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Sage 50 Payroll – How to export employee details to Sage 50 templates
Sage 50 Payroll – How to export employee details to Sage 50 templates

Export employee details from Planday to import them into Sage50 templates

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

🎯 For administrators. If you want to know how to Export payroll data to Sage 50 and import Payslips from Sage 50, go to Set up Sage 50 Payroll (formatted export).

Follow the steps below to download the report file with personal and employment data in the format specified by the Sage 50 Employee Details Template and All Employee Header Details Template.

By importing the report into Sage 50, you can populate all the details from Planday into Sage 50 with just a few clicks.

Important note before you begin:

The Sage 50 templates include some required fields with pre-populated values, please make sure that you have these fields created as custom fields in your Planday. The required field names and their values are listed below:

Title: Mr.; Mrs.; Miss.; Ms.; Dr.; Prof.; Sir.; The Rev.; The Hon.;

Marital Status: Single, Married, Divorced, Widowed, Civil Partnership, Other

NI Category: A, B, C, D, E, F, G, J, L, S, X;

Tax Code

Payment Frequency: Weekly, Fortnightly, Monthly

To create these custom fields in the employee form set-up in Planday, follow these steps:

  • Go to Settings > People > Employee form set-up

  • In one of the sections, click on Add field

  • Create the five custom fields and their values as dropdown: Title ; Marital status ; NI Category ; Tax Code ; Payment Frequency

Activate Sage 50 Payroll and configure its settings

To activate Sage 50 Payroll, follow these steps:

In Settings > Integrations > Overview, open the Sage 50 Payroll tile and click on Connect. ⬇️

Choose which employee details template to use: Employee Details template or All Employee Header Details template. Click on the toggles to enable one or both reports (1.).

Then select Show details (2.), on the right-hand side of the header, to open up a new window. This will allow you to configure which fields should be populated in the file.

Under Planday employee fields, you can select or change the Planday fields that should correspond to the fields in the Sage 50 template (3.). Planday has already added some default fields but you should run through the list to verify that everything fits with your account. You can also remove any of the fields by selecting Blank field, in the dropdown.

Note: If you want to restore the default field mapping suggestions, you can click the Reset button, in the bottom. This will reset the fields to the default state and you can choose to do so whenever you need.

To include headers, please make sure the checkbox “Include headers in report” is checked (4.).

Finally, click the Activate button (5.).

Create your own report

You can create your own report(s) based on the Sage 50 template. You can also name them as you prefer and apply different filters to them. To do so:

  • Go to People > Employees > Tools > Export data.

  • Under Integration templates, find the templates with the Sage 50 logo and select Create report (1.).

  • Give your report a name, and select which Departments and Employee types you want to include (2.).

  • Under Filter, you can select to include only newly created, updated, deactivated, or hired employees. The filters are optional (3.).

  • Click on Create (4.)

  • Repeat the process if needed.

Your employee report(s) will appear under Your employee reports.

Download your report(s)

When you are ready to download your Sage 50 employee reports based on the templates, simply follow these steps:

  • Go to People > Employees > Tools > Export data.

  • Find the report you want to download under Your employee reports.
    To make sure the report is in the correct format, you should check for the Sage 50 logo in the top right corner, next to the name of the report, as shown in the screenshot below.

  • If you are using filters ( e.g. Changed employees), click on Edit (1.) and then you'll need to add Start and End dates (2.). This will define the date range for which user creations, changes, hire dates, or deactivations to be included in your report download.

  • Select Download when ready (3.).

  • Your file will start the download to your local machine.

Now that the report is saved, you can revisit it anytime and download it again if necessary. Prior to downloading it again, please ensure that the Start and End dates are correct.

Import the file in Sage50

Note: The import file must not be in use when attempting to upload it into Sage 50.

  • In Sage50, go to File, then Advanced Data Import.

  • Make a backup of your data by clicking Backup, then follow the on-screen instructions.

  • Select the data template you want to import (e.g. Employee Information), then click Next

  • Browse to find the file your want to import and continue

  • Browse to the file that you want to import again and click Next.

  • Select the required worksheet from the Worksheet drop-down list and proceed.

  • In Import Field, select the data field that corresponds with the information in the Payroll Field.
    If you’ve previously saved a payroll import map, click Load Map, then browse to and double click the required map.

  • Click Save Map: find the location, add a file name, and save the map.

  • Then Finish and Print.

  • When you're done click Ok, then Close.


Will new employees created in Planday, automatically be created in Sage50?

No, you will need to do pull a new report and import the new employees into Sage50. The integration only works in one direction, so the new information from Planday will need to be imported into Sage each time.

What will happen if I update an employee’s data in Planday?

You will have to update the two systems independently of one another once an initial import has been done.

What will happen if I deactivate an employee in Planday?

You will also need to deactivate the employee in Sage as well.

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