The VivoTime importer is accessed from the Import function on the control bar in the Pay run screen.
The importer reads an XLSX spreadsheet using the column layout described below.
Prepare for the import
Before importing, check that:
File format: The file is an XLSX spreadsheet.
Employee identifiers: Each employee’s Badge value matches their Badge# in SmoothPay.
Column layout: The spreadsheet follows the VivoTime column layout.
Pay inputs: You have checked any existing inputs for the current pay.
Backup: You have made a fresh backup if you may need to restore the payroll to its state before importing.
Important: Imports are additive. Importing the same data again can create duplicate pay inputs.
The employee’s Badge# is located in the nested Employment tab, under the Contract tab in the Staff screen.
For more information about these employee fields, refer to:
Import the spreadsheet
Open the Pay run screen.
Click Import on the pay run control bar.
Select VivoTime.
In the import window:
Drag the XLSX file into the drop area, or click the area to select the file.
Allow the file to upload.
Click Process.
The upload window accepts one file. If multiple files are selected, only the first is retained. The displayed file-size limit is 200k.
An audit report is generated automatically, showing the entries created and any errors or leave warnings. The report is available in the Print screen.
Review the imported pay
Review the audit report, then use Pay reports on the pay run control bar to check the imported results.
Check that:
Hours, rates and commissions are correct.
Deductions have been applied as intended.
Leave payments and quantities consumed are correct.
Days paid include days of paid leave.
Public holiday payments and alternative leave accruals are correct.
Any termination entries are intended and complete.
For more information about reviewing and completing the pay, refer to:
Spreadsheet column reference
VivoTime uses the following columns in the XLSX file. Keep each value in its designated column.
Some fields work together, particularly the paired leave-hours and leave-days fields. Their behaviour is specific to this importer.
Employee and pay settings
Column | Field | Purpose |
A | Badge | Identifies the employee. Must match their Badge# in SmoothPay. |
B | Fixed Salary | Enter Y for an employee on a fixed salary. Annual leave uses the ALH rule to avoid distorting the salary. |
C | CECDED | Enter Y where the employee’s contract includes CEC and it must be deducted. SmoothPay creates a Sundry Deduction using code CECDED. The deduction recalculates automatically if the employee’s pay inputs are changed. |
Hours and management pay
Column | Field | Purpose |
D | Ordinary hours | Hours paid at the employee’s contract rate. |
E | Management hours | Additional hours paid at the management rate. |
F | Management rate | Rate applied to Management hours. If blank, the employee’s contract rate is used. |
Commissions, days paid and deductions
Column | Field | Purpose |
G | SCOMM | Commission Allowance value. |
H | RCOMM | Commission Allowance value. |
I | MCOMM | Commission Allowance value. |
J | DAYS | Days paid, including any days of paid leave. |
K | MISCDED | Miscellaneous deduction value. |
Annual leave
Column | Field | Purpose |
L | ALC | Annual leave hours consumed as a proportion of the employee’s contracted weekly hours. Payment is calculated as the corresponding proportion of the highest applicable weekly value. |
Where Fixed Salary in column B is Y, the annual leave treatment uses the ALH rule instead.
Public holidays
Column | Field | Purpose |
M | PTH | Rostered hours payable for a public holiday not worked. Paid at the employee’s contract rate. |
N | PTD | Number of days covered by PTH, generally one or two. If PTH is empty but PTD contains a value, those days are paid using Average Daily Pay. |
O | PWH | Hours worked on a public holiday. Paid at the applicable penal rate. |
P | ALT | Alternative leave days to accrue for eligible public holiday work. Ignored if there are no PWH hours. |
Important: In the VivoTime spreadsheet, ALT in column P records alternative days to accrue. Alternative days consumed are recorded separately in column X.
Sick leave
Column | Field | Purpose |
Q | SLH | Rostered hours taken as sick leave. Paid at the employee’s contract rate. |
R | SLD | Number of days covered by SLH, generally one to five. If SLH is empty but SLD contains a value, those days are paid using Average Daily Pay. |
Bereavement leave
Column | Field | Purpose |
S | BLH | Rostered hours payable for bereavement leave. Paid at the employee’s contract rate. |
T | BLD | Number of days covered by BLH, generally one to three. If BLH is empty but BLD contains a value, those days are paid using Average Daily Pay. |
For public holiday, sick and bereavement leave, the hours field supplies the rostered hours and the days field identifies how many days those hours cover. Where only the days field is supplied, the importer uses Average Daily Pay.
Other leave, comments and terminations
Column | Field | Purpose |
U | ULH | Rostered hours absent as unpaid leave. |
V | Comment | Payslip comment. Comments shorter than five characters are discarded. |
W | Terminate | Enter Y to terminate the employee and automatically prepare final pay entries. |
X | Alt days consumed | Number of alternative leave days consumed. |
Y | PWCOMM | Public holiday worked days for pure-commission earners. Paid at 50% of Average Daily Pay per day. |
Important: Check column W before importing. A Y value triggers termination and prepares final pay entries.