--- title: "Pay Run Imports Overview" slug: "pay-run-imports-overview" description: "Bulk import earnings or deductions into pay runs using the Add Import wizard with pre-built templates and error validation." updated: 2026-07-29T20:02:55Z published: 2026-07-29T20:02:55Z canonical: "docs.restaurant365.com/pay-run-imports-overview" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Pay Run Imports Overview Use pay run imports to bulk-add earnings or deductions to on-cycle and [off-cycle pay runs](/doc/docs/off-cycle-pay-run-window) when payroll data originates outside R365 or requires bulk entry. Imports are added through the [**Add Import wizard**](/doc/docs/pay-runs-add-import-wizard) with either an [**Earnings Import template**](/doc/docs/pay-runs-earnings-import-template) or a [**Deductions Import template**](/doc/docs/pay-runs-deductions-import-template). Imports apply to any employee who has been onboarded to payroll, including [separated employees](/doc/docs/workforce-employee-separations). After upload, the system validates the import. Validation is usually quick, but large files may take longer. While validation is in progress, the import shows a **Validating** status on the [Imports page](/doc/docs/pay-runs-imports-page). Once validation is complete, errors can be [corrected](/doc/docs/review-pay-run-import-errors) before finalizing, and only valid rows are added to the pay run. Once complete, the pay run is ready for calculation and approval. > [!NOTE] > A pending import does not block calculation or approval of an unapproved pay run. The associated [**Earnings Import Details**](/doc/docs/earnings-import-details) **page** or [**Deductions Import Details**](/doc/docs/pay-runs-deduction-import-details) **page** remains available for review at any time. --- ## Security To add or edit pay run imports, users must have the **Edit Payments** permission under Payroll → R365 Payroll → Payments. These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Add Import Wizard The [**Add Import wizard**](/doc/docs/pay-runs-add-import-wizard) is used to import [earnings](/doc/docs/pay-runs-import-earnings) or [deductions](/doc/docs/pay-runs-import-deductions) into an existing traditional pay run and can be used to import previously paid earnings. The wizard is launched from the [**Imports page**](/doc/docs/pay-runs-imports-page) by clicking **Add**. It guides the user through selecting a pay run to import to, downloading/uploading an import template, and [reviewing errors](/doc/docs/review-pay-run-import-errors). The pay run dropdown displays on-cycle and [off-cycle pay runs](/doc/docs/off-cycle-pay-runs-overview) from the [**Payroll Hub page**](/doc/docs/payroll-hub-overview) that have not been finalized. > [!NOTE] > The template file must match the selected import type. Uploading an Earnings template when Deductions is selected (or vice versa) causes the upload to fail. > [!NOTE] > If the wizard is closed before clicking **Complete Import**, the import is not lost. It remains on the Imports page with a status of **In Review** (or **Validating** if validation is still running). Open the import from the Imports page to review errors and complete it. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0VB2TF05.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A04Z&se=2026-11-12T00%3A57%3A04Z&sr=c&sp=r&sig=SvGOpRJWv0A%2BvfOcZZzGAKuQXDugLswZxFQkpmEacjs%3D) --- ## Imports Page The [**Imports page**](/doc/docs/pay-runs-imports-page) displays pending and completed pay run imports for earnings and deductions. Pending and completed imports can be viewed, completed, and added from this page. The Imports page is accessible from both the [**Payroll Overview page**](/doc/docs/payroll-overview-page) and the [**Pay Run Details page**](/doc/docs/pay-run-details-page). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ESL3V7DY.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A04Z&se=2026-11-12T00%3A57%3A04Z&sr=c&sp=r&sig=SvGOpRJWv0A%2BvfOcZZzGAKuQXDugLswZxFQkpmEacjs%3D) ### Earnings Import Details Page The [**Earnings Import Details**](/doc/docs/earnings-import-details) page shows all valid and invalid rows from an uploaded earnings import file. Before the import is completed, rows with errors can be updated, rows can be deleted, and the import can be completed. The page appears in the [**Add Import wizard**](/doc/docs/pay-runs-add-import-wizard) and is also accessible from the [**Imports page**](/doc/docs/pay-runs-imports-page) after the wizard is closed. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-UJTICB9E.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A04Z&se=2026-11-12T00%3A57%3A04Z&sr=c&sp=r&sig=SvGOpRJWv0A%2BvfOcZZzGAKuQXDugLswZxFQkpmEacjs%3D) ### Deductions Import Details Page The [**Deduction Import Details**](/doc/docs/pay-runs-deduction-import-details) page shows all valid and invalid rows from an uploaded deductions import file. Before the import is completed, rows with errors can be updated, rows can be deleted, and the import can be completed. The page appears in the [**Add Import wizard**](/doc/docs/pay-runs-add-import-wizard) and is also accessible from the [**Imports page**](/doc/docs/pay-runs-imports-page) after the wizard is closed. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TK5KXBJN.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A04Z&se=2026-11-12T00%3A57%3A04Z&sr=c&sp=r&sig=SvGOpRJWv0A%2BvfOcZZzGAKuQXDugLswZxFQkpmEacjs%3D) --- ## Import Templates There are two import templates associated with pay run imports. When the import template is downloaded, all active employees and all valid earnings or deduction types are included in the blank template. ### Earnings Import Template The [Earnings Import template](/doc/docs/pay-runs-earnings-import-template) is used to import earnings. Earning types that can be imported are automatically populated in the drop-down menu in the Earning Type column. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GAA4JUC8.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A04Z&se=2026-11-12T00%3A57%3A04Z&sr=c&sp=r&sig=SvGOpRJWv0A%2BvfOcZZzGAKuQXDugLswZxFQkpmEacjs%3D) ### Deductions Import Template The [Deductions Import template](/doc/docs/pay-runs-deductions-import-template) is used to import deductions. Deduction types that can be imported are automatically populated in the drop-down menu in the Deduction column. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VLZT4YIK.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A04Z&se=2026-11-12T00%3A57%3A04Z&sr=c&sp=r&sig=SvGOpRJWv0A%2BvfOcZZzGAKuQXDugLswZxFQkpmEacjs%3D) --- ## Related Articles - [Import Earnings](/doc/docs/pay-runs-import-earnings) - [Import Deductions](/doc/docs/pay-runs-import-deductions) - [Add Import Wizard](/doc/docs/pay-runs-add-import-wizard) - [Review Pay Run Import Errors](/doc/docs/review-pay-run-import-errors) - [Imports Page](/doc/docs/pay-runs-imports-page) A batch payroll cycle in R365 that calculates and distributes employee payments for a specific pay period. A pay run moves through three phases — preparation (importing earnings from the DSS and adding adjustments), calculation and approval, and paycheck distribution — and generates associated payroll and funding journal entries. Approving a pay run is irreversible. Restaurant365