Flexi Fixed Information Import

From Release 3.3a

February 2012
Last updated: R4.7d (December 2016)

Before You Use This Import Facility

Make a Full System Backup, i.e. Data Files and Programs (Including All Sub Folders).

Make sure that ALL operators are out of VIP. If they are not, programs and data may be corrupted.

General Considerations
 All fields must be comma separated (CSV format). Should a field not be populated, a file delimiter
ending that field should still be inserted in the file.
 Please note that NO fields may contain commas.
 The system uses the Header Record to determine the field that must be updated. To ensure that
these are correct, export the Headings of the layout containing the fields that must be imported,
populate the columns with the relevant data, save the file in a CSV format and import the file.
 If all headings in the file are correct, a file can be imported without the layout existing in the current
directory.
 If the column heading is incorrect the system will give the user the option to ignore the column and
still import the rest of the file.
 The relevant file is imported per company. No simultaneous multiple company import is possible.
 When importing new employees, ALL mandatory fields must be completed. Without them the record
will be rejected.
 Information for terminated employees can be imported BUT employees CANNOT be terminated
via this Import. Please use the Bulk Terminations Import Layout for this purpose.
 Information CAN be imported more than once.
 During the import process a warning/error report will be printed with all invalid fields or information.
 Date Fields: Most date formats are accepted e.g. CCYYMMDD and DD-MM-CCYY. Please refer to
Import Data table for guidance.
 Alpha-numeric fields (except date fields) which are not mandatory may be CLEARED with the
import utility by entering a ‘#’ in the file for the field you wish to clear.
 If you are licensed for Job Management: New employees will not be imported and Analysis Fields
can also not be changed.
 Once the import is complete a message will display the number of completed/imported records.
 Specific Import parameters and valid codes are contained in detailed tables below
 Additional Bank Accounts: When importing Additional Bank Account information (Account 2 to
Account 5), to the Employee Payment Details screen, please first consider the following important
influencing factors:

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 o The Pay Method on the Employee Payment Details Screen must be set to 03 (ACB).
o For each Account Set, at least the 3 Mandatory Fields must be present in the CSV Import
file: Type of Account, Branch Code and Account Number.
o When the Net Salary is split according to Percentage, the sum of all the specified accounts
must be 100%.

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1.0 Import Data

The table which follows contains detail concerning all the data that may be imported. All mandatory fields and specific field criteria are
indicated. Possible errors and warning messages are specified with the outcome and solution.

See list of available Codes, with their definitions, listed below this table. Alternatively, go to the Help Button on the Reports and Maintenance
Screen.

Type: N = Numeric; AN = Alpha-numeric, AN# = Alpha-numeric fields which may be cleared by importing a ‘#’ into the field (see the Length
column)

When importing a file, the system will compare the employee number included in the file to the employees within the company. If the
employee number exists, the employee’s detail will be amended with the information included in the file. If the employee does not exist in the
company, he will be created if all the mandatory fields are included in the import file.

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1.1 General Fields

Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Company N 3 Mandatory Company number Not Enter Comp. No.
mandatory imported where Import will be
run from on file
containing Employee
data meant for that
company

Invalid company number Not ONLY enter Comp.

imported No. where Import will
be run from on file
containing Employee
data meant for that
company

Employee AN 8 Mandatory Employee Employee code not Not Enter valid Employee
code. entered imported Code

Avoid using Employee not created - Not No new employees

lower case and Job Management imported can be imported into a
special company company licensed for
characters. Job Management.
Existing employees
may be edited.

Employee not created, Not Call VIP Support to

maximum no of imported increase number of
employees reached allowed current
employees.

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Surname AN 24 Mandatory Employee not created, Not Determine and enter
mandatory fields imported this mandatory field.
incomplete See ###002 Layout
for minimum RSA
mandatory fields.

Initials AN 8 Mandatory Employee not created, Not Determine and enter

mandatory fields imported this mandatory field.
incomplete See ###002 Layout
for minimum RSA
mandatory fields.

First name AN 35 Mandatory Employee not created, Not Determine and enter
mandatory fields imported this mandatory field.
incomplete See ###002 Layout
for minimum RSA
mandatory fields.

Second name AN# 30

Known as AN# 15

Title AN# 8

Spouse name AN# 35

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Id number/Co. No. AN# 16 RSA: Valid Invalid RSA identity Not Enter valid RSA ID
RSA ID, number – Id No or imported number
Company, CC Company, CC or Trust
or Trust No. No prints OR

Ensure Gender is set

to Company, CC or
NOTE: This Trust so that
field can only Company, CC or Trust
be cleared by No is accepted.
importing a ‘#’
for Non-RSA
Companies

Date of birth AN 10 Mandatory CCYY/MM/DD, Date of birth invalid Not Enter valid Date of
CCYY-MM- imported Birth
DD,
CCYYMMDD, Date of birth in future Not Enter valid Date of
imported Birth
DD/MM/CCYY,
Employee is not yet 15 Incorrect Amend incorrect date
DD-MM-CCYY, years old – check date of date imported
birth imported
DDMMCCYY
Employee not created, Not Determine and enter
mandatory fields imported this mandatory field.
incomplete See ###002 Layout
for minimum RSA
mandatory fields.

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Date engaged AN 10 Mandatory CCYY/MM/DD, Engagement date invalid Not Enter valid
CCYY-MM- imported Engagement Date
DD,
CCYYMMDD, Engagement date > Not Enter valid
current period imported Engagement Date
DD/MM/CCYY,
Employee not created, Not Enter this mandatory
DD-MM-CCYY, mandatory fields imported field
incomplete
DDMMCCYY

Date terminated AN 10 CCYY/MM/DD, Termination date invalid Not Enter valid

CCYY-MM- imported Termination Date
DD,
CCYYMMDD, Termination date < Not Enter valid
engagement date imported Termination Date
DD/MM/CCYY,
Termination date entered Access employee and
DD-MM-CCYY, - enter termination enter Termination
reason on IS screen Reason
DDMMCCYY
Termination date < IRP5 Not Enter valid
start date imported Termination Date

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
*** Important: When a Termination date is entered or an Termination date entered – Imported Enter the Termination
Engagement date altered, the UIF Employment Status Screen must enter termination reason Reason on the
be updated via the IS Screen on IS Screen Employee Information
Screen – Personal
Details Tab. If the
reason is
‘Transferred’,
remember to update
the employee for UIF
purposes on the
Employee Information
Screen – Statutory
Details Tab

Engagement date altered Imported Update the employee

– remember to check the for UIF purposes on
UIF Start Date the Employee
Information Screen –
Statutory Details Tab

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Passport no. AN# 15 RSA: If
Passport No.
is used, the
Passport Code
must also be
supplied (see
Passport
country)

Passport country AN# 3 Valid Passport Passport country invalid Not Enter valid Passport
Country Code imported Country Code. Refer
to the list in the VIP
System

Namibia passport AN# 25 Tax Country

Namibia

Language AN 1 E/A Defaults to

E if neither
E/A

Group AN# 1

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Gender AN 1 Mandatory M /F Invalid gender code Not Enter valid Gender
imported
RSA: T / C (Tax country specific)
also allowed
Employee not created, Not Enter this mandatory
mandatory fields imported field
incomplete

Marital status AN 1 Mandatory M/D/W/S/ Invalid marital status Not Enter valid Marital
P imported Status

Employee not created, Not Enter this mandatory

mandatory fields imported field
incomplete

Home number AN# 20

Business number AN# 20 Mandatory

for RSA
Companies

Cell number AN# 20

Fax number AN# 20

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
E-mail AN# 20 Must contain Email address lacks '@' Not Enter valid email
@ sign and and/or '.' symbols imported address
full stop

SOS name AN# 35

SOS cell AN# 15

SOS phone AN# 15

Maiden name AN# 24

Tax office AN# 15

Tax number AN# 15 RSA: Valid Invalid RSA Tax number Not Enter valid RSA
RSA Income imported Income Tax
Tax Reference Reference Number;
Number refer to EMP201 from
SARS

NOTE: This
field can only
be cleared by
importing a ‘#’
for Non-RSA
Companies

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Tax status Mandatory Codes differ Invalid Tax Status Not Enter valid Tax Status
per Tax imported
Country. Refer
to list at the Employee not created, Not Enter this mandatory
end of this mandatory fields imported field
AN 1
table or the incomplete
HELP Button
on Reports
Menu for valid
codes.

Legally retired RSA Only:

AN# 1 Y/N

UIF status Mandatory Valid RSA Invalid UIF status (only Not Enter valid UIF Status
Codes: R / D / validated in RSA) imported
E/G/L/P/T
/ I.
AN 1
Refer to list at Employee not created, Not Enter this mandatory
the end of this mandatory fields imported field
table. incomplete

Directive % May not be > Directive % omitted – Not Enter valid Directive
N 999.99
50% greater than 50.00 imported %

Directive 1 “With tax status Employee Enter Directive

‘Directive %’ a directive added Number on Employee
AN# 15
number must be Information Screen –
entered.” Statutory Details Tab

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Directive 2 RSA Only
AN# 15
(RSA only)

Directive 3 RSA Only

AN# 15
(RSA only)

Tax dep N 2

Tax year start Mandatory CCYY/MM/DD, Tax year start date Not Enter valid Tax Year
CCYY-MM- invalid imported Start Date
DD,
CCYYMMDD, Tax year start date Not Enter valid Tax Year
greater than current imported Start Date
DD/MM/CCYY, period

DD-MM-CCYY, Tax year start date less Not Enter valid Tax Year
AN 10
than current tax year imported Start Date
DDMMCCYY
Employee not created, Not Enter this mandatory
mandatory fields imported field
incomplete

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
OID service Only imported
periods if IRP5 Start
N 4 Date is not
part of the
Import File

Seasonal worker RSA Only:

AN 1 Y/N
(RSA only)

Learner for skills RSA Only:

AN 1 Y/N

RFI method Valid MOC

Number
(RSA & Swazi)
(no longer AN 1
applicable to RSA
from 1 March
2016)

RFI adjustment Sign can be in

front or behind.
(RSA & Swazi)
9(11).9
(no longer N
9-
applicable to RSA
from 1 March
2016)

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Swa Sole income Only
AN 1 Swaziland:
Y/N

Nam Employee Only Namibia

AN 8
SSC

Nam SSC reason Only Namibia: Invalid

02 / 06 / 08 / Code
N 2 09 / 10 accepts
System
default

Bot Rateable Only Botswana

N 9(9).99
value

Bot Gross area N 9(5).99 Only Botswana

Bot Vehicle1 cost N 9(7).99 Only Botswana

Bot Vehicle2 cost N 9(7).99 Only Botswana

Bot Emp pays Only

AN 1
fuel Botswana: Y/N

Africa Sundry 1 Only Other

Africa
AN# 40
Countries &
Mozambique

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Africa Sundry 2 Only Other
Africa
AN# 40
Countries &
Mozambique

Africa Sundry 3 Only Other

Africa
AN# 40
Countries &
Mozambique

Africa Sundry 4 Only Other

Africa
AN# 40
Countries &
Mozambique

Africa Sundry 5 Only Other

Africa
AN# 40
Countries &
Mozambique

Exclude for OID RSA Only:

AN 1
Y/N

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
UIF Employment A/I/M/S UIF Status: Invalid Entry Not Enter a valid UIF
Stat. – X. Valid options: imported Status as allowed on
Refer to list at A/I/M/S the Employee
the end of this Information Screen –
table. Statutory Details Tab
AN 1
UIF Employment Status Not Update of UIF
– Terminated employee imported Information on
cannot be changed Terminated records
are not allowed

UIF End Date Mandatory CCYY/MM/DD, UIF Employment Status Not Enter a valid UIF End
when UIF CCYY-MM- – UIF End Date imported Date as per the Field
Employmen DD, compulsory for UIF Criteria
t Status is CCYYMMDD, Status: Illness
not Active
DD/MM/CCYY, UIF Employment Status Not
– UIF End Date imported
DD-MM-CCYY, compulsory for UIF
Status: Seasonal
AN 10
DDMMCCYY Worker

UIF Employment Status Not

– UIF End Date imported
compulsory for UIF
Status: Maternity

UIF end date invalid – Not

xxxxxxxx imported

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
New UIF Start Mandatory CCYY/MM/DD, UIF Employment Status Not Enter a valid UIF End
Date CCYY-MM- – UIF Start Date imported Date as per the Field
Must be DD, compulsory for UIF Criteria
greater than CCYYMMDD, Status: Illness
the UIF End
Date if UIF DD/MM/CCYY, UIF Employment Status Not
Employmen – UIF Start Date imported
t Status is DD-MM-CCYY, compulsory for UIF
not Active. Status: Seasonal
DDMMCCYY Worker

UIF Employment Status Not

AN 10
– UIF Start Date imported
compulsory for UIF
Status: Maternity

UIF end date invalid – Not

xxxxxxxx imported

New UIF Start Date may Not When the Status is

not be earlier than UIF imported other than “Active”,
End Date the New UIF Start
Date must be greater
than the UIF End Date

Employee Status This column will be ignored on Import. Employees may only be terminated via the IS Screen or the Bulk
Termination Import Utility.

Social Sec no. Only Ghana

AN 15

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Corrected Social AN Only Ghana Refers to the
Security no Temporary Social
15 Security Number field
on the Employee
Information Screen

Social Sec Status AN Mandatory Only Ghana Invalid Social Security Not Enter a valid Social
for Ghana Status imported Security Status
1/2/3/4
1 Employee not created, Enter this mandatory
Refer to list at mandatory fields field
the end of this incomplete
table

SSNIT Start Date AN Mandatory. CCYY/MM/DD, If Start date Enter a valid SSNIT
The Start CCYY-MM- is not in the Start Date as per the
Date is DD, file - default Field Criteria
mandatory CCYYMMDD, to Date
if employee engaged
10
is not DD/MM/CCYY,
Exempt. For
Exempt it is DD-MM-CCYY,
not
required. DDMMCCYY

Provident Fund Only Ghana

no.
AN 15

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Pension Fund no. Only Ghana
AN 15

Nature of Mandatory Only Ghana Invalid Nature of Not Enter a valid Code
Employment for Ghana Employment Imported
User Defined
AN 4 Enter this mandatory
List Employee not created,
mandatory fields field
incomplete

Prv TaxYr ann N Only Ghana

basic
Company must
9(11).9 be setup to
9 use Previous
Tax Year
Annual Basic
Salary

Child Dependants Only Ghana

AN# 2

Aged Dependants Only Ghana

AN# 2

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Training costs Only Ghana
9(11).9
N
9

Age Relief Only Ghana Invalid Age Relief – Valid Options: Y or N

A 1 xxxxx. Valid Options:
Y/N Y/N

Marriage Relief Only Ghana Invalid Marriage Relief - Valid Options: Y or N

A 1 xxxxx. Valid Options:
Y/N Y/N

Disability Relief Only Ghana Invalid Disability Relief - Valid Options: Y or N

A 1 xxxxx. Valid Options:
Y/N Y/N

Accommodation Only Ghana Accommodation Fringe Valid Options: 1 - 5

Perk Benefit - xxxxx.
1/2/3/4/5 Valid options: 1-5
N 1
Refer to list at
the end of this
table

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Vehicle perk Only Ghana Vehicle Fringe Benefit - Valid Options: 1 - 5
xxxxx. Valid options: 1-
1/2/3/4/5 5
N 1
Refer to list at
the end of this
table

Life Ins Sum Only Ghana

Insured 9(11).9
N
9

Life Ins Premium Only Ghana

9(11).9
N
9

State/Province A# 8 Only Nigeria

NHF Number A# 30 Only Nigeria

NHF Status A 1 Mandatory Only Nigeria Invalid National Housing Not Enter valid NHF
for Nigeria Y/N Fund Status – x. Valid imported Status
Options: Y/N

Dev levy period N 2 Only Nigeria

Valid entries:
1 - 12

NHIS Number A# 30 Only Nigeria

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NHIS Status A 1 Only Nigeria Invalid National Health Not Enter valid NHIS
Y/N Ins. Status – x . Valid imported Status
Options: Y/N

Pension code A# 20 Only Nigeria

Pension number A# 30 Only Nigeria

Pension date A 10 Only Nigeria

Med aid number A# 30 Only Nigeria

Med aid name A# 8 Only Nigeria

Med aid date A 10 Shared for all

Countries.

NSITF Status A 1 Mandatory Only Nigeria Invalid Emp. Not Enter valid NSITF
for Nigeria Y/N Compensation Scheme imported Status
Status – x. Valid
Options: Y/N

ITF Status A 1 Mandatory Only Nigeria Invalid Industrial Train. Not Enter valid ITF Status
for Nigeria Y/N Fund Status – x. Valid imported
Options: Y/N

Child dep N 2 Only Nigeria

Relative dep N 2 Only Nigeria

Disabled A 1 Only Nigeria Invalid Disability Relief – Not Enter valid Disability
Y/N x. Valid options: Y/N imported Relief Status

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Pay method AN 4 Mandatory 1/2/3/4/5/ Employee not created, Not Enter this mandatory
Bank Code mandatory fields imported field
incomplete

Bank acc type Mandatory C/S/T/L Mandatory payment Employee Enter Account Type
for ACB information not available imported on Employee
AN 1
Information Screen –
Payment Details Tab

Bank acc no Mandatory Mandatory payment Employee Enter Account

for ACB information not available imported Number on Employee
Information Screen –
Payment Details Tab

NOTE: This
field can
only be
AN# 16
cleared by
importing a
‘#’ if the
Payment
Method is
not ACB

Branch code Mandatory Mandatory payment Employee Enter Branch Code on

for ACB information not available imported Employee Information
AN 6
Screen – Payment
Details Tab

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Bank name AN 50

Branch name AN 50

Acc holder AN 30

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Acc relationship O/J/T/N Not
AN 1
imported

Nedbank credit
N 10
line

Add pay info 1 AN# 30

Add pay info 2 AN# 30

Swift Code Invalid Swift Code. Max. Not Enter a valid Swift
AN# 30 30 characters allowed imported Code of
30 characters or less

Split Perc/Amt A/P Indicate how Net

Salary should be split
A 1
when using more than
one bank account

Split Value 1 Enter the Percentage

3.2 for that should go to the
N Perenta Primary Account. Total
ge % for all accounts
should equal 100%

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Bank acc type 2 AN 1 Mandatory C/S/T/L Mandatory payment Employee Enter Account Type
for ACB information not available imported on Employee
Information Screen –
Payment Details Tab
– Additional Bank
Accounts

Branch code 2 AN 6 Mandatory User Defined Mandatory payment Employee Enter Branch Code on
for ACB List information not available imported Employee Information
Screen – Payment
Details Tab –
Additional Bank
Accounts

Bank name 2 AN 50 Only for Export The field will default

purposes based on the User
Defined Branch Code

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Bank acc no 2 AN# 16 Mandatory Mandatory payment Employee Enter Account
for ACB information not available imported Number on Employee
Information Screen –
Payment Details Tab
– Additional Bank
NOTE: This Accounts
field can
only be
cleared by
importing a
‘#’ if the
Payment
Method is
not ACB

Nedbank cred. N 10
line 2

Account Holder 2 AN 30

Add pay info1 2 AN# 30

Add pay info2 2 AN# 30

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Swift Code 2 AN# 30 Invalid Swift Code. Max. Not Enter a valid Swift
30 characters allowed imported Code of
30 characters or less

Split Value 2 Enter the Percentage

or Amounts that
should go to the
Primary Account. Total
If percentage is used
9.2 for
the Total for all
Amount
accounts should equal
N 100%. If Amount is
3.2 for
used only indicate
Percent
value that should go
age
to this Account.
Difference between
Amounts and Net
Salary will go to the
Primary Account.

Bank acc type 3 AN 1 Mandatory C/S/T/L Mandatory payment Employee Enter Account Type
for ACB information not available imported on Employee
Information Screen –
Payment Details Tab
– Additional Bank
Accounts

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Branch code 3 AN 6 Mandatory User Defined Mandatory payment Employee Enter Branch Code on
for ACB List information not available imported Employee Information
Screen – Payment
Details Tab –
Additional Bank
Accounts

Bank name 3 AN 50 Only for Export The field will default

purposes based on the User
Defined Branch Code

Bank acc no 3 AN# 16 Mandatory Mandatory payment Employee Enter Account

for ACB information not available imported Number on Employee
Information Screen –
Payment Details Tab
– Additional Bank
NOTE: This Accounts
field can
only be
cleared by
importing a
‘#’ if the
Payment
Method is
not ACB

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Nedbank cred. N 10
line 3

Account Holder 3 AN 30

Add pay info1 3 AN# 30

Add pay info2 3 AN# 30

Swift Code 3 AN# 30 Invalid Swift Code. Max. Not Enter a valid Swift
30 characters allowed imported Code of
30 characters or less

Split Value 3 N 9.2 for Enter the Percentage

Amount or Amounts that
should go to the
3.2 for Primary Account. Total
Percent If percentage is used
age the Total for all
accounts should equal
100%. If Amount is
used only indicate
value that should go
to this Account.
Difference between
Amounts and Net
Salary will go to the
Primary Account.

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Bank acc type 4 AN 1 Mandatory C/S/T/L Mandatory payment Employee Enter Account Type
for ACB information not available imported on Employee
Information Screen –
Payment Details Tab
– Additional Bank
Accounts

Branch code 4 AN 6 Mandatory User Defined Mandatory payment Employee Enter Branch Code on
for ACB List information not available imported Employee Information
Screen – Payment
Details Tab –
Additional Bank
Accounts

Bank name 4 AN 50 Only for Export The field will default

purposes based on the User
Defined Branch Code

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Bank acc no 4 AN# 16 Mandatory Mandatory payment Employee Enter Account
for ACB information not available imported Number on Employee
Information Screen –
Payment Details Tab
– Additional Bank
NOTE: This Accounts
field can
only be
cleared by
importing a
‘#’ if the
Payment
Method is
not ACB

Nedbank cred. N 10
line 4

Account Holder 4 AN 30

Add pay info1 4 AN# 30

Add pay info2 4 AN# 30

Swift Code 4 AN# 30 Invalid Swift Code. Max. Not Enter a valid Swift
30 characters allowed imported Code of
30 characters or less

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Split Value 4 N 9.2 for Enter the Percentage
Amount or Amounts that
should go to the
3.2 for Primary Account. Total
Percent If percentage is used
age the Total for all
accounts should equal
100%. If Amount is
used only indicate
value that should go
to this Account.
Difference between
Amounts and Net
Salary will go to the
Primary Account.

Bank acc type 5 AN 1 Mandatory C/S/T/L Mandatory payment Employee Enter Account Type
for ACB information not available imported on Employee
Information Screen –
Payment Details Tab
– Additional Bank
Accounts

Branch code 5 AN 6 Mandatory User Defined Mandatory payment Employee Enter Branch Code on
for ACB List information not available imported Employee Information
Screen – Payment
Details Tab –
Additional Bank
Accounts

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Bank name 5 AN 50 Only for Export The field will default
purposes based on the User
Defined Branch Code

Bank acc no 5 AN# 16 Mandatory Mandatory payment Employee Enter Account

for ACB information not available imported Number on Employee
Information Screen –
Payment Details Tab
– Additional Bank
NOTE: This Accounts
field can
only be
cleared by
importing a
‘#’ if the
Payment
Method is
not ACB

Nedbank cred. N 10
line 5

Account Holder 5 AN 30

Add pay info1 5 AN# 30

Add pay info2 5 AN# 30

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Swift Code 5 AN# 30 Invalid Swift Code. Max. Not Enter a valid Swift
30 characters allowed imported Code of
30 characters or less

Split Value 5 N 9.2 for Enter the Percentage

Amount or Amounts that
should go to the
3.2 for Primary Account. Total
Percent If percentage is used
age the Total for all
accounts should equal
100%. If Amount is
used only indicate
value that should go
to this Account.
Difference between
Amounts and Net
Salary will go to the
Primary Account.

Job grade AN# 8

Job title code AN# 6

Job title AN# 20

Category AN# 4

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Regional council AN# 4

Department AN# 4

Paypoint AN# 4

Zone code Valid Zone Invalid zone code Not Enter valid Zone Code
AN# 4
Code imported

GL acc group Valid GL Invalid GL Group Not Enter valid GL

AN 6
Account Group imported Account Group Code

Manager Valid Manager Invalid Manager code Not Enter valid Manager
AN# 8
Code imported Code

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
InfoSlip indicator 0/1/2/3/4/5/6 Invalid InfoSlip Indicator Not Enter valid InfoSlip
imported Indicator

0 - No InfoSlip
If you choose
5 or 6 a 1 - Standard InfoSlip
Manager code
must be 2 - Hyperlink InfoSlip
AN 1 completed
3 - On-Line InfoSlip

4 - PDF InfoSlip

5 - Consolidated
InfoSlip

6 - Consolidated PDF

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Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
InfoSlip ID New InfoSlip Invalid InfoSlip ID. The InfoSlip ID must
record: Only Positions 5 to 7 must be have the correct
supply the numeric Unique ID sequence
indicator 2 or specified. (For use by
3. VIP will the InfoSlip consultant
create the ID. ONLY) Changing this
field results in
AN 15 employee receiving
new PUK number. Will
only change existing
employees. (Position
5 – 7 must be
numerical as this
represents the
company number)

Mobile options 0/1/2 Enter a valid Mobile

Option
Cell link must
be selected if it 0-Not Used
AN 1
is 1 or 2
1-SMS Notification

2-Mobile Payslip

Copyright Sage HR & Payroll 2016 Page 39 of 61

Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
SMS indicator YES/NO

AN 3 Cell link must

be selected if it
is YES

Alternate cell no. Enter a valid cell

AN# 15 number

Default cell link YES/NO

AN 3

Alternate cell link YES/NO

AN 3

Bonus month Valid Bonus Invalid bonus month Not Enter a valid Bonus
Months / entered imported Month on Employee
Periods: Information Screen –
N 2 Benefit Details Tab
Monthly < 13
Bi-week < 27
Weekly < 53

Copyright Sage HR & Payroll 2016 Page 40 of 61

Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Med aid date CCYY/MM/DD, Medical Aid Start Date Not Enter a valid Medical
CCYY-MM- invalid imported Aid Start Date
DD,
CCYYMMDD,
AN 10
DD/MM/CCYY,

DD-MM-CCYY,

DDMMCCYY

Med aid dep's N 2

Med aid ref Not

imported if
no Med Aid
AN 15 in company.
RSA saves
on MHS
Screen

Pension date CCYY/MM/DD, Pension Fund Start Date Not Enter a valid Pension
CCYY-MM- invalid imported Fund Start Date
DD,
CCYYMMDD,
AN 10
DD/MM/CCYY,

DD-MM-CCYY,

DDMMCCYY

Copyright Sage HR & Payroll 2016 Page 41 of 61

 In Nigeria only:
the Pension
date will
default to the
date engaged
for any new
records
created, if
none is
provided in the
import file.

Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Pension ref Not
imported if
AN 15
no Pension
in company.

Pens% empl Do not use if Nigeria only:

making use of
a Pension Pension %: Valid entries
Fund Method. are between 0 - 50

N 99.99 Nigeria only:

Default is 8%
unless
otherwise
indicated in
import file.

Pens% cc Do not use if Nigeria only:

N 99.99
making use of
a Pension Pension %: Valid entries

Copyright Sage HR & Payroll 2016 Page 42 of 61

 Fund Method. are between 0 - 50

Nigeria only:
Default is 10%
unless
otherwise
indicated in
import file.

Contractual Inc. N 11.2 Only Nigeria

Provident date CCYY/MM/DD, Provident Fund Start Not Enter a valid

CCYY-MM- Date invalid imported Provident Fund Start
DD, Date
CCYYMMDD,
AN 10
DD/MM/CCYY,

DD-MM-CCYY,

DDMMCCYY

Copyright Sage HR & Payroll 2016 Page 43 of 61

Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Provident ref Not
imported if
AN 15 no
Provident in
Company.

Prov% empl Do not use if

making use of
N 99.99
a Provident
Fund Method

Prov% cc Do not use if

making use of
N 99.99
a Provident
Fund Method

Hrs per period Mandatory Employee not created, Not Enter this mandatory
N 999.99 mandatory fields imported field
incomplete

Hours per day N 99.99

Shifts per period N 999

Copyright Sage HR & Payroll 2016 Page 44 of 61

Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Rep. addr1 Mandatory Employee not created, Not Enter this mandatory
for RSA / mandatory fields imported field
AN 30
Ghana incomplete
Companies

Rep. addr2 Mandatory Employee not created, Not Enter this mandatory
for RSA / mandatory fields imported field
AN 30
Ghana incomplete
Companies

Rep. addr3 AN 20

Rep. post code Mandatory Employee not created, Not Enter this mandatory
AN 6 for RSA mandatory fields imported field
Companies incomplete

Res. unit AN 5

Res. complex AN 24

Res. street no. AN 5

Res. street name AN 24

Res. suburb AN 30

Res. city AN 24

Res. post code AN 10

Copyright Sage HR & Payroll 2016 Page 45 of 61

Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Residential Valid Invalid Residential Field not Enter a valid
Country Residential Country Code Imported Residential Address
AN 2 Address Country Code. Refer
Country Code to the list in the VIP
System

Postal Address is 1/2/3

a

1 = P.O. Box
AN# 1
2 = Private
Bag

3 = Street
Address

Pst unit/po
AN 13
number

Pst
AN 26
complex/agency

Pst st number AN 8

Pst st
AN 26
name/spc.serv

Pst suburb/post
AN 33
off.

Copyright Sage HR & Payroll 2016 Page 46 of 61

Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Pst city AN 24

Pst p/code AN 10

Postal Addr Valid Postal Invalid Postal Country Field not Enter a valid Postal
Country Address Code Imported Address Country
AN 2
Country Code Code. Refer to the list
in the VIP System

C/o Postal 1/0

Address

N 1
1 = Yes

0 = No

C/o Intermediary Complete if

C/o Postal
Address field
A 21
is completed to
avoid IRP5
errors

Work address Valid Work Work address code Not Enter valid Address
AN# 8
code Address Code invalid imported Code

Work unit AN 5

Work complex AN 24

Copyright Sage HR & Payroll 2016 Page 47 of 61

Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Work street no. AN 5

Work street name AN 24

Work suburb AN 30

Work city AN 24

Work post code AN 10

Work Address Valid Work Invalid Work Address Field not Enter a valid Work
Country Address Country Code Imported Address Country
AN 2
Country Code Code. Refer to the list
in the VIP System

Link reporting to R/W/P/N PLEASE NOTE: This

field can ONLY be
Imported if a
Reporting Address
ALREADY exists on
the Employee Record.
AN# 1
This field will not be
updated if part of the
SAME import file that
contains the details of
the Address that it
must be linked to

Link residential to AN# 1 W/P/N

Link postal to AN# 1 R/W/N

Copyright Sage HR & Payroll 2016 Page 48 of 61

Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Earning ref Ref. Number
(Only 20 Earn & for Earning
Ded Reference AN# 15 Lines that exist
Numbers allowed in Company
per layout )

Deduction ref Ref. Number

(Only 20 Earn & for Deduction
Ded Reference AN# 15 Lines that exist
Numbers allowed in Company
per layout )

Asylum Seeker Only RSA Employee ticked as Field not No action required or
Asylum Seeker & imported. correct import column
AN 3
(RSA ETI) YES/NO Refugee. Only Refugee value.
tick imported.

Refugee Only RSA Employee ticked as Only No action required or

Asylum Seeker & Refugee correct import column
AN 3
(RSA ETI) YES/NO Refugee. Only Refugee tick value.
tick imported. imported.

Permit/Refugee Only RSA

No.
AN 15
(RSA ETI)

Copyright Sage HR & Payroll 2016 Page 49 of 61

Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Valid RSA Id Only RSA
AN 3
(RSA ETI)

Related to Only RSA

Employer
AN 3
(RSA ETI)

Domestic Worker Only RSA

AN 3
(RSA ETI)

Min Monthly Only RSA Invalid Minimum Wage Field not Enter a valid Minimum
Wage Code imported. Monthly Wage Code.
Minimum Refer to the list in the
(RSA ETI) AN 4 Monthly Wage VIP System on the
Code on Employee ETI screen.
Employee ETI
Screen

Copyright Sage HR & Payroll 2016 Page 50 of 61

Fields Type Length Mandatory Field Criteria Error/Warning Outcome Action Required
Special Eco Only RSA Invalid Special Economic Field not Enter a valid Special
Zone Zone Code imported. Economic Zone Code.
Special Refer to the list in the
(RSA ETI) AN 3 Economic VIP System on the
Zone Code on Employee ETI screen.
Employee ETI
Screen

SIC Code Mandatory Sonly RSA Invalid SIC Code Field not Enter a valid SIC
for RSA imported. Code. Refer to the list
(RSA ETI) Companies IC Code on in the VIP System on
- import file Employee ETI the Employee ETI
N 5 will not be Screen screen.
rejected if
this field is
imported as
blank.

ETI Days Only RSA

N 3.2
(RSA ETI)

Copyright Sage HR & Payroll 2016 Page 51 of 61

1.2 Modules
1.2.1 RSA Equity & Skills Import Fields

Fields Type Length Mandatory Field Criteria Error/Warning

Disabled: Invalid Entry – X.
Disabled? AN 1 Y/N
Valid options: Y/N

Disability Nature AN 30

Citizenship: Invalid Entry – XXX.

Citizenship AN 3 Mandatory for Equity RSA / OTH
Valid options: RSA/OTH

A = African

C = Coloured Equity Group: Invalid Entry – X.

Equity Group AN 1 Mandatory
I = Indian Valid options: A/C/I/W

W = White

Workplace AN# 4 Workplace Code: XXXX – Not on File

Copyright Sage HR & Payroll 2016 Page 52 of 61

Fields Type Length Mandatory Field Criteria Error/Warning
GP = Gauteng North

GS = Gauteng South

EC = Eastern Cape

FS = Free State

KN =KwaZulu Natal
Province: Invalid Entry – XX. Valid options:
Province AN 2
MP =Mpumalanga GP/GS/EC/FS/KN/MP/NC/NP/NW/WC

NC = Northern Cape

NP = Limpopo (Northern
Province)

NW = North West

WC = Western Cape

Copyright Sage HR & Payroll 2016 Page 53 of 61

Fields Type Length Mandatory Field Criteria Error/Warning
1 = Mngrs,Legis,Snr Off

2 = Professionals

3 = Techn,Assoc Profess

4 = Clerks
Occupational Category: Invalid Entry – X.
Occupational
AN 1 Mandatory for Skills 5 = Serv & Sales Workers
Category
Valid options: 1 - 9
6 = Agric & Fish Skilled

7 = Craft & Related Trades

8 = Plnt & Mach Op & Assm

9 = Elementary Occupation

1 = Top Management

2 = Senior Management

3 = Middle Management
Occupational Occupational Level: Invalid Entry – X.
AN 1 Mandatory
Level Valid options: 1 - 6
4 = Junior Management

5 = Semi-skilled

6 = Unskilled

Copyright Sage HR & Payroll 2016 Page 54 of 61

Fields Type Length Mandatory Field Criteria Error/Warning
P = Permanent
Equity Type of Equity Type of Empl: Invalid Entry – X.
AN 1 Mandatory
Employment Valid options: P/N/T
N/T = Temporary

C = Core/Operational
Job Function: Invalid Entry – X. Valid
Job Function AN 1 Mandatory for Equity
options: C/S
S = Support

Disciplinary Disciplinary Actions: Invalid Entry – X.

N 1
Actions Valid options: 0 - 9

Equity Training: Invalid Entry – X. Valid

Equity Training AN 1 Y/N
options: Y/N

Skills Training: Invalid Entry – X. Valid

Skills Training AN 1 Y/N
options: Y/N

P = Permanent
Skills Type of Skills Type of Empl: Invalid Entry – X. Valid
AN 1
Employment options: P/N/T
N/T = Non-Permanent

If a longer code is entered,

Skills Group AN 4 only the first 4 characters Skills Group: XXXX – Not on File
will import

Copyright Sage HR & Payroll 2016 Page 55 of 61

Fields Type Length Mandatory Field Criteria Error/Warning
N = Not Applicable Vocational Training: Invalid Entry – X. Valid
options: I/A/Y/L
I = Internship

A = Apprenticeship
Vocational
AN 1 Y = Learnership (18.1)
Training
Learner Status Altered. Please do a
L = Learnership (18.2) General Recalc
(Learner Status on IS
Screen will be changed)

Copyright Sage HR & Payroll 2016 Page 56 of 61

Fields Type Length Mandatory Field Criteria Error/Warning
A = No Schooling

B = Pre ABET

C = ABET 1

D = Grade 4/Std 2

E = Grade 5/Std 3/ABET 2

F = Grade 6/Std 4

G = Grade 7/Std 5/ABET 3

H = Grade 8/Std 6/Form 1

NQF Level: Invalid Entry – X. Valid
NQF Level AN 1
options: 1-9/A-H/K-J
1 = ABET level 4/Grade
9/(NQF 1)

2 = School/College/training
certificates/(NQF2)

3 = School/College/training
certificates/(NQF3)

4 = School/College/training
certificates/(NQF4)

5 = Diplomas &
Occupational
certificates/(NQF5)

Copyright Sage HR & Payroll 2016 Page 57 of 61

 6 = Diploma & Advance
certificates/(NQF6)

7 = Bachelors degrees &

advance

diplomas/(NQF7)

8 = Masters, Post Graduate

diploma and

professional
qualifications/(NQF8)

K = Masters Degrees
(NQF9)

J = Doctoral Degree
(NQF10)

9 = Not Defined/
Unknown/No proof

Bursary: Invalid Entry – X. Valid options:

Bursary AN 1 Y/N
Y/N

Copyright Sage HR & Payroll 2016 Page 58 of 61

Fields Type Length Mandatory Field Criteria Error/Warning
Earmarked for Earmarked for Dev: Invalid Entry – X. Valid
AN 1 Y/N
Dev options: Y/N

If a longer code is entered,

Analysis 1 AN# 6 only the first 6 characters Analysis 1: XXXXXX – Not on File
will import

If a longer code is entered,

Analysis 2 AN# 6 only the first 6 characters Analysis 2: XXXXXX – Not on File
will import

If a longer code is entered,

Municipality AN 8 only the first 8 characters Municipality: XXXXXX – Not on File
will import

Pivotal Grant AN 1 Y/N

Copyright Sage HR & Payroll 2016 Page 59 of 61

1.3 Valid Codes
GENDER STATUS MARITAL STATUS
M Male M Married
F Female S Single
T Trust (RSA Only) D Divorced
C Company (RSA Only) W Widowed
P Permanently Separated
PAY METHOD ADDRESS LINKING
1 Cheque R Residential Address
2 Cash P Postal Address
3 ACB W Work Address
4 Pay Wallet N Not Linked
5 eWallet
XXXX Bank Code
TAX STATUS
RSA Namibia
N Statutory Tables
D Directive % D Directive %
T Temporary / Part Time T Temporary / Part Time
P PAYE Only P PAYE Only
H PSP – Company I Independent Contractor
K PSP – Trust X No Tax
I Independent Contractor B Breadwinner
W PAYE (Director)
E Temporary (Director) Botswana
C Directive (Director) R Resident Tax
X No Tax S Non Resident Tax
Y SERL – One Job Only (Comp D Directive %
affiliated to SERL)
Z SERL – Has other Jobs (Comp X No Tax
affiliated to SERL)
i Labour Broker – IRP30 Mozambique
l Labour Broker – No IRP30
Swaziland and Lesotho N Statutory Tables
N Statutory Tables I Independent Contractor
D Directive % S Non-Resident
T Temporary / Part Time Other Africa Countries
P PAYE Only N Statutory Tables (New Africa
Module)
I Independent Contractor X Tax Method Only (Previous
Africa Module)
W PAYE (Director) R Resident Tax
X No Tax S Non Resident Tax
x Secondary/Temp
z Non-Resident

Copyright Sage HR & Payroll 2016 Page 60 of 61

 Ghana Other Africa Countries
N Statutory Tables c Casual Employee
O Secondary Non-Resident n Non-Citizen
P Primary Resident
R Primary Non- Resident Nigeria
S Secondary Resident X No Tax
X No Tax N Statutory Tables
t Temp Resident
r Temp Non-Resident
p Part Time Resident
a Part Time Non-Resident
c Casual Resident
d Casual Non-Resident
f Full Time Non-Res

UIF STATUS (RSA) SSC REASON CODE (NAMIBIA)

R UIF 02 65 Years or Older
G Government 06 No Income
L Learner 08 Pension Payment Only
P Repatriated 09 Maternity Leave
T Temporary 10 Sick Leave
D Independent Contractor
E Legal Entity

UIF EMPLOYMENT STATUS (RSA) SOCIAL SECURITY STATUS (GHANA)

A Active 1 Normal Act 766
M Maternity 2 PNDCL 247
I Illness 3 Exempt
S Seasonal Worker 4 45 Year 1st Reg
FRINGE BENEFITS – ACCOMMODATION FRINGE BENEFITS – VEHICLE
(GHANA) (GHANA)
1 Accommodation – With Furniture 1 Vehicle, Driver and Fuel
2 Accommodation – Without Furniture 2 Vehicle and Fuel
3 Accommodation – Only Furniture 3 Vehicle
4 Accommodation – Shared 4 Fuel
5 Accommodation – Not Used 5 Not Used

Copyright Sage HR & Payroll 2016 Page 61 of 61