Sage HRMS requires that several fields be populated during an import if you want to immediately start processing information.
- If you are importing an ASCII text file into Sage HRMS, you should include these fields in your ASCII file as well as in your import template.
- If you are importing an ADP Master file into Sage HRMS, make sure these fields are either selected (on the check box) or selected (from the drop-down lists) on your Service Bureau template.
For example, after you import an ASCII text file that includes the pay rate field (P_SALARY) for each of your employees, you can immediately perform a mass update on the P_SALARY field.
Be aware that if you do not import these required fields, you can still use pages to input the information.
Sage HRMS Tables and Required Fields
The tables and the required fields are:
HRPERSNL (PE)
This file contains main employee information. The fields below are required to be populated during any import. Sage HRMS cannot process properly if any of these fields are not populated correctly. This file is required for both HR and Payroll implementations.
| Field Name | Field Description | Field Name | Field Description | |
|---|---|---|---|---|
|
P_ACTIVE |
Active Code (A/T/D/L/N) |
P_MI |
Middle Name |
|
|
P_ANNUAL |
Annual Pay |
P_NORMUNIT |
Normal Units Worked Per Pay Period |
|
|
P_BIRTH |
Birth Date |
P_ORIGHIRE |
Original Hire Date |
|
|
P_CHADATE |
Last Change Date |
P_PAYDATE |
Pay Effective Date |
|
|
P_COMPANY |
Company Code |
P_PAYFREQ |
Pay Frequency Code |
|
|
P_EIC |
Indicator EIC Eligibility |
P_PAYGROUP |
Employee Pay Group |
|
|
P_EICMSTAT |
Marital status for EIC Payments |
P_PAYSTAT |
Payroll Status (A/I/T) |
|
|
P_EMPNO |
Employee ID |
P_SALARY |
Pay |
|
|
P_EMPTYPE |
Employee Type for Federal Tax Classification Purposes |
P_SALHOUR |
Salary or Hourly Code (S/H) |
|
|
P_FNAME |
First Name |
P_SEX |
Gender |
|
|
P_HCITY |
City |
P_SHIFT |
Shift Code |
|
|
P_HSTATE |
State/ProvinceCode |
P_SSN/SIN |
Social Security Number/Social Insurance Number |
|
|
P_HSTREET1 |
Street Address Line 1 |
P_STATUTE |
Statutory Indicator |
|
|
P_HSTREET2 |
Street Address Line 2 |
P_UNITRATE |
Pay Rate Per Normal Unit |
|
|
P_HZIP |
ZIP/Postal Code |
P_WORKCODE |
Time Sheet Work Code |
|
|
P_LASTCK |
Check Date for Last Payment Issued |
P_WORKCOMP |
Workers Compensation Code |
|
|
P_LNAME |
Last Name |
P_WORKRATE |
Workers Compensation Rate |
|
|
P_MARRIED |
Marital Status Code (M/S/W/D/O/P) |
|
|
HJOBHIS (PE)
This file contains an unlimited amount of employee job and pay history information. The fields below are required to be populated during any import. Sage HRMS may not process properly if any of these fields are not populated correctly. In addition, some fields are noted as recommended since they appear in the Job/History summary look-up list for easy reference.
| Field Name | Field Description | Field Name | Field Description | |
|---|---|---|---|---|
|
J_CHADATE |
Last Change Date |
|
J_JOBCODE |
Job Code (recommended) |
|
J_COMPANY |
Company Code |
|
J_JOBTITLE |
Job Title (recommended) |
|
J_EMPNO |
Employee ID |
|
J_PAYFREQ |
Pay Frequency Code (recommended) |
|
J_ANNUAL |
Annual Pay (recommended) |
|
J_RATING |
Performance Review Code (recommended) |
|
J_EFFDATE |
Change Date for Job Data (recommended) |
|
J_REASON |
Pay Change Reason Code (recommended) |
|
J_EMPLOY |
Employment Status Code (recommended) |
|
J_SALARY |
Pay (recommended) |
PRTAXES (TXE)
This is the Employee Tax Withholdings Register that contains the employee’s Current, Month-to-Date, Quarter-to-Date, and Year-to-Date tax history. This file contains one record per employee per tax code. The fields below are required to be populated for a Sage HRMS Payroll import. Sage HRMS will not process properly if any of these fields are not populated correctly.
Note: The value you import for a field marked with an asterisk (*) must exactly match a value in Sage HRMS Payroll’s table of Tax Codes.
| Field Name | Field Description | Field Name | Field Description | |
|---|---|---|---|---|
|
CHADATE |
Last Change Date |
|
QTDWAGES |
Taxable Wages - QTD |
|
CODETYPE |
(R)esidence, (W)ork, (B)oth |
|
STATUS |
Tax Code Status |
|
COMPANY |
Company Code |
|
*TAXCODE |
Tax Code |
|
EMPNO |
Employee ID |
|
*TAXDESC |
Tax Code Description |
|
EXEMPT |
Exempt from this tax |
|
*TAXTYPE |
Tax Code Type Code. Must be either (F)ederal, (S)tate or (L)ocal. |
|
EXEMPTCNT |
Number of Exemptions |
|
TYPE |
Record Type (Header/Adjustment). Must be H for imported data. Note: The TYPE field must be populated with H (upper case) for the system to distinguish between header and adjustment records. If this field is left blank, or any other value is imported into this field, the system will not display the imported data in the pages and it will not access the data for reports. |
|
MARSTATUS |
Filing Status Code (M/S/H/O) |
|
WITHHOLD |
Withholding Order |
|
PAYGROUP |
Employee Pay Group |
|
YTDAMOUNT |
Taxes Withheld - YTD |
|
QTDAMOUNT |
Taxes Withheld - QTD |
|
YTDWAGES |
Taxable Wages - YTD |
PREARN (ERR)
This is the Employee Earnings Register that contains the employee’s Current, Month-to-Date, Quarter-to-Date, and Year-to-Date earning history. This file contains one record per employee per earning code. The fields below are required to be populated during any import. Sage HRMS will not process properly if any of these fields are not populated correctly.
Note: The value you import for a field marked with an asterisk (*) must exactly match a value in Sage HRMS Payroll’s table of earnings codes.
| Field Name | Field Description | Field Name | Field Description | |
|---|---|---|---|---|
|
BALANCE |
Balance Remaining for Other Earnings |
|
QTDAMOUNT |
Amount Earned - QTD |
|
*CALCRULE |
Calculation Rule. Must be either (P)ay Rate x Hours x Rate Factor or (F)lat Amount. |
|
QTDHOURS |
Hours/Unit Charged - QTD |
|
CHADATE |
Last Change Date |
|
STARTDATE |
Start Date for Other Earnings |
|
COMPANY |
Company Code |
|
STATUS |
Earning Code Status |
|
*DESCRIPT |
Earning Code Description |
|
STOPDATE |
Stop Date for Other Earnings |
|
*EARNCODE |
Earnings Code |
|
TYPE |
Record Type (Header/Adjustment). Must be H for imported data. Note: The TYPE field must be populated with H (upper case) for the system to distinguish between header and adjustment records. If this field is left blank, or any other value is imported into this field, the system will not display the imported data in the pages and it will not access the data for reports. |
|
EMPNO |
Employee ID |
|
YTDAMOUNT |
Amount Earned - YTD |
|
GOAL |
Earnings Goal for Other Earnings |
|
YTDHOURS |
Hours/Units Charged-YTD |
|
PAYGROUP |
Employee Pay Group Code |
|
|
|
PRDEDS (VDR)
This is the Employee Deductions Register that contains the employee’s Current, Month-to-Date, Quarter-to-Date, and Year-to-Date deduction history. This file contains one record per employee per deduction code. The fields below are required to be populated during any import. Sage HRMS will not process properly if any of these fields are not populated correctly.
Note: The value you import for a field marked with an asterisk (*) must exactly match a value in Sage HRMS Payroll’s table of deduction codes.
| Field Name | Field Description | Field Name | Field Description | |
|---|---|---|---|---|
|
ACTIVE |
Deduction Status |
|
PAYGROUP |
Employee Pay Group |
|
AMOUNT |
Standard Deduction Amount/Percent |
|
QTDAMOUNT |
Amount Withheld - QTD |
|
BALANCE |
Balance Remaining to Reach Goal |
|
QTDEMPLYR |
Employer Match Amount - QTD |
|
*CALCRULE |
Calculation Rule. Must be either: (F)lat Amount, (G) for Earnings x Percent, (T) for (Earnings - Section 125) x Percent, or (H)ours Worked x Amount |
|
STARTDATE |
Start Date of Deduction |
|
CHADATE |
Last Change Date |
|
STOPDATE |
Stop Date of Deduction |
|
COMPANY |
Company Code |
|
TYPE |
Record Type (Header/Adjustment). Must be H for imported data. Note: The TYPE field must be populated with H (upper case) for the system to distinguish between header and adjustment records. If this field is left blank, or any other value is imported into this field, the system will not display the imported data in the pages and it will not access the data for reports. |
|
*DEDCODE |
Deduction Code |
|
WITHHOLD |
Withholding Order |
|
*DESCRIPT |
Deduction Code Description |
|
YTDAMOUNT |
Amount Withheld - YTD |
|
EMPNO |
Employee ID |
|
YTDEMPLYR |
Employer Match Amount - YTD |
|
GOAL |
Cumulative Maximum Amount |
|
|
|