Sage 300 ERP Payroll Sage HRMS Link Integration Guide. April 2014

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1 Sage 300 ERP Payrll Sage HRMS Link Integratin Guide April 2014

2 This is a publicatin f Sage Sftware, Inc. Dcument versin: April 16, 2014 Cpyright Sage Sftware, Inc. All rights reserved. Sage, the Sage lgs, and the Sage prduct and service names mentined herein are registered trademarks r trademarks f Sage Sftware, Inc. r its affiliated entities. All ther trademarks are the prperty f their respective wners. Yur use f this dcument and the Sage prduct(s) described herein is gverned by the terms and cnditins f the Sage End User License Agreement ("EULA") r ther agreement that is prvided with r included in the Sage prduct. Nthing in this dcument supplements, mdifies r amends thse terms and cnditins. Except as expressly stated in thse terms and cnditins, the infrmatin in this dcument is prvided by Sage "AS IS" and Sage disclaims all express, implied r statutry warranties f any kind, including but nt limited t the warranties f merchantability, fitness fr a particular purpse r f nn-infringement. N implied license is granted t yu under any Sage intellectual prperty r trade secret right. Sage reserves the right t revise, supplement, r remve infrmatin in this dcument at any time withut ntice t yu r thers. Sage End User License:

3 Table f Cntents Overview... 4 Sage HRMS fr Sage 300 ERP Payrll... 4 Set Up Sage HRMS with Sage 300 ERP... 4 Steps t Prcess an Integrated Payrll... 5 Setting Up Sage HRMS Link... 6 Setting up Sage HRMS Link... 6 Using Database Cnfiguratin t Specify the Sage HRMS Database... 7 Using Emplyer Cnfiguratin t Link Organizatins... 7 Using Emplyee Cnfiguratin t Map Emplyee Recrd Fields... 8 Demgraphics... 8 Class... 8 Cst Center... 9 Earning Cdes Deductin/Benefit Calculatin Type Values Advance Expense Reimbursement Accrual Accrual Shift Differential Schedule Distributin Cdes Transferring Emplyee Infrmatin with Sage HRMS Link Supprt and Resurces Sage 300 ERP t Sage HRMS Link Integratin Guide iii

4 Overview The Sage HRMS slutin ffers cmprehensive payrll prcessing, training, and benefits administratin t ensure yur readiness t tackle challenging HR issues. Sage HRMS fr Sage 300 ERP Payrll Sage HRMS fr Sage 300 ERP Payrll includes: Sage HRMS, a pwerful slutin fr managing critical emplyee infrmatin. Ideal fr businesses f any size, Sage HRMS helps yu manage yur cmpany s benefits prgrams with cmprehensive benefits administratin tls, track and prepare reprts t ensure gvernment cmpliance, and electrnically stre emplyee frms and certificates. Sage HRMS Time Off, fr tracking emplyee absences and leave accruals. Its flexibility allws yu t define absence cdes, handle the Family and Medical Leave Act (FMLA), and manage accruals and carry-vers. Designed t meet all yur attendance tracking needs, Sage HRMS Attendance ffers cmplete flexibility in handling all types f attendance plans and emplyee time ff. Sage HRMS Train, a skills-based training management system used t define specific training needs, prepare cmpliance reprts, and ensure certificatins are cmpleted ntime. In additin, it helps define training requirements fr new emplyees based n their current skill sets and autmatically updates emplyee "Skills Prfiles" upn cmpletin f new curses. Sage Emplyee Self Service, the web-based emplyee self-service slutin fr Sage HRMS. The package includes the Emplyee Self Service functinality and Benefits Enrllment. Sage HRMS Link, fr transferring emplyee data and earnings, deductins, and benefits infrmatin frm Sage HRMS t Sage 300 ERP Payrll. Set Up Sage HRMS with Sage 300 ERP Yu shuld install and set up Sage 300 ERP and Sage HRMS cmpnents in rder nted belw. These steps are listed in greater detail in the secnd sectin f this guide. Yu must install Sage 300 ERP and Sage HRMS befre yu can install Sage HRMS Link. Install, activate, and set up Sage 300 ERP mdules Sage 300 ERP U.S. Payrll r Canadian Payrll must be installed. Yu must activate Payrll befre yu can activate the Sage HRMS Link. Fr full functinality, Optinal Fields must be activated Add earnings, deductins, and benefit cdes in payrll, fllwing the guidelines in Chapter 2 f this guide. Sage 300 ERP t Sage HRMS Link Integratin Guide 4

5 Nte: Yu add emplyees in Sage HRMS, and then transfer them t Sage 300 ERP Payrll after setting up the Sage HRMS Payrll Link. If yu already have emplyee recrds in Sage 300 ERP Payrll, yu can use the Payrll Link mdule (a separate mdule fr HRMS) t imprt emplyees int Sage HRMS. Steps t Prcess an Integrated Payrll Once yu have set up Sage HRMS and Sage 300 ERP, fllw these steps each time yu prcess payrll: 1. Add r update emplyee recrds in Sage HRMS. 2. Use the Sage HRMS Link prcess in Sage 300 ERP t update Sage 300 ERP Payrll with new r changed emplyee recrds. 3. Add timecards, if necessary, in Sage 300 ERP. 4. Calculate the payrll in Sage 300 ERP Payrll. 5. Print the pre-check register in Sage 300 ERP. 6. Print and pst payrll checks in Sage 300 ERP. 7. Use the Sage HRMS Link prcess t bring Absence Transactins frm Sage 300 ERP payrll t Sage HRMS. Sage 300 ERP t Sage HRMS Link Integratin Guide 5

6 Setting Up Sage HRMS Link This sectin prvides the detailed steps fr setting up the Sage HRMS Link fr Sage 300 ERP. Nte: Setting up the Sage HRMS Link fr Sage 300 ERP is nly a small part f the verall setup prcess. Yu first have t set up Sage 300 ERP Payrll and Sage HRMS. Befre yu start, yu must install and set up: Sage 300 ERP Payrll either U.S. Payrll and/r Canadian Payrll. Sage HRMS. Refer t the dcumentatin n the Sage HRMS prduct dcumentatin website fr additinal infrmatin. Imprtant! If yu have just installed U.S. r Canadian Payrll, read the ntes in this chapter n setting up benefits and accruals befre setting them up in Sage 300 ERP. Setting up Sage HRMS Link After setting up Sage HRMS and Sage 300 ERP Payrll, fllw these steps t install and set up the Sage HRMS Link. Depending n yur needs, this prcess can change, but the general prcedure fr setting up Sage HRMS Link is as fllws: 1. Install and activate the Sage HRMS Link. Once activated, the mdule will appear n the Sage 300 ERP Desktp as Sage HRMS Link. 2. Chse Database Cnfiguratin frm the Sage HRMS Setup flder t specify the name f the Sage HRMS database 3. Chse Emplyer Cnfiguratin t link yur Sage 300 ERP Payrll system t an rganizatinal level in Sage HRMS. 4. Chse Emplyee Cnfiguratin t map fields in Sage 300 ERP Payrll emplyee recrds t fields in Sage HRMS. 5. Use the Sage HRMS Prcess frm in the Sage HRMS Link t transfer emplyee infrmatin frm Sage HRMS t Sage 300 ERP Payrll. 6. After cmpleting setup, yu can prcess payrll. Nte: If emplyee recrds exist in Sage 300 ERP Payrll befre yu add them t Sage HRMS, yu must make sure that yu use the same emplyee ID in Sage HRMS that yu use in Sage 300 ERP Payrll. Otherwise, yu may have tw recrds fr the same emplyee when yu transfer the emplyee recrds. Sage 300 ERP t Sage HRMS Link Integratin Guide 6

7 Using Database Cnfiguratin t Specify the Sage HRMS Database Yu must use Database Cnfiguratin t specify the Sage HRMS database befre yu can run Emplyer Cnfiguratin r Emplyee Cnfiguratin. 1. Chse Database Cnfiguratin frm the Sage HRMS Setup flder. 2. Enter the SQL Server instance name r select it frm the drpdwn list beside Sage Abra HRMS SQL Server Name. 3. Enter the name f the Sage HRMS database. This will be the name assigned t the live HR data upn installatin f Sage HRMS. 4. Enter the SQL Database User name and Passwrd. The SQL passwrd must nt start r end with a space. 5. Click Test Cnnectin t ensure that the Sage HRMS Link is cnnected t the Sage HRMS database. If Test Cnnectin fails, the abve steps must be verified fr accuracy befre the system will allw the data t be saved. Using Emplyer Cnfiguratin t Link Organizatins Yu must cmplete Database Cnfiguratin befre yu can use the Emplyer Cnfiguratin and Emplyee Cnfiguratin frms. 1. Chse Emplyer Cnfiguratin frm the Sage HRMS Setup flder. Yu must cmplete Database Cnfiguratin befre yu can cntinue t Emplyer cnfiguratin and Emplyee Cnfiguratin. Nte: The payrll tab n the Emplyer Cnfiguratin screen depends n which payrll mdule (U.S. r Canadian) yu have activated fr the Sage 300 ERP database. 2. Select the Use Interface check bx t activate a cnnectin t the Sage 300 ERP Payrll mdule. Yu can uncheck this bx t temprarily disengage integratin fr maintenance r fr ther purpses. 3. In the Link Payrll Cmpany t <Canadian r U.S.> Payrll field, select the rganizatinal relatinship between Payrll and HRMS. Yu can chse any Organizatin Level set up in Sage HRMS Enterprise Setup, but, typically, yu wuld chse Emplyer t assciate a Sage HRMS emplyer with a cmpany in Sage 300 ERP Payrll. Nte: If yu chse Emplyer, the last field Sage HRMS Org. t <Canadian r U.S.> Payrll will nt appear n the Emplyer Cnfiguratin frm. 4. Fr Sage HRMS Emplyer t <Canadian r U.S.> Payrll, select the Sage HRMS emplyer r cmpany that huses the emplyees yu want t pay. 5. Fr Sage HRMS Org. t <Canadian r U.S.> Payrll, select the HRMS rganizatin with the emplyees that yu want t pay. Sage 300 ERP t Sage HRMS Link Integratin Guide 7

8 Using Emplyee Cnfiguratin t Map Emplyee Recrd Fields Yu must cmplete Database Cnfiguratin and Emplyer cnfiguratin befre yu can use the Emplyee Cnfiguratin frm. The Emplyee Cnfiguratin setup frm lets yu map emplyee recrd fields in Sage 300 ERP Payrll t fields in Sage HRMS, accrding t payrll Prfile IDs. The Payrll Mdule descriptin will be either Canadian Payrll r U.S. Payrll, depending n which payrll mdule is activated. If bth Canadian and U.S. Payrlls are activated, yu have t select the payrll mdule that yu wish t integrate with each Prfile ID. 1. Chse Emplyee Cnfiguratin frm the Sage HRMS Setup flder. 2. Click n the G buttn r press F7 t display the Payrll fields n the Emplyee Cnfiguratin frm. The Sage 300 ERP Payrll fields that display may need t be mapped t apprpriate Sage HRMS fields. 3. Duble-click the cell fr the Sage HRMS Field clumn t display the drp-dwn list f fields that can be selected fr mapping. The drp-dwn list displays fields frm Sage HRMS r frm any f the user-defined fields frm nn-multiple recrd Custm Detail windws in Sage HRMS. Custm Panels are created under System > Design Custm Details, in Sage HRMS. 4. Chse each tab, in turn, t map data frm Sage HRMS t Sage 300 ERP Payrll. Guidelines fr cnfiguring the varius Emplyee Cnfiguratin pages are prvided belw. Demgraphics The Demgraphics Cnfiguratin page includes the fllwing frm the Sage 300 ERP Payrll Emplyee frm: All fields frm the Demgraphics windw. Sme fields frm the Class windw. All fields frm the Other windw. Sme fields frm the Pay windw. Mapping tables are prvided in the Sage 300 ERP Help with infrmatin fr mapping sme f the Demgraphics Cnfiguratin fields. Certain rules are static and are nt shwn in the mapping tables. Fr example, Last Name in Sage 300 ERP Payrll transfers directly frm Last Name in Sage HRMS. Class In Sage 300 ERP Payrll, yu can set up classes and crrespnding Class cdes t be used fr srting and selecting data. Up t fur Classes can be setup in Sage 300 ERP Payrll. Each Class can have an unlimited number f Class Cdes. Sage 300 ERP t Sage HRMS Link Integratin Guide 8

9 Class Cdes can be assigned t each emplyee, and then used fr srting and selecting data. Fr example, Class 1 may be setup as an ffice lcatin with crrespnding Class Cdes f East Side Lcatin, Central Office, and West Side Lcatin. Then, data can be srted t identify emplyees wrking in the Central Office by selecting the Central Office class cde in the Class 1 field. There are n standard settings in Sage HRMS similar t the Sage 300 ERP Payrll Class Cdes. As such, Sage 300 ERP Payrll Class Cdes must be mapped t user-defined cde tables, and then each Class Cde can be mapped t the crrespnding cde frm the selected Sage HRMS cde table. Nte: If Sage 300 ERP Payrll Class des nt cntain any class cdes, the class will nt be shwn. Cst Center The Sage 300 ERP Payrll Cst Center tab allws yu t specify General Ledger accunt segments fr each emplyee. The segments specified will be used as the default accunt segments when payrll transactins are psted in General Ledger. An example f a cmmn accunt segment setup is shwn belw: Accunt segments set up by department cdes 100, 200, 300, and 400. G/L accunts fr 6720 Wages and benefits are set up as fllws: Wages and benefits, dep Wages and benefits, dep Wages and benefits, dep Wages and benefits, dep 400 On the Cst Center tab f the Emplyee Cnfiguratin frm, department cdes can be assigned t each emplyee. An emplyee wh wrks in department 100 will be assigned segment cde "100" in the Department segment; an emplyee wh wrks in department 200 will be assigned segment cde "200" in the Department segment, and s n. As a result, when payrll transactins are psted in General Ledger, the 6720 expense accunt will be verridden with accunt fr all emplyees wh wrk in department 100; fr all emplyees wh wrk in the department 200, and s n. Based n the Payrll Cst Center's setting: If, in the payrll mdule (U.S. r Canadian), Use Cst Center Override is nt selected, the Cst Center page n the Emplyee Cnfiguratin frm will be hidden. If, in the payrll mdule, Use Cst Center Override is selected, but Nne is selected fr the Use Cst Center Override in Accunts field, the Cst Center page n the Emplyee Cnfiguratin frm will be hidden In all ther situatins (when yu select Use Cst Center Override and Override Expense Accunts r Override Expense and Liability Accunts), the Cst Center page will be displayed. Als, yu will have a chice t map Payrll segments t Organizatin Cdes frm HRMS r t user-defined tables. After selecting an rganizatin cde r a user-defined table, yu must map each individual segment t the value f the rganizatin cde table r user-defined table. Sage 300 ERP t Sage HRMS Link Integratin Guide 9

10 Earning Cdes Three earning cde types can be mapped. These are listed belw alng with the mapping settings fr each. Earning cde types ther than these cannt be mapped. Salaried Categry is "Earning" Type is "Salary & Wages" "Nn-Peridic Payment" is un-checked Emplyee Calculatin Methd is set as ne f the fllwing: Flat Fixed Sage HRMS selectins include: Salaried User-defined Emplyment Fields (Nte: Only numeric data can be prcessed.) User-defined Pay Fields (Nte: Only numeric data can be prcessed.) Hurly Categry is "Earning" Type is "Salary & Wages" "Nn-Peridic Payment" is un-checked Emplyee Calculatin Methd is set as ne f the fllwing: Hurly Rate Amunt per Hur Sage HRMS selectins include: Hurly User-defined Emplyment Fields (Nte: nly numeric data can be prcessed) User-defined Pay Fields (Nte: nly numeric data can be prcessed) Bnus Amunt Categry is "Earning" Type is "Salary & Wages" "Nn-Peridic Payment" is un-checked Emplyee Calculatin Methd is set as ne f the fllwing: Flat Fixed Sage HRMS selectins include: Bnus User-defined Emplyment Fields (Nte: nly numeric data can be prcessed) User-defined Pay Fields (Nte: nly numeric data can be prcessed) Ntes: The prgram adds a default value fr the field All Sage HRMS Cdes Map T One Dist. Cde when yu select a value (except Nne) fr Sage HRMS and the value f fields All Sage HRMS Cdes Map T One Dist. Cde and Distributin Cde Maps T are empty. The default value is the first distributin cde in the drp dwn list related t the Payrll Earning cde. Sage 300 ERP t Sage HRMS Link Integratin Guide 10

11 If Nne is selected fr Sage HRMS, the value f the fields Distributin Cde Maps T and All Sage HRMS Cdes Map T One Dist. Cde will default t Nne and N/A, respectively. Als, the fields Cnversin Factr, Dist Cde Maps T, and All Sage HRMS Cdes Map T One Dist. Cde cannt be edited until a value ther than Nne is selected fr Sage HRMS. When the value f ne f the distributin cde fields (fr example, the Dist. Cde Maps T r All Sage HRMS Cdes Map T One Dist. Cde field) is changed, the value f the ther distributin cde field will autmatically reset t the default value fr the distributin cde mapping recrd related t the Sage 300 ERP Payrll Earning cde. If Sage 300 ERP Payrll Class des nt cntain any class cdes, the class will nt be shwn. Deductin/Benefit All Payrll Deductin and Benefit cdes can be mapped. Yu can select frm the fllwing three Sage HRMS mapping ptins t map the deductin and benefit cdes: Benefit Type Benefit Cde User Defined Benefits are set up differently in Sage HRMS frm the way they are set up in Sage 300 ERP Payrll. In Sage HRMS, emplyer and emplyee prtins f a benefit premium are setup in ne place (Insurance Benefits table). In Sage 300 ERP Payrll, the emplyer and emplyee prtins f a benefit premium are set up twice: the emplyer prtin as a Payrll Benefit, and the Emplyee prtin as a Payrll Deductin; r, are set up nce as a Payrll Deductin. Therefre, the emplyer prtin f the HRMS benefit can be mapped t Payrll earnings categrized as Benefits r Deductins; and, the emplyee prtin f the HRMS benefit can be mapped t the Payrll deductins (in the Deductins categry). If the Sage 300 ERP Payrll earnings are set up in the Deductins categry, the ptins fr the field "Calculatin Type" are: D nt Calculate Emplyee Only Emplyer Only Bth Calculate If the Sage 300 ERP Payrll earnings are set up in the Benefits categry, the ptins fr the field Calculatin Type are: D nt Calculate Emplyer Only Sage 300 ERP t Sage HRMS Link Integratin Guide 11

12 Calculatin Type Values Fr the field Emplyer Prtin Calculatin Type, if yu selected Other Calculated Amunt Field, yu must prrate ne pay perid's amunt based n the crrespnding emplyee's benefit cde pay frequency. Als, this field cannt be edited if yu use a User-defined field t map the Payrll Deductin/Benefit Cde, r if yu use Benefit Type r Benefit Cde fr mapping, but nly calculate emplyee prtin. The prgram adds a default value fr the field All Sage HRMS Cdes Map T One Dist. Cde when yu select a value (except Nne) fr Sage HRMS, select a value (except D nt Calculate) fr Calculatin Type, and the value f fields All Sage HRMS Cdes Map T One Dist. Cde and Distributin Cde Maps T are empty. The default value is the first distributin cde in the drp dwn list related t the Payrll Deductin/Benefit cde. If Nne is selected fr Sage HRMS r D nt Calculate is selected fr Calculatin Type, the value f the fields Distributin Cde Maps T and All Sage HRMS Cdes Map T One Dist. Cde will default t Nne and N/A, respectively. Als, the fields Cnversin Factr, Dist Cde Maps T, and All Sage HRMS Cdes Map T One Dist. Cde cannt be edited until a value ther than Nne is selected fr Sage HRMS and a value ther than D Nt Calculate is set fr Calculatin Type. When the value f ne f the distributin cde fields (fr example, the Dist. Cde Maps T r All Sage HRMS Cdes Map T One Dist. Cde field) is changed, the value f the ther distributin cde field will autmatically reset t the default value fr the distributin cde mapping recrd related t the Sage 300 ERP Payrll Earning cde. Advance Yu can map all Sage 300 ERP Payrll Advance cdes t fur User-defined Emplyment fields and fur User-defined Pay fields f Sage HRMS. The mapping rules applicable t ther fields and distributin cdes are the same as thse fr Earning Cdes. Expense Reimbursement Yu can map all Sage 300 ERP Payrll Expense Reimbursement cdes t fur User-defined Emplyment fields and fur User-defined Pay fields f Sage HRMS. The mapping rules applicable t ther fields and distributin cdes are the same as thse fr Earning Cdes. Accrual Yu can map all Sage 300 ERP Payrll Accrual cdes t generate Time Cards. Users can use Time Cards in Sage 300 ERP Payrll t enter Attendance / Absence Transactins. An example f an absence transactin might be vacatin taken r sick days. In Sage HRMS, when users add an absence transactin fr an emplyee, they must indicate the day the absence ccurred and the number f hurs taken. When Sage HRMS Link Prcess runs, all absence transactins that ccurred during the transferred perid will be transferred t Time Cards in Sage 300 ERP Payrll. The mapping rules applicable t ther fields and distributin cdes are same as thse applicable t Earning Cdes. Sage 300 ERP t Sage HRMS Link Integratin Guide 12

13 Absence Transactins In Sage 300 ERP Payrll, yu d nt adjust the regular amunt f hurs wrked if an absence transactin ccurred. Sage HRMS Payrll des nt supprt generating payment-type time cards; nly accrual-type time cards can be generated. Yu must specify the Sage HRMS Absence Reasn Cde and the Sage HRMS Attendance Plan Cde at same time t generate Time Cards accurately. The Absence Reasn Cde is used by Sage HRMS Link t get absence transactins infrmatin frm Sage HRMS. The Attendance Plan Cde is used by Sage HRMS Link t get the attendance infrmatin frm Sage HRMS (fr example, Year Carry-Over, Accrued, and Hurs Available). If yu nly want Sage HRMS t transfer accrual recrds t Sage 300 ERP Payrll and will enter time absent int Sage 300 ERP Payrll directly, select Nne in the HRMS Absence Reasn Cde clumn. Otherwise, select the crrespnding Absence Cde. Shift Differential Schedule Shift Differential Schedules exist in bth the Sage HRMS and Sage 300 ERP Payrll applicatins. Hwever, the cnfiguratins f shift differential schedules are different in each applicatin. In Sage 300 ERP Payrll, yu can set up an unlimited number f schedules. Each schedule can have up t 4 shifts. Fr each shift yu can specify a differential rate (an amunt per hur paid in additin t the regular pay). In Sage HRMS, there is nly ne schedule (specified in the Shift Differential Cdes cde table). In the schedule, yu can create an unlimited number f shifts. Fr each shift, yu can enter a differential rate (amunt r percentage per hur). The Sage 300 ERP Payrll Shift Differential Schedule and related shifts can be mapped t the fllwing fur types f cdes in Sage HRMS: HRMS Shift Differential Cdes Fur User-defined Emplyment fields Fur User-defined Pay fields User-defined Cde Table Ntes: Yu can specify a differential rate in bth the Sage HRMS and Sage 300 ERP Payrll applicatins. Hwever, when yu map each Sage 300 ERP Payrll shift t a Sage HRMS shift, the differential rate assigned t the Sage 300 ERP Payrll shift will be used. In Sage HRMS, yu can select a shift fr an emplyee and then change the shift premium specifically fr this emplyee (n the Current Pay frm). This change will nt be available in Sage 300 ERP Payrll nce Sage HRMS Link Prcess runs. The differential rate assigned t the mapped shift in Payrll will be used in the emplyee's pay calculatins. In ther wrds, differential rates in HRMS entered fr Sage 300 ERP t Sage HRMS Link Integratin Guide 13

14 emplyees are ignred in Payrll calculatins. Payrll will use the differential rates entered in Payrll fr the mapped HRMS Shifts. On the Shift Diff. Schedule tab, the Sage HRMS Cde field drp dwn list des nt display shift cdes previusly used. If yu want t select a cde that has already been used, yu must first release the cde by selecting Nne in the cell where it was previusly selected. Distributin Cdes Yu can map specific Sage 300 ERP Payrll distributin cdes t each HRMS Org. Value. T d this, select an rganizatinal level (Divisin, Department, Lcatin r whatever yu have set up in Sage HRMS) frm the Dist. Cde Maps T field. Yu can als assign t have all HRMS cdes mapped t ne Payrll distributin cde. T d this, simply select a field frm the All Sage HRMS Cde Map t One Dist. Cde clumn. Nte: In HRMS, if an emplyer has n cdes at the emplyer level, all cdes default t the enterprise level. Hwever, if an emplyer has nly ne cde at the emplyer level, nly that cde will be available fr selectin in the drp dwn list(s). Transferring Emplyee Infrmatin with Sage HRMS Link Once yu have set up the database cnnectin between Sage HRMS (HR) and Sage 300 ERP Payrll (Payrll) via the Database Cnfiguratin page, and have cmpleted the mapping prcess n the Emplyer and Emplyee Cnfiguratin pages, yu can transfer emplyee infrmatin frm HRMS t Payrll. T d this, cmplete the fllwing steps: 1. Chse HRMS Link Prcess frm the Sage HRMS Link directry. This displays the Sage HRMS Link Prcess frm fr selecting emplyee recrds t be transferred frm HRMS t Payrll. Nte: Only ne user can access the Sage HRMS Link Prcess at a time. When Sage HRMS Link Prcess is pen, n cnfiguratin frms can be pened, r cnfiguratin changes saved. 2. Use the Finder t select the Prfile ID frm which yu wish t transfer emplyee recrds, and then click the Get Emplyee buttn t display a list f the emplyees t be transferred. Yu can change the emplyee selectin by selecting r clearing the emplyee status bxes at the tp f the frm, by selecting a specific pay frequency, by selecting a specific Organizatin Level, by selecting a specific Organizatin Cde, and/r by setting a specific Emplyee ID range. Yu can als select r de-select emplyee recrds fr prcessing withut changing the verall selectin criteria by changing the value f the cells in the Include clumn t Yes t include the item r N t exclude the item. Sage 300 ERP t Sage HRMS Link Integratin Guide 14

15 3. Three check bxes in the Prfile allw yu t Calculate Accruals fr Salaried Emplyees, Overwrite Distributin Cdes, and Overwrite Payrll Pay Frequencies. Yu can define whether t transfer an emplyee as Hurly regardless f HRMS setting by checking r un-checking the Calculate Accruals fr Salaried Emplyees bx. Fr example, yu can transfer the hurly rate f a salaried emplyee t Sage 300 ERP Payrll by checking the bx. Als, yu can decide whether t verwrite the existing Distributin Cde while updating existing recrds in Sage 300 ERP Payrll by checking r un-checking the Overwrite Distributin Cdes bx. In additin, yu can decide whether t Overwrite Payrll Pay Frequencies by checking r un-checking the bx. HRMS supprts 4 pay frequencies (Bi-Weekly, Mnthly, Semi-Mnthly, and Weekly), while Sage 300 ERP Payrll supprts 5 additinal specific pay frequencies (Daily, 22 per, 13 per, 10 per, and Quarterly). Say, fr example, existing pay frequency is Daily in Sage 300 ERP Payrll, if yu check the bx, the prgram will verwrite the existing pay frequency (Daily) with whatever the value it retrieved frm HRMS setting; therwise, the prgram will nt update the existing 5 specific pay frequencies. 4. Select the benefits that yu want t include r exclude in the Benefit sectin at the bttm f the screen. 5. When yu are ready t transfer emplyees, click the Prcess buttn. 6. After the transfer is cmplete, the transferred data will appear n screen fr review. 7. Click the Print buttn t print a reprt f this data. 8. After reviewing the reprt, click Update t cmplete the prcess and transfer the data t payrll. 9. After updating Payrll, yu can print a reprt f the update results which will shw what was updated and any errrs that ccurred during the update. Als, yu can: View the updated emplyee recrds in Sage 300 ERP Payrll. Exprt the reprts t a file t keep a lg f all infrmatin that yu have transferred. 10. Yu can als transfer absence transactins frm Sage 300 ERP Payrll t HRMS by creating Accrual payuts. After the accrued payrll is psted, select the desired emplyees and then click Transfer Time Taken. Nte: If emplyee recrds already exist in Sage 300 ERP Payrll, yu must make sure that yu use the same emplyee ID in Sage HRMS that yu use in Sage 300 ERP Payrll. Otherwise, yu may have tw recrds fr the same emplyee when yu transfer the emplyee recrds frm Sage HRMS t Sage 300 ERP Payrll. Sage 300 ERP t Sage HRMS Link Integratin Guide 15

16 Supprt and Resurces Sage strives t prvide yu with the best help and supprt in the industry. If yu have a questin, we're here t help! Help and dcumentatin: Many answers t cmmn questins can be fund in the Help and dcumentatin included with Sage HRMS. Custmer Supprt: Fr knwledgebase articles and resurces such as live chat, visit r cntact Sage HRMS Custmer Supprt at (US) r (Canada). Sage 300 ERP t Sage HRMS Link Integratin Guide 16

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