FastTrack360 Version 12 Online Help

Importing Updated Rates

Owned by Fiona Sims
Last updated: 21 October 2021
3 min read

Once rates have been updated in the export file, the updated file can be imported into FastTrack360 so that rates can be updated in the system in bulk.

Updated rates can be imported via the Import tab of the Rates and Rules > Bulk Rate Update screen. To import update rates, you must select the type of rates that you are updating and you must upload the updated export file. When you do this, the following will occur:

  • The system will check that the file you have uploaded contains the specific, mandatory columns based on the import type you have selected. If any mandatory columns are missing from the file, the import will fail and an error message, which list the names of the missing columns, will be displayed. If this is the case, it is recommended that you export the relevant rates again, update the rates in the new export file and import the new file.

  • If all the mandatory columns are in the file, a Bulk Rate Import batch is created and the system performs further validation to check that those columns contain data that is of the correct type. For example, the system will check that the NewValidityStartDate column in each row if the file contains a date and the date is in dd/mm/yyyy format. If this validation fails for any row in the file, the batch will fail and its status is set to Rates Import Failed Due to an Exception. In such cases, an email is sent to the email address of the logged in user and attached to the email will be an exception file that will identify the specific rows and columns that contain invalid data. For more information, see Validation Errors & Exceptions.

  • If all the required columns exist in the import file and the columns contain the correct data types, the system will create an import batch, which will be submitted for processing. At this point, the system reads each row in the imported file and automatically does the following:

    • end-dates the exported agreement rate rules or standard rates rate sets to the date that falls one day before the date that is specified in the NewValidityStartDate column of the corresponding row in the imported file

    • creates new agreement rate rules or standard rates rate sets by copying the rate rules or rate sets that were end-dated

    • sets the validity period start dates of the new agreement rate rules or standard rates rate sets to the date specified in the NewValidityStartDate column of the corresponding row in the imported file

    • updates the rates and, if applicable, the rate description against each sub-rate on the new agreement rate rules or standard rates sets according to the values provided in the corresponding row in the imported file

  • On completion of processing, an email is sent to the email address of the logged in user to advise that the import has been completed. If any rate rules or leave sets could not be updated, an exception file is attached to the email message. The exception file will contain each row from the import file that failed to be imported along with the reason why it could not be imported. For more information, see Validation Errors & Exceptions.

When new pay agreement or bill agreement rate rules are created by the Bulk Rate Update process, the names of the rate rules are set to <original rule name> - BU <batch number>, where <original rule name> is the name of the pay rate or bill rate that was exported and <batch number> is the unique batch number that identifies the Bulk Rate Update batch that triggered the creation of the updated rates. For example, if a rate rule called Day Shift Rates is updated in Bulk Rate Update batch number 10, the name of the new rate rule is defaulted to Day Shift Rates – BU10. Because the names of rate rules belonging to the same agreement must be unique, this ensures that the name of the new rate rule does not clash with that of another rate rule.

Because the maximum length for a rate rule name is 50 characters, if adding the BU <batch number> suffix will result in a name that exceeds the character limit, the necessary number of trailing characters are first stripped from the end of the existing rate rule name so that the suffix can be added without exceeding 50 characters.

 

 

 

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