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Go-live import from Excel

Bring your employees, their PAN, UAN and bank accounts, opening leave balances and this month's attendance in from one Excel workbook. Starting mid-year, add the months already paid, open loans and the assets people hold, so tax and payroll are right from the first run.

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The problem it solves

Typing 200 employee records takes weeks. A wrong IFSC or UAN shows up only when the bank file or the PF return fails.
You move in October and the new system does not know what April to September paid. The TDS for the rest of the year comes out wrong.
Leave balances start again at zero and employees argue about what they had.
Advances still being recovered and laptops with employees get lost in the change.

How it works

Finish the set-up first. The import adds new departments and job positions. Leave types, salary components, grades and loan types must already exist.
Open Settings > Data Import, click New and press Download Template. The workbook has a guide sheet and one sheet for each kind of record your plan has.
Fill the Employees sheet, one row per employee with the employee code, and the other sheets you need. The other sheets point to people by that code.
Upload the workbook, add a zip of photos if you have them, and press Check. Every row is checked before anything is written.
With any error nothing is loaded. You download the workbook with the wrong cells marked, correct it and check again.
When the green box says there are no errors, press Import. The result lists, per sheet, how many records were created and how many updated.
Run your first payroll and compare it with the last payroll of the old system.

Everything it does

Employees

Employee Code (the key), Name, Work Mobile, Work Email and Job Title
Department, Job Position, Employment Type and Staff Category: found by name, added when new
Manager Employee Code: may point to any row of the sheet, above or below
Date of Joining, which also sets the start of service; Grade, which must exist
Date of Birth, Gender, Personal Mobile and Personal Email
Statutory details: PAN, Aadhaar, UAN, PF Member ID and ESIC Number
Salary bank: Bank Name, Bank Account Number, IFSC and Account Holder (the employee's name if empty). The imported account becomes the one salary is paid to
From Growth: Pay From, the bank file format the salary is paid from

Checks before anything is written

PAN must be 5 letters, 4 digits and 1 letter; IFSC must look like SBIN0001234
Aadhaar must have 12 digits and a valid check digit
A bank name is needed with an account number
An employee cannot be their own manager
Required columns, the same key twice in a sheet, codes that are not known, future dates and wrong date formats are all reported
Dates are DD-MM-YYYY; lists have dropdowns in the template

Leave and attendance

Opening Leave Balances: employee, leave type by code or name (CL, SL, EL), days still available and As On (today if empty)
Monthly or yearly credits add to the opening balance as usual; uploading again corrects it while none of it is used
Staff Attendance: the current payroll month so far, one row per employee and day
Status (Present, Absent, Half Day, Leave, On Duty, Work From Home, Holiday, Weekly Off), or In and Out times
Imported days are recorded as days created by HR, with the reason Onboarding import, and payroll reads them like any other day

Documents (Growth)

Employee Documents: one row per employee and document
Document type (added when new), Number, Issued On, Valid Until, Original With Us, Original Received On, Stored At and Note
Scans are attached on the document afterwards

Pay so far, loans and assets (Growth)

Past Payslip Amounts: employee, month, salary component (BASIC, HRA, PF_EE, ESI_EE, PT, TDS, PF_ER, EPS...) and amount
Past Payslips: paid days, loss of pay days and days worked, only for months not paid in full
Past months become paid payslips marked From the Old Payroll, in a paid run named after the month with (old payroll). That pay period is locked
The income tax of the remaining months, Form 16, the TDS return data, the year-to-date figures and the bonus count them
Nothing is worked out, paid, posted to accounts or emailed again
Only months that are over can be loaded, with a pay period, and not for an employee already paid here for that month
Open Loans: loan type, Given On, Amount Given, Still To Recover, EMI or Instalments Left, Next EMI Month and interest
An open loan comes in as being recovered from the next EMI month; nothing is paid out and no approval is asked
Assets With Employees: asset, Serial / Tag No, category (added when new), model and Given On (today if empty). Also condition (New, Good or Fair; Good if empty), value and To Be Returned (Yes if empty)
One serial number has one holder; the asset is added to the asset list as given to the employee and is asked back at exit

Photos and later updates

Photos: a zip of JPG, PNG or WEBP files up to 5 MB each, each named by the employee code
Uploading a workbook again in a new import updates the same records, matched on their key columns
An empty cell leaves the value in the system as it is; rows you leave out are not deleted, and the import never deletes

Who uses it

HR administratorFinishes the set-up, fills the workbook and corrects the rows the check marks.

Payroll officerFills the pay of the months already paid and the open loans, then compares the first payroll with the old one.

Data Import AdministratorRuns Check and Import under Settings > Data Import. System administrators have this role.

SmartMy implementation teamOpens the import with you, as the Settings menu is kept by the platform team. Can also do the whole import as a service.

Where you use it

Web: Settings > Data Import, with filters for Imported and Failed and grouping by status, Entity or user
Not in the phone app: imports run on the web only
Not a direct link to your old payroll software: data comes in through the Excel workbook

What you control

Settings

The Entity the data loads into: chosen on each import
The sheets in the template: those of the parts of your plan; a part you do not have has no sheet
The payroll cycle must start on or before the first past month you load

Approvals

None: imported loans and assets come in as they stand today, without going through the loan or asset approval chains

Notifications

None: the import sends no messages, and past payslips are not emailed to employees

Works with

SmartMy CampusTeachers and staff use the same Employees sheet, one row per person, in the same workbook as students, classes and fees.

SmartMy Hostel, Transit and FeastTheir sheets (rooms and residents, routes and riders, food customers) sit in the same workbook when you hold those products.

Questions

We are moving in October. Do we have to load April to September?

Yes, if you want the year's income tax right. Load Past Payslip Amounts for each month already paid. The tax of the remaining months, Form 16 and the bonus then count them. Starting on 1 April needs no past payslips.

What happens if one row is wrong?

Nothing is loaded. Check lists every error, and you download your workbook with the wrong cells marked. Correct them and check again. Import also checks everything once more before it writes.

Can we load the salary of each employee in the same workbook?

Not in this workbook. Salaries are given under Payroll > Salaries > Employee Salaries. From Growth you can export the salary list, fill it and import it back as drafts with an effective date.

Are PF and ESIC challans already paid imported?

The amounts deducted each month come in as payslip lines (PF_EE, ESI_EE, TDS and the employer share). Challans and returns already filed with EPFO, ESIC or the tax department are not imported.

Can we do the import ourselves?

You can prepare and correct the workbook yourself. Running it needs the Settings menu, which the SmartMy team opens with you. We can also do the whole import for you as a service.

Related features

EMPLOYEES AND ORGANISATIONEmployee records with statutory detailsOne record holds each employee's position, PAN, Aadhaar, UAN, PF and ESIC numbers, family and nominees, education, past jobs, background checks and bank accounts. The stage (probation, confirmed, notice, separated) moves by itself, and every change is kept with its date.LEAVELeave types, credits, rules, year end and maternitySet up any leave type with its own credits and rules, and let the system keep every balance. Requests are checked against the policy when they are sent, approved through your chain, and closed at year end by carry forward, encashment or lapse.PAYROLLPayroll runs, approval and lockRun payroll per Entity and pay period straight from the attendance record, with joiners, leavers and mid-month revisions worked out. Approvers review it on one screen, salaries can be held and released, and a paid payroll is locked and reopened only with a reason.LOANS, INCREMENTS, BONUSLoans, advances and recoveries from salarySalary advances and staff loans with your eligibility rules, interest free, flat or reducing balance, recovered through payroll with EMI holidays, pauses, top-ups and foreclosure. Canteen, hostel and shop purchases come off the same payslip, and whatever is left is settled at exit.LETTERS, CARDS, DOCUMENTS, ASSETSAssets issued to employeesLaptops, phones, SIM cards, keys and uniforms go out on a request that is approved, handed over and acknowledged by the employee. When they come back damaged or not at all, the charge is recovered from salary, at once or in monthly instalments.LETTERS, CARDS, DOCUMENTS, ASSETSEmployee documents, letters and ID cardsKeep each employee's documents with scans and a reminder 30 days before one expires, and track the original certificates you hold and lend back. Issue letters from templates with a QR code anyone can check, and print ID cards with a re-issue charge taken through payroll.

See your own month run in it.

Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.

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