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Intuit
2 helpful votes

How import Employee Data via CSV

Importing Employees from a XLSX or CSV file is a great way to get set up and running quickly.

Note: You can also follow this process to perform bulk updates of employee data. 

Firstly you’ll need to ensure you have a template on hand, to download the template

How to download an employee template

 

  1. Select Employees from the left-hand menu 
  2. Select the Payroll Settings tab then select Data Extracts (Located under Business Management).  
  3. Under Data Type select Employee Data and Empty Template
  4. Select the File format, then select Download  

 

You can then paste or enter the data in excel, when you’re ready you can proceed to upload the data into QuickBooks Payroll.  

How to import Employee data into QuickBooks Payroll

  1. Select Employees from the left-hand menu 
  2. Select the dropdown next to Add Employees and choose Import Employees 
  3. Select Select File, choose your completed template then select Open 
  4. Select Confirm Upload 

Note: Ticking Automatically create missing locations. Will automatically create any locations names listed in the PrimaryLocation and Locations columns that are not already set up in the system.  If this setting is not selected, an import error will occur.  

When the import is complete, the results will be displayed on the screen advising the status of each employee updated.

How to delete data using the import function

If you want to use an import file to remove data from the employee records, in bulk, use the value (clear) in the appropriate field/s on your import file. 

File Specification

There are quite a few fields in the import file, however, they are broken into sections, and not all sections need to be present.

To set up an employee to be processed in a pay run the following fields are required as a minimum:

  • TaxFileNumber 
  • FirstName
  • Surname
  • DateOfBirth
  • ResidentialStreetAddress
  • ResidentialSuburb
  • ResidentialState
  • ResidentialPostCode
  • PostalStreetAddress
  • PostalSuburb
  • PostalState
  • PostalPostCode
  • StartDate
  • EmploymentType
  • PaySchedule
  • PrimaryPayCategory
  • PrimaryLocation
  • PaySlipNotificationType
  • Rate
  • RateUnit
  • HoursPerWeek
  • BankAccount1_BSB
  • BankAccount1_AccountNumber
  • BankAccount1_AccountName
  • BankAccount1_AllocatedPercentage
  • SuperFund1_FundName
  • SuperFund1_MemberNumber
  • SuperFund1_AllocatedPercentage

Once an employee is set up in the system, import files may contain a smaller subset of fields but the following must always be included in order to be able to identify the employee to update:

Either:

  • Tax File Number

OR:

  • First Name
  • Surname
  • Date of Birth

Since locations may be nested, When importing from the CSV file, it is important to specify the Fully Qualified Location. For the following set of locations:

  • All Offices
    • NSW Offices
      • Strathfield
    • QLD Offices
      • Logan

The fully qualified location for ‘Strathfield’ would be All Offices / NSW Offices / Strathfield.  

 

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