Guide for importing information (Absence via Excel) into Visma HR (Orkidé) - English Version
In the menu item “Import information” you can import common absence. This can ex. be used to import absence recordings from a time recording system or from other recording systems.
With “Absence via Excel” you can import both standard absence codes and the absence codes you have created yourself. If all the absence recordings do not need approval they will get the status “Approved” and they can immediately be transferred to the payroll system. Absence recordings which needs approval will get the status “Pending”.
2. Description of file-format
When you import absence in Visma HR the file needs to be in an Excel-format. Below you can see which fields cells you can import to Visma HR. Every cell matches a column heading. It is important that the headings are written in English exactly as shown here below, then the file can be imported without any validation errors.
3. Example of absence-file (Excel)
The placement/order of the columns has no influence on the import in Visma HR as long as the columns has the correct Headings.
3.1 Format for the "StartDate" and "EndDate" columns
The following date formats are supported: dd-mm-yyyy, 11-mm-yy, ddmmyy, ddmmyyyy.
However, you should note that the date columns should be formatted as numbers if you choose ddmmyy or ddmmyyy to avoid deleting prefixed zeros. For absence recordings where the absence type is recorded in hours you can writhe the time together with the dates.
3.2 Format for the "EmployeeNumber" and "AbsenceTypeCode" columns
“EmployeeNumber” and “AbsenceTypeCode” are alphanumeric cells in Visma HR. For this reason, these columns need to be formatted as text in the Excel-file if you want to ensure that the prefixed zeros are not deleted. You can format the columns in the following way:
Mark the column
Select “Format cells” (By right-clicking the mouse)
Click “Ok” to save the formats
The number format in the number and amount columns need to be #,##. That means that the decimal separator as a rule should be comma. The system can under some circumstances however handle period as decimal separator. If the program is run with international settings the number format can be #.##. The number format cannot contain thousands separator.
4. Import of the Excel-file
Log into Visma HR and select the menu item “Import information”. See section 4.1 if the company has more than one employer.
Click on the Upload icon
Click on “Open absence file
If the file has no errors the data will be imported and you will get a receipt for the import. When you get this receipt, you will be able to edit or delete the absence. The imported absence can also be found on the individual employee or in the menu item “Common reporting absence”.
If there is an error in the file Ex. because of overlapping start dates, absence across years or invalid absence codes you will get an error message telling you what is wrong.
On the right you can mark each line which does not have errors and select “only import marked lines” to import these lines without errors. Unmarked lines will not be transferred to Visma HR.
Absence recordings with errors can be edited in the excel file and then be imported again. Only absence that has not already been imported will be imported again.
4.1 Multiple employers in the same company
If the company has more than one employer you will see a dropdown-menu where you should select which employer you want to import absence for. Only absence for the selected employer will be imported. You cannot import absence for employees hired by different employers at the same time. The reason for this is that some employees might have identical employee numbers within the different employers, which is why you need to make an Excel-file for each employer.
Otherwise all the recorded absence for employees with identical employee numbers will be imported on the employer that was selected first.