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Import salary data and allocated salaries from Excel

With the Salary Data Import from Excel and Allocated Salary from Excel reports, payroll professionals who have import permissions can import salary master fields and allocated salaries by mapping Excel columns. This method is suitable for initial setup, bulk changes, and periodic transfers from external systems—ideally by testing a small sample first.

Prerequisites

  • The employees to import already exist in SwissSalary.
  • The salary types used are set up.
  • Each row in the Excel file contains a unique employee number.

Import salary master data from Excel

The Salary Data Import from Excel report imports salary amounts, monthly parts, salary rates, and salary increase fields. You can also map up to three selected employee fields.

  1. Open the Salary Data Import from Excel report.
  2. In the Excel Import File field, choose the prepared Excel file.
  3. Choose the Excel Sheet and the row range from From Line through To Line.
  4. Map columns A through Z to the available target fields:
Field Description
Employee No. Required mapping used for identification.
Salary Amount / Monthly Parts / Salary Rate Standard salary master fields.
New Monthly Parts / new Salary Rate Proposed new salary values.
Individual Salary Increase Individual increase amounts or rates.
Choice Field 1–3 Additional selected fields from the Employee Card. These choice fields shouldn't be activated.
  1. Start the import.

After processing, SwissSalary shows a summary with the number of processed and skipped records.

Wichtig

The import overwrites existing values on the Employee Card without asking for confirmation. Before making large changes, create a backup or check the data with a small sample.

Allocated Salary via Excel

The Allocated Salary from Excel report imports recurring salary components with a validity period.

  1. Open the Allocated Salary from Excel report. You can find it in the Allocated Salary of the individual employee on the Process tab.
  2. Choose the Excel Import File.
  3. Choose the Excel Sheet and the row range.
  4. Map the Excel columns to the fields. Employee No. and Salary Type No. come from the file; you can also map Valid From and Valid To to columns.
  5. If needed, map the text and Debit Cost Center, Quantity, Rate, Amount, foreign currency values, Forward Charging, and Allocation.
  6. In the Options section, specify whether the following salary types are calculated or not.
  7. Start the import.
Hinweis

Following salary types, such as automatic occupational pension deductions, are calculated as usual in the next payroll run. You don't need to import them separately.

Check the import result

After both imports:

  1. Open the Employee Card for a sample of the affected employees and check the imported fields.
  2. Open Allocated Salary for the affected employees and check the validity periods and amounts.
  3. If needed, run Test Process Payroll to check the effect on the payroll run.
Tipp

When you import foreign currency amounts, make sure that the correct currency code is stored on the Employee Card. The import itself doesn't validate exchange rates.

Good to know

  • You import with Salary Data Import from Excel without testing a sample—Employee Card values are overwritten without confirmation, and salaries in the next run are incorrect.
  • You reference unknown employees or salary types—rows fail or remain empty, and the affected employees don't receive an adjusted salary.
  • Employee No. is missing from the column mapping—the amount is assigned to the wrong person or isn't assigned at all.
  • You import foreign currency without a currency code on the Employee Card—the run calculates without a verified exchange rate and pays incorrect amounts.
  • You provide following salary types twice and leave Following Salary Type enabled—deductions and allowances are created twice.

See also