Payroll integration settings for timesheet and expense claims
Use the Payroll settings if you want to integrate your employee records in Sage Payroll with Project Accounting. You can import details of your Payroll employees so that they can enter timesheets and expense claims, and post the transactions back to Payroll. Payments are then made from the Sage Payroll programme.
When you integrate with Payroll, you can choose different display settings within Project Accounting on the Timesheet entry settings tab. If you select pay rate type Salary, you should clear the Display pay rate value check box as this ensures that the salary value used in calculations is from Payroll.
To specify Payroll integration settings
Open: Project Accounting > Utilities > System Setup > Timesheet and Expense Claims Settings | Payroll.
Select from the following settings:
If you have already set up connections to Payroll databases, the connections will be displayed in the list.
Note: If you delete a connection, any resources that you have imported from that Payroll database cannot be synchronised or have transactions posted to Payroll.
To create a new connection:
- Click New.
- Enter a Connection name and Description for the connection. The name can be anything you want, it does not have to match the Payroll company name.
- The connection type is the type of payroll database containing the information. For Sage Payroll databases, use Sage payroll integration provider.
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In the Connection data section, enter the details for the connection. The details required will depend on the type of connection.
Database Location
Enter the location of the payroll database or use the Browse button to locate it.
For Sage Payroll databases, this is the path to the MDB file for relevant payroll database.
Workgroup Path
Enter the location of the Secure.mdw file. This is a Microsoft Access Workgroup Security file. This file is used to connect Sage 200 to the payroll database.
For Sage Payroll this is installed in the same location as the Sage Payroll program. (The default installation location is C:\ProgramData\Sage\ Payroll.
- Click OK to add the new connection.
Select Prompt for Payroll Synchronisation if you want to receive a prompt when Sage 200 needs to access your Payroll database, and update the corresponding details. You will be asked to enter your Payroll login details.
You must keep your resource data in Payroll in line with the same data in Project Accounting. If you select this, then whenever Sage 200 wants to synchronise your project resource data with the data in Payroll, it will prompt you to do so.
If you do not select this, you must synchronise this data manually by selecting the Resources window and select Synchronise.
Note: This setting applies to all integrated Payroll companies.
Select Accumulate Payments to add the hours entered on new timesheets posted into Payroll to those already logged for the same pay period.
If this is not selected, the hours on new timesheets posted into Payroll replace any already recorded for the same pay period.
Note: If you accumulate payments, you must run the Reset Payments wizard in Sage Payroll at the end of each week's posting, before making postings for the following week. If you do not do this, the hours and/or rate accumulated for the following week will not be accurate.
When you synchronise Sage 200 with your Sage Payroll program, the Pay Elements for your employees are transferred to Sage 200. The Pay Elements are given numeric codes in Sage 200.
Sage 200 can use a maximum of 999 numeric codes. If you have more than 999 Pay Elements in your Sage Payroll Program, you must convert your Pay Elements to alphanumeric codes in Sage 200.
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Select Use Extended Pay Rate Types if you have (or know you are going to use) more than 999 Pay Elements in your Sage Payroll program.
This converts the Pay Elements to alphanumeric codes.
Note: Due to this conversion, the codes in Sage 200 may not exactly match the pay element code in your Sage Payroll program.
- Do not select this if you have less than 999 Pay Elements in your Sage Payroll program.