Bulk Import

Bulk Import

Nxsys offers Bulk Importing of Timesheets & Employees. 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. Employee ID - this is the unique Employee Ref given when a new Employee is added to Nxsys. You can change this Ref to suit your processes, (we find a lot of clients enter the Employee NI number here)
  2. Forename - self-explanatory
  3. Surname - self-explanatory
  4. Tax Period - Allows you to enter the tax week you would this timesheet line to be processed in. (This is useful if you wish to import multiple tax weeks at the same time)
  5. Start Date & End Date - are optional fields that mark the start and end of the Pay Period
  6. 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
  7. Description - is a free text field that will show on the Employee payslip, which you can populate with something like, ‘Hours for week 14’
  8. Rate & Unit - are self-explanatory
  9. 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 Nxsys 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 the Run Payroll tile.

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.



    • Related Articles

    • Employee Setup

      There are a number of ways to add new workers to Nxsys. First we’ll look at adding a worker via the dashboard. Navigate to employees from on the left hand menu. You’ll nee see a list of all workers on the system and also the most relevant fields at ...

    • Approve Timesheets

      When creating a worker record, you have the option to select Timesheet Approval = Yes, No or N/A. If set to No, then when a timesheet is raised for that Employee worker, it will appear in the Draft Payroll section on your Payroll Dashboard ready to ...

    • Confirm Payroll

      Once you have generated a Draft Payroll and are happy to proceed to Full Payroll, select Confirm Payroll from your Dashboard to bring up the view below. Using the Actions column, you have the option to Download a Draft Payslip for a specific ...

    • Timesheets Added by Worker

      NXSYS allows workers to add timesheets via their Employee Portal or App which can then be approved by their Agency. When a timesheet is added by a worker, it will appear in the Pending Agency Approval section as shown below. Workers can add a ...

    • Single Timesheet

      If you wish to add a timesheet for a single Employee, you can do this directly from the Employee profile or from the Timesheet tab on the left side menu. Navigate to the Employee tab on the menu to the left and you will see the total list of all ...