Holiday pay calculation settings and accumulated holidays can be brought to Procountor by using Procountor's mass tool or by using one holiday import file (Excel). Importing the holiday settings and earned holidays will be discussed with more details in this article.
It is not possible to import holiday bonus yet and the feature will come soon. Before that, the bonus can be set manually in the Holidays view.
The import can be found from Payroll > Employee register > Set up holiday data.
Using Procountor's mass tool to import
The holiday data can bee imported by using Procountor's mass tool in the Employee register. The mass tool works without Excel and the settings and earned holidays can be brought to several employees at once.
1. Select employees to which the holidays are brought by clicking Add employee button.
2. Insert the necessary holiday settings to the employee and the holiday days earned.
More detailed information about all the field and which field is mandatory can be found in table below.
3. If several credit year information is added to one employee Copy row function will help to copy employees holiday information to additional rows.
4. When all the data has been set click Import data button.
5. See the imported data from employees Holidays view.
Using Excel to import
The import file for holiday data can be found here.
It is important the the firs row of the Excel is typed the same way as in the Excel file above. Also all the columns should be in the same order as in the example excel file.
The cells have to consist data that are within the allowed values.
Each fields allowed values are described in the table beneath.
In the second row of the example file the Holiday earning rule cell and the Holiday pay calculation basis cell has a drop down menu with allowed values as an example.
Save the Excel as Microsoft Excel Workbook format.
Description of the import file
Excel files allowed values are described beneath:
Column
|
Name
|
Allowed value
|
Description
|
Mandatory field
|
A
|
Social security number
|
ddmmyy-uuuu
ddmmyyAuuuu
|
Social security number
|
Yes
|
B
|
Holiday credit year
|
yyyy-yyyy
|
Example: 2019-2020
|
Yes
|
C
|
Holiday earning rule
|
D14
H35
|
D14: 14 day rule
H35: 35 hour rule
RFTO: right for time off
|
Yes
|
D
|
Holiday calculation start date
|
ddmmyyyy
|
|
Yes
|
E
|
Holiday bonus earning start date
|
ddmmyyyy
|
Default value is same as holiday earning start date but a later date can be inserted. Earlier date cannot be inserted.
|
|
F
|
Collective agreement
|
|
Collective agreement name should be exactly the same as in the software. Leaving collective agreement name out will be treated as 'No custom settings' collective agreement.
|
|
G
|
Holiday pay calculation basis
|
M25
MW
MPSC
H
D
P
|
M25: standard devider 25
MPSC: Monthly plus shift compensations
MW: workday divider
H: Average hourly
D: Average daily
P: Percentage
RFTO: right for time off
|
Yes
|
H
|
Percentage
|
9
11,5
|
Mandatory if holiday pay calculation basis (row G) is P, MPSC or RFTO
|
No/ Yes
|
I
|
Weekly workdays
|
1-7
|
Mandatory if holiday pay calculation basis is D
|
No/ Yes
|
J
|
Holiday earning days
|
2
2,5
3
|
Value equal to or bigger than 2
|
Yes
|
K
|
Apr
|
|
Value bigger or equal to zero
|
|
L
|
May
|
|
Value bigger or equal to zero
|
|
M
|
Jun
|
|
Value bigger or equal to zero
|
|
N
|
Jul
|
|
Value bigger or equal to zero
|
|
O
|
Aug
|
|
Value bigger or equal to zero
|
|
P
|
Sep
|
|
Value bigger or equal to zero
|
|
Q
|
Oct
|
|
Value bigger or equal to zero
|
|
R
|
Nov
|
|
Value bigger or equal to zero
|
|
S
|
Dec
|
|
Value bigger or equal to zero
|
|
T
|
Jan
|
|
Value bigger or equal to zero
|
|
U
|
Feb
|
|
Value bigger or equal to zero
|
|
V
|
Mar
|
|
Value bigger or equal to zero
|
|
W
|
Total earned holidays (Yearly)
|
|
Earned holidays during the credit year (1.4-31.3) Value bigger or equal to zero
|
|
X
|
Remaining holidays
|
|
Value bigger or equal to zero.
Holiday days in given credit year.
Note: not required for RFTO.
With construction 14%+4,5% should be left empty, instead put the values in remaining summer holidays and remaining winter holidays.
|
|
Y
|
Remaining summer holidays
|
| Value bigger or equal to zero.Only used with constructions 14%+4,5%. |
|
Z
|
Remaining winter holidays
|
| Value bigger or equal to zero.Only used with constructions 14%+4,5%. |
|
AA
|
Holiday bonus days per credit month
|
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AB
|
April holiday bonus days
|
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AC | May holiday bonus days |
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AD | June holiday bonus days |
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AE | July holiday bonus days |
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AF | August holiday bonus days |
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AG | September holiday bonus days |
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AH | October holiday bonus days |
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AI | November holiday bonus days |
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AJ | December holiday bonus days |
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AK | January holiday bonus days |
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AL | February holiday bonus days |
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AM | March holiday bonus days |
| Monthly value. Value can be zero, same as earned holiday days or something in between. Value cannot be higher than earned holiday days. |
|
AN | Total earned holiday bonus days (yearly) |
| Value bigger or equal to zero. |
|
AO | Remaining holiday bonus days |
| Value bigger or equal to zero. |
|
AP
|
Cumulative working hours
|
|
Value bigger or equal to zero.
Mandatory if holiday pay calculation basis is H
|
No/Yes
|
AQ
|
Actual workdays
|
|
Value bigger or equal to zero.
Mandatory if holiday pay calculation basis is D
|
No/Yes
|
AR
|
Cumulative earnings
|
|
Value bigger or equal to zero.
Mandatory if holiday pay calculation basis is D, H or P
|
No/Yes
|
AS
|
Paid holiday compensation
|
|
The field determines how much holiday compensation has been paid when the rule is RFTO. Procountor will calculate the right remaining compensation by using this information.
The value must be 0 or greater
|
Ei
|
Importing holidays to Procountor
Download and fill in the Excel file above. Save the file as Microsoft Excel Workbook file.
1. Go to Employee register (Payroll > Employee register) and click Set up holiday data.
Then click Select file.
2. Download the Excel file to the pop up window and click Continue.
3. After this the imported data can be seen in the view and Procountor will tell if there are field that are not in the range of the acceptable values.
Check the imported information.
If some of the rows still need some editing, the rows which are ready to be imported can be selected.
Copy info to bonus fields button enables copying the number of earned holiday days (yearly and monthly) to the earned holiday bonus fields. The rows must be selected before copying.
4. Click Import data button.
Check the imported information from the Holidays view.
The import will replace all the settings that were previously made.
It is not possible to import Excel data after the holidays have been set on and first salaries have been calculated.