Migrate from GB Sage 50¶
Importing from Sage 50 (Desktop or Cloud) is a one-click way to create a company and workers.
Collect the required files¶
First, export a CSV file from Sage 50 payroll with employee details:
Select Employee Details and click Next
Select any suitable location (Path) to store your file e.g. desktop
Tick a checkbox to include column headings
Click Finish
You should have a newly created file Employee Details.csv
Then repeat to export employee year to date (YTD) CSV figures:
Select Employee Year to Date Figures and click Next.
Select any suitable location (Path) to store your file e.g. desktop
Tick a checkbox to include column headings
Click Finish
You should have a newly created file Employee YTD.csv
Next you will need to generate a Payment Type History (Detailed) XLSX for each pay frequency (Monthly, Weekly etc.) you wish to import:
Select Data to Excel – do not choose Report to Excel as these are easily confused
On the pop-up Criteria for Payment Type History (Detailed) ensure the following:
Employee Reference: choose all employees (the default)
Processing date: ensure you select 2 years (104 weeks) of history by entering two dates using Between (inclusive)
Payment Type should be All (the default)
Click OK.
Excel will start, then and select any suitable location (Path) to store your file e.g. desktop
Important
Repeat for each frequency e.g. Weekly, Monthly etc.
You should have newly created file(s) Monthly Payment Type History.xlsx [Weekly Payment Type History.xlsx]
Whilst not required for the import process, we suggest you also collect the required output files if you wish to verify the import. These would include weekly and monthly :
Payslip PDFs
Pension CSV files
BACS file selecting Data to Excel
Import the files¶
Start with these 3 files to import:
Employee Details.csv
Employee YTD.csv
Monthly Payment Type History.xlsx [and/or Weekly Payment Type History.xlsx]
Click the Import 
button and select Start 
.
If the Sage 50 files include multiple pay schedule frequencies (e.g. weekly and monthly) then you will need to import each frequency separately.
On the first wizard screen:
Leave Company blank as you will be creating a new company called Test company which can be renamed later.
Click each Choose file to select both employee CSV files and a payment file.
Click Upload files.
On the second wizard screen:
The Found tax reference can be used to check you are importing the intended company.
Mode should be set to the default Create “Test company” for the first import to create a new company. For the 2nd or subsequent import select Merge workers with “Test company” to merge a new import into an existing company.
Note
If you select Delete then re-create “Test company” you will lose any changes made.
If you only have one pay schedule frequency, Select pay schedule and target pay day: will be set. Otherwise, select the first frequency to import.
You must also enter the Pay period end date. This is not the pay date - it is the last day that employees worked and were paid.
AWE (Average Weekly Earnings) history is extracted from the payment history file. You need to specify which payment names are relevant in Extract AWE history from:. AWE normally includes all earnings that are subject to NI. If you have a small number of payment types, you can provide a list of the names separated by semi-colon e.g. Salary; Bonus. If you have many payments this can be tedious. Instead, you can use a shorthand for example .* will match all payments.
Tip
Regular expressions are a shorthand way of grouping several names using special characters. paiyroll® identifies all top-level payments for you in the help text. For convenience, you can copy/paste these values to save typing. Optionally you can then add * to match multiple payment names. For example, Shift* would match payment names Shift 1 Shift 2 Shift 3
Extract holiday pay history from: needs to be specified in a similar way to AWE. Because holiday pay should be excluded, the regex .* must not be used because it includes all names and would, therefore, include the word ‘Holiday’.
paiyroll® will create a Holiday Pay Definition for you, just provide the name you would like to use. Holiday is a suitable choice.
Enter the name of salary payment type used in Sage 50 into Extract salary history from:. This might be Salary or Directors Salary. If you do not pay a salary, then enter a regex that will not match for example Not_Used will not match any payments used.
Enter the Pay Defintion name you would like to use in Salary in Save salary history to:. e.g. Salary. If you don’t use a salary for a particular pay schedule, then enter a name you can identify and delete later like Salary (not used)
Click Import files to start the import. The import may take some time to complete depending upon size. Review the log information for any messages.
Important
If you have a second schedule, then repeat the above steps in the two wizard pages to import the schedule carefully ensuring you select the mode Merge workers with “Test company”.
The following are automatically created during import:
Company
Employees
Pay schedules
Workflow Definitions
Report Definitions
Pay Definitions and Pay Items
Payment Pay Definitions for all payment types from the Sage 50 files.
A Salary Pay Item is added using the most recent payment value identified for each employee. The annual salary will be correct assuming a full payment was made. If a partial or larger payment was made, e.g new starter, then this will need to be corrected.
Sage 50 files include numbered departments which have been created. You may wish to rename these Departments with more meaningful names.
Once complete, a pay run is automatically started and ready in a few seconds. You should review the payslips in My documents 
Complete missing data¶
The Sage 50 files used do not contain full payroll data. Therefore, the following steps are required after an import to complete an accurate and correct payroll:
Pay Definitions for Pension, holidays, deduction and schemes must be created. Auto-enrolment will need a scheme Pay Definition. More information is available in Set up a GB pension
Pay Items. If you have multiple Pay Items to add, or wish to perform multiple imports for parallel runs, you may find it easier to create a spreadsheet file to upload. See Upload Data
Alternatively, use the Pay Item Editor
to review each employee and add any missing Pay Items. You can ensure they have the correct values by clicking Update which will generate a live payslip. Remember to add the following Pay Items:Automatic-enrolment
Deductions
Holiday. Enter the annual entitlement and balance for the remainder of the year for each employee. See Set up Holidays for more information.
If you have additional salary pay items, e.g. Directors Salary which were not specified on import, they will be imported using a Payment Pay Template instead of the Salary Pay Template. Replace these with a suitable salary Pay Definition.
A basic set of Report Definitions are provided. You should add any required.
It is recommended that you use My Data Feeds GB HMRC DPS (Data Provisioning Service) to import updated coding notices from HMRC. Enter your HMRC credentials into the GB HMRC DPS report and Start the feed. Note: as the report is a feed, it can only pull data from HMRC and there is no risk of accidental submission.HMRC RTI FPS and EPS. User ID and Password are not imported which means there is no risk of accidentally submitting data to HMRC. However, the HMRC test service is used to test each pay run together with a test receipt. When all the steps are complete, you must enter your user ID and password in FPS and EPS Report Definitions
For each pay frequency, delete, then Add… a Pay Schedule with an exact match for your pay day and pay period.
Update all Company fields as the Sage files only provide the tax year. Now is a good time to rename the company and don’t forget to press the Update button.After making any changes, be sure to redo the pay run
to update all the reports.
paiyroll® is now ready.