Section E - Mileage Allowance (Company Cars) - Importing

Modified on Wed, 27 Mar at 10:30 AM

Data elements/fields available for importing into this section

Please refer to the guide - Importing data - What fields of data are available to import

Step-by-step guide to importing data

Company Car Details

STEP 1 – IMPORT

Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard)

STEP 2 – ROUTINE

Select the Import routine to run: Vehicles: Company Car Details and click NEXT

STEP 3 - SELECT SOURCE FILE TO USE

Select the file from the list that you wish to import. If the file does not appear in the list click 'Browse' to navigate to the file location. You can use .CSV, .XLS and .XLSX files to import.

If you have multiple sheets in your file, simply select which sheet you want to import and press OK.

STEP 4 – MAP SOURCE DATA TO TARGET FIELD

Using the import template provided, the system will automatically configure and select the matching target field for the source data on the source file (header row displayed on the left will match the correct target field displayed on the right) Click NEXT

TIP: Use the "Reconfigure P11D Organiser target field name" button to assist with this "mapping" process.

NOTE: If you are not using the template then you will need to manually select the correct target fields using the “MAP DATA COLUMNS” button. (These will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column) -

CLICK HERE TO DOWNLOAD THE TEMPLATES

For more information on the mapping screen, please refer to the help article Importing Data

STEP 5 – TARGET FIELD & DATA VALIDATION

The system will display the data in a table. A key ID selection of R_NUMBER will be set as the unique reference for the asset/company car

GREEN	records are EXISTING company cars in the system asset database (recognized by their R_NUMBER)
WHITE	records are NEW company cars to be added to the system asset database (not recognized by their R_NUMBER)
PURPLE	records are NEW employees, there is no existing employee record in the system so the benefit allocation cannot be made (not recognized by NI_NUMBER or PAYROLL number)

Clicking the NEXT button, the system will begin to validate the data and any records failing validation rules will be referred to in a series of pop-up messages. Any resulting invalid records will be removed and saved to an error log file at the end of the import process.

STEP 6 – COMMIT DATA CHANGE

The system will now commit the data & create the benefit records. The system will confirm the numbers of records to be added & updated and the total number of records from the source file.

If you would like to input some notes on the import you can do so in the Notes box inside of the window. Those notes will then be visible in the 'Log Files' screen.

CLICK FINISH

STEP 7 – DEALING WITH ERRORS

ERRORS HANDLING

Any records removed during the validation process will be saved as an “Error file”
These error files can then be viewed and saved in MS EXCEL. Having made the necessary corrections and changes to the invalid records contained in the "error file" it can be used as a new source file to import the corrected records and complete the import for ALL RECORDS (initial load plus the subsequent "fixed" error records)

SaveAS will allow you to save the error file to open and edit from File Explorer.

Mileage Allowance - Company Car allocations and business mileage payments

STEP 1 – IMPORT

Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard)

STEP 2 – ROUTINE

Select the Import routine to run: Benefits: Cars and car fuel - Main Company car and click NEXT

STEP 3 - SELECT SOURCE FILE TO USE

Navigate to where the file that you would like to import is and double click or click Open. You can use .CSV, .XLS and .XLSX files to import.

If you have multiple sheets in your file, simply select which sheet you want to import and press OK.

STEP 4 – MAP SOURCE DATA TO TARGET FIELD

TIP: Use the "Reconfigure P11D Organiser target field name" button to assist with this "mapping" process.

Click NEXT

For more information on the mapping screen, please refer to the help article Importing Data

STEP 5 – TARGET FIELD & DATA VALIDATION

The system will display the data in a table. A key ID selection of PAYROLL or R_NUMBER can be selected as the unique reference for the routine.

GREEN	records are EXISTING car allocation records will be UPDATED in the system (recognized by their R_NUMBER and PAYROLL number)
WHITE	records are NEW car allocations to be added to the system database (recognized by their R_NUMBER and PAYROLL number)
YELLOW	records are NEW vehicle allocation records that cannot be made as the can details record is not found (not recognized by their R_NUMBER)
PURPLE	records are NEW employees, there is no existing employee record in the system so the benefit allocation cannot be made (not recognized by NI_NUMBER or PAYROLL number)

STEP 6 – COMMIT DATA CHANGE

The system will now commit the data & create the benefit records. The system will confirm the numbers of records to be added & updated and the total number of records from the source file.

CLICK FINISH

Business Mileage Payments

STEP 1 – IMPORT

Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard)

STEP 2 – ROUTINE

Select the Import routine to run: Benefits: Mileage allowance - Company Car business mileage payments - click NEXT

STEP 3 - SELECT SOURCE FILE TO USE

Navigate to where the file that you would like to import is and double click or click Open. You can use .CSV, .XLS and .XLSX files to import.

If you have multiple sheets in your file, simply select which sheet you want to import and press OK.

STEP 4 – MAP SOURCE DATA TO TARGET FIELD

STEP 5 – TARGET FIELD & DATA VALIDATION

The system will display the data in a table. A key ID selection of PAYROLL or R_NUMBER can be selected as the unique reference for the routine

GREEN	records are EXISTING mileage records in the system database (recognized by their R_NUMBER and PAYROLL)
WHITE	records are NEW mileage records to be added to the system database (not recognized by their R_NUMBER and PAYROLL)
YELLOW	records are NEW vehicle records where there is no existing company car asset record in the system so the benefit allocation cannot be made (not recognized by R_NUMBER)
PURPLE	records are NEW employees, there is no existing employee record in the system so the benefit allocation cannot be made (not recognized by NI_NUMBER or PAYROLL number)

STEP 6 – COMMIT DATA CHANGE

The system will now commit the data & create the benefit records. The system will confirm the numbers of records to be added & updated and the total number of records from the source file.