When you create a new employee in Sage HR Online Services you can import information from there straight into Sage 50cloud Payroll. This means no longer having to manually create them in Sage 50cloud Payroll and entering in their information into relevant fields. You will also soon be able import information for leavers.

We'll explain this new feature and how to import this information in the steps below.

The option for Starters and Leaver is only available if you are using Sage 50cloud Payroll v27.03.211, and if you are using Version 2 of Sage HR Online Services.

To download and install the v27.03.211 update - Read more >

To check what version of Sage HR Online Services you are using - Read more >

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Starters

How to export from Sage HR

  1. In Sage HR Online Services, on the main menu click Company, then click Add.



    Please make sure the email address is correct. We recommend to avoid using capitalisations.

  2. After you click Create account, you are prompted to send the employee record to Sage 50cloud Payroll.


  3. You can fill out these details to be imported in Sage 50cloud Payroll.


If you skip filling out their payroll details, when you click on their profile you will see a message telling you they cannot be found in Sage 50cloud Payroll.

To return to the form click Send employee record to Payroll.


How to import into Sage 50cloud Payroll

  1. Once you have created the employee in Sage HR Online Services, open Sage 50cloud Payroll.

  2. Under Tasks click Import Employee Data.

  3. You are prompted to take a backup, we strongly recommend you do this before continuing on. To take a backup, click Yes.

  4. In Sage 50cloud Payroll the software then communicates with Sage HR Online Services to look for any starter or leaver information.

    To begin the import for the starters information, in the Starters box click Starters to Import.

  5. This shows a list of all the starters ready to be imported.

    In this list you can apply filters and search in it , as well as click on the printer icon to print this list if required.

  6. If you click on the chevron on the employee, this opens up the information for that starter. You can make any amendments to the information here before you import them.

    You should not amend their email address. If you do, you'll need to remove and re-add them again in Sage HR Online Services with the new email address. This is because if you later upload their payslips after changing their email address, a new profile in Sage HR Online Services will be created automatically, rather than linking to the one you created.

  7. To import the employee select the check box next to their name. Alternatively select the check box at the top next to where it says Surname to select all the employees listed.

  8. Click Import.

    If you want to permanently remove employees listed and not import them, click Reject data.

  9. You are asked to confirm you want to continue, click Yes, then click Finish.

  10. Close the Import; Starters window. The Starters box now says Up to Date!

  11. Click Close.

  12. The employee(s) is now listed in you payroll ready to be processed.

Your employee profile in Sage 50cloud Payroll and their profile in Sage HR Online Services will not be linked until you upload their payslips for the first time. It only links if the email address is the same. If they are not, a duplicate employee profile is created with the different email address. Read more >


Leavers

📎NOTE: The ability to export information for leavers is coming soon. Below are the steps on how it will work when available.

How to export from Sage HR

  1. In Sage HR Online Services, you would follow the steps on how to terminate an employee. Read more >

    As part of this option you are presented an option to export termination information over to Sage 50cloud Payroll.


How to import into Sage 50cloud Payroll

  1. Once you have terminated the employee in Sage HR Online Services, open Sage 50cloud Payroll.

  2. Under Tasks click Import Employee Data.

  3. You are prompted to take a backup, we strongly recommend you do this before continuing on. To take a backup, click Yes.

  4. In Sage 50cloud Payroll the software communicates with Sage HR Online Services to look for any starter or leaver information.

  5. To begin the import for the leavers information, in the Leavers box click Leavers to Import.

  6. This shows a list of all the Leavers ready to be imported.

  7. In this list you can apply filters and search in it , as well as click on the printer icon to print this list if required

  8. If you click on the chevron on the employee, this opens up the information for that leaver. You can ake any amendments to the information here before you import them.

  9. To import the employee select the check box next to their name. Alternatively select the check box at the top next to where it says Surname to select all the employees listed.

  10. Click Import.

    If you want to permanently remove employees listed and not import them, click Reject data.

  11. You are asked to confirm you want to continue, click Yes, then click Finish.

  12. Close the Import: Leavers window. The Leavers box now says Up to Date!

  13. Click Close.

  14. The employee(s) is now listed in your payroll with a current status of Leaver.

    If you open their record, on the Employment tab you can see their leave date.

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