Import Claim Entitlement Data

  1. Overview
    • If your organization has more than a handful of employees, it may be easier and faster for you to set up your employees' Claim Entitlement data via the Claim Entitlement Import feature.
    • Even if your employee headcount is not big, the import feature still makes a great time-saver, as you may save yourself a great deal of time setting up new Claim Entitlements for upcoming years.
    • Most importantly, you may make use of Claim Entitlement Import to quickly set up new employees' Claim entitlements. Just create several Excel templates containing different Claim entitlements for employees according to their Job, Department, Level etc. Whenever there is a new hire, you may instantly set up the new employee by importing the Claim entitlements from the correct Excel template.
  2. Best Practices
    • Before you start importing, it will help you breeze through the whole import process if you adopt these recommended approaches to importing your Claim Entitlements.
    • First, try to add a few Claim Entitlements manually to get a better understanding of the purpose of the data fields.
    • After that, go through this user guide to understand the steps involved and what to expect if error happens.
    • Examine the downloaded Excel template for the data structure provided. There are plenty of useful comments in the template to guide you through the data fields, such as which are the required fields or what possible values are allowed.
    • Finally, you may start to prepare your first dataset for the import, but it is strongly recommended that you prepare a small dataset of 5 to 10 records for the first import. You may always import the rest of the data afterwards. Doing so will help you identify the potential problems easily if the import is not completed successfully. You may then examine and correct the invalid data by following the instructions sent to you when your import is processed.
    • Note: Remember to check your mailbox for notifications of import result before performing subsequent import again to make sure that previous import has been completed successfully.
  3. Steps
    1. To prepare your Claim Entitlement data for import, you could download the Excel template from the Import Claim Entitlement Data window accessible via Expense Claim->Management->Import.
    2. In the Excel template, only the first sheet is needed for the preparation of Claim Entitlement data, other sheets may be present to provide additional information about the Claim Entitlement data fields.
    3. The Excel template comes with some sample data that you may change or delete once you get an idea of how to fill up the Claim Entitlement data.
    4. Make sure that you fill in all the Required fields accordingly, and you may leave other fields empty if you do not need them (most of them will be empty or be provided with some default data if unfilled). DO NOT change the name of the first sheet, DO NOT remove or change the order of any of the columns in the first sheet, and you must keep the first row (i.e. header row) intact. Start entering your Claim Entitlement data from the 2nd row.
    5. Claim Entitlement must be unique based on Employee ID, Year and Expense Type. For instance, an employee with Employee ID of 0001 can have ONE AND ONLY ONE "MOBILE" Claim entitlement for the year 2019.
    6. If you want to import Claim Entitlement data as new records, just leave the Import Action field blank. If somehow you want to update certain existing Claim Entitlement records (identified by Employee ID, Year and Expense Type), you may set those records' Import Action field to UPDATE. Upon processing your import data, if the records exist, they will be updated with the new data, otherwise error will be reported.
    7. When you are done, save your data and proceed to the next step in the Import Claim Entitlement Data window, then click Attach File to select the XLS file that you prepared just now, and click Import to start the import process.
    8. When the Excel file is successfully uploaded to, you will be prompted with a message that the import process has started. Sit back and relax, you will be notified again by email when the process is done.
    9. You will soon receive an email detailing the result of the Claim Entitlement import process, including how many Claim Entitlement records imported and skipped, and the corresponding reasons why certain records are not imported and how to rectify them.
    10. If the Claim Entitlement data is not imported completely, you may:
      1. Remove successfully imported Claim Entitlement Records from the Excel file.
      2. Double check Invalid Records and correct the errors.
      3. Upload and import the rest of the data after correcting the errors.