If you want to import employee data from Sage HR into Sage 50cloud Payroll, then you can do so by generating a Payroll employee export.

Some of the data on the export columns is collected directly from existing fields on the employee profile. You can see a full list below.

The export also has a built-in functionality that will automatically identify custom fields by their names, and if a custom field's name matches one on this list, it will include the value in the export. You can find a list of custom fields you can set up for your employee exports here.

If you want to make the most out of your employee exports, make sure you have set up all the available custom fields supported by the export and that employees are up to date with their data.

📌TIP: Learn how to set up custom fields for your employees' profiles.

📎NOTE: In order to ensure that fields are correctly identified by the export feature, it will not recognise fields that don't exactly match the expected name, please be careful with spaces and invisible characters.

📎NOTE: In order to successfully import the employee details into Sage 50, not all fields are mandatory. Below, you will find required fields marked with an asterisk. Note that some of these required fields must be added as custom fields.


  • Employee fields supported by the Payroll employee export

(*) mandatory fields on Sage 50cloud Payroll's advanced import

Column name on export

Field on employee profile

Additional info

Title (*)

Title

Forename (*)

First Name

Surname (*)

Last Name

Address 1

Street 1 + Street 2, City, Country

Address 2

Street 1 + Street 2, City, Country

Address 3

Street 1 + Street 2, City, Country

Address 4

Street 1 + Street 2, City, Country

Address 5

Street 1 + Street 2, City, Country

Post Code

Postcode

Telephone Number

Work phone/Home phone

If work phone exists, then work phone will be exported. Else, home phone will be exported

Mobile Number

Mobile phone

E-mail Address

Work email address/personal email address

If work email address exists, then work email address will be exported. Else, personal email address will be exported

Gender (*)

Gender

Format in export will be:

F = Female

M = Male

Marital Status (*)

Marital status

Format in export will be:

Single

Married

Divorced

Widowed

Other

Previous Surname (last surname change old value)

Last Name

Old value of most recent Last Name change on Sage HR

Date of Birth (*)

Date of Birth

Format in export will be:

DD/MM/YYYY

Nationality

Nationality

Contact (emergency contact full name)

Emergency Contact Full Name

Contact Relationship

Emergency Contact Relationship

Format in export will be:

0=Spouse, 1=Parent, 2=Sibling, 3=Child, 4=Friend

Contact Telephone No.

Work phone/Home phone

If work phone exists, then work phone will be exported. Else, home phone will be exported

Contact Address 1

Emergency Contact Address 1 + Address 2, City, Region

Contact Address 2

Emergency Contact Address 1 + Address 2, City, Region

Contact Address 3

Emergency Contact Address 1 + Address 2, City, Region

Contact Address 4

Emergency Contact Address 1 + Address 2, City, Region

Contact Address 5

Emergency Contact Address 1 + Address 2, City, Region

Contact Postcode

Emergency Contact Postcode

Contact Mobile

Emergency Contact Mobile Phone

Contact Email

Emergency Contact Email

Payment frequency (*)

Current salary payment frequency

Format in export will be

Weekly

Fortnightly

Monthly

Annually

Work Start Date (*)

Employment start date

Format in export will be:

DD/MM/YYYY

Work End Date

Employment termination date

Format in export will be:

DD/MM/YYYY

Gross Salary

Current Salary

Job title

Position

Employment Type

Employment status

Format in export will be:

”Full-time” → Full Time

“Part-time” → Part Time

“Contract” → Contractor


Make sure the name of your set up employment statuses on Sage HR match the ones on the left.

Right To Work Confirm Status (*)

Existing document of type “Right to Work”

0 will be exported if no valid document exists. 2 will be exported if valid document exists (permanent or not yet expired).


  • Custom fields on employee profile supported by the payroll export

(*) mandatory fields on Sage 50cloud Payroll's advanced import

Column Name

Field on employee profile

Return Value

Employee Reference (*, mandatory when updating existing employee)

Custom field with the name: Sage 50 Employee Reference

Tax Code (*)

Custom field with the exact same name

NI Category (*)

Custom field with the exact same name

NI Number (*)

Custom field with the exact same name

Starter Form

Custom field with the exact same name

Format in export will be:


0 = None

1 = P45

2 = P46

3 = P46 (Expat)

4 = P46 (Pen)

Make sure your employees have their field filled with the values on the right. You can use the type "dropdown" for this custom field to ensure values are correct.

Works Reference

Custom field with the exact same name

Payment Method

Custom field with the exact same name

Bank Account Number

Custom field with the exact same name

Bank Account Name

Custom field with the exact same name

Bank Account Type

Custom field with the exact same name

Building Soc Number

Custom field with the exact same name

BACS Reference

Custom field with the exact same name

Bank Name

Custom field with the exact same name

Bank Address 1

Custom field with the exact name Bank Address

Bank Address 2

Custom field with the exact name Bank Address

Bank Address 3

Custom field with the exact name Bank Address

Bank Address 4

Custom field with the exact name Bank Address

Bank Address 5

Custom field with the exact name Bank Address

Bank Post Code

Custom field with the exact same name

Bank Telephone

Custom field with the exact same name

Department Reference

Custom field with the exact same name

Cost Centre Reference

Custom field with the exact same name

IBAN

Custom field with the exact same name

BIC

Custom field with the exact same name

Second Bank Account Number

Custom field with the exact same name

Second Bank Account Name

Custom field with the exact same name

Second Bank Account Type

Custom field with the exact same name

Values supported by Sage 50's import:

- Bank Account
- Building Society

You can use the type "dropdown" for this custom field to ensure values are correct.

Second Building Soc Number

Custom field with the exact same name

Second BACS Reference

Custom field with the exact same name

Second Bank Name

Custom field with the exact same name

Second Bank Address 1

Custom field with the exact name Second Bank Address

Second Bank Address 2

Custom field with the exact name Second Bank Address

Second Bank Address 3

Custom field with the exact name Second Bank Address

Second Bank Address 4

Custom field with the exact name Second Bank Address

Second Bank Address 5

Custom field with the exact name Second Bank Address

Second Bank Post Code

Custom field with the exact same name

Second Bank Telephone

Custom field with the exact same name

Second Bank Account IBAN

Custom field with the exact same name

Second Bank BIC

Custom field with the exact same name

Tax Code Effective From Date

Custom field with the exact same name

Format in export must be:

DD/MM/YYYY

Use field of type text instead of date in order to ensure input is in correct format

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