File-Based Import

Not every system can connect through this API or webhooks. If your POS, time clock, or payroll system can only export a file, Netchex supports bringing that data in through a file-based import instead.

This is a different model from everything else in these docs. There's no live API call and no automated drop feed. A person on your team exports a file from your system and uploads it directly in the Netchex product, where it's validated before it's submitted.

When to use this

If your system can only export a file, this is the guide you want. For anything else, connecting directly, receiving webhooks, or another method, see the domain guides in Integration Guides or Webhooks.

How it works

1. Export a file from your source system (POS, time clock, payroll, or similar).
2. Upload the file on your integration's page in the Netchex product.
3. Review validation results. The file is checked against the expected format before anything is submitted. Errors are shown inline so you can fix and re-upload.
4. Submit. Once validation passes, the import is submitted. If an error still occurs at submission time, for example a row that fails downstream processing, it's reported per row and field so you can identify and correct the specific records.

What data we need

Today, file-based import covers Payroll, Time earnings, and Time punches.

Payroll

For each row: which employee, which earning or deduction, and an amount, hours or a flat number depending on the type. Department is required on every row.

Netchex has two standard payroll formats:

• Payroll Grid (Wide Format): one column per earning or deduction code. Every row applies at the employee's home department. No rate override.
• Payroll Detail (Long Format): one row per earning or deduction. Supports a rate override, for earning types configured to accept one. Supports placing an earning at a department other than the employee's home department. A deduction always stays at the employee's home department.

Placing an earning at a different department is what brings department transfer into play, when it's configured for your company (see department transfer in the Glossary).

Time earnings

For each row: which employee, the earning code, the date, and an amount, hours, units, or a flat number depending on the earning type. Department is optional.

The earning code's own configured rate is what applies by default. When department is provided and differs from the employee's home department, and department transfer is configured for your company, the department determines the rate instead. There's no separate rate field in this format.

Time punches

Netchex also imports punches, clock in and out, breaks, and meals, for specific systems today. For each punch we need: which employee, the timestamp, the punch type, and the department. A punch can also carry an attached earning of its own, an amount tied to that specific punch, along with an optional project, client, comment, and external ID.

There's no standard template for punches yet. Netchex builds a punch import matched to your system's export instead. Talk to your Netchex representative if punches are what your system needs to send.

File format

Netchex has a standard format already defined for Payroll (Wide and Long) and Time earnings. Exporting your data to match one of these is usually the fastest path. Ask your Netchex representative for the specification, it covers the exact layout and column requirements; this page only covers what data each format can carry.

If your system's export doesn't fit a standard format, or you need something the standard templates don't cover, like punches, Netchex can build a custom import matched to your export instead. Talk to your Netchex representative, this is a well-worn path, not a special case.

Validation and error handling

Before submission: the file is validated in the browser against the expected format. You can see and fix issues before anything is sent.

After submission: if a row or batch fails during processing, the error is attributed to the specific row and field so you can correct your source data and resubmit. You don't need to guess which record caused the failure.

Next steps

Contact your Netchex implementation contact for your system's file format specification and to get your integration page enabled. See Getting Started if you're not sure who to contact.