Data Import option

Summary

How to import employee information and values using the Data Import option 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.

▼ Find out how to use advanced data import

NOTE: You need to close the spreadsheet before you attempt to import it.

Go to File then Advanced Data Import.
To back up your data, click Backup then follow the on-screen instructions.
Select the data template that you want to import then Next.
Go to Browse then browse to the file that you want to import.
Select Next then from the Worksheet drop-down list, select the required worksheet then Next.
In the Import Field, select the data field that corresponds with the information in Payroll Field. I
f you've previously saved a payroll import map, select Load Map then browse to and double-click the required map.
Select Save Map then go to the required location.
In the File name box, enter a file name then select Save.
Go to Finish then Print.
Select OK then Close.

Unable to import CSV file without headers

When you import deduction hours and rates, the import may fail 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 data

TIP: The import process only accepts .CSV files. You can only import an .XLSX file with the advanced data import.

Click File then click Data Import.
Click Import Sage Payroll Data.
To back up your data, click Backup then follow the on-screen instructions.
Select the data template that you want to import then click Next.
Click Browse then browse to the file that you want to import.
Click Finish then click Print.
Click OK then click Close.

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.

Go to File, then Data Import.
Select Import Sage Payroll Data.
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.
Select Next then the template you've used, for example Employee Details.
Select Next then Browse.
Go to the file you'd like to import and select Open.
Select Finish.