Aesop SPREADSHEET LOADING via STATE SOFTWARE

2

AESOP and USPS Working Together To Save Data Entry Time.

Tired of working your fingers to the bone??

– AESOP Extract two CSV spreadsheets that are pre-formatted to import directly into USPS via USPIMPORT

– You also can create your own customized spreadsheet in Aesop.– Ability to post Employee pay automatically into UPDCAL_FUT– Export Absence and/or Attendance Transactions from AESOP

and Import into the ATDSCN.– Pay subs easily through spreadsheet load– Easily post subs and employee attendance– Multiple spreadsheets can be loaded– If multiple employees are loading you can use the SUB Cat field in ATDSCN to

identify the employee loading. Unique codes from the district will need to be created.

3

Spreadsheet LayoutColumns A through G

RequiredMust be AA

RequiredMust be formatted in TEXT to keep leading zero's

Job NumberRequired

Building IRNOptional

Date of Absence or Attendance Required Must be in YYYYMMDD format

Transaction TypeRequired AT for AttendanceAB forAbsence

Transaction CategoryRequired AT or SB for AttendanceSI,VA,PL,PR, etc. for Absence

IMPORTANT NOTE: The spreadsheet design is column formatted. The

spreadsheet MUST be in the exact format containing ALL the columns even if no data required. Do not delete any columns. It will ignore

headers and load via columns.

4

Spreadsheet LayoutColumns H through N

Work LengthRequired

Unit TypeRequiredH - HourlyD - Daily

Unit AmountOptionalEnter is rate is different from JOBSCN

Appointment TypeOptional1 – certified2 - classified

Employee ID for absent employeeOptionalMay be used to charge absent employee’s pay account through USPIMPORT option

Sub CategoryOptional2-digit User Defined Field

Account CodeOptionalUse if charging to different account from PAYSCN.Can use XREF code.Enter entire account code with no spaces.

5

Spreadsheet LayoutColumns O through U

OptionalY= postN= do not post To UPDCAL_FUT or UPDCAL_CUR

Blank = Y

OptionalEnter if different from JOBSCN Retire Hours or Hours per Day

OptionalEnter if pay type other than REG is used

OptionalMust enter is using MIS pay type

OptionalUsed for check stub description. Enter if you want something other than standard check description. Must be in a TEXT format.

OptionalY or NDo you want to post information from columns F, G and H to ATDSCN or JUST post to UPDCAL_FUT or _CUR?

Blank = Y

6

Spreadsheet LayoutNew Optional Fields

Optional The Board Distribution and Leave Projection columns may be used.Is this account to be used for board distributions or leave (Y,N)? Answer will override PAYSCN value.

Optional Effective Date – UPDCAL_FUT has an effective date field if you want to post a future transaction/payroll.

This is in CCYYMMDD format.

Please note: effective date must be within the range of payroll period begin and end dates in which the payment needs to be made.

7

Transfer FileReflection

Select File then Transfer OR Flying Paper icon above

Select location of file below. Then select the csv file to transfer above.

Select Transfer Type of ASCII and Click on Right Transfer Button.

8

Transfer FileFTP Client

Locate file on left side Select Tools, then Transfer Method, then ASCII OR click on ASCII icon (ABC) Drag csv file from left

side and drop on right side to transfer.

9

What is “Comma Delimited” Comma Delimited - is when your spreadsheet is separated by comma’s for each column on your spreadsheet. Below is an example of how your .csv should look (inside Reflections) AFTER you transfer the spreadsheet/csv file into your system. You may view the ‘VIEW’ option to verify prior to using USPIMPORT.

10

IMPORT to USPSUSPIMPORT Program

Recommend you load to UPDCAL_FUT

11

IMPORT to USPSUSPIMPORT Program

Name of file transferred

Option to use Building IRN to determine job number to post

Default error report name

12

IMPORT to USPSUSPIMPORT Program

Option to post AT transactions to UPDCAL

Option to combine AT transactions in UPDCAL with the same pay type and account code.

Do you want to allow AB entries to go negative?

D = Pay account from PAYSCN will be used

A = Use ‘Sub for SSN” pay account

If Pay account to charge is ‘A’, enter object code to use, must be 1xx

13

Watch Screen Import Totals

You can instantly see your loading results

14

ATTERR.TXT(ALWAYS review your error report)

NOTE: You will always have this error. It is

your header

Shows your total imports and rejected records

Your warnings and fatal messages that need

reviewing

15

USPIMPORT ResultsATDSCN

(NOTE: Columns A – I on the spreadsheet post to the ATDSCN)

16

USPIMPORT ResultsUPDCAL_FUT

(NOTE: Columns J-X on the spreadsheet post to UPDCAL_FUT)

17

What Do I Do Next? What if….

• You have employees who did not load and are listed on the ATTERR report.IMPORTANT: DO NOT load the spreadsheet twice. IF you do those employees that loaded without error will duplicate. Then you have to manual clean-up your files.

• You have the option to either manually add the employees in UPDCAL_FUT and/or ATDSCN if they created a fatal and did not load via USPIMPORT.

• Or you can edit/remove employees on the spreadsheet that loaded error free from your original load in UPDCAL_FUT. Then do a final load for only those employees that did not originally load into UPDCAL_FUT.

18

*BALANCING* What reports are available to verify the loaded data??

• FUTPAY - This report will list all the employees with future pay amounts. Keep in mind to select the pay group on screen 2 along with date ranges…this will help in balancing.

• ABSRPT – The ABS101 and ABS103 are two of the most common reports to verify the attendance uploads. Again you can select the date range and pay groups to assist in balancing.

19

FUTPAY Report Generate the future pay report to assist in balancing

20

Loading Completed…now what?

• INICAL can be generated to start your payroll.

• CALCPAY can also be generated to verify data at this point. If you find you have missed a pay group for loading…just load into UPDCAL_FUT and rerun INICAL to include the missed pay group.

???QUESTIONS???OR…tips from others

currently loading!!

21