Q: Importing information

You can import from:

• A Microsoft® Excel® (.xls) file. See the section Importing from a Microsoft Excel (.xls) file below.

• A CSV file using the templates provided. See the section Importing from a CSV file below.

• Sage Personnel.
• Sage 50 HR.

Yes. It's important that you take at least one backup before importing any information into your software. All of the import wizards provide a Backup option on their first page.

No. If records already exist, the information from the import file is added to the existing records.

If you took a backup before starting the import, you can use it to restore the database to how it was before you did the import.

Otherwise, you should remove the imported information manually. When the import wizard finishes, it shows details of what information was imported successfully and what items failed to be imported. You can use this as a guide to help you remove the imported information.

When the import is complete, an Import Results window appears providing information about the data that has been imported and lists anything that has failed to import. An import can fail for a number of reasons. For example, details haven't been entered in the correct format or some information was missing.

Use the details in the Records not Imported section of the window to identify and correct any problems before importing the data again.

Tip: Your import is more likely to succeed if you use the templates provided to create your CSV import files. These templates are available in your installation location. For example, C:\Program Files\Sage Payroll\CSV Templates.

Use the templates provided to import the following employee and pay information into your software:

• Employee details
• Employee year to date figures
• Employee details
• Employee year to date figures
• Employee payments (hours and rates)
• Employee deductions (hours and rates)
• Timesheet payments
• Timesheet deductions

In addition to the above, you can also assign payments and deductions to your employees during the import process.

The templates are located in the CSV Templates folder in the location that the software was installed. For example, C:\Program Files\Sage Payroll\CSV Templates.

Using Microsoft Excel, open the template you want and enter the information into the relevant cells. Columns that have blue headings must be completed. To view the comment attached to each heading can be viewed by hovering your mouse over the cell.

When you have entered your data > File > Save As > ensure the file is saved as a CSV file.

You're now ready to import the information into Sage 50 Payroll.

Yes. Payroll > TimeSheet Entry > Payments or Deductions > Create Template. You can use the TimeSheet Entry option to create templates for the payments and deductions that are set up in the software.

Yes. The first row of the CSV file must be a header row. This defines the column titles and identifies the data in subsequent rows.

The order of columns in the file is not important, but you must use the correct column titles in the header row, as the Import wizard uses them to determine the type of data you are importing.

Use the data import templates as a guide to help you format your CSV files correctly. The templates are available in your program folder, for example, C:\Program Files\Sage Payroll\CSV Templates.

Yes. For further information on the file formats and the import procedure, please refer to the full guide.

Mapping is the process of matching the information in your import file to the fields within Sage 50 Payroll. You can do this by finding the import field in your source file that corresponds with each payroll data field, and entering the relevant import and payroll fields in the Data Import Wizard.

Once you've matched up the data in your import file with the fields in Sage 50 Payroll, you can save the mapped structure as a map file. This retains the matchings you've made and helps you the next time you import using the same file structure, by saving you having to match up the data again.

If your import file contains many columns of information, or if the information in the file is not in the order expected by Sage 50 Payroll, then mapping the data to the payroll fields can be a lengthy process.

Saving the mapped structure and reusing it next time you import saves you time, as you don't need to perform the mapping again.

Map files can also be very useful if you operate as a payroll bureau, importing information from and processing payroll for many different clients. Each client might supply their data to you in a different format, which could be time consuming for you to import. You can save the import mapping for each company as a separate map file, using the client's name as the map file name, and use the relevant map file when you import data for that client.

Once you've mapped all the data from your import file to the relevant fields in Sage 50 Payroll > Save Map > specify a name and location for the map file > Save.

When you import, the Data Import Wizard retains the map file you used during your last data import. If you're importing using a template, it utilises the map file associated with that template.

To clear this file, for example to perform a new mapping > Clear Map.

To reuse an existing map file that you've previously saved > Load Map and locate the map file you want to use.

This is a row of column titles that may or may not be present in your import file.

If the header row is present on the file selection page of the Data Import Wizard, select the Import file has header row check box. The import fields are populated according to the column titles in the source file.

Note: If you are importing from a Microsoft Excel file, the header information must be in the first row of the spreadsheet.

You can now check the mapping and update any fields which are not matched correctly, if necessary.

If the header row is not present on the file selection page of the Data Import Wizard, clear the Import file has header row check box. The import fields are not populated and you'll need to map your data manually by specifying which import field relates to which payroll field.

There are no limits to the number of times you map an import field to a payroll field, so you can reuse the same column of information for various payroll fields if you want to. However, it's likely that each payroll field will need to contain an individual piece of data for an employee, so it's unlikely that you'd need to do this.

If you map incompatible fields, the import will fail. The import log shows details of where and why the import was not successful.

The payroll fields on the mapping windows depend on the template you are using to import. The template identifies which payroll fields you are going to import, and the wizard displays the correct fields according to this.

The template you select identifies what type of information you are importing and determines where the imported data should go in your payroll software.

The map file identifies which fields within the import file relate to which fields in Sage 50 Payroll.

You'll need to specify both a template and either use an existing map file, or map your data within the Data Import Wizard, to import your information.

You can open an XLS or CSV file in Microsoft Excel to view it while you perform the mapping. However, you'll need to open it as a read-only file, which means you can't make any changes to it. Refer to the online Help in Microsoft Excel for information about how to do this.

Yes, you can. If you select a Microsoft Excel workbook containing more than one worksheet as your import source file, the Data Import Wizard asks you to identify which worksheet you want to import from.

Your Microsoft Excel worksheet cannot contain any formulae or references to other cells, as these will not be imported and may cause your import to fail. Make sure that the file you are importing from contains only data, not formulae.

You can import the following information from Sage Personnel into Sage 50 Payroll or Payroll Professional:

• Company information
• Employee information
• Appraisal, Disciplinary and Job History records

You can import from Sage Personnel v6.01 and subsequent versions.

If you used the default settings when you installed Sage Personnel, the software is in C:\Program Files\Sage Personnel.

If Sage Personnel is not installed to the default location, open the software > Help > About > System Information > from the tree view on the left-hand side, Application. The installation details appear in the Value column.

If you're using Sage 50 HR you can import the following information into Sage 50 Payroll or Payroll Professional:

• Personal details, such as name, address and bank account details.
• Next of kin details.
• Employment details, pay frequency, pay method & tax code.
• Statements of employment.

Note: Employees employed as volunteers are not imported from Sage 50 HR.

You cannot import the following from Sage 50 HR:

• Sickness, maternity, paternity and adoption absence details.
• Employees who are employed as volunteers.

Yes, the import wizard allows you to specify which employees to include in the import. You can choose between new employees, existing employees or all employees.

In addition, once you select one of the above categories, you can choose which employees to include in the import.