Pathway: Database > Import > Import Payroll Charges
The Import Payroll Hours feature provides a method for quickly uploading payroll data into Navusoft. Once imported, the payroll data will be visible in Dispatch and provide not only times when drivers clock in and out of Navusoft but also the hours clocked in and out with respect to payroll.
Setup
There are two types of Import files that can be processed using Import Payroll: Navusoft and Knomatic. The system must be configured to know what type of file is being imported.
This configuration is setup at the System level on the Setup > System > System Options > System tab via the Default Payroll Import Format selection. This selection dictates the format expected.
Import File Requirements
The following requirements must be met to successfully import payroll data.
The Import file:
- Must be a Comma-Separated Values (CSV) text file
- Must have a Header Row
- Must have the Required fields in the header row - as long as the header fields are spelled correctly, they can be in any order.
- Expects that each following row after the Header row is a Payroll record.
Import Processing Logic
The following logic is used when processing the Payroll Import file.
- If the header row is missing from the CSV, the import will fail right away and a message is displayed to the user.
- If there are additional columns that are not required, those columns will be disregarded.
- If a payroll record does not already exist for the provided user and date, a new record will be created in the system.
- If a payroll record exists for the provided user and calculated date, that record will be overwritten.
- Route Date will be calculated using Clock In Time from file and the MAX(route_cutoff_time) from the LOB table. If the Clock In Time is after the MAX cutoff, the route_date should be set to the next day (Clock In Time’s date value + 1).
- If a row causes an error:
- The error will be added to an
Error column in an output results file (CSV) alongside that row.
- The import will continue on to the next row.
Import File Formats
As stated earlier in Setup, there are 2 different allowed payroll import types: Navusoft and Knomatic. Even though the logic and processing is similar, each one has a little different format and file requirements.
Navusoft Import File
Column Headers
| Field |
Description |
Format |
Date
Required
|
The day that the payroll record is for. |
yyyy-MM-dd |
User ID
Required* |
Unique employee code
*If External User Id is not provided. |
Number |
External User ID
Required * |
Unique employee code
*If User Id is not provided |
Number |
Clock In
Required |
The payroll clock-in day/time. |
yyyy-MM-dd hh:mm AM |
Clock Out
Required |
The payroll clock-out day/time. Can not be before the Clock In day/time.
|
yyyy-MM-dd hh:mm AM |
Note
|
Optional field provided to add any additional informat about this record. It will be displayed in the Payroll record.
|
Text |
- A row must have either the
User ID or External User ID populated.
- If a row has both the
User Id and External User ID populated, only use the User Id value
Example File
Date,User ID,External User ID,Clock In,Clock Out,Note
2026-04-18,5,,2026-04-18 08:18:00,2026-04-18 17:18:00,Alice Smith
2026-04-18,19556,,2026-04-18 07:18:00,2026-04-18 16:18:00,Bill Gates
2026-04-18,36,,2026-04-18 06:18:00,2026-04-18 15:18:00,George Strait
2026-04-18,31,,2026-04-18 05:18:00,2026-04-18 17:18:00,Bob Dylan
2026-04-19,31,31,2026-04-19 05:19:00,2026-04-19 17:19:00,Bob Dylan
2026-04-19,523,523,2026-04-19 09:19:00,2026-04-19 18:19:00,Taylor Song
2026-04-19,28,28,2026-04-19 08:19:00,2026-04-19 20:19:00,Juan Ortiz
2026-04-20,,5,2026-04-20 08:20:00,2026-04-20 17:20:00,Alice Smith
2026-04-20,,19556,2026-04-20 07:20:00,2026-04-20 16:20:00,Bill Gates
Knomatic Import File
Column Headers
| Field |
Description |
Format |
ID
Required |
Record ID |
Number |
Employee Code
Required
|
Unique employee code |
Number
|
Clock In Time
Required |
The payroll clock-in day/time. |
Accepted Date Formats - yyyy-MM-dd hh:mm AM
- yyy-MM-dd HH:mm:ss
- MM:dd:yyyy hh:mm AM
- MM-dd-yyyy HH:mm:ss
|
Clock Out Time
Required |
The payroll clock-out day/time. |
Example File (csv)
ID,Start Date,Employee Code,Employee,Real Time,Clock In Time,Clock Out Time,Payroll Clock Out Time, Role, Department
1,3/5/26,5,Aliena Joness,6:43:17,2026-06-09 08:07 AM,2026-06-09 02:50 PM,2026-06-09 02:50 PM,Driver,02DRIV
2,3/5/26,19556,Ed Driver,7:58:11,2026-06-09 08:06 AM,2026-06-09 04:05 PM,2026-06-09 04:05 PM,Driver,02DRIV
3,3/5/26,36,Sam Sulek,24:19:35,2026-06-09 08:06 AM,2026-06-09 08:25 AM,2026-06-09 08:25 AM,Driver,02DRIV
Import Process
After setting up the import file, the process of importing payroll data is a simple process.
- Select Import Payroll Hours from the Database > Import menu.
- Use the provided file browser to select the import file.
- Select Import.
- If the import file is formatted correctly, the following message will be displayed. Select OK.
Note: If the import file is not formatted correctly, the processing will be discontinue and an error message will be displayed.
Import Results
After a payroll import process is successfully run, a blue Notification note will be displayed and will indicate the number of records imported.
If the import contained any errors on one or more rows, a confirmation popup will appear indicating that there were some errors. Select Yes to view a results file generated that includes the required and options fields from the import file and two extra fields: Rejection Reason and Status.
Note: If there are no errors, a CSV file is not generated for review.
Results File with Errors Detected
The results file is provided to help trouble shoot why a payroll record did not get imported. Each row is flagged with a Status of Success or Failure. If it is flagged as a fail, then there will be a Message. These stem from the import file requirements.
The following errors possible at the row level:
- Unable to Parse date in column [date column]
- Unable to parse number in column [number column]
- Clock Out cannot be before Clock In
- Employee Code must be provided.
- Clock In / Clock Out time must be provided.
View Results on Dispatch
The imported payroll records that were successfully imported (without error) will be displayed On the Operations > Dispatch screen.
The data is displayed under the Payroll Clock In and Payroll Clock Out columns on the Route Data Entry view and the Labor Hours view. If edits are needed, click on the charge to open the Add/Edit Manual Charge popup editor.
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