# Pay Run Import Mapping
Pay Run Import Mapping is a settings master (collection pyrim) that maps CSV or Excel column headers to pay-run fields. Configure mappings before using Pay Run → Import from File so uploaded files are parsed correctly for payments, deductions, and header day-count fields.
Overview & List View
Go to Payroll → Settings → Pay Run Import Mapping.
The list shows all configured column mappings used when importing pay runs from a file.
List columns
| **Column** | **Shows** |
|------------|-----------|
| Id | System reference. |
| Name | Mapping name (e.g. Monthly Payroll Import). |
| Column Header | CSV/Excel column header text to match. |
| Type | Mapping type — Payment, Deduction, or Header. |
| Target Field | Pay-run field or category the column maps to. |
| Payment / Deduction Category | Category when type is Payment or Deduction. |
| Status | Active or Suspended. |
Advanced Filters
Id, Name, Type, Column Header, Payment Category, Deduction Category, Status, Created Date.
List row actions
| **Action** | **Description** |
|------------|-----------------|
| Edit | Opens the mapping for editing. |
| Delete | Removes the mapping. |
| View | Opens read-only view. |
Quick Start — Create a Mapping
1. Go to Payroll → Settings → Pay Run Import Mapping and click New.
2. Enter a Name for the mapping set (for reference).
3. Set Column Header — the exact text (or alias) expected in the import file header row.
4. Choose Type:
- Header — maps to a pay-run header field (employee code, LOP days, etc.).
- Payment — maps to a salary payable line using a payment category.
- Deduction — maps to a deduction line using a deduction category.
5. Select the Target Field or category depending on type.
6. Click Save.
Repeat for every column in your import template. Then use Pay Run → Import from File to upload CSV or Excel files.
Mapping Types
Header type
Maps a file column to a pay-run header field. One row per employee in the import file.
| **Target field** | **Description** |
|------------------|-----------------|
| employeeCode | Employee code — required to identify the employee. |
| noOfLOPDays | Loss-of-pay days for the period. |
| noOfWorkingDays | Working days used for salary divisor. |
| noOfPaidLeaves | Paid leave days credited. |
| noOfHolidayOTDays | Holiday overtime days. |
| leaveSalaryDays | Days to encash as leave salary. |
| extraPayableDays | Extra payable days. |
| notes | Notes printed on payslip. |
| internalNotes | Internal notes (not on payslip). |
Payment type
Maps a file column to a Salary Payable line. Select a Payment Category (e.g. Basic, HRA, Allowance, Overtime). The column value is the amount for that category on the pay run.
Deduction type
Maps a file column to a Deduction line. Select a Deduction Category (e.g. Cash Advance, Loss of Pay, Loan). The column value is the deduction amount.
Cash advance columns: When the deduction category is Cash Advance, the import distributes the amount across pending Cash Advance Vouchers for that employee (oldest voucher first).
Create / Edit Fields
| **Field** | **Description** |
|-----------|-----------------|
| Name * | Label for this mapping (for admin reference). |
| Column Header * | Header text in the import file. Case-insensitive match against built-in aliases when no custom mapping exists. |
| Type * | Header, Payment, or Deduction. |
| Target Field | For Header type — which pay-run header field to populate. |
| Payment Category | For Payment type — earning category (Basic, HRA, etc.). |
| Deduction Category | For Deduction type — deduction category (Cash Advance, LOP, etc.). |
| Status | Active (used during import) or Suspended (ignored). |
| Notes | Optional admin notes. |
Built-in Aliases
The import engine recognizes common header aliases even without a custom mapping. Custom mappings in this master override or extend these defaults.
| **Built-in alias** | **Maps to** |
|--------------------|-------------|
| Employee Code, Emp Code, Employee ID | employeeCode (header) |
| LOP, LOP Days, Loss of Pay | noOfLOPDays (header) |
| Workdays, Working Days, Work Days | noOfWorkingDays (header) |
| Paid Leaves, Paid Leave Days | noOfPaidLeaves (header) |
| Holiday OT, Holiday OT Days | noOfHolidayOTDays (header) |
| Leave Salary Days | leaveSalaryDays (header) |
| Extra Payable Days, Extra Days | extraPayableDays (header) |
| Basic, Basic Salary | Payment — Basic category |
| HRA, House Rent | Payment — HRA category |
| Cash Advance, Advance | Deduction — Cash Advance category |
If your file uses non-standard headers, create explicit mappings here so the import parser resolves them correctly.
Example Mappings
Typical mapping set for a monthly payroll CSV:
| **Column Header** | **Type** | **Target / Category** |
|-------------------|----------|----------------------|
| Emp Code | Header | employeeCode |
| LOP Days | Header | noOfLOPDays |
| Work Days | Header | noOfWorkingDays |
| Paid Leaves | Header | noOfPaidLeaves |
| Basic | Payment | Basic (payment category) |
| HRA | Payment | HRA (payment category) |
| Transport Allowance | Payment | Transport (payment category) |
| Cash Advance Recovery | Deduction | Cash Advance (deduction category) |
| Loan Deduction | Deduction | Loan (deduction category) |
Sample CSV row:
```
Emp Code,Work Days,LOP Days,Basic,HRA,Cash Advance Recovery
EMP001,26,2,25000,8000,1500
```
On import, the system creates one pay run for EMP001 with header day counts, payment lines for Basic and HRA, and a cash-advance deduction distributed across pending vouchers.
Import Flow
End-to-end steps linking this master to pay-run import:
- Configure mappings in Pay Run Import Mapping (this screen).
- Go to Payroll → Payrun and open Import from the list header.
- Set Year, Month, Period, and optional Process Date.
- Upload .csv, .xlsx, or .xls (max 10 MB).
- Choose Dry run to validate without saving, or import with optional Save and approve each row.
See the full import options and behavior in Pay Run — Import from File.
FAQ
Must every CSV column have a mapping?
Unmapped columns are ignored. Required pay-run fields (employee code, payment/deduction categories) need explicit mappings or standard header aliases.
What happens if employee code is not found?
That import row fails validation. Dry run shows the error without creating a pay run — fix codes or employee master first.
Can I map the same column to multiple payment categories?
No. Each column maps to one target — create separate columns in your file for Basic, HRA, and other components.
Does import respect salary calculation settings?
Header day counts and line amounts from the file load as entered. Attendance-based recalculation applies when you Refetch on the created draft pay run.
What is Save and approve each row on import?
Approves each successfully imported pay run immediately. Use dry run first — errors on one row do not roll back other approved rows when batch approving.
Can I import cash advance recovery without a voucher?
Import distributes the deduction amount across pending cash advance vouchers for the employee using the Cash Advance deduction category mapping.