Validating employee numbers

In Sage 100 Payroll, the employee number consists of the 2-digit department code followed by 7 digits. For example, the Sage 100 employee number might be 11-0000100.

In Sage HRMS, the employee ID can be up to nine digits.

When employees are added using Sage 100 Payroll Link

When you first set up Sage 100 Payroll Link, one of the steps is to add existing employees from Sage 100 to Sage HRMS. Later, you can transfer the employees from Sage HRMS to Sage 100 Payroll.

When employees are added to either Sage HRMS or Sage 100 using the link:

• If an employee with a corresponding employee number and social security number does not exist in the receiving system, a new employee is added.
• The system creates a unique identifier and attaches it to the employee in both systems. The identifier is stored in the Sage HRMS HRPERSNL code table.
• If an employee with a corresponding employee number and social security number does exist in the receiving system, the existing employee is updated with the new information.

Sage 100 Payroll to Sage HRMS

When you add employees from Sage 100 to Sage HRMS, the link requites a mapped department and uses the following steps to validate employee numbers:

1. The 2-digit department code is dropped and the remaining 7-digit employee number is validated in Sage HRMS.
2. If the seven-digit number already exists in Sage HRMS, the employee does not transfer and appears on the Invalid Employees report after using the Employee Setup process.
3. If the number does not already exist in Sage HRMS, a new employee record is created using the
   7-digit number as the Employee ID (P_EMPNO). The full 9-digit Sage 100 employee number is stored for reference on the Sage 100 Payroll Setup window in Sage HRMS.

Sage HRMS to Sage 100 Payroll

When you transfer employee information from Sage HRMS to Sage 100 Payroll, the link requires a mapped department, and uses the following steps to add employees to Sage 100 Payroll:

1. If the employee number is fewer than 7 digits, the system adds zeros to make the employee number length 7.
2. If the employee number is 8 or 9 digits, the system removes the 8th and 9th digits to make the employee number length 7. (This could cause duplicate numbers, which are identified in the next step.)
3. The system searches for duplicate employee numbers for the truncated version. If a duplicate is found, the employee does not transfer and appears on the Invalid Employees report after using the Employee Transfer process.
4. If the system doesn't find a duplicate, the 2-digit department code (as mapped) and the resulting 7-digit Sage HRMS employee number become the employee number in Sage 100. The unique identifier is created and stored in both systems. The full 9-digit Sage 100 employee number is stored for reference on the Sage 100 Payroll Setup page (as Sage 100 Payroll Employee Number).