ADP G2 Spreadsheet

Loader Data Entry

End-User Guide
Commercial in Confidence

Author: GV Product
Date: 2012-02-25
Document Reference GV00002671
Version 3.3
 Confidentiality
The information contained in this document is privileged and confidential, and remains
the intellectual property of Automatic Data Processing, Inc. and/or its affiliates ("ADP
Group"). This document must not be reproduced, stored in a retrieval system, or
transmitted in any form by means electronic, mechanical, optical, photocopying,
recording or otherwise, without the prior consent of the ADP Group. This document must
be kept strictly confidential at all times. It must not be disclosed to any person without
the prior written consent of the ADP Group.

The ADP Logo and GlobalView® are registered trademarks of ADP, Inc.

Copyright 2011 ADP, Inc.

Authorizations and Amendments History

Version Authored Approved Release Date
1.0 J Shearman W Shehata 2006.07.15
GVAA0279
1.2 J Shearman W Shehata 2006.11.19
Added more information on 'Other GVAA0279
Data Types'
2.0 J Shearman D Khaneja 2007.11.17
Revised for SSL Service Pack 4 - new GVAA0279 GVNA0165
features
2.1 – added note on entering OM J Shearman D Khaneja
data page 18 GVAA0279 GVNA0165

2.5 J Shearman D Khaneja 2009-08-16

Updates for Feature Pack 5 GVAA0279 GVNA0165
See Appendix 3
2.6 J Shearman S Aluru 2010-09-27
Added note on requirements for GVAA0279
deletion of CCRMD p17
3.0 J Shearman 2011-07-01
New document template GVAA0279

3.1 Add details for Office 2010 J Shearman 2011-07-11

GVAA0279

3.1 Minor Updates 2012-02-25

J Shearman

3.2 Add Excel 2007 Details 2012-06-19

J Shearman

Minimum System Requirements:

Application requires Microsoft Excel 2000 or later
48Mb RAM available for application
Recommended system language English

Code-Signing Certificate

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 Table of Contents
ADP G2 SPREADSHEET LOADER DATA ENTRY END-USER GUIDE.............................................................. 1
Confidentiality ........................................................................................................................................... 2
Authorizations and Amendments History ....................................................................................... 2
TABLE OF CONTENTS ......................................................................................................................................... 3
INTRODUCTION ............................................................................................................................................ 1
OVERVIEW OF THE MANUAL UPLOAD PROCESS ........................................................................ 2
DATA ENTRY WORKBOOK TABS .......................................................................................................... 3
PURPOSE OF THE G2 DATA ENTRY WORKBOOK ........................................................................ 4
ENTERING VALUES IN THE OVERVIEW SHEET ........................................................................... 6
USING AND CONFIGURING FIELD HELP......................................................................................... 8
MAINTAINING FIELD HELP VALUES .................................................................................................................. 9
REFERENCE MERGE ......................................................................................................................................... 11
Adding Columns to Record Types .................................................................................................... 13
DOWNLOADING RECORDS INTO THE WORKBOOK................................................................. 15
SENDING RECORDS FOR DELETION ................................................................................................ 17
DELETE/DELIMIT AN INFOTYPE RECORD ....................................................................................................... 18
OTHER DATA TYPES IN THE WORKBOOK....................................................................................................... 18
Organisation Management Infotypes in the Workbook ........................................................... 19
DATA ENTRY IN THE WORKBOOK .................................................................................................... 20
DATE AND DECIMAL FORMATS AND DEFAULTS ....................................................................... 23
THE VALIDATION ERROR LOG ........................................................................................................................ 25
CREATE UPLOAD FILE .............................................................................................................................. 26
NEXT STEPS ................................................................................................................................................... 28
RELATED DOCUMENTATION ............................................................................................................................ 28
APPENDIX 1: UNDERSTANDING TIME CONSTRAINTS IN GLOBALVIEW ................... 29
APPENDIX 2: EXCEL TIPS...................................................................................................................... 31
SET MACRO SECURITY LEVEL ......................................................................................................................... 31
Change a Cell Format ........................................................................................................................... 32
Turn off ‘Number Stored as Text Alert’ ......................................................................................... 34
G2 SPREADSHEET LOADER AND OFFICE 2007 ............................................................................................ 35
G2 SPREADSHEET LOADER AND OFFICE 2010 ............................................................................................ 38
APPENDIX 3: NEW WORKSHEETS IN 2009 EDITION .......................................................... 43

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 Introduction
About this document
This End User Guide is the second in a series of four manuals designed to train authorised users
in the functionality and operation of ADP’s GlobalView® Gateway ( ‘G2’) and the associated
Spreadsheet Loader ( ‘SSL’) program. Data Entry describes the process of entering data into
the Workbook that has been generated by the G2 SSL Workbook Generator. This manual also
describes how to work with and maintain Help entries in the Workbook and additional workbook
functionalities. (Workbook generation is covered in ‘ADP G2 SSL Workbook Generator End User
Guide’.)

The GlobalView G2 Gateway and Infotypes

G2 is the ‘gateway’ system developed by ADP to load all incoming client data into the
GlobalView system. The GlobalView G2 Gateway is a powerful, yet easy to use, system that is
highly configurable for a wide range of organisational and geographically-specific requirements.

ADP’s GlobalView solution is built on SAP’s Human Capital Management (HCM) platform. In
SAP, data is stored in ‘Infotypes’ - or groups of related fields. For example, the ‘Personal Data’
Infotype may contain fields such as ‘Title’, ‘First Name’, ‘Last Name’, ‘Date of Birth’, etc. While
each Infotype contains default fields, some of which are mandatory, other fields can be added
or removed to meet the specific requirements of different clients and those of the GlobalView
system.

Determination of which Infotypes and related fields are required for each client implementation
is made during the blueprinting phase of the project.

Data Transmission Methods

Customer information is loaded into GlobalView from two sources:

Batch Data Load – Client HR and payroll systems are programmed to send data through the
G2 Gateway automatically via Batch Data Load. This form of data transfer is known as ‘machine
to machine’ and generally accounts for the majority of data transferred from client to
GlobalView.

Spreadsheet Load - Any data that is required for GlobalView that is not saved in the client’s
legacy system or cannot be transferred by batch data load for any reason is to be provided
manually using the Spreadsheet Loader (SSL) program. This form of data transfer is known as
‘human to machine’.

In most cases, customers will need to use a combination of these methods in order to provide
all the data that is required for GlobalView®.

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 Overview of the Manual Upload Process
 Determine the data that needs to be manually uploaded (ie. the data that is not
available from the client’s legacy systems).

 Configure the G2 Gateway according to these requirements.

 Use the SSL Generator program to generate a Workbook specific to this configuration
containing only the data that has to be provided manually. This Workbook is client-
specific with each country configuration requiring a separate file.

 Customise the country-level Field Help in the generated Workbook to ensure that
specific organisational requirements are met and then use this file as a ‘template’ by
copying it for data entry (this step is not mandatory but is highly recommended as it will
make this already useful help tool even more powerful).

 Enter the required data into the Worksheets of the Workbook.

 Validate the data (single Worksheet validation is strongly recommended).

 Enter some personal information, such as the data entry person’s details and processing
date (this information is used to facilitate problem resolution should errors occur).

 Create the Upload File for import into the GlobalView system (this step involves a
second validation process).

 Upload the file to the GlobalView system:

 During the implementation phase, the upload file is sent to the designated ADP Data
Loader for loading and testing.

 For Processing Services (PS) clients, the client’s designated users upload the file directly
to the GlobalView system.

 For Managed Services (MS) clients, the upload file is sent to the designated ADP Payroll
Administrator for loading into the GlobalView system.

To complete this process, you will need:

 A GlobalView Client Number, User ID and Password.
 Access to the relevant GlobalView system.
 These instructions assume a basic knowledge of data entry in Microsoft Excel.

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 ADP Spreadsheet Loader Data Entry

Data Entry Workbook Tabs

Fig 1: Payroll Entry Workbook Tabs

Overview The Overview Screen contains details about the data file, such as the
received and processed dates, logical file name, record count and Create
Upload File button (more details are provided on Page).

P0000 … These tabs correspond to the records selected during the Workbook
generation process (as described in the ‘ADP G2 SSL Workbook Generator
End User Guide’).

CCRMD &

MGRLK Other Master Data record types such as cost centres, manager link.

NHIRE Combines record types for easy data entry for New Hires.

Reference If the Field Help option is selected during the Workbook generation process, a
Reference Worksheet is generated containing values extracted from the
system configuration. This help is in the form of drop-down menus listing
possible values. It is configured at the country level and usually requires
further customisation by the end-user.

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 ADP Spreadsheet Loader Data Entry

Purpose of the G2 Data Entry Workbook

The G2 Data Entry Workbook provides a means of structuring and ordering ADP client
information in such a way that it can be accurately uploaded to the GlobalView system.

The types of records that can be uploaded using the Workbook are Personnel Administration
(PA) records (HR/Payroll Infotypes, Other Master Data, Time Events, etc) and Organisational
Management (OM) records. Generally speaking, organisations configured for GlobalView
Payroll services will utilize PA records, while those configured for HR and payroll will also
utilise the Workbook for OM records.

Each GlobalView Infotype consists of a combination of mandatory and optional fields.

Mandatory fields contain data that must be entered to create a valid record, while optional
fields may or may not contain entries.

When data is prepared for uploading to GlobalView, each data item must:

 Be formatted correctly.

 Be appropriate for the type of field in which it is entered.

For example, in records:

 Where a Last Name field is mandatory, the field can’t be empty and it cannot
contain numerical data.

 Where a Start Date field is mandatory, it must contain a correctly formatted

date.

Optional fields may also need to be of a particular format if they are to contain a value, for
example fields containing a dollar amount or a time value.

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 ADP Spreadsheet Loader Data Entry

The Data Entry Workbook does this by:

Mapping each data field against the

correct field in the GlobalView system.

Imposing the correct format for each

entry.

So if information is entered correctly in

the Workbook, it will automatically
create a valid GlobalView upload file
when the Create Upload Button is
clicked by ensuring that all entered
values are in the correct cell and have
the correct format.
Fig 2: Data entered in the Workbook is uploaded to the
correct fields in GlobalView

The Validate Sheet button on each

worksheet enables the user to perform
initial data validation by:

Checking that mandatory fields are not

empty.

Data formats are correct.

Field values correspond to the entries in

Fig 3: Validate Sheet performs initial data validation
the Reference Worksheet.

 More detail on data format and

validation will be provided in the Data
Entry in the Workbook section.

The next sections will work through the steps involved in entering data in the Overview Sheet
and the individual Worksheets.

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 ADP Spreadsheet Loader Data Entry

Entering Values in the Overview Sheet

Fig 4: Workbook Overview Sheet

The Overview Worksheet provides information about the file, as described below:

1. Client Info

 These values are populated as a result of the Workbook generation process and
cannot be changed here. If any details are incorrect, re-generate the Workbook with
the correct values (refer to the ‘ADP G2 SSL Workbook Generator End User Guide’).

2. Client Contact

 Enter the operator’s name, phone number, email address and ADP contact person.

3. Program Control

 Test Run is usually not required. If it is checked, a test upload file is created when the
Create Upload File button is clicked. These test files can’t be loaded into the system
and are used for testing purposes.

 ‘Operation’ provides the ability to send records for deletion from the GlobalView
system by entry of word delete

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 ADP Spreadsheet Loader Data Entry

4. Period

 Date Received - Enter the date the Workbook is received (this could be the same as
the date the Workbook is generated).

 Date Processed - Enter the date the Upload File is generated.

 Logical Filename - Enter a name that describes the content and file creation date, e.g.
myname_july_11_upload_1. The logical filename is meta-data, or information
about the file, and must be a unique identifier.

5. Authorization

 This step is generally not required. Please contact ADP if prompted for authorization,
otherwise leave blank.

6. Transaction Overview

 This list displays the number of entries in each Record Type.

7. Create Upload File

 Once all the data has been entered in the Workbook and validated on a worksheet by
worksheet basis, this button creates the Upload File that is then uploaded to the
GlobalView system.

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 ADP Spreadsheet Loader Data Entry

Using and Configuring Field Help

The Reference Worksheet is generated in the Data Entry Workbook (if has not been turned
off). The Reference Worksheet contains possible values which have been downloaded to the
Spreadsheet Loader during the implementation process. These will include, for example, currency
lists, basic pay types, contract types, and so forth, which makes data entry much easier for users
by giving them a list to choose from.

As the pre-existing Field Help entries are general in nature, it is important to know how to tailor
the entries in the Reference Worksheet to the particular requirements of your organisation. In
some cases this will be by deleting default entries, or in other cases by adding entries or columns
to the workbook.

Retrieving Lookup Values

Where Field Help values are available, a prompt
will appear in the Status Bar:

Press F4 to retrieve Lookup Values.

Press <CNTRL>-M to maintain Lookup Values.

Fig 5: Press F4 to Lookup Values; <CNTRL>_M to

Maintain

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 ADP Spreadsheet Loader Data Entry

Using Field Help

For a field where a Lookup List exists, press F4
then:

Select the required entry.

Click OK.

The selected entry will auto-populate the field.

Fig 6: Example ‘Lookup List’ from the Reference

Worksheet

Maintaining Field Help Values

If the particular values that you require are not present in the Lookup List, or there are
values that are not relevant to your organisation, press<CNTRL>-M to open the Field
Maintenance screen allowing rows of data to be added or deleted.

Add Values to Field Help

If required values are missing from
Field Help, additional rows can be
added.

1. Select Lookup Field

This determines which column
in the record is to be updated.

2. If the column to which values

are to be added is blank, enter
descriptive Column Names;
otherwise enter a new value in
the next blank line (as per
example illustrated).
Fig 7: Adding rows to Field Help
3. Enter the required values e.g.
number, name.

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 ADP Spreadsheet Loader Data Entry

4. The Key Column sets the

return value from the field; in
the example, P.scale type is
the Key Column so this is the
value that will be sent to the
Spreadsheet Upload file.

5. Click Update Lookup

When Lookup Values are displayed for

this field, the new entries will be
shown.

Delete Values from Field Help

Non-required rows can be deleted.

[Do NOT delete Row 1 - Header Row]

1. Select the unwanted row/s of

data.

2. Right-click the selection and

select Delete.

3. Select Row.

4. Then click Update Lookup.

When Lookup Values are displayed for

this field, the deleted rows will no
longer display.
Fig 8: Deleting unwanted rows from Field Help
Amending Existing Descriptions:
To amend existing entries in the
lookup list, press <CNTRL>-M and
overtype the Description field as
required. The other fields should not to
be altered.

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 ADP Spreadsheet Loader Data Entry

Reference Merge
The SP4 edition of Spreadsheet Loader provides the ability to import Help Field values
from another Workbook. New versions of the Workbook will be generated as further G2
configuration is completed during the implementation process; Reference Merge allows
custom values developed in the end-user workbook to be copied from one version of the
Workbook to the next version.

1. Go to ADP Menu>Merge Field

Lookups from External
Workbook [CTRL-SHIFT-E]

2. Select Workbook from which to

import Field Help entries [must be
for same country]

3. Click Select Workbook

Fig 9: Import Field Help Entries

Merge Modified lookups: this

selection only merges lookup entries
that have been customised in the
earlier Workbook.

Merge All Lookups this selection

imports all Lookup entries. If this
option is selected, a further choice is
presented:
Select Records for Reference
Merge provides for the selection of
the particular record types from which
to import values.
Fig 10: Select records for Reference Merge

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 ADP Spreadsheet Loader Data Entry

Modified Column entries will not be imported

If you have added columns using the procedure described in Adding Columns to
Record Types and created a lookup list for these values, they will not be added
through Reference Merge.

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 ADP Spreadsheet Loader Data Entry

Adding Columns to Record Types

Fig 11: Configuring Worksheet Columns

While in any worksheet, selecting ADP>Customize>Spreadsheet Column Maintenance (or

<CNTRL>-<SHIFT>-C) will retrieve the Configure Columns dialog box which will allow you to add,
edit or delete columns from the sheet.

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 ADP Spreadsheet Loader Data Entry

Add Column
Clicking Add Column will display
a window which allows for entry
of all of the column details,
including:

Before/After Field:

Fieldname
(=technical field name)

Description

Required or Optional Fig 12: Add Column details

and where in the sequence of

columns it should appear. This
can also be used to edit field
entry characteristics.

Data Type Cell

Note that the Data Type cell can be used to select the data entry characteristics of
the field. For example, if you need to enter a number with leading zeros, and Excel is
removing the leading zeros, check that the Data Type is set to NUMC or CHAR
Edit and Delete

The Edit button allows you to edit existing columns. Delete will simply delete a selected column.

Adding, Editing and Deleting Columns

Be aware that these operations require knowledge of the appropriate SAP technical
field names, and that deletion of required columns will result in validation errors when
the file output is uploaded into GlobalView. As a rule, use of this function ought to be
supervised by the ADP consultant.

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 ADP Spreadsheet Loader Data Entry

Downloading Records into the Workbook

Version 2 of Spreadsheet Loader provides the ability to download records from GlobalView system
into the Workbook for review and amendment. This function can also be used with Sending
Records for Deletion (below) to download, inspect and delete records, if required.

Select Download GlobalView

Data from the ADP Menu, or
press <CTRL-SHIFT-D>

(Note that in Excel 2007 and

later editions, this is found
Fig 13: Go to ADP> Download GlobalView Data
under the Add-Ins tab.)

Enter password (and User

Name, if required)

Fig 14: System will request logon details

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 ADP Spreadsheet Loader Data Entry

Download Selection Panel

will appear.

Use this panel to enter

selection criteria for the records
you wish to download.

Selections are for the most part

self-evident.

The Overwrite Existing

Entries checkbox determines
whether the downloaded
records will be appended to
the existing entries – in other
words, added at the end of the
worksheet – or will overwrite
the contents of the worksheet,
replacing any entries that were
there previously.

Download operates one record

(= one worksheet) at a time.

Fig 15: Download Records - Selection Criteria

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 ADP Spreadsheet Loader Data Entry

Sending Records for Deletion

From the SP4 version of the Workbook, Spreadsheet Loader can be used to delete records
from the GlobalView system.

Selecting or Entering records for deletion

The usual method for selecting records for deletion will be by first, downloading them,
using the Download method described above, checking and updating the details, and then
sending records for deletion.

Particular diligence is required when deleting records as the consequence of incorrect

record selection and deletion could be serious. Also consider that records of Time
Constraint 1 (See Appendix 1 for explanation of Time Constraints) cannot be deleted as
they must always exist in the system.

If there is any doubt as to whether deletion is the appropriate procedure for a

particular record or set of records, check with ADP before proceeding.

Entering DELETE command

After entering and updating all of the

required records, type the word DELETE in
the Operation field in the Control
Worksheet.
Fig 16: Enter DELETE in Operation Field
Then click on Create Upload File

The records indicated in the Transaction

Overview will be output to a Spreadsheet
Loader file which is flagged ‘DELETE’

As a further safeguard the Delete

existing Records radio button must be
selected on the Spreadsheet Load
interface (see Spreadsheet Loader End-
user guide for where to find this control.)

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 ADP Spreadsheet Loader Data Entry

Delete/Delimit an Infotype Record

Delete/Delimit an Infotype Record
When sending records with DELETE operation, the system will behave as follows.
• An existing record has a BEGIN date of 01.01.2007 and END date of 31.12.9999.
• A DELETE record is sent dated 01.01.2009.
• This will DELIMIT the record at the date 01.01.2009.
• The record BEGIN date will remain 01.01.2007 but the END date will be
31.12.2008.

Other Data Types in the Workbook

Overview
In addition to the worksheets for employee infotypes, the Workbook also contains sheets for
CCRMD, HROBJ, MGRLK, NHIRE, TEVEN, WBSEL.

BNKMD = Bank Master Data

Used to upload bank branch, address and name information. Usage is self-evident, however
note that Bank Master Data must be loaded in order to subsequently create Employee Records
with associated Bank information.

CCRMD = Cost Centre Master Data.

The Cost Centre is the basic unit of organisational financial structure. As a rule, Cost Centre
entries will need to be made prior to uploading employee data as employees will generally be
associated with a cost centre from Initial Load. Cost Centre master data is client-specific;
details originate with the Business Blueprint for the client.

CCRMD DELETE
Note that Cost Centre Master Data cannot be deleted by using G2 and SSL. If
necessary, use transaction KS14 Delete Cost Centres

HROBJ = HR Objects

For a Payroll Only customer (e.g. SAP HR is not configured) the values that can be loaded
using HR Objects are Position, Job and Org Unit. This is to provide basic HR information for the
purposes of payroll.

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 ADP Spreadsheet Loader Data Entry

MGRLK = Manager Link

The Manager Link Table [MLT] is a table showing employee’s manager details for the purposes
of leave approvals and related functions. MLT is a flat file that is used instead of the standard
SAP Organisational Structure for the purposes of workflow and MSS reporting as the SAP
structure contains many details not required by GlobalView.

NHIRE = New Hire

NHIRE is used to enter employee details for persons joining the Client Organisation. New Hire
has certain minimum data requirements, specifically:

Infotypes 0000, 0001 and 0002 must be supplied with no data errors and if there are any
secondary infotypes associated with IT 0002 these must also be supplied.

Infotype 0041 with Actual Hire Date must be supplied in the Date Type ‘01’.

NHIRE in the Spreadsheet Loader groups all of the mandatory fields from these infotypes into
the NHIRE worksheet.

TEVEN = Time Events

Time Events are used to upload time-clock data and related information. Not all GlobalView
clients will be configured for time-clock data. See G2 Extension for PD clock times
inbound transfer for details.

Organisation Management Infotypes in the Workbook

GlobalView® HR customers can use Spreadsheet Loader to load selected OM infotype data into the
system. Note that Spreadsheet Loader may only be used for loading Organisation Management
infotypes under the supervision of an ADP consultant; this is because the successful loading of OM
data is dependent upon detailed knowledge of the OM structure and existing Master Data for the
client. (See ADP Workbook Generator End-User Guide for procedures on generating the OM
Workbook.)

For Organisational Management infotypes, the procedures for entering and validating data are in all
other respects exactly the same as for PA infotypes.

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 ADP Spreadsheet Loader Data Entry

Data Entry in the Workbook

Now that customising field help has been discussed, the next task is to start entering the
data in the Workbook.

About Data Entry in the Workbook:

In the overall process of using the ADP G2 SSL program, initial data entry will
usually occupy the largest part of the time involved. It requires attention to detail as
the accuracy with which data is entered and formatted will determine whether the
file uploads without errors.

Worksheet Headings

As you look through the individual

worksheets in the Workbook, you will
notice that the following elements are
common to all:
Fig 17: Top three rows of the Worksheet are never changed
1. Row 1 contains the Infotype
Name and Number.

2. Row 2 contains the Field

Description.

3. Row 3 contains the Technical Field

Name.

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 ADP Spreadsheet Loader Data Entry

Do Not Change Worksheet Heading Rows!

The first three rows of a worksheet should not be altered or deleted.

Deletion of Non-required
Worksheets

You can remove Worksheets for any

record types that are not required for
your organisation.

Right-click on the Worksheet name

along the bottom edge of the screen,
select Delete then confirm deletion.

Fig 18: Deleting unwanted Worksheets

Entering Values in the Worksheet

Fig 19: Mandatory and Optional Fields

Now we come to entering data into the Worksheets:

 Data is entered in the main body of the Worksheet, commencing at left and
tabbing through the data fields.

 Cells outlined in red are mandatory fields and cannot be left blank.

 Optional fields are not outlined in red and may or may not contain entries.

 Both mandatory and optional fields must be formatted correctly.

Optional Doesn’t Mean Unnecessary!

Optional fields are often no less important than mandatory fields. Entering as much
detail as possible is the best policy.

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 ADP Spreadsheet Loader Data Entry

Field Tips
To reveal a tip for a required value,
position the cursor over the Technical
Name of the column in Row 3. A tip will
appear as a pop-up box.
Fig 20: Field Tips
Tips are indicated by the red triangle at
top right of the Technical Name cell.

Field Help
As seen previously, fields for which there
are standard entries will generally have a
Lookup List. When the cursor is placed in
Fig 21: Field Help
these fields, the prompt at right will
appear in the Status Bar.

Adding entries to Field Help:

If a value is not available in the Lookup List for which Field Help is configured,
press <CNTRL>-M to add the required value to the Lookup List rather than
entering it directly into the field. (details in previous section)
Create Client-Specific Lists

Important Note: The following

processes require knowledge of the
appropriate SAP Infotypes and
matching field types. If in doubt,
please consult ADP.

Many cells in the worksheet may

accommodate client-specific
value lists which can be entered as
required.
Fig 22: Creating Client-Specific Lists

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 ADP Spreadsheet Loader Data Entry

Date and Decimal Formats and Defaults

Date Formats
Date formats must be entered correctly and consistently throughout the Workbook, otherwise
the data file will not validate correctly. For example, dates cannot be entered as DD/MM/YYYY in
one place and YYYY/MM/DD in another.

Using System Date Format:

When entering date information in the Workbook, you should use the date setting
from the computer you are working on.
To check this setting, go to Control Panels>Regional & Language Options>
Short Date

Do not use commas for decimal points

Please ensure that points . are used for decimal points. Spreadsheet Loader does not
support the use of commas for decimal points.

Wherever a date is required, a prompt

will appear in the Status Bar.

Fig 23: Date format prompt in Status Bar

The date format will also be shown in

the Field Tips for that column.

Fig 24: Date format shown in Field Tips

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 ADP Spreadsheet Loader Data Entry

Entering Start and End Dates

 The ‘Start Date’ is the starting date
of the period that the first ‘live’ pay
is processed through GlobalView.

 The ‘End Date’ should be entered as

Fig 25: Entering Start and End Dates
31/12/9999.

Default End Date:

The Default End Date of 31/12/9999 is not the ‘end of employment’ date. It refers
to the end date for the Infotype indicating the period for which the record exists.
This is the case for all but a few Infotypes.

Data Validation

As noted earlier, the Validate Sheet

button is used to check that mandatory
fields are not empty and that data is
formatted correctly.
Fig 26: Validate early, validate often
Data should be validated frequently as it
is easier to make corrections as the data
is compiled.

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The Validation Error Log

Fig 27: Validation Error Log

At the point of clicking ‘Create Upload’, any remaining validation errors will be displayed in the
Validation Error Log which will pin-point invalid spreadsheet entries. Click on Select Cell to go
to the cell in question, or refresh list after correcting an entry. Empty cells that require an
entry will be highlighted solid red:

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Create Upload File

When all data has entered and each
Worksheet has been validated
successfully, the final step is to click on Fig 28: Create Upload File

‘Create Upload File’.

Automatic Batch Load Filename

Generation
The Workbook will auto-generate the G2
File Name on the basis of the values
downloaded to the Common Lookup
worksheet. After the Create Upload File
is clicked, a dialog box appears to prompt
for the entry of the parameters that
comprise the G2 Long File Name, as
illustrated in the capture. You will only
need to confirm the settings if they have
been entered in G2, otherwise see next
procedure.

Amending Filename Values

If the Batch Filename Values haven’t been
entered in G2 yet, they can be directly
entered in the Common Lookup
worksheet.

Click on the Common Lookup tab, then

press CTRL-M.

1. Select the values that need to be

entered or amended from the
dropdown.

2. Enter the Client Source (4 Char)

and Description

3. Click Update Lookup.

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Save File
The Create Upload File process
commences with a Save File dialog box.
Fig 29:Save File

File Not Created

If the worksheet contains errors, eg.
empty mandatory fields, the Create
Upload File process will not execute and
the following warning will appear. Check
Worksheet validation and try again.
Fig 30: File Creation Failed

File Created
If the file is created with no errors, the
following dialog box appears.

Fig 31: File creation successful

Don’t Load The Temp File

When the File Creation Failed dialog appears, a G2 Temp file will be saved somewhere
on your hard drive. Don’t load this file. It won’t work. Delete the Temp file, check
your workbook and start the process again.

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Next Steps
After completing data entry, validating each Worksheet and generating the Upload File, data
is ready for import into the GlobalView system via the G2 Spreadsheet Loader program.

Clients without access to the Spreadsheet Loader program (this includes most clients at the
point of initial data load and all Managed Services clients) will then send the Upload File to
ADP via SecureMail.

Clients with access to the Spreadsheet Loader program who are able to manage their own
data upload to GlobalView (this includes Processing Services clients) should read the next
document in this series - ADP G2 Spreadsheet Loader End User Guide.

Related Documentation

ADP G2 SSL Workbook Generator End User Guide

ADP G2 Spreadsheet Loader End User Guide

ADP G2 Reporting End User Guide

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Appendix 1: Understanding Time Constraints in GlobalView

In order to enter date information correctly in the Data Entry Workbook, there are some
things that need to be understood about time management in GlobalView. This is because
GlobalView records have time duration associated with them. Also, there are things that occur
over periods of time, either regularly – like bonus payments or holidays, or infrequently – like
maternity leave.

There are things that may occur at any time, such as expense claims or overtime pay. A
person may have any number of expense claims or overtime claims.

Accordingly, some types of data are subject to time constraints. If time constraints are not
taken into account when data is entered in the Workbook, it may result in validation errors in
the upload file. Frequently, this is because contradictory information has been entered, eg. a
annual leave date and sick leave date entered for the same day.

The following explanation will help to illustrate the types of time constraints that need to be
taken into account when entering periodic data. Generally speaking, each Infotype is subject
to a Time Constraint which can be found in the Time Constraint Report in the G2 application.
(For more information about the Time Constraint Report, refer to the ‘APD G2 SSL Reporting
End User Guide’.)

 Time Constraint Type 1

These Infotypes must exist
with no gaps and no overlaps.

 Examples include Name,

Fig 32: Name record must always exist even if name is changed
Permanent Address.

 Time Constraint Type 2

Gaps may exist between
records but the records
cannot overlap.
Fig 33: Leave records may or may not exist in a given time but
 Examples include annual must not overlap
leave and long service leave.
You can have annual leave
periods and long service leave
periods but not at the same
time.

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 Time Constraint Type 3

Data can be stored with both
gaps and overlaps.

 Examples include overtime,

Fig 34: Periodic data with no time constraint may overlap
special payments, expense
claims.

Further Examples

Time Constraint Type 1

 Employee is taking leave of absence from July until March of the following year.

 Infotype 0001 Personnel Details will continue to exist throughout leave of absence.

 Leave of absence might be entered in Infotype 0000 Actions for example.

Time Constraint Type 2 – Annual Leave and Sick Days

 An entry has been made for Annual Leave for an employee for a particular range of
dates.

 A Medical Certificate is received for the employee for a day within this range.

 A Sick Day is recorded for this day, creating an error – because Sick Day and Annual
Leave day cannot overlap.

Time Constraint Type 3 – Multiple or Duplicate Entries

 Employee has submitted expense claims twice for the same claim.

 Because records with Time Constraint Type 3 can overlap, the entries can be run
without causing an error.

 As a result, the employee’s expense claims are paid twice.

Time Constraint Type 3 – Other Bank Details

 Each employee is required to have one ‘main bank’ (time constraint 1: no gaps, no
overlap).

 ‘Other Bank’ record is under time constraint 3 (record is optional and can exist more
than once).

 If bank details and direct deposit amount to ‘Other Bank’ is entered more than once
then duplication will occur and the direct deposit will be made more than once.

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Appendix 2: Excel Tips

The following Excel information may be useful when entering data into the Workbook.

Set Macro Security Level

If the incorrect Excel Macro Security level is set, you may see the following error message when
opening the Workbook. (See instructions below for Excel 2007 and higher.)

1. Go to Tools>Options>Security.

2. In the Options window, select

the Security tab.

3. Under Security, click Macro

Security.

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Select Low Security level.

Click OK.

Then under the Trusted Publishers tab,

check Trust access to Visual Basic Project.

Click OK.

Macro Security Policy

It may be necessary to consult with or notify your IT administrator to change these
settings.

Change a Cell Format

Cell formats should not be changed. However, it is possible to accidentally overwrite cell
formats during copy & paste operations into the cell.

Use the following steps to change your format if it is incorrect:

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1. From the Workbook, select

the cell with the incorrect
format.

2. Right-click and select

Format Cells from the
menu.

Cell Format:
It is a good idea to keep a
backup workbook,
which will allow you to
view what format the
cells should be.
A backup workbook is
simply a blank copy of the
workbook with no data
entered.

3. Select the correct format from the Category list.

4. Click OK.

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Turn off ‘Number Stored as Text Alert’

You might see this alert at

various times during the data
entry:

To turn off this alert, go to

Tools>Options>Error
Checking and ensure that the
box shown on the right is
unchecked.

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G2 Spreadsheet Loader and Office 2007

1. Enable Macro security and ensure Trust Access to VBA Project model is enabled.
2. Remove any older versions of Office.
3. Install custom OWC to reinstall Web Spreadsheet component removed from Office
2007 onwards.

Macro Security
1. Choose Excel Options

2. Then Trust Centre:

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3. Ensure these settings are selected then click OK

4. Under Macro Settings, enter the following, then click OK:

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5. Choose Trust Center and Trust Center Settings:

6. Choose Active X settings and use the following settings:

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G2 Spreadsheet Loader and Office 2010

1. Enable Macro security and ensure Trust Access to VBA Project model is enabled.
2. Remove any older versions of Office.
3. Install custom OWC to reinstall Web Spreadsheet component removed from Office
2007 onwards.

Macro Security
1. Choose More Commands

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2. Choose Trust Center and Trust Center Settings:

3. Choose Active X settings and use the following settings.

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4. Choose Macro Settings and change to match the following screenshot.

Multiple Versions of Office and Project

When multiple versions of Office are loaded especially with Project 2003 and earlier, the
Object references in the workbook to point to the wrong version of Excel. This causes the
macro code to fail with an error that the command being run doesn’t exist. To correct
this remove all versions of Office and Project. Run the Free EUSing Registry, reinstall the
2010 version of Office and then run the Custom OWC install program. When running
EuSing, scan and then repair any errors found.

http://www.eusing.com/free_registry_cleaner/registry_cleaner.htm

The screenshot below shows the error message displayed with workbook reference
errors.

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Running the Custom OWC install program.

1. Download the install program from the link below.

https://wiki.au.adp.com/wiki/pub/GlobalView/SpreadSheetLoaderGenerator/ADP_
OWC_Fix.zip

2. Extract the ZIP file to a local folder.

3. Run the Setup.exe from within the folder created.

Files in ZIP extracted to local directory.

Run the setup.exe and follow the prompts.

Click on the computer to continue.

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Setup has completed.

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Appendix 3: New Worksheets in 2009 Edition

Several new G2 record types have been made available with the Feature Pack 5 release.
These are as follows:

General Ledger Maintenance

SAP Menu>Accounting>Financial Accounting>General Ledger>Master Records>G/L

Accounts>Individual Processing

There are two GL worksheets. The first is for GL Account Central Maintenance
(Infotype GLCLM - Transaction FS00) and the second GL Account Company Code (IT
GLCCD - Transaction FSS0)

Central Maintenance is used to create the GL Account structure, provide GL account

numbers and their relation to the Chart of Accounts and account group.

The GL Account Company Code is used to send GL Code and Company Code information.

2. Internal Work Orders

Internal Work Orders function has been provided to enable clients to write wage and
salary payments against Cost Centre numbers. Input fields are:

Order Number (12 Digits Alphanumeric)

Description (40 Digits Alphanumeric)

Company Code (4 Digits Alphanumeric)

Status (1 Digit - C=Created, R=Released, T=Complete, X=Closed)

Please ensure that entries conform with the Template Standard Z100

3. Receiving of Exchange Rate data

Automation of Exchange Rate Data is intended to meet the client requirement to

display payroll results, payslip data, General Ledger and reporting in foreign
currencies.

Accordingly, a new record type has been created, TCUR, along with a new Segment
/ADPGV/ZXADPTCURR with following fields

RECTY - GG Int Record type (TCURR)

KURST - Exchange rate type
FCURR – From Currency

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TCURR – To Currency
GDATU - effective Date (in YYYYMMDD format
UKURS - Exchange rate

Conversion rate data is stored in the database table TCURR

Apart from update via G2 this table can be maintained via transaction
ZADP_M99_TCURMNT.

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User Notes

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