Imported Worker Enquiry
We have introduced a comprehensive new feature that allows you to efficiently manage imported worker data before it's transferred to the Pay and Bill core database. The new look and feel screens to manage your imported worker data have been based on pain points highlighted by customers when using the existing functionality within Pay and Bill core Web Holding Area enquiry screens.
Find and Access the Feature
To access the new functionality:
Click Main Menu and then click Data Entry.
Click Imported Data and then select Imported Worker Enquiry.
The menu structure has been updated to make imported data management more intuitive, with the previous "Web Holding Area" now renamed to "Imported Data" for clarity.
Example of the Imported Worker Enquiry screen
Search and Filter Worker Records
Use the enhanced search functionality to quickly locate specific imported worker records. You can search by:
Worker reference number
Worker names (first name, surname, or middle names)
National Insurance number
The search results update in real-time as you type, making it faster to find the records you need to review. All worker records are organised in a logical order - first grouped by Physical Office (alphabetically), then by Employer Reference (alphabetically), and finally by Worker Reference (alphabetically) - making it easy to locate records in a predictable sequence.
Record listing with identifying record information
Each imported worker record in the left-hand listing displays key information at a glance:
Worker Reference - The unique worker identifier for easy identification.
Worker Name - The worker's full name (combining first name and surname) for quick recognition.
Employer Reference - Shows which employer this worker is associated with.
Physical Office - Displayed as a coloured pill showing the office location code.
New Record Indicator - A "New" pill appears for workers that don't already exist in your main system, helping you quickly identify fresh imports versus updates to existing workers.
This organised display makes it easy to quickly scan through multiple imported worker records and identify which ones are new additions to your system versus updates to existing worker information. The colour-coded pills and clear indicators help you instantly understand each record's status and prioritise your review workflow.
Review Worker Information
View comprehensive worker details in relevant titled cards displayed within the record on screen.
Core Worker Information:
Personal Details
Contact Details
Emergency Contacts
Bank Details
Payroll Details
Statutory Forms
Holiday
Pension
Right To Work Details
Analysis
Equal Opportunities
Portal
Additional Cards for Contractors, Managed Agency, and Umbrella Workers:
Supplier Details
Supplier Contact Details
Supplier Payment Terms
Partner Details
Construction Industry Scheme
Self-Billing Details
Supplier relevant card notes:
The cards visible within the record are dependent on the Supplier Type and Legal Status, or based on Employer configuration. This focuses your attention only on the cards and fields that are relevant for the supplier type, and also the business choices that have been configured for your employer.
If a worker who has a Worker Type of contractor, managed agency, or umbrella worker doesn't have an associated supplier record in the system, the supplier information cards will not be displayed, even though the worker type would normally include supplier details.
For workers who are contractors with associated supplier information, you can only edit supplier contact details if the supplier record hasn't already been transferred to the main Access Pay & Bill system. If the supplier already exists in your main system, the supplier information will be displayed as read-only to prevent conflicts with live data. This ensures data consistency across your systems.
Edit Worker and Supplier Data
By clicking on the Edit button, you can make corrections and updates to imported worker information before transferring to your main system. You can edit those fields which are permitted, and all changes are validated to ensure data integrity. Click the save button to save changes. If there are errors which prevent the saving of changes, the fields which are not compliant with the edit save logic will be highlighted by a red border, and the validation issue displayed on the field.
Information Icons for Additional Guidance When editing worker data, you'll find helpful information icons next to key fields that provide additional context and guidance:
Payroll Details Card - Information icons appear alongside NI Table Letter and Expat fields to help you understand the correct values to select
Statutory Forms Card - An information icon next to the Starting Declaration field provides guidance on completing this important compliance requirement
These information icons work the same way as the existing ones you're familiar with in other parts of the system - simply click on the icon to view detailed explanations and guidance for completing these fields correctly. This ensures you have all the information needed to make accurate data entry decisions before transferring records to your main payroll system.
Remove Unwanted Records
Delete imported worker records that are no longer needed using the Delete button. The system will:
Ask for confirmation before deleting any record.
Show which worker reference is being deleted.
Automatically remove related supplier records for contractors where appropriate.
Display confirmation when deletion is complete.
Transfer Records to Main System
When worker data is ready, use the Transfer button to move records directly from the import area to your main PAB system. For bulk operations, you can also navigate to Data Entry > Imported Data > Imported Data Transfer, where you can now transfer all imported worker records at once.
The transfer process:
Runs automatically in the background.
Shows progress indicators so you can track the process.
Displays confirmation messages when transfers complete.
Automatically handles related supplier records for contractors.
Appears in your My Processes Queue for monitoring.
This provides both individual record transfer (from within the enquiry screen) and efficient bulk transfer options (from the transfer screen) to suit different workflow needs.
Benefits to your workflow:
Centralised Management - Handle all imported worker data from one location without switching between different screens and tabs.
Data Validation - Review and correct imported data before it becomes part of your live payroll system.
Improved Efficiency - Search, edit, transfer, and delete functions are all available in the same interface.
Better Control - See exactly what data is waiting to be processed and make informed decisions about each record.
Reduced Errors - Validate and correct data issues before they affect your payroll processing.