Converting Payroll Data

Converting Payroll and TimeCard Data

After upgrading the Payroll module, you must convert your payroll data to the current level. If you upgraded Payroll as part of an overall Sage 100 upgrade, the Payroll data conversion process is automatically started when you convert the rest of your data.

The data conversion program determines whether you need to run the Payroll Conversion Wizard. If the wizard is needed, it automatically opens during the conversion process.

The first time that you run the Payroll Conversion Wizard, you are guided through the following tasks:

Selecting tax groups from the tax calculation engine to replace your existing tax codes. Depending on which tax codes you’re using, the wizard offers suggestions for you to review and update as needed.

If a rate is entered in the Other Local Tax field in Tax Table Maintenance in the company you’re migrating from, you must select a corresponding tax group in the Other Local Tax Group column. This may be the same tax group selected in the Tax Group column, or it may be a different one, depending on the tax group location.
Mapping existing tax codes to new tax profiles. Tax profiles are collections of tax groups that you assign to employees to determine how their taxes are calculated. You can access Tax Profile Maintenance from the wizard to create tax profiles.

After you map the tax codes to the tax profiles, the tax profiles are automatically assigned to employees based on which tax codes were assigned to them in your earlier version of Sage 100.
Selecting filing statuses from the tax calculation engine to replace your existing ones. The filing statuses in the tax calculation engine may differ from the ones that you are using. The wizard offers suggestions when possible for you to review and update as needed.
Mapping department numbers. If you use payroll departments and any of the departments numbers contain special characters, you must enter new department numbers to replace them. Beginning with Payroll 2.0, department numbers can contain only alphanumeric characters.

Post Conversion Tasks

Complete these tasks after converting your Payroll data.

Upgrading from version 2.17

If you’ve upgraded from version 2.17, you may need to update employee records if you were using one of the Tax Calc Override options in Employee Maintenance.

The following override options are no longer available:

Fixed Amount
Percentage of Gross

Also a new option, Add % of Gross, works by calculating a percentage of the gross wages and adding that amount to the withholding amount.

If you were using either of the options that were removed, review any values in the Override Amt and Override % fields to make sure that you're getting the expected results. For more information, see Employee Maintenance - Fields.

Upgrading from a version earlier than 2.17

If you’ve upgraded from a version of Payroll earlier than 2.17, you must complete the following tasks.

Select Payroll > Setup > Earnings Code Maintenance. For each earnings code, select a tax rule. For more information, see Tax Rules for Earnings Codes.
Select Payroll > Setup > Deduction Code Maintenance. For each pension or cafeteria plan deduction code, select a tax rule. For more information, see Tax Rules for Deduction Codes.
Select Payroll > Setup > Company Tax Group Setup. For each tax group that you are using, enter the following information:
- Your tax ID number
- General ledger account numbers
- Any company-specific tax rates
Select Payroll > Main > Employee Maintenance. Enter at least one tax profile for each employee. Depending on the tax groups, you may need to enter a filing status, a Workers’ Compensation code, or other information.
Before processing payroll in your new installation, print tax-related reports and forms in both your new and old installations, and compare them to make sure you're getting the expected results. Examples of reports and forms to include in the comparison are the Quarterly Tax Report, W-2 forms, 941 forms, and any state tax forms.
If you were using the security feature in Department Maintenance, you must recreate the lists of users who can access each department.

Select Payroll > Setup > Department Maintenance. Select a department and click the Security tab. Enter the user logon IDs for the people who should have access to the department. If no use logon IDs are entered, all users will have access to the department.

Changes for TimeCard

If your were using the TimeCard module in your prior version of Sage 100, the new Time Track feature is automatically enabled in Payroll Options.

If employees were entering their Social Security Number in to punch in and out, you'll need to select a different way for them to identify themselves.

The default identification (punch in) method is employee number, but you can change this to badge number and enter badge numbers in Employee Maintenance:

Select Payroll > Setup > Time Track Options. On the Main tab, in the Punch In Method field, select Badge number.
Select Payroll > Main > Employee Maintenance. Select an Employee, click the arrow button in the top-right corner of the window, and then click Time Track.
In the Employee Time Track Settings window, enter a badge number for the employee and repeat for other employees who will use the Punch In/Out window.

Note If you select Badge No. as the punch in method in Time Track Options, employees will not be able to punch in or out until they have a badge number entered in Employee Maintenance.

Payroll Status Check

After you've completed the post-conversion tasks, run the Setup Utility utility. This utility checks your records to find issues that will cause errors when processing payroll.

To run the utility, select Payroll > Utilities > Payroll Status Check, and then click Run Tests. If "Warning" or "Errors" appears in any Status field, click in the field to view a list of affected records and problem descriptions.