete the import for ALL RECORDS. 

Alternatively, use the SaveAS button to save the .dbf file as a CSV or XLS spreadsheet to your PC and work on it independently before re-importing.



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.




Step by step guide to importing data - Company Car Allocations


STEP 1 – IMPORT

Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard)


STEP 2 – ROUTINE

Select the Import routine to run: Benefits - F - Cars and car fuel - Main Company Car

Click NEXT



STEP 3 - SELECT SOURCE FOLDER TO USE

Navigate to and select the location of the folder that contains the import .CSV file to be used in the import process 




The system will also display all other spreadsheet import files that are saved in the the same directory.





STEP 4 – MAP SOURCE DATA TO TARGET FIELD

Using the import template provided, the system will automatically configure and select the matching target field for the source data on the source CSV file (header row displayed on the left will match the correct target field displayed on the right) 


TIP: Use the "Reconfigure P11D Organiser target field name" button to assist with this "mapping" process.


Click NEXT


NOTE: If you are not using the template then you will need to manually select the correct target fields using the “TARGET FIELD SELECTION” button. (These will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column) - CLICK TEMPLATES HERE TO DOWNLOAD THE TEMPLATES



STEP 5 – TARGET FIELD & DATA VALIDATION

The system will display the data in a table. A key ID selection of R_NUMBER should be selected as the unique reference for asset/company car:-


GREEN

records are EXISTING car allocation records will be UPDATED in the system (recognized by their R_NUMBER and PAYROLL number)

WHITE

records are NEW car allocations to be added to the system database (recognized by their R_NUMBER and PAYROLL number)

YELLOW

records are NEW vehicle allocation records that cannot be made as the can details record is not found (not recognized by their R_NUMBER)

PURPLE

records are NEW employees, there is no existing employee record in the system so the benefit allocation cannot be made (not recognized by NI_NUMBER or PAYROLL number) 




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 and saved to an error log file at the end of the import process.




STEP 6 – COMMIT DATA CHANGE

The system will now commit the data & 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. 

NOTE - Backup DATAFolder is recommended as it gives you a restore point prior to committing the changes being made during the import. 


CLICK FINISH




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.



STEP 7 - VALIDATION & REJECTED RECORDS

Any records removed during the validation process will be saved to a “Import Error file” 


These error files can then be viewed in EXCEL, and then, having made any necessary corrections and changes to the data file, re-imported to complete the import for ALL RECORDS. 

Alternatively, use the SaveAS button to save the .dbf file as a .CSV or .XLS spreadsheet to your PC and work on it independently before re-importing.



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.



STATUS

The Screenshot  below displays an example error file list of the validation errors that the system has identified during the import process for car details and therefore excluded these records from the import. The STATUS column states the reason why the car record(s) were identified and then removed.





The Screenshot  below displays an example error file list of the validation errors that the system has identified during the import process for car allocations and therefore excluded these records from the import. The STATUS column states the reason why the car record (s) were identified and then removed.