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Data Import option

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Summary

How to import employee information and values using the Data Import option in Sage 50 Payroll.

Description

The data import options allow you to import information into Sage 50 Payroll. To learn more about what you can import, visit the information you can import to Sage 50 Payroll article.

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

Resolution

Important information

When you're using data import to create new employee records, take care with employees' RTI numbers. You can't change the RTI ID after you import the employee's details.

If you're using data import to create new employee records, ▼ read our RTI ID advice before you proceed.

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

  • Where you're importing new starters to the business, leave the Payroll ID column blank. Your software creates a new unique RTI Payroll ID automatically
  • 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.

Company status change, PAYE Reference change, or TUPE transfer

  • 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, 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.

NOTE:

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

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

Advanced data import

In Sage 50 Payroll you can import data from your own spreadsheets, instead of using the CSV templates included with your software.

This includes Microsoft Excel .xlsx files or .CSV files.

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.

To find out more, visit the Advanced Data Import article.

Unable to import CSV file without headers

When you import deduction hours and rates, the import sometimes fails due to problems with the headers in the CSV file

To resolve this, add the following headers to the CSV file:

  • Employee Reference
  • Deduction Reference
  • Hours
  • Rate

Import your data

Follow the steps below to import your data. Before you follow this process, ensure the file you want 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.

    CAUTION:

    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 select the template you used, for example Employee Details.
  5. Select Next then Browse.
  6. Go to the file you want to import and select Open.
  7. Select Finish.

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