Bulk Upload - Mileage Payments

The below article is relating to the bulk upload - Mileage Payments which can be found by going to Administration > Company > Bulk Upload.

The Mileage Payments Bulk Upload can be found within the Non Core Data section.

This bulk upload allows you to add mileage reports to the Mileage Payments table, this will update those reports to show as Paid in HRWize.

When you load the page the most important parts relating to bulk upload are at the top of the page:

Employee Field

In the CSV the first column is called employee ID, this setting relates to what you enter in that column, For example if you have used the employee's names in the CSV the employee name option will need to be selected. 

Include archived employees in search?

This setting simply dictates if the bulk upload will include archived employees in it's search. When using name or Works ID method, sometimes you may have multiple instances of the same employee with one active and one archived - if you set this to NO we will not search archived employees when matching and will only search your active employees. 

CSV file to upload

This is where you will load your CSV when it is ready to upload. Press browse and select the CSV file.

Download help file and instructions

This option will download our bulk upload help file. This includes instructions on how to use each bulk upload and lets you know which columns are mandatory and which are optional, it's important to look at the relevant help file before performing a bulk upload so you can get it right the first time.

Download CSV Model

The second option downloads an example template for you to use for the bulk upload with all the headers needed for the bulk upload to be successful.

 

Editing your CSV

When you download your sample CSV file it will look like this:

This bulk upload has only a few columns:

Employee - This column will need to include a unique identifier for the employee that you're adding the payment for, the identifier will correlate with your choice on the Bulk Upload page. If you chose Employee name this just needs to match the employee's name on HRWize exactly, this is the same for System ID and Works ID. This column is mandatory.

Expense ID - This column correlates to the Mileage Report ID in HRWize, not to be confused with the Mileage Item ID which is used to identify each line of a mileage claim. This column is mandatory.

Date - This column is used to identify the date that the mileage claim was paid. This column is mandatory.

Reference - This column is simply a reference which can be used to more easily identify the payment record, it could be whatever you'd like for instance, the date the mileage claim was created. This column is optional.

Comments - This column is also down to the user to decide on, it can be used if there is anything of note on the mileage claim, for instance, if the claim is for $20.00 but the attached receipt shows $15.50 the comment might be "$15.50 paid as receipt states $15.50". This column is optional.