Answer
If you have multiple Lightning Payroll database files and would like all of your business entities in a single database for easier multi-company management, this can be achieved using our employee export and import tools.
While databases cannot be merged directly, this process provides the next best solution by allowing you to transfer employee records between database files quickly and accurately.
How The Export And Import Process Works
Lightning Payroll includes a powerful export and import feature designed specifically for this purpose.
From the Employees screen, above the employee list, open the Actions menu. Here you will find options to export and import employees.
The export feature creates a CSV file containing all critical employee information for the selected financial year. This file is generated in the exact format required by the Lightning Payroll import tool.
The export includes:
- Employee personal details
- Leave balances
- Superannuation fund information
- Year-to-date earnings in an STP-friendly structure
You can then open your other Lightning Payroll database file, switch to the desired company or entity, and import the CSV file. This will create the employee records under the new company profile, allowing you to continue processing payroll immediately.
Important Limitations And Manual Setup
Some employee settings require manual configuration after import. This applies to any pay items that belong to a collection, such as:
- Allowances
- Salary sacrifice arrangements
- Deductions
- Any other multi-item pay components
These items will need to be manually added to each imported employee profile.
Please also note that the export only includes the current financial year. For historical payroll records, you should retain the original database file.
Steps To Export Employees
First, select the employees you wish to export.
Click Next, choose a filename and location to save the export, and select the YTD as at date. By default, this will be set to today’s date.
Importing Employees Into The New Database
The import process is accessed from the Employees >> Actions menu in the destination database.
For a full step-by-step guide, please refer to the following FAQ: