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Import resources from Payroll

Note: You do not have to transfer your employee records from Payroll. You can manually set them up as resources and enter their details.

About importing resources from payroll

If you use Sage Payroll, you can import your employee records into Project Accounting and set them up as resources.

The process imports:

You can import employees from more than one Payroll database.

If you import an employee from Payroll, their resource record in Project Accounting is linked to their record in Payroll. You cannot change the imported data in Project Accounting while the link exists. Any changes to the imported data on the employee's resource record must be made in must be made in Payroll. The linked details are kept up-to-date by synchronising the data when the system connects to Payroll.

Changes made in Payroll are updated in the resource's records in Project Accounting, but not vice versa. Changes that you make to a resource's record in Project Accounting do not affect the employee record in Payroll. For example, if you delete a resource record in Project Accounting, the linked employee record in Payroll is not deleted.

When the records have been imported, the details of imported resources will be updated with any corresponding changes in their Payroll employee records automatically every 24 hours.

Note:

If you want to amend details on resources manually after importing from Payroll:

  • Keep a record of all the connection details, including the name of the link. This is so you can set up the link again after you have made your amendments.
  • Delete the payroll connection on the Payroll tab in the Timesheet and Expense Claims Settings.
  • Make the amendments you want to make to the resource details.

If you want to set up the link with payroll again:

  • Add the payroll connection on the Payroll tab in the Timesheet and Expense Claims Settings.

    Note: You must use the same connection details and the same name for the link as before.

Before you begin

To import employee records from Payroll

Open: Project Accounting > Utilities > Import and Export > Import Resources.

  1. The Import Resources window displays all employees from your connected Payroll database(s) that are available to import. The list does not include employees that you have already imported.

    Note: You may be prompted to enter a username and password to connect to the Payroll database(s).

    The Last updated date indicates when Payroll information was last imported.

  2. Select the employees to import, then click Import.

    Tip: To select more than one item using the mouse, hold down the Ctrl key to pick individual items, or hold down the Shift key to select a block of items.

    The employee records are imported and added as resources.

  3. You must then configure the employee's resource record.

    Configure imported payroll resources

    Open: Project Accounting > Project Maintenance > Resources.

    1. Select the resource and click Edit.

      The Edit Resource window appears.

    2. Details that are synchronised with the resource's Sage Payroll record cannot be edited. These details are displayed in light grey.

      Configure the following settings if required:

      • If the resource has a Sage 200 logon, select the resource's Sage 200 user name on the Details tab.
      • To allow the resource to submit timesheets and expense claims, set their Status to Active on the Employment tab.
      • To set up standard working hours, enter the Standard hours on the Employment tab.
      • If you use cost centre and department analysis, select the relevant Cost centre and Department on the Defaults tab.
      • Set up resource permissions on the Permissions tab, if you want to:
        • Synchronise records with payroll.
        • Enter timesheets and expense claims for other resources.

        • Authorise timesheet and expense claims for other resources.

          Click Resource Authorisers to set who can authorise this resource's timesheet and expense claims.

      • Set up project and resource filtering on the Filtering tab.

        • Select Filter projects to use project filtering for this resource.

          Click Manage Project Filtering to choose which projects this resource can enter timesheets and expense claims for.

        • Select Filter resources to use resource filtering for this resource.

          Click Manage Resource Filtering to choose the other people this resource can enter timesheets and expense claims for, or the people who can enter timesheets and expense claims for this resource.

    3. Click Save to confirm the changes.

  4. The details of imported resources are updated with any corresponding changes in their Payroll employee records automatically every 24 hours.

    If you need to update the imported resource records immediately, click Synchronise.

See also

Steps in this task

Payroll integration settings for timesheet and expense claims

Set up a resource hierarchy

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