Importing Data From Other Software

Overview

Paysoft may have utilities that automatically import data from certain payroll software. Check with Paysoft for availability. If no utility exists for your specific software, use the manual import procedure described in this topic.

Import File Requirements

Supported file formats

• dBase III format
• ASCII format (fixed length)
• Comma-delimited files

File structure

ProPay creates dBase III compatible files. You will need a utility program that can:

• Open dBase III type files
• Import from various file types including ASCII or text-delimited files

Setup Process

Step 1: Create new client in ProPay

1. Start ProPay.
2. Go to Client Functions > Add Client.
3. Enter the Client ID (example: A01).
4. Fill in the employer information.

Step 2: Enter required information

1. Go to Payroll Functions.
2. Enter all required information for:
• Employer Deductions
• Departments (if used)
• Workers Comp (if used)
• Job Costing (if used)

Step 3: Understand ProPay file structure

ProPay creates several files for each client:

File Name	Purpose	Number of Records
A01_CO.DBF	Holds company information	1 record only
A01_MAST.DBF	Employee Master File	Several records
A01_DET.DBF	Employee detail file (holds all paychecks)	Several records
A01_DEPT.DBF	Company departments definition	Variable
More A01_*.DBF files	Hold various types of info	Variable

Step 4: Import data into employee master file

Recommendation: Import data only into the Employee Master file (A01_MAST.DBF). This is the most time-consuming file for manual data entry.

File format example:

A comma-delimited ASCII file should look like this (showing first 3 fields: Employee_no, Name, Dept):

_CODE_BLOCK_0_

Step 5: Enter remaining data through ProPay

Enter data for the rest of the files through the ProPay user interface to ensure file integrity. This is less time-consuming and prevents data corruption.

Step 6: Rebuild index files

After importing data into the Employee Master File:

1. Start ProPay.
2. Go to Client Functions > Miscellaneous > Re-Build Index Files (For All Clients).

Step 7: Complete employee setup

1. Go to Employees > Change Employee.
2. Go to each of the following employee screens and fill in any missing information:
• Deductions/Reimbursements
• Tax Status Exempt
• Direct Deposits
• Other
1. Important: Click the SAVE button before going to the next employee.

This step must be performed for each employee to ensure file integrity.

Entering Employee YTD Information

After importing employee data:

1. Click any ProPay HELP button.
2. Click Contents.
3. Click Employees Setup.
4. Click Employee YTD Set-up.
5. Follow the directions in that help topic.

ProPay Master File Record Layout

The ProPay Master File is a dBase III type file with the following structure:

Field No	Field Name	Type	Length	Decimals	Example	Comments
1	EMP_NO	C	4	0	0108	4 Digits
2	NAME	C	30	0	JACKSON, GAIL	Last, First
3	DEPT	N	4	0	100	4 Digits
4	WCID	N	4	0	9079	4 Digits
5	SSN	C	11	0	999-99-9999	999-99-9999
6	STATUS	C	2	0	MS	Married Fed, Single State
7	EXEMPT	C	4	0	4 4	Exemptions 4 Fed 4 State
8	GENDER	C	1	0	M	M or F

Note: Contact Paysoft for the complete field structure if needed.

Related Topics

• Add New Client
• Employee YTD Setup
• Employee Setup
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