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Payroll Import

The Payroll Import feature lets you bring in employee and payroll data directly from Excel into the HRMS system. Use it to update salary details, deductions, and generate salary slips at scale.

What You’ll Learn

By the end of this guide, you can:

  • Prepare the Excel file for payroll import
  • Upload and validate your file
  • Process the import without errors
  • Fix common issues during validation
  • Verify payroll records after import
  • Follow best practices for smooth imports

Before You Start

Prerequisites

  • Access Rights → You must be an Admin or HR Manager
  • Excel File → Prepared with correct employee and payroll data
  • Backup → Always back up existing data before importing
  • Time → Large files may take a few minutes to process

Data That Gets Imported

  • Employee information (personal + employment)
  • Payroll data (salary components, earnings, deductions)
  • Department & designation
  • Salary slips (generated automatically after import)

Preparing Your Excel File

Step 1: Download Sample File

  • Go to Payroll → Import Payroll
  • Click Download Sample
  • Open the file in Excel (or compatible software)
  • Review the column structure

Step 2: Required Columns

Your file must include these fields:

  • Employee Number
  • First Name
  • Department
  • Basic Salary
  • HRA
  • PF Deduction
  • TDS

Step 3: Formatting Rules

  • Dates → Use YYYY-MM-DD (e.g., 2024-01-15)
  • Numbers → Enter without symbols (e.g., 5000, not ₹5,000)
  • No empty rows → Remove blanks between records
  • Save file → As .xlsx or .xls

Import Process

Step 1: Upload File

  • Log in as Admin/HR Manager
  • Go to Payroll → Import Payroll
  • Click Choose File → select your Excel file
  • Click Upload

Large files may take longer. Don’t close the browser until the upload finishes.

Step 2: Validate File

The system checks for:

  • Missing columns
  • Incorrect formats
  • Duplicate employee IDs
  • Data errors

Fix issues before moving forward.

Step 3: Process Import

  • Click Process Import
  • Confirm action
  • Monitor progress (system shows employee count & % processed)
  • Wait until you see Import Complete

Verifying Imported Data

Step 1: Check Employee Records

  • Go to Employees → Directory
  • Search for imported employees
  • Verify personal + employment details

Step 2: Check Payroll Data

  • Go to Payroll → Employee Salary
  • Confirm salary components and deductions

Step 3: Run Test Payroll

  • Go to Payroll → Generate
  • Select a test month
  • Generate payslips → Verify accuracy

Handling Errors

Common Issues + Fixes

  • Missing Required Fields → Add missing values in Excel
  • Invalid Date Format → Use YYYY-MM-DD
  • Duplicate Employee Numbers → Ensure each employee has a unique ID
  • Invalid Data Format → Check numbers and text consistency

Error Resolution Steps

  • Download error report
  • Fix issues in Excel
  • Save updated file
  • Re-upload and re-process

Best Practices

  • Backup payroll data before import
  • Start with a small test file
  • Validate Excel formatting carefully
  • Avoid interrupting the process once started
  • After import, always verify payroll by generating payslips