Creating an Import Template

The process for creating a template is the same whether you are importing to Sage HRMS, Time Off or Sage HRMS Train.

1. From the Sage HRMS Link menu, select File > New Template. The Template Setup page opens.
2. Enter a Template ID and Description. The Template ID merely provides a short name (up to 12 characters) for the template. The description field allows up to 30 characters for you to describe the template.
3. From the Database drop-down list, select the database file into which your ASCII data should be imported. This will most likely be a master file; however, you can add a second database.
4. From the Database drop-down list, select the second database.
5. Click Add. The Add Template Field dialog box opens. Both the database you selected and the master database are listed in the Select Field From area.
6. Complete the Add Template Field dialog box for each field you want to import. You must know the format of the ASCII file and be able to relate the fields in the ASCII file to fields in Sage HRMS. Refer to Required Fields on ASCII Files for the fields that should be populated when you import the ASCII file. Then add these fields to your import template.
7. By default, Sage HRMS Link shows the first field in the selected database file. Use the Field Name drop-down list to display all the fields in the database file; if necessary, select a different field.
8. After you select a field, Sage HRMS Link completes the entries for the field type, length, decimal places and field order. If necessary, you can make changes. More...
   • Field Type.  Identifies whether field contains a date, numbers or alphanumeric characters. If you want to import a character field in your ASCII file as a numeric field in Sage HRMS, you can change the field type accordingly.

   • Field Length. Determines the number of characters. It is recommended that you keep the fields the same size.

     Caution! If you do choose a field size smaller than that maintained by Sage HRMS, Sage HRMS Link truncates (removes) characters in the imported file. Character data is truncated on the right; numeric data is truncated on the left. Truncating numeric data could result in considerable data loss in your imported file.

   • Decimal Places.  Determines the number of decimal places for numeric fields.
   • Field Order.  Identifies the sequence in which the fields appear in your imported file. You can change the field order to suit your needs.
   • The Conversion Rule text box allows you to change the nature of a field as you import it.

   Note: When you are exporting, if you have a field in a rule, that field must exist in the template. When you are importing, if you have a field in a rule, that field must exist in the Sage HRMS file you have selected.

9. Click OK to add this field to the template. The fields you have added now appear in the Template Fields list.
10. Repeat for each field you want to add to the template
11. If you want to select defaults for your template, click Template Defaults.
12. Set your template defaults.
13. When done, click OK.
14. Click OK to save your template.

Example of an Import Template

Suppose you want to import dependent benefit data.

1. From the menu, select File > New Template.
2. Enter BASIC IMPORT in the ID field and Import Dependent Benefit Data in the Description field.
3. Select Dependent Benefits in the Database field.
4. Click Add to open the Add Template Field dialog box, where you can add the field that you want to import:
• From the Field Name drop-down list, select the last name field A_SALARY.
• Accept the defaults for Field Type, Field Length, and Field Order.
• From the Decimal Places drop-down list, change the number of decimal places to zero so only the dollar amount is imported, rather than dollars and cents.
• Click OK to add this field to the template.
5. The fields you have added now appear in the Template Fields list.
6. Repeat step 4 for each field you want to add to the template.
7. If you want to select defaults for your template, click Template Defaults.
8. In the Import/Export File area, enter a file name of DEPBENES.
9. Select a File Type of comma-delimited then click OK to close the Template Defaults dialog box.
10. Click OK to save your import template.

Published: May 17, 2017
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