If your organization has more than a handful of employees, it may be easier and faster for you to set up your employees' Claim Entitlement data via the Claim Entitlement Import feature.
Even if your employee headcount is not big, the import feature still makes a great time-saver, as you may save yourself a great deal of time setting up new Claim Entitlements for upcoming years.
Most importantly, you may make use of Claim Entitlement Import to quickly set up new employees' Claim entitlements. Just create several Excel templates containing different Claim entitlements for employees according to their Job, Department, Level etc. Whenever there is a new hire, you may instantly set up the new employee by importing the Claim entitlements from the correct Excel template.
Best Practices
Before you start importing, it will help you breeze through the whole import process if you adopt these recommended approaches to importing your Claim Entitlements.
First, try to add a few Claim Entitlements manually to get a better understanding of the purpose of the data fields.
After that, go through this user guide to understand the steps involved and what to expect if error happens.
Examine the downloaded Excel template for the data structure provided. There are plenty of useful comments in the template to guide you through the data fields, such as which are the required fields or what possible values are allowed.
You may test the import by using the sample data prepared in the Excel template. Just remember to change the relevant fields such as #REPLACE_YOUR_ID_1# by using an Employee ID that has already existed. After seeing the result, you may easily delete the imported records.
Finally, you may start to prepare your first dataset for the import, but it is strongly recommended that you prepare a small dataset of 5 to 10 records for the first import. You may always import the rest of the data afterwards. Doing so will help you identify the potential problems easily if the import is not completed successfully. You may then examine and correct the invalid data by following the instructions sent to you when your import is processed.
Steps
Go to Expense Claim ❯ Management. Make sure that at least one employee is selected, then click at the button in the Entitlement tab.
From the Import Entitlement window, download the Excel template to prepare your Claim Entitlement data for import.
In the Excel template, only the first sheet is needed for the preparation of Claim Entitlement data. Other sheets may be present to provide additional information such as lookup data for the Claim Entitlement data fields.
The Excel template comes with some sample data that you may change or delete once you get an idea of how to fill up the Claim Entitlement data.
Make sure that you fill in all the Required fields accordingly, and you may leave other fields empty if you do not need them.
DO NOT change the name of the first sheet. DO NOT remove or change the order of any column in the first sheet. Start entering your Claim Entitlement data from the 2nd row.
Claim Entitlement must be unique based on Employee ID, Year and Expense Type. For instance, an employee with Employee ID of 0001 can have ONE AND ONLY ONE "MOBILE" claim entitlement for the year 2022.
If you want to import Claim Entitlement data as new records, just leave the Import Action field blank. If somehow you want to update certain existing Claim Entitlement records (identified by Employee ID, Year and Expense Type), you may set those records' Import Action field to UPDATE. Upon processing your import data, if the records exist, they will be updated with the new data, otherwise errors will be reported.
When you are done, save your data and proceed to the next step in the Import Entitlement window, then click Excel File to select the XLS file that you prepared just now, and click IMPORT to start the import process.
When your data is processed, the result of the import will be shown. This includes how many Claim Entitlement records imported and skipped, and the corresponding reasons why certain records are not imported and how to rectify them.
If the Claim Entitlement data is not imported completely, you may:
Remove successfully imported Claim Entitlement records from the Excel file.
Double check Invalid Records and correct the errors.
Upload and import the rest of the data after correcting the errors.
