Excel® Import Slips

You can import multiple slips from a Microsoft® Excel spreadsheet file into a TaxCycle slips return, similar to the way you already can for any single form in TaxCycle.

For any slips return, you can also use the XML file created by your old software for transmitting to the CRA to populate a current-year TaxCycle return with the issuer and recipient information. See the Import XML Slips from the CRA help topic.

Create an Excel^® Template File for Slips

1. Open a data entry slip— for example, the T4 slip in TaxCycle T4/T4A.
2. Since slips are multi-copy forms, you must first enter some kind of data in the slip. Just one field will do. (Data entered in the form will not transfer to the template.) An exception applies to the RL-24 slip (childcare expenses). If you want the template to handle multiple children, you will need to fill out the slip with the maximum number of children in childcare before creating the template.
3. Go to the Data menu, select Excel Import and then Create Excel^® Template to create a base spreadsheet file in which to insert the slip data.
   
4. A dialog box will appear, asking you to select the fields to include in the template:
   • Use the Search field at the top to find a specific field.
   • By default, all non-calculated fields on the form are checked.
   • You can check additional fields if you wish. However, be aware that importing into calculated fields will create an override.
   • To prevent a field from being cleared of existing data upon import, DO NOT select it.
   • Fields will appear in columns based on the sort order of the list in this dialog box.
5. Once you have the fields selected and sorted as you wish, click OK to save the file.
   

Insert Data in the Excel^® Template

To get your Excel^® file ready to import, this is what you need to know:

1. Get all your data into the Export worksheet. DO NOT rename this worksheet. TaxCycle looks for it to know what data to import. You can add other worksheets to the Excel® file and they will be ignored. For example, you could use other worksheets to get your data in the format you need for the Export worksheet.
   
2. The top five rows of the worksheet are reserved for data about the import and about each field:
   1. Cell 1A indicates the type of slip that will be created. (Hint: This is the first part of the field code for all fields on the form in TaxCycle. The field codes in row 4 have this prefix removed.)
   2. Row 2 lists the line or box number of the field where the data in that column will be inserted, if applicable.
   3. Row 3 contains a description of the field.
   4. Row 4 shows the field code into which the data in that column will be inserted. (These field codes have the form prefix removed, as it appears in Cell 1A.)
   5. Row 5 indicates whether this column is a Key Field. Any columns with the Key Field row set to TRUE are used to match the data with existing slips in the file. This way, you can repeat the import and make corrections. In T4 files, the social insurance number is set as a Key Field by default in the template.
      • Important! Before you import, ensure all monetary amounts are rounded to exactly two decimals in your Excel file. Even a one-cent discrepancy can trigger a mismatch, which will cause the system to reject amounts that don’t match perfectly with your transmitted slip summaries.
   
3. When inserting the slip data in the template, each row in the template represents a slip in TaxCycle: 
   1. Any cell you leave blank in a row will be ignored.
   2. It is important to use the correct format for a cell. For example, the import will not work properly if you put text into a field that is meant to contain a number.
      
   3. For T2202 slips, when you enter the dates for the start and end of each session, make sure the cells are in the YYYY-MM-DD date format in Excel^®. TaxCycle will ignore the day and only enter the month and year on the slips. (If you prefer to show the data in the spreadsheet with just the month and year, you must create a custom cell format using yyyymm. To do this, right-click on the cell and select Format Cells. Then, in the dialog window, select Custom from the bottom of the list and type YYYYMM into the field above all the suggested formats).
      
   4. For check boxes on forms, enter the value for the field when the box is checked. Leave it blank to leave the box unchecked. For example, to indicate that an employee is exempt from CPP/QPP, enter Yes in the Employee.ExemptionCppQpp column. If they are not exempt, enter No.
      
   5. Enter the value of the entry in the drop-down list. For example, to mark a slip as amended, enter Amended in the FilingInformation.TypeOfSlip.
      
   6. If you are importing the spreadsheet into TaxCycle while it is running in French, you must use the French value of the drop-down. For example, use Modifié or Annulé FilingInformation.TypeOfSlip instead of Amended or Cancelled.
      

Import Slips from Excel^®

To import an Excel® file that contains multiple slips:

1. Open the return into which you want to import the slips.
2. Go to the Data menu, select Excel Import and then Import Excel® Worksheet.
   
3. Even if some data contains errors, that won’t prevent the slips from being imported. If that’s the case, you will see a dialog box listing the cells with the issues. You can resolve these issues and reimport over the existing data.