ADP Payroll Import

This new Starter function will allow for the import of PR GL information from ADP. A GL Journal entry will be created when this function is successfully run. You may need to run Start Update Function and enable Start ADP Payroll Import in your User Group to access it.

Note: this version of the interface assumes that ADP handles tax and departmental information in their employee master record. Multi-jurisdictional taxation is not currently handled. Similarly, GL Entities will be assigned according to the employee’s home department from the ADP employee master record.

File Format:

The file from ADP should be | (Pipe) delimited and specify a .txt extension. This file will include two types of lines:

The file header must be of the following format:

 PERIOD ENDING DATE| mm/dd/yyyy| PAY DATE| mm/dd/yyyy

 For example: PERIOD ENDING DATE|12/27/2008|PAY DATE|01/02/2009

The data lines must contain the following fields in this order:

 GL Account Id|GL Entity Id|Debit Amount|Credit Amount|Description

 For example: 1005 |service| 0.00| 913.22|Net Pay - Direct Deposits

Once this file is obtained from ADP, it should be loaded on your system at a location where your SAM Pro user can browse to. The system allows the import of files where the GL Entity field is blank.


Starter Screen:

Period Id:
The Accounting Period these transactions will be assigned to.

Effective Date:
The effective date of the transactions: this date must fall within the Accounting Period.

Transaction Description:
This field will be used to generate the Description in the GL Journal heard.

Path Name of Import File:
Browse Files Button:
Enter the name of the file that you wish to import or use the button to bring up a browser to help you do so.

Preview File Button:
Once you have selected a file, this button enables you to view its contents to confirm that it is the correct one. If the file format is incorrect, the system will warn you that ‘The Specified File Does Not Appear To Be A Properly Formatted Payroll Import File’.

image\go.gif Go Button:
When you are satisfied that the correct import file is selected, click the Go button. The system will confirm that the file has been imported. You will only be allowed to import properly formatted files.

The following validations will be made:

A test is made to check the total debits in the import file against the total debits in any GL Journal entry; if these are equal, the user will be warned that this file may already have been posted, and the use is given the opportunity to proceed or exit.  Multiple GL Journal entries could possibly show in the warning message.

The system will validate that total debits = total credits.

The system will validate that all GL Accounts and GL Entities referenced in the file actually exist in the database.