Modify the balances of several employees

Before getting started

You can edit the balances of several employees via the "Credit / Debit" module.

• Manually (for a balance reset, identical credit or debit for the target population).
• By importing a file (to credit or debit specific amounts for each employee)

Note: if you wish to adjust the accrual or balances in line with payroll, use the dedicated Compare with payroll module.

Manual modification of balances

To modify or reset balances, go to the Credit/Debit tab > Manual adjustment > Collective manual adjustment.

1. Select the users concerned : You can use the filters to refine your selection according to a specific department or accrual profile, for example. On the right side of the screen, you will find the list of employees affected by the population selected. 

2. Then select the action to be performed;

• Select the relevant account (drop-down list)
• Select the action you wish to perform (credit or debit an amount, reset a balance, transfer entitlements, limit or apply a specific balance) 
• Enter a description (text field - we recommend that you enter the reason for the operation here. Please be as precise as possible: "Reset", "Free day", etc.)

3. Before validating the current action, a preview is displayed, showing the impact of your actions on the balances of the selected population. 

• You can modify the entry date using the "Entered on" field (the default is the current date)
• Click Save to validate the change. 

Import a file

You can upload a file containing the amounts to be credited or debited for each employee. This can be used, for example, to initialize balances. To do this, go to Credit /Debit > Imports > Entitlements import.

The imported value does not overwrite the account balance, but credits the balance (or debits it if the amount is negative).

File format

The required format is a CSV file with comma-separated values (UTF-8 encoding) or Excel (.xlsx).

Users can be identified either by their establishment and payroll number, or by their login. It is compulsory to use one of the two methods.

The file must therefore have the following columns:

• establishment (optional): name or code (if identified by establishment/payroll number)
• Payroll number (optional): employee's payroll number (if identified by establishment/payroll number)
• Login (optional): employee login (if identified by login)
• Name
• First name
• Account no. 1
• Account no. 2
• Account no. 3
• ...

You can download a file template:

The file needs to include at least one "account" column. There is no limit on the number of accounts.

If you use the correct account names, they will be automatically recognized. If this is not the case, you will have to create this connection manually.

Example of a file with identification by establishment and payroll number:

Example of a file with identification by login:

Uploading the file

After downloading the file, it is tested and the lines to be imported are displayed. If there are any errors, they are displayed in the interface:

Possible warnings (non-blocking):

• The employee's name does not match their payroll number or login: Please check the row, as there may be an error in the payroll number or login.

Possible errors (blocking):

• Account not recognized: the name of one or more accounts has not been recognized, you will need to manually select them
• The payroll number does not exist or is incorrect
• The establishment does not exist or is incorrect
• The login does not exist or is incorrect
• Duplicate rows (two rows for the same employee)
• A value has been entered for an employee on an account which they cannot access (the account entered does not belong to the employee's establishment)
• A value has been entered for an employee that the administrator who is performing the import does not have access rights to (establishment not listed in their role or employee absent from the perimeter for which the administrator has the right to compare)

To import lines without an error, click Import lines without error. Then, enter a description and the accounting date (effective date of the import) and click on Import.

Import history

All imports are visible in the history, accessible from the module's main page.

For each import, you will receive:

• the imported file
• the import report
• the file containing any error rows