Sage HRMS to Sage 100 Payroll Data Transfer

This section describes how to use the Sage HRMS to Sage 100 Payroll data transfer process.

You can use this transfer process to initially populate your Sage 100 system with employees. You can also update existing employee data in Sage 100 with changes that have been made in Sage HRMS.

Prepare to Transfer Data

  1. Map all appropriate values using the Employer and Code Mapping page, as described in Set Up the Sage 100 Standard Link. Setup needs to be completed one time, prior to the first data transfer.
  2. Enter all necessary payroll information on the Sage 100 Payroll Setup page for the employees you want to transfer. For more information, see Use the Sage 100 Payroll Setup page.
  3. Use the Sage HRMS to Sage 100 Payroll transfer process to transfer employee data, as described in this section.

Data to Be Transferred

When you transfer data from Sage HRMS to Sage 100 Payroll, 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.

Note: Sage 100 Payroll needs information for payroll that is not maintained in Sage HRMS. Prior to transferring employees to Sage 100, you must enter the needed payroll information in the Sage 100 Payroll Setup page.

The information is then transferred to Sage 100 to set up employees’ payroll. For more information about the Sage 100 Payroll Setup page, see Use the Sage 100 Payroll Setup page.

Note: When you transfer employees from Sage HRMS whose status is LOA, Sage 100 sets their status to Inactive and no payroll is run for them.

To Transfer Data from Sage HRMS to Sage 100 Payroll

  1. From the Sage 100 Standard Link main menu, select Transfer > Sage HRMS to Sage 100 Payroll. The Transfer Sage HRMS to Sage 100 Payroll 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 employers for which you want to transfer employees.
  3. Indicate whether you want to transfer all employees, specific employees, or a specific department.
    • Choose All Employees to transfer all employees.
    • Choose Select Employees to select specific employees. Click the arrow adjacent to Select Employees. The Select Employees dialog box opens. The Available list shows all employees in Sage HRMS. 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.
    • Choose Select Departments to select a specific department. Click the arrow adjacent to Select Departments. The Select Departments dialog box opens where you can double-click the departments you want to include in the transfer. The selected department appears in the right list box. If you want to remove a department from the Select list, highlight it and click Remove.
  4. After indicating the information you want to transfer, click OK.
  5. If you want the transfer to include only those employees who were added or changed within a specified date range, enter From and Through dates.
  6. If you want the transfer to include terminated employees, place a check in the Include Terminated Employees check box and enter the specific termination date in the From field to find employees that were terminated on the specified date. Only employees that have a termination date within the current year can be transferred.
  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 separate report sections for New Employees, Modified Employees, and Invalid Employees when applicable. Review the audit report and make the necessary changes before proceeding.

    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. The first time an employee is transferred from Sage HRMS to Sage 100 Payroll, you must apply the appropriate Schedule Code in order for the employee’s benefit schedule limits to begin accruing properly. In Sage 100, the Schedule Code field is found on the Payroll > Setup > Benefit Schedule Maintenance screen.