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Import recurring payroll data through Open Interface

The Open Interface imports payroll data from text or Excel files directly into the salary journal. Define an import profile with field mappings and replacements once—often together with IT or the person responsible for interfaces—and use it periodically for recurring file deliveries. After the journal, salary types, and employees are set up, a payroll professional starts the import.

Prerequisites

  • Each row in the source file contains an employee number and a salary type.
  • The target salary journal is set up.
  • The salary types and employees referenced in the file exist in SwissSalary.

Set up an import profile

  1. Open the Open Interface page.
  2. Create an entry with a Code and Description.
  3. On the Definition FastTab, configure the following fields:
Field Description
File Type Excel or Text.
Character Set ASCII, ANSI, or UTF-8 (relevant only for text files).
Start Import Line The line number at which the import starts (default: 1).
Field separation Fixed (fixed positions) or Variable (separator).
Field Separation Type Character or ASCII Dec (for example, 009 for a tab).
Field Separation Character The separator used (for example, a semicolon).
  1. On the File FastTab, configure the import source:
Field Description
File Import File, Directory, or ZIP Archive.
  1. Define the field mapping on Open Interface Line:
Field Description
Field No. Sequential number of the import field.
Allocation Target field in the journal (for example, Employee No., Salary Type No., Amount, Quantity, Cost Center, or Forward Charging).
Start Position First character position (for fixed field separation).
Field Length Number of characters in the field (for fixed field separation).
Fixed Value Constant value if the field doesn't come from the file.
Factor Multiplier for numeric values.
Replace Number of defined value replacements (for example, department code → cost center).
Hinweis

In the Decimal format for minutes field, you can choose between Industrial minutes (100 units) and real-time (60 units) when you import time values.

Configure replacements

You can define value replacements for each interface line. From the Replace field, open the Open Interface replace values page and enter source and target values.

Import data

  1. Open the import profile on the Open Interface page.
  2. Choose the Export / Import action.
  3. Choose the import file, and then start the import.

SwissSalary creates a journal entry for each valid line. The Messages setting determines how invalid lines, such as an unknown employee number or an inactive employee, are handled:

  • Show messages: The import displays warnings.
  • Ignore messages: The line is skipped without a message.
  • Don't import: The import stops when an error occurs.
Tipp

Disable Following Salary Types if the external system already supplies all deductions and SwissSalary shouldn't generate automatic following salary types.

Check the import result

  1. Open the Management Rapport Journal, and then check the generated lines.
  2. Compare the totals (the Sum action) with the source file.
  3. If needed, run Test Process Payroll for individual employees.

Good to know

  • You set the character set, separator, or Start Import Line incorrectly—columns shift, and amounts and employee numbers in the journal are incorrect.
  • You set Messages to Ignore messages—invalid lines are skipped without notice; with Don't import, one error stops the entire import.
  • The file supplies all deductions and Following Salary Types remain enabled—social security deductions are taken from the salary twice.
  • You import time values without the correct Decimal format for minutes—hours are valued and paid incorrectly.
  • You don't compare journal totals with the source file—import errors pass unnoticed into the payroll run.

See also