You can import temporary data for payments and deductions, permanent data to update employees or create new employee records, pensions, salary reviews and many other items. The Data Loader saves time spent on repetitive data entry tasks.

You will need to create a CSV file with the information you want to load first, and save it somewhere that can be accessed from the server that the software is running on. Check which fields are mandatory (see step 8 below), as these will need to be included for the data load to work.

If you will use the same data load more than once, you may want to save a CSV template that you can complete before each data load, for example, when loading time sheets.

You can save a corresponding template within the Data Loader which contains the mappings to the fields on the file, and it can be used each time you do that type of data load so you don't have to set up the mappings each time. The templates in the Data Loader can also be copied to other users and you can delete ones you don't need.

To load data using the Data Loader

1. Click Tools, then click Data Loader.
2. Select a profile from the Profile Description drop-down. The boxes below display a brief explanation of what that profile can load and any mandatory fields (on the left), and a list of the fields that are available to load (on the right).
3. Click Next 
4. Click Browse, then select the CSV file that you want to import.
5. If the CSV file contains a header row, enter the Row number that contains the headings. For example, typically the first line in the file will contain the headings - in this case you would enter 01.
6. Click Next 
7. To select an existing template to use, select Use existing template and then select the template from the drop-down menu to the right. Skip to step 9.
8. If you do not have a template set up, select Create new template.
   In the first box to the right, enter a template code (maximum 8 characters).
   In the next box to the right enter a template name (maximum 40 characters).
   One at a time, highlight each Field Name on the left, then select the corresponding Field Desc on the right and click Map. The Man Ind column will show YES for any fields that are mandatory - these must be mapped.
   If you are mapping payments, deductions or other items that require a Rule No, this can be entered at the bottom or selected using the Lookup 
9. Click Next 
10. If any errors have been found, they are displayed in the Pre-run Validation Check window - click Previous  and correct the errors. If there are no errors, click Next 
11. If you have created a new template, at this point you are asked if you want to save it. Click Yes to be able to select your template next time.
12. On the Import File screen you can choose to either do an import Test, or Update.
    Test validates whether the import would work but doesn't alter any of the data. Select this to test if the import will work.
    Update does the actual live data import. Select this if you are happy to load the data.
13. The Report option has a choice of Simple or Advanced.
    Simple will only show the record that has been accepted.
    Advanced will show all the accepted values. If you get errors when you import, the Advanced report is more useful in identifying what these are.
14. Click Next 
15. Click Yes to view and print the report.
    Once you are finished with the report, click Exit 
16. Click OK.
17. Click Exit