Importing Attachments to the Payroll Employee Record

Streamlining business operations often hinges on leveraging software capabilities to their fullest potential. Importing attachments to existing records within Vista is a powerful feature that can enhance your documentation processes. This guide provides an example of importing attachments to an existing PR Employee in Vista. In this example, we will import an attachment to an existing employee, for reference the attachment in this example is a W-2 not processed in Vista. Here is an overview of the steps involved for importing an attachment into the PR Employee form for an existing employee.

• In Vista, Programs, Imports, go to IM Templates Import Form and make a copy of the original template PR Emp/PR Employees, rename it and that will be the new template to be used for importing, this way your original template will remain in the original condition
• Edit the template, review all items in the import and ensure that you will not override any items, add a Record Key at the bottom, this will act as a matching mechanism between the attachment and the PR Employee
• Ensure the attachments and import files are within the same folder and there are no commas in the attachment name
• Create an Attachment Type and give it security, this is an optional step but recommended for sensitive items such as a W-2
• Create an Excel file and turn it into a CSV file
• Make sure all attachments are in the same folder as the import CSV
• Review the PR Employee to ensure attachments are correct
• It is highly recommended to do this in a test company before you do this in a live company.  Please ensure that you are not overriding or changing any data on your existing records. 

Copy Template/Create New

• Programs, Imports, IM Template, PR Empl, File Copy Template, name newly copied template, and use the new one to edit

Edit the IM Template

• Insert a Record Key into the template, map the critical items for import.
• In this example 1030 is the Record Key mapped to column 7 for the Employee, the company is 201 set as user default value and employee mapped to column 1

IM Import

• Import the file

IM Work Edit

• Open the IM Work Edit to review your import
• The attachment example is at the bottom of the screen on each record.  In this example, employee 7000 company 201 has an attachment to upload Test W2.pdf, attachment type W2 Manually Attached

IM Upload

• Upload the attachment to the PR Employee, you should get an “upload successful” message

Check the PR Employee Attachment

• Example Employee 7000 now has the attachment on the PR Employee record

In summary, importing attachments to existing PR Employee records in Vista can greatly enhance your documentation processes. By following the steps in this guide, you can manage your records. Just make sure to test everything in a trial environment before going live to prevent any unintended changes to your data. Utilizing this feature will help you keep your business operations smooth, and your documentation organized.

As always, if you need assistance with any Vista processes, please visit our website ConstrucTech Consulting and Book a Call with one of our consultants.