Import transactions from an Excel file

Ensure that the file you are trying to import is closed before beginning the import process.
  1. From the All Tasks pane, select Administration > Utilities > Import > Import Transactions.
  2. In the Import Type field, click and select the type of data to import from the drop-down
  3. In the File Location field, click and browse to the Excel (XLSX) file containing the data you want to import. Select the file and click OK.
  4. If you are importing employee time cards, in the Posting Group field, click and select the posting group from a list. The only available posting groups are those associated with companies and pay systems to which you have access.
    Note: If either of the following is true, the import will fail.
    • The posting group you selected contains at least one check that has been printed correctly and has a status of Ready to Post.
    • The posting group you selected is currently in use by another user in the Start a Payroll Cycle screen.
  5. Click Get External Data.

    When you get external data, ProContractor retrieves and validates the data in the Excel file. This process may take a few minutes. A progress bar indicates that the process is still working.

    When importing employee time cards, if you have chosen to allow posting for a closed profit center, and the associated project or equipment item is closed, ProContractor prompts you to enter the Closed Project or Inactive Equipment password. If you enter the incorrect password, all time card lines with a closed project or inactive equipment item fail.

  6. If there are invalid records, ProContractor displays a warning, giving you the option to stop the import and correct the invalid records before proceeding. Do one of the following:
    • Click Yes to stop the import. Go to the next step.
    • Click No to continue with the import. Skip to Step 10.
      CAUTION: Viewpoint strongly recommends that you correct orphaned records before continuing with the import. If orphaned records are not corrected before continuing, the records will be lost and you will have to enter them manually.
  7. Review the Failed Records and Orphaned Records tabs as described in the Import Transactions Screen Field Reference to identify the invalid records.
  8. Edit the data in the original Excel file to address the invalid records. ProContractor automatically opens this file for you.
  9. Repeat any necessary steps until there are no invalid records.
  10. Click Import to import the valid records.
    Note: If there are invalid records (because you selected No in step 6, ProContractor creates the following Excel files:
    • Problem Records - Contains information about the failed records.
    • Failed Records - Contains the failed records.

    Use the Problem Records file to identify the specific records with errors. Use the Failed Records file to correct the records.

    If you are importing employee time card data, you must recalculate taxes and deductions for the posting group on the Calculate Taxes and Deductions screen after importing.