Skip to content
logo Knowledgebase

Import data

Created on  | Last modified on 

Summary

How to import a wide range of employee information and values using the Data Import function in Sage 50 Payroll.

Description

You can use the data import options to import certain information into Sage 50 Payroll. You can find more information you can import into Sage 50 Payroll in the article.

NOTE: Complete all mandatory fields in the import templates. Hover your cursor over a heading in the template to check if it's mandatory. 

Before you can import data, such as employee details, you should first ensure you have an import file with the necessary information.

Resolution

Important information

If you're importing employee records, you must be careful about the employee's RTI number. You can't change this after you import the employee's details.

Depending on the scenario, there are different considerations for the RTI ID:

The company hasn't changed, but you need to import records into Sage 50 Payroll:

  • If you know the RTI IDs previously used, enter this to the Payroll ID column of the import template. Set the Previous Payroll ID Status column to 1 (to confirm the Payroll ID in Sage is the same as it was previously)
  • Or, if you aren't able to get the existing RTI IDs ensure the Payroll ID column is blank. Then set the Previous Payroll ID Status column to 0 (Unknown)
    TIP: Your software then generates a new ID while flagging to HMRC on your next FPS that the previous RTI number wasn't available to you.

The company has changed status, PAYE Reference, or the employees are being TUPE'd. 

  • The employees require new RTI IDs for the new company. Ensure the Payroll ID column is blank

If you're unsure to use an existing RTI ID or a new one for your new employees, contact HMRC to check before you import.

CSV import templates

When you import data using CSV files, to ensure that the import is successful, the CSV files must contain the correct information, in the correct order.

To help you with the import process, the CSV Templates folder includes templates within your software installation folder.

You can use these templates to import a range of data, including employee details, employee payment rates and hours, and company information. Data import templates

Advanced data import

In Sage 50 Payroll you can also import data from Microsoft Excel .xlsx files or .CSV files using the Advance Data Import wizard.

 NOTE: If your spreadsheet has multiple worksheets, you need to save it as a .xlsx file to be able to import it in Sage 50 Payroll. 

If you use the Advance Data Import wizard, the structure of the data doesn't have to conform to any templates that we provide. During the wizard, you can specify the type of information you're importing. Then you can match, or map, the information in the import file to the corresponding fields in Sage 50 Payroll.

Unable to import CSV file without headers

When you import deduction hours and rates, the import may fail due to problems with the 

Import your data

Follow the steps below to import your data. Before you follow this process, ensure the file you'd like to import isn't open in any other programs, such as Microsoft Excel.

  1. Go to File, then Data Import.
  2. Select Import Sage Payroll Data.
  3. Select Backup and complete the wizard to take a new backup.
     NOTE: We recommend you always take a new backup before every data import. This is in case you need to reverse the import for any reason. 
  4. Select Next then the template you've used, for example Employee Details.
  5. Select Next then Browse.
  6. Go to the file you'd like to import and select Open.
  7. Select Finish.