Bulk Actions: Examples
About
This article illustrates the functionality available on the Bulk Actions Screen.
Edition
This feature is available on all PaySpace editions.
Navigation Path
Navigate > Bulk Actions
The Bulk Actions Screen
Ensure the correct
company and
frequency is selected.
The Location Menu
Functionality Available on the Bulk Actions Screen
Flowchart 1
Tip
Please note: For both Action Types, Payslips and Recurring, new transactions can be added on screen.
Flowchart 2
Note! The other Action Types available on the Bulk Actions Functionality:
Examples: Bulk Actions using the Action Type, Payslips
Bulk Upload Failed
The Bulk Upload Notification Box will display any errors if the bulk upload failed.
Possible reasons for a failed Bulk Actions Upload could be:
- Processing employees from different frequencies in the same sheet.
- Not completing mandatory fields.
- Capturing the date format incorrectly.
Editing Existing Data on the Payslip Edit Screen using Bulk Actions
To make changes to amounts uploaded to the Payslip Edit Screen, you can use an empty or populated MS Excel template, apply changes and upload to the payroll.
The options for the column heading, Add or Overwrite, can be clarified as follows:
- Selecting Add, will add the input value specified in the MS Excel template to the value currently on the employee’s Payslip Edit Screen.
- Selecting Overwrite or leaving the field blank, will overwrite the value on the employee’s Payslip Edit Screen with the input value specified in the MS Excel template.
- Selecting Delete, will delete the value on the employee’s Payslip Edit Screen, regardless of the input value indicated in the MS Excel template.
Alternatively, you can edit the existing data and save on screen.
Example: Bulk Actions using the Action Type, Recurring
Selecting the Action Type, Recurring will upload bulk entries to the employees’ Recurring Components Screen.
Travel Allowances need to be processed for March 2020 in NextGen Essentials Training Company to a few employees in the monthly frequency. From the Location Menu, the Company Level User confirms that the correct company and frequency have been accessed:
The Location Menu
Navigate > Bulk Actions
Select Recurring Payroll Components as the Action Type from Bulk Actions Screen
After selecting the Action type, specify the Payslip Run, Payslip Action and Component on the Bulk Actions Screen
Then proceed to download the Recurring Template to complete for the component you selected by selecting the below icon to download an empty template.
The downloaded MS Excel Template will be available in the downloads folder.
The Company Level User can now process the data. Once the spreadsheet have been completed, the spreadsheet can be selected and uploaded to commit the Travel Allowances to the relevant employees’ Recurring Payroll Component Screen.
Editing Existing Data on the Recurring Components Screen using Bulk Actions
To make changes to amounts uploaded to the Recurring Components Screen, you need to apply selections on the Bulk Actions Screen. Once the records display on screen, download a populated MS Excel template, apply changes and upload to the payroll.
The options for the column heading, Delete, can be clarified as follows:
- Selecting False or leaving the field blank, will overwrite the value on the employee’s Recurring Components Screen with the input value in the MS Excel template.
- Selecting True, will delete the value on the employee’s Recurring Components Screen, regardless of the input value indicated in the MS Excel template.
Alternatively, you can edit the existing data and save on screen.
Should a Recurring Component Need to Change for One Period Only
In scenarios where a recurring component needs to be changed or removed for one period only, you can either use an empty or populated MS Excel template to update the Action Type, Payslips.
The options for the column heading, Add or Overwrite, can be clarified as follows:
- Selecting Add, will add the input value specified in the MS Excel template to the value currently on the employee’s Payslip Edit Screen.
- Selecting Overwrite, will overwrite the value currently on the employee’s Payslip Edit Screen with the input value specified in the MS Excel template.
Please note, in both these scenarios, when the next run opens, the system will revert to the amount captured on the Recurring Components Screen
- Selecting Delete, process the input value as a zero in the MS Excel template. This will result in the value on the employee’s Payslip Edit Screen to revert to the amount captured on the Recurring Components Screen.
Alternatively, you can edit the existing data and save on screen.
Example: Bulk Actions using the Actions Type, Pay Rates
Selecting the Action Type, Pay Rates will upload bulk entries to the employees’ Pay Rate Details Screen.
Increases need to be applied in NextGen Essentials Training Company to all employees in the monthly frequency. From the Location Menu, the Company Level User confirms that the correct company and frequency have been accessed:
The Location Menu
To upload Pay Rate Details via the Bulk Actions Screen, select the Action Type as Pay Rate Details
Click on the view icon as per the below to load the data
All the Pay Rate Details records in Nextgen Essentials Training Company for the monthly frequency, return.
To expand and collapse the view select the below arrow on the the Bulk Actions Screen
The expanded view of the employee
The collapsed view of the employee
To download a populated version of the data please select the eye icon that the data display, the eye icon will then have a line through it:
Then proceed to select the download Icon:
The downloaded template will have the populated data on the MS Excel Template
Tip
The new Pay Rate Record will be created based on the Effective Date specified.
Summary Checklist to Upload a MS Excel Template
Herewith a summary of guidelines to follow when utilising a MS Excel template.
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