Bulk profile other payments
Bulk Profile Other Payments lists every recurring other payment set on individual employees' profiles, in one table, so you can review, edit, delete or import them in bulk. Use it to raise everyone's meal allowance, change a payment type across many people, end allowances on a date, or load recurring payments for a whole company at go-live.
These are the same payments you see on an employee's profile under Payroll › Other Payments. Each one belongs to one person and can have its own amount.
Where: Payroll › Settings › Other Payments › Bulk Profile Other Payments
You need:
- The Payroll Settings right to open the page
- The Employment info (payroll) right to see, edit and delete employees' payments
- The Payroll processor right to import
Which one, when
| You want to | Use |
|---|---|
| Give one employee a recurring payment of their own | Their profile › Payroll › Other Payments › Add Payment |
| Review or change many employees' own recurring payments | Bulk Profile Other Payments, this page |
| Load recurring payments for many employees from a spreadsheet | Bulk upload on this page |
| Pay the same amount to a whole department, branch, group or employment type | Group other payments |
| Spread a total over a set number of cutoffs | Scheduled payment plans |
How to find payments
- Open Payroll › Settings › Other Payments › Bulk Profile Other Payments.
- Type in Search employees, or click Filters and narrow by Other payments type, Department, Branch, Position, Subsidiary, Cost centre or Group. Clear removes the filters.
- Click Payment Name or Expiry Date in the header to sort.
Each row shows Employee Name, Payment Name, Expiry Date, Payment Type, Payroll period and Amount.
How to edit one payment
- Click the pencil on the row.
- Change the Expiry Date, Other payment type or Amount.
- Click Update.
The bin on the row deletes that payment, after you confirm.
How to edit or delete many at once
- Tick the rows, or tick the header box to select all.
- Click Bulk edit. The window shows how many Payments selected and their Total amount.
- Under Bulk migrations, fill only what should change: Name, Other payment type, Amount, Expiry date or Payroll period. Fields you leave blank stay as they are.
- Click Migrate. Every selected payment is changed.
- To remove them instead, use Bulk deletion › Delete.
⚠️ Bulk edits and deletions apply to every selected payment at once and can't be undone in one step. Check the count and total before you click.
How to import payments
- Click Bulk upload, then Download Template.
- Fill one row per payment: EmployeeID, Other Payment Name, Other Payment Type, Amount, and optionally Expiry Date and Payroll Period (1 to 4).
- Click Import and choose the file.
- Check the import result, then the table.
The import adds new payments. To update an existing one, include its Other Payment ID, which you get by exporting profile other payments from Bulk data import and export. Blank cells don't delete existing data.
Field reference
| Field | What it does |
|---|---|
| Payment Name | The line name on the payslip. One employee can't have two payments with the same name. |
| Payment Type | Its other payment type, which decides tax, contributions, proration and wage bases. See Other payment types and groups. |
| Amount | The amount on each payslip. Negative for a deduction. |
| Expiry Date | Included while the payroll's end date is on or before this date. Blank means no end. |
| Payroll period | 1 to 4 pays it only on that payroll of the month. Blank pays it on every payroll. |
What happens next
- Changes reach payslips at calculation. A payroll calculated for the first time picks them up. On a recalculation, switch on Refresh Other Payments in the calculate dialog, or the payslip keeps the old amounts.
- The amount is per payslip. On a semi-monthly cycle, an amount with no payroll period is paid twice a month.
- The type must be included in the payroll's batch cycle under Other Payments, or it is left out. See Batch cycles.
- Paid payslips never change.
Tips
- Filter by Other payments type before a bulk edit. It is the safest way to be sure you are only changing, say, meal allowances.
- Use Expiry Date to end payments. A dated end keeps the history; a deletion doesn't.
- Import in a small batch first. Ten rows show a date or type-name problem before it affects four hundred people.
- Type names in the file exactly as KAMI shows them, such as "Fixed Allowances". A misspelt type rejects the file.
- If everyone gets the same amount, use a group payment. One rule is easier to keep right than four hundred copies.
Frequently asked questions
My import was rejected. Was any of it saved? No. If any row has an error, nothing in the file is imported. Fix the rows listed and import the whole file again.
The new amount isn't on the payslip. Recalculate the payroll with Refresh Other Payments switched on.
Why can't I add a payment from this page? Add a single payment on the employee's profile, or many with Bulk upload.
Why are there Loans rows I didn't add? A disbursed loan creates a recurring Loans payment on the employee. Its payslip amount comes from the loan's repayment schedule, not from this row, so change the loan instead. See Loan instalments and repayment.