Bulk Import

Bulk Import

Nxsys offers Bulk Importing of Timesheets, Employees, Agencies & Prospects. This feature can be accessed by selecting ‘Import’ from the sidebar menu, which will expand to show the options below.


For this example, we’ll look at the Timesheet Import option, but all imports have the same process.

When selecting Timesheets, you’ll be presented with the view below. The first step is to download the Master Template to your desktop, by clicking the button highlighted below.




You’ll then have a .CSV template with 2 tabs, Sample Data and Sheet 1. The Sample Data tab gives an example of how Sheet 1 should be populated with your timesheet data. The individual fields are as follows:

  1. Agency ID - this is the unique ID given to each Agency on Nexus
  2. Agency Ref - this is the unique worker Ref given when a new worker is added to Nexus. You can change this Ref to suit your processes, (we find a lot of clients enter the workers NI number here)
  3. Start Date & End Date - are optional fields that mark the start and end of the Pay Period
  4. Payment Code - has some default codes as standard i.e. PR100 is Hourly, PR101 is Daily, but you can also add your own codes here if you wish
  5. Description - is a free text field that will show on the workers payslip, which you can populate with something like, ‘Hours for week 14’
  6. Rate & Unit - are self-explanatory
  7. Site ID - is an optional field, this is useful if you had a client who wished to be billed based on a specific site location

Once you have populated the template and saved it to your device, select Import File and then either drag your file into the window or browse your device to select the file.



Once the file has been imported you will see the view above. The first dropdown allows you to select the Import Template (this will be Nexus Default as standard). 


Then you can select the Payment Frequency as Weekly, 2 Weekly or Monthly.

Based on your Payment Frequency selection, Nxsys will automatically select the current Tax period for your import, but you will be able to select any period you require.

The next step is to select Validate which will run several checks on the file to ensure payroll amounts meet minimum wage requirements etc. If any validation errors occur, these lines will be highlighted in Red and a message displayed in the Comments field explaining the error and what action needs to be taken.

Once all errors have been corrected and re-validated, the file will be imported and displayed in the import list. The timesheet lines will also be displayed on your Dashboard ready to be processed in Draft Payroll.

Note: If you add multiple timesheet lines for the same worker in the same period, Nxsys will consolidate these lines when processing Draft Payroll and display this as one total timesheet amount. On the Employee payslip, all individual timesheet lines on the import file, will be displayed on the timesheet statement on page 2 of the payslip.

Eg, in the example below, we have imported 3 timesheet lines and 1 deduction line. This means that you may import a negative timesheet amount which will be deducted from the total timesheet amount to be processed.



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