Related topics

Payroll configuration overview

Setting up employee configuration

You must complete Database Configuration and Employer Configuration before you perform Employee Configuration.

About employee configuration

Use the Employee Configuration window to create configuration profiles. Later when you process payroll, you will select the profile for which you want to transfer updates between the systems.

Creating user-defined employment and pay fields

In Sage HRMS, you can use four employment and four pay fields to map to functional fields in Payroll. You can specify the field labels and then enter employee-specific data in the fields for tracking or reporting purposes. For example, you could use these fields for driver’s license numbers, security clearances, uniform sizes, or the results of pre-employment screenings.

  1. In Sage HRMS, select Setup > Employees > HR Setup, and then select the company.

  2. On the HR Options tab of the HR Setup window, enter labels for the user-defined fields you want to use.

    • User-Defined Employment fields will display on the User Defined tab of the employee's HR Status tab.
    • User-Defined Pay fields will display on the User Defined tab of the employee's Current Pay tab.
  3. Click Apply to save your changes, and then click OK to close the page.
  4. For each employee, enter the values in the user-defined fields.
    1. Select Employees > View/Edit Employee.
    2. Select an employee, click the Personal tab (at the top), click the HR Status tab, and then click the User Defined tab.
    3. Enter values for each user-defined employment field for the employee.
    4. Click Apply to save your changes.
    5. Select the Job and Pay tab (at the top), click the Current Pay tab, and then click the User Defined tab.
    6. Enter values for each user-defined pay field for the employee.
    7. Click Apply to save your changes.
    8. Click OK to close the page.

Creating employee configuration profiles

Tips:

  • Best practice is to set up your profiles by pay frequency. This way, when you later use the Open Payroll Process to update your system, you can manage the updates as part of your payroll processing routine.
  • We recommend that you set up a profile for paying bonuses.
  1. Select Setup > Codes > Payroll > Database Setup > Employee Configuration.
  2. At the top of the Employee Configuration page, enter the following information for the new configuration profile:

    • Profile ID: Enter an identifying name or code for the profile (no more than 20 alphanumeric characters).

      After entering the Profile ID, the program refreshes with data from your Sage 300 Payroll and Sage HRMS setups.

    • Profile Description: Enter a description or name for the profile (no more than 60 alphanumeric characters).
    • Payroll Module: Displays either US Payroll Module or CA Payroll Module depending on the employer database you configured. You cannot change this setting—it is specific to the payroll module for the company you are configuring.

  3. Click Add to create the profile.

    The program updates the tables in all tabs with the payroll settings defined in Payroll.

  4. Map the fields between each system by double-clicking the cells and selecting from the available options.

    Typically columns that require mapping show None and are under the Sage HRMS column. However, some additional columns require mapping for a successful integration. The drop-down lists show fields from Sage HRMS.

  5. Choose each tab to map data from Sage HRMS to Payroll. More...

    Review the following topics to learn more about each Employee Configuration tab:

    Note: You cannot delete rows in the tables of data on each tab, because the data is retrieved from your system (so you can configure it). If you do not have a corresponding Sage HRMS field to map, leave None in the field.

  6. After mapping all tabs, click Save and then click Close to close the window.

If you have multiple employers that could have the same or similar employee configuration profiles (or similar profiles for the same employer), you can copy the profile. First create the profile that you want to copy, export the profile, make change in the file (such as the profile ID), and then import it.

To export the profile:

  1. Select Setup > Codes > Payroll > Database Setup > Employee Configuration.
  2. At the top of the Employee Configuration page, enter the Profile ID of the configuration profile that you want to export—or click the Next button until you locate the profile.
  3. Click Export near the bottom of the page to create the file that you can edit.

To import the edited file containing the profile, click Import near the bottom of the Employee Configuration page.

If you created a profile by mistake or no longer need a profile, click Delete.

Next Step: See Using the Open Payroll Process to update your system.