This guide helps you diagnose and resolve common errors when uploading your employee import file into the system. Incorrect formatting, missing mandatory fields, or unexpected characters—particularly in numeric fields-cause many import issues.
1. Decimal Formatting Errors
Problem:
When completing the import template, decimal values automatically convert from a period (.) to a comma () depending on your Excel regional settings or numeric keypad configuration.
Why it Matters:
The import treats commas (,) as 1000 separators, which causes numeric fields—such as Average Working Hours, Daily Rate, or Rate for Employee—to fail validation.
Example of a problematic value:
173,33 ❌
Correct format:
173.33 ✔️
How to Fix:
Manually review all decimal values and ensure they use a period (.).
If needed, replace commas using Excel Find/Replace:
Ctrl + H → Find “,” → Replace with “.”
Adjust Excel’s regional settings if the issue recurs frequently.
2. Mandatory Fields by Tab
The system requires certain fields to be completed before it can process the import. If any values are missing or incorrectly formatted, the system will generate errors.
Company Details Tab — Required Field
Registered Name (Column A)
Enter your company’s exact registered name. It must match the name shown in your app’s navigation bar so the system can link the uploaded employee data to the correct company.
Employee Data Tab — Mandatory Fields
These fields represent the minimum required for creating employee profiles.
(More fields are optional but recommended for complete records.)
Required Fields
Employee Type | A | Select: Natural person, Personal Service Provider, Refugee, Asylum seeker |
First Name | E | Employee's first name |
Surname | G | Employee’s surname |
Date of Birth | N | Format: dd/mm/yyyy for example, 15/06/1990) |
Employee Code | T | A unique ID for each employee |
Employee Start Date | U | Format: dd/mm/yyyy |
Pay Frequency | AB | Weekly, Bi-weekly, Monthly |
Pay Group | AC | Matches Pay Run Data → Column B (for example, Monthly pay group) |
Average Working Hours per Frequency | AD | Numeric value, up to 2 decimals (for example, 173.33) |
Hours per Day | AE | Number of hours worked daily |
Employee’s Rate Is | AF | Hourly / Weekly / Bi-weekly / Monthly / Annual |
Rate for Employee | AG | Numeric (for example, 12500.00) |
Payment Type | AH | Cheque / Cash / Electronic transfer / ACB payment file |
Tax Start Date | AP | Format: dd/mm/yyyy |
Tax Status | AQ | Select correct tax category |
Postal Address Type | BF | PO Box / Private Bag / Street Address |
Country | BC and BM | Select South Africa |
3. More Mandatory Fields (Based on Payment Type)
If the payment type is Electronic Transfer or ACB Payment File, the system also requires the following:
Field | Column | Notes |
Account Type | AI | Cheque/Current, Savings, Transmission, Bond |
Account Name | AJ | Name on the bank account |
Account Number | AK | Employee’s bank account number |
Bank Name | AL | For example, ABSA, FNB |
Branch Name | AM | As per bank confirmation |
Branch Code | AN | As per bank confirmation |
Account Holder Relationship | AO | Own / Joint / Third party |
Double-check date formats
Ensure all dates follow dd/mm/yyyy.
Verify dropdown fields
Select only the values provided in the dropdown menus.
Remove trailing spaces
Extra spaces before and after the text can cause validation failures.
Ensure numeric fields contain numbers only
No text, commas, or more characters.
Keep employee codes unique
Duplicates will cause the import rejection.