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Set up Sage 50 Payroll (formatted export)
Set up Sage 50 Payroll (formatted export)

Export payroll data to Sage 50 and import Payslips from Sage 50

Anton E avatar
Written by Anton E
Updated over a week ago

🎯 For administrators. If you want to know how to export employee details from Planday into Sage 50 templates, go to Sage 50 – How to export employee details to templates.

If you’re using Sage 50 Payroll to manage your company’s payroll, you can efficiently export your payroll data from Planday and create a payroll report for importing it into Sage 50 Payroll. Additionally, you can import your payslips from Sage 50 Payroll to allow employees to access them through Planday.


Activate payroll export and payslip import for Sage 50 Payroll

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  • Log into Planday and go to the integration page via Settings > Integrations > Overview (1.).

  • Find Sage 50 Payroll, click on Connect (2.), make sure that the option Sage 50 Employee Payment Hours and Rates template & payslips is toggled on (4.) and click on Activate (5.).


Update salary identifiers for your employees in Planday

To update each employee in Planday with their unique salary identifier from your integration, go to People > select and edit employee > Employee Details > Payroll > Salary identifier.

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Add Salary codes in Planday

Planday's Salary codes must match your Sage Payroll Elements. Update Planday with Salary codes to allow Sage to identify which Element the payment will need to go through, by matching up the codes.

Salary codes can be assigned to various components in Planday, including Employee groups, Shift types, Payroll supplements, as well as 'general' salary codes for both salary and hourly pay.

Here are the steps to set up the Salary codes in Planday:

Set the salary code for normal worked hours and monthly salary

First, enter the salary code for normal worked hours and monthly salary in Settings > Payroll > General > Salary codes.

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Assign salary codes to payroll supplements (optional)

If needed, you can also assign salary codes to your existing payroll supplements in Planday. Go to Settings > Payroll > Payroll supplements and edit the payroll supplement you want to apply the salary code for.

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Assign salary codes to shift types (optional)

For those using Planday to register alternate shift types, you can apply salary codes to specific shift types. Go to Settings > Schedule > Shift types and edit the shift type you want to apply the salary code for.

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Assign salary codes to leave policies

Add a salary code to your leave policies so that leave is referenced correctly in the Sage50 formatted export. You can add a salary code to a leave policy under Settings > Leave & Overtime > Policies.


Assign salary codes to employee groups (optional)

If you wish to allocate hours among different employee groups for payroll purposes, you can apply distinct salary codes to different employee groups. Apply salary codes to employee groups in the top menu People > Employee groups > and edit the employee group to enter the salary code.

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Note: The salary code for the Employee group will overwrite the salary code for normal worked hours. As a result, the hours will be recorded under the Employee group, in the CSV or Excel payroll export.


Export Sage 50 Payroll reports from Planday

Note: Before exporting the payroll export file, remember to check up on approved shifts. You can learn more about preparing payroll here.

  • Go to Payroll > Payroll export.

  • Choose date interval.

  • Choose between all employees or only specific employee groups or employees.

  • In the File Format field choose Sage 50 Payroll.

  • Press Prepare report.

  • Save the file on your desktop.


FAQs about the Sage formatted export

The number of hours for holiday is showing 0 for an employee. Why is it so?

This could be because there's no monetary cost associated with the holiday requests. The leave requests need to have a monetary cost for the leave hours to show correctly in the report.

You can check if a monetary cost is applied under Schedule > Leave requests.

  • Make sure that there's an hourly wage set for the employee or a salary.

  • Make sure the monetary payout option is other than "Do not use" in the leave policy's settings


Is it possible to exclude some of the shift types in the Sage50 payroll export?

Yes, it is. You can do this under Settings > Payroll > Prints > Ignore salary codes > Create. Then, insert the shift type’s salary code you want to exclude from the report.


Holiday shows twice for employees on the export. Why?

This can happen if you are using a shift type for holidays in addition to submitting a holiday request because you want to account for holiday costs in the schedule, the holiday will appear twice in the payroll report: once for the shift type and again for the holiday request. To prevent this, please follow these steps:

  • Apply a salary code to the holiday shift type

  • Go to Settings > Payroll > Prints > Ignore salary codes and insert the shift type's salary code that you'd like to ignore.


Import Planday payroll reports into Sage 50 Payroll

  • Log in to your Sage 50 Payroll account.

  • Create a new pay run and import the Sage 50 payroll report you have generated in Planday. Please verify the content in the file before you import it into Sage 50 Payroll.


Import Sage 50 Payroll payslips into Planday

  • Download the PDF file with payslips to your desktop. We recommend you open the file to verify it is the correct data before importing into Planday.

  • Log in to Planday and go to Payroll > Import payslips.

  • Choose start- and end date: enter the same dates as the payslip.

  • Existing payslips: If you have already imported payslips to a given period, you can import additional payslips to that period. You can also overwrite existing payslips to update them with new data.

  • Choose Payslip in Type.

  • Choose the Format Sage 50.

  • Upload the downloaded file of payslips and click import. The payslips will then be available to employees from their Planday account.


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