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Import data

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Summary

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

Description

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

Resolution

Information you can import

You can use the data import options to import certain information into Sage 50 Payroll. We've broken down what you can import in our information you can import into Sage 50 Payroll guide.

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


Important information

If you're importing employee records, you must be careful about the employee's RTI number. It can't be changed 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, you should enter this to the Payroll ID column of the import template, and 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 and set the Previous Payroll ID Status column to 0 (Unknown)
    TIP: This way, your software 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. You should ensure the Payroll ID column is blank

If you're in any doubt as to whether you should use an existing RTI ID or create 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, templates are included in the CSV Templates folder 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

As well as the standard import options, in Sage 50 Payroll you can import data from Microsoft Excel .XLS files or .CSV files using the Advance Data Import wizard.

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