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This article applies to:

  • Product: Accounting CS,Accounting CS Client Access
  • Subject: Payroll checks

Import batch handwritten payroll checks from a spreadsheet

Be sure that the spreadsheet is closed and remains closed during the import process.
Be sure that the spreadsheet is not password protected.
  1. Select
    Actions
    , then
    Enter Batch Handwritten Payroll Checks
    .
  2. Select
    Spreadsheet
     in the
    Input type
     field.
  3. In the Check Details section, specify the check date and period beginning and ending dates.
  4. If necessary, select a different frequency and/or bank account.
  5. Select
    Next
     to open the Spreadsheet Import wizard.
  6. Go to the spreadsheet with the payroll check data and select the appropriate worksheet, and then select
    Next
    .
  7. If you saved mapping information from a prior import as a
    mapping template
    , that template will be included in the dropdown list in the
    Template
     field.
    note
    If applicable, select the appropriate template. If you do not have an appropriate template, you can add a new template or map the columns manually.
    1. If the spreadsheet includes column headings or other rows of data that should not be imported, mark the checkbox in the
      Omit row
       column for that row.
      note
      The application won't validate or import data in that row.
    2. For each column in the grid, select the column heading, and then select the applicable mapping item from the dropdown in the
      Column <x>
       field above the grid.
      Mapping item
      Additional info
      Additional info 2
      Required?
      Employee ID
      N/A
      N/A
      Yes
      Employee Name
      N/A
      N/A
      N/A
      Location
      N/A
      N/A
      Yes
      Department name/number
      N/A
      N/A
      Yes, only when departments are in use
      Pay item
      <Item> (includes all pay items set up for the client)
      Regular hours OT hours DT hours Pay item override amount Rate
      Yes
      Deduction item
      <Item> (includes all deduction items set up for the client)
      N/A
      N/A
      Tax item
      <Item> (includes all tax items set up for the client)
      N/A
      N/A
      Check #
      N/A
      N/A
      N/A
      note
      • In the Column Mappings screen, the first mapped column must be Employee ID for the mapping to be successful.
      • By default, none of the columns are mapped. The application will not import any columns that are labeled as
        Not Used
        .
      • To modify data in the grid, select within a cell and enter the desired text or amount directly.
      • If an employee pay rate in the spreadsheet is different than the rate that exists for the employee in the application, the import will update the employee record and the new rate will be used for that employee's current and future payroll checks.
  8. Select
    Next
     to begin the import.
  9. The Import Diagnostics screen displays a list of the information that will be imported from the spreadsheet and the analysis results for the data.
    If necessary, you can select the
    Back
     button to make changes to any of the mapping and options screens. To print a list of the diagnostic messages, select the
    Print
     button.
  10. When you are satisfied with the data that will be imported, select
    Finish
    .
Sample spreadsheet file
The following sample spreadsheet file is available for you to download and review. The sample spreadsheet is set up with commonly used columns and some sample data. You can modify the formatting, column, and data to fit your needs.