Sage 100 Payroll to Sage HRMS Transfer  

Use the Sage 100 Payroll to Sage HRMS Transfer process to initially populate your Sage HRMS system with employees.

Note: Use the Sage 100 Payroll to Sage HRMS Transfer process only once to initially populate your Sage HRMS system with employees. Thereafter, maintain all employee information in Sage HRMS and transfer changes to Sage 100 Payroll as needed, using the Sage HRMS to Sage 100 Payroll transfer process. Transferring employees from Sage 100 Payroll to Sage HRMS more than once may create undesirable results and is not supported.

Transferring New Employees

New employees should be entered into Sage HRMS using the Add New Employee task and then transferred from Sage HRMS to Sage 100 Payroll.

During the first employee transfer from Sage 100 Payroll to Sage HRMS, the reason code "Sage 100" will be transferred as the Reason code. When you open the Current Job page for a transferred employee, this code will appear in the Change Reason field as "Sage 100-Not in code table." At this point, you can do one of the following:

  • Leave the code as is.
  • Go to the Reasons code table (from the Sage HRMS navigation pane, select Setup > Employees > Code Tables > Reason Codes) and add an appropriate description for the "Sage 100" code.
  • Select Add New Code from the Change Reason drop-down list on the Current Job page and add an appropriate description for the "Sage 100" code.

Transferring Data

Here are the steps you need to follow when transferring data from Sage 100 Payroll to Sage HRMS:

  1. Map all appropriate values using the Employer and Code Mapping page, as described in Set Up the Sage 100 Standard Link. This step only needs to be completed one time, prior to the first data transfer.
  2. Use the Sage 100 Payroll to Sage HRMS transfer process to transfer employee data, as described in this section. 

Data to Be Transferred

When you transfer data from Sage 100 Payroll to Sage HRMS, the contents of fields that are mapped together are transferred from one system to the other. For more information about mapped fields, see Set Up the Sage 100 Standard Link.

To Transfer Data from Sage 100 Payroll to Sage HRMS

  1. From the Sage 100 Standard Link main menu, select Setup > Sage 100 Payroll to Sage HRMS Transfer. The Transfer Sage 100 Payroll to Sage HRMS page opens. The date of the last transfer is displayed at the bottom of the page.
  2. From the Sage HRMS > Sage 100 Payroll Employer Selection drop-down list, select the linked companies for which you want to transfer employees.
  3. Indicate whether you want to transfer all employees or specific employees. Click the arrow adjacent to Select Employees. The Select Employees dialog box opens. The Available list shows all employees in Sage 100 Payroll.
  4. From the Available list box, double-click the employees you want to include in the transfer. The selected employees appear in the right list box. If you want to remove an employee from the Selected list, highlight it and click Remove.
  5. Click OK.
  6. If you want the transfer to include terminated employees, place a check in the Include Terminated Employees check box. Otherwise, leave the check box blank.
  7. Indicate whether you want to run the Audit Report before you transfer employees, run the Audit Report only or transfer employees only. The audit report shows you separate report sections for New Employees, Modified Employees and Invalid Employees when applicable. Review the audit report and make the necessary changes before proceeding.

    8. Note: We strongly recommend you review the Audit report to ensure the accuracy of your information before proceeding with the employee transfer

  8. Click OK. The system asks you to confirm the transfer. Click Yes to confirm the transfer, or click No to cancel the transfer.
  9. A message informs you when the transfer is complete. Click OK.
  10. Select Employees > Processes > Import Calculations. The system automatically updates any remaining fields that were not imported during the Sage 100 Payroll to Sage HRMS transfer.
  11. Click OK when the Import Calculations process is complete.
  12. If Sage HRMS is set up to automatically add benefits to all active employees, you must run the Update Benefits process.
  13. Click OK when the Update Benefits process is complete.