Upgrading the Payroll Module

This article describes the steps to complete if you're upgrading from an earlier version of the Payroll module.

Install the Payroll Module

The first step in upgrading your existing Payroll module is the same as installing a new instance. Follow the instructions in the Installing Payroll article, and then complete the post-installation tasks in the following sections.

Post-Installation Tasks

Complete these tasks after installing the Payroll module:

• Make a copy of the MAS90 folder in which Sage 100 is installed. The backup will be useful if you need to reverse any changes; you may be able to do so without reinstalling Payroll.

• Converting Your Payroll Data

• Complete the Post-Conversion Tasks

• Run Payroll Status Check Tests

Converting Your Payroll Data

Convert your data for any company that includes Payroll. 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.

To convert your payroll data

1. Select Library Master > Main > Company Maintenance.

2. Select a company.

3. Click Convert.

4. If the Payroll Data Conversion Wizard automatically starts (depending on what version of Payroll you were previously using), proceed through the wizard to complete the conversion process.

5. Convert data for additional companies as needed.

Post-Conversion Tasks

Complete these tasks after converting your Payroll data.

Upgrading from Version 2.19 or later

• Make sure you have the latest payroll tax update. A message appears the first time that you access a Payroll task if an update is available. You can start the download from the message window or you can start it at any time from the Payroll Utilities menu.

  Note that other users must exit out of all other Payroll tasks before the update can be installed.

  To install the update from the Utilities menu, select Payroll > Utilities > Payroll Tax Update, and then click Proceed.

• Review the following resources to learn about the changes in the update and to determine if additional actions are required:

  • The Sage 100 Payroll Tax Update Guide

  • The Payroll Tax Update Report, available on the Payroll Utilities menu

• Run the tests in the Payroll Status Check utility. See Run Payroll Status Check Tests.

Upgrading from Version 2.18

• On the Additional tab in Employee Maintenance, verify that the correct option is selected in the Ethnicity/Race field, and select an option in the EEO Job Category field.

• Make sure you have the latest payroll tax update. A message appears the first time that you access a Payroll task if an update is available. You can start the download from the message window or you can start it at any time from the Payroll Utilities menu.

  Note that other users must exit out of all other Payroll tasks before the update can be installed.

• Review the following resources to learn about the changes in the update and to determine if additional actions are required:

  • The Sage 100 Payroll Tax Update Guide

  • The Payroll Tax Update Report, available on the Payroll Utilities menu

• To install the update from the Utilities menu, select Payroll > Utilities > Payroll Tax Update, and then click Proceed.

• In Company Tax Group Setup, if you’ve set up any tax groups that include taxes on the Additional tab, verify that the correct general ledger accounts are entered. These taxes were previously consolidated into the Employer Other and Employee Other fields on the Main tab.

• Run the tests in the Payroll Status Check utility. See Run Payroll Status Check Tests.

Upgrading from Version 2.17

• Make sure you have the latest payroll tax update. A message appears the first time that you access a Payroll task if an update is available. You can start the download from the message window or you can start it at any time from the Payroll Utilities menu.

  Note that other users must exit out of all other Payroll tasks before the update can be installed.

  To install the update from the Utilities menu, select Payroll > Utilities > Payroll Tax Update, and then click Proceed.

• Review the following resources to learn about the changes in the update and to determine if additional actions are required:

  • The Sage 100 Payroll Tax Update Guide

  • The Payroll Tax Update Report, available on the Payroll Utilities menu

• In Company Tax Group Setup, if you’ve set up any tax groups that include taxes on the Additional tab, verify that the correct general ledger accounts are entered. These taxes were previously consolidated into the Employer Other and Employee Other fields on the Main tab.

• In Employee Maintenance:

  • On the Additional tab, verify that the correct option is selected in the Ethnicity/Race field, and select an option in the EEO Job Category field.

  • On the Taxes tab, review any values in the Additional Amt and Additional % fields. The Fixed Amount and Percentage of Gross options are no longer available.

• Run the tests in the Payroll Status Check utility. See Run Payroll Status Check Tests.

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 before processing payroll.

• Make sure you have the latest payroll tax update. A message appears the first time that you access a Payroll task if an update is available. You can start the download from the message window or you can start it at any time from the Payroll Utilities menu.

  Note that other users must exit out of all other Payroll tasks before the update can be installed.

  To install the update from the Utilities menu, select Payroll > Utilities > Payroll Tax Update, and then click Proceed.

• If you're upgrading TimeCard data: Before migrating data from Sage 100 version 2017 or earlier, make sure that all TimeCard entries have been processed for Payroll and Job Cost. Then verify that all entries have been transferred to history by running Purge/Transfer to History from the TimeCard Period End menu.

• Review the following resources to learn about the changes in the update and to determine if additional actions are required:

  • The Sage 100 Payroll Tax Update Guide

  • The Payroll Tax Update Report, available on the Payroll Utilities menu

• Select Payroll > Setup > Earnings Code Maintenance. For each earnings code, select a tax rule.

• Select Payroll > Setup > Deduction Code Maintenance. For each pension or cafeteria plan deduction code, select a tax rule.

• Select Payroll > Setup > Company Tax Group Setup. For each tax group that you're using, enter the following information:

  • Your tax ID number

  • General ledger account numbers

  • Your company tax rate for any taxes for which the rate varies from business to business

• Select Payroll > Main > Employee Maintenance.

  • On the Additional tab, verify that the correct option is selected in the Ethnicity/Race field, and select an option in the EEO Job Category field.

  • On the Taxes tab, 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.

  • On the Taxes tab, review any values in the Additional Amt and Additional % fields. The Fixed Amount and Percentage of Gross options are no longer available.

• Run the tests in the Payroll Status Check utility. See Run Payroll Status Check Tests.

For more information on completing any of these tasks, see the Sage 100 help.

Recreate Department Security

If you’ve upgraded from a version of Payroll earlier than 2.17, and you were using the security feature in Department Maintenance, you must recreate the lists of users who can access each department. The lists are now maintained using user logons instead of user codes.

To set up department security, select Payroll > Setup > Department Maintenance. Select a department and click the Security tab. Then enter the user logon IDs for each user who should be able to access the department.

For more information, see the Department Maintenance help.

Changes for TimeCard

If you were using the TimeCard module in your prior version of Sage 100, Time Track will be enabled when you convert your data.

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:

1. Select Payroll > Setup > Time Track Options.

2. On the Main tab, in the Punch In Method field, select Badge number.

3. Select Payroll > Main > Employee Maintenance.

4. Select an employee, click the arrow button in the top-right corner of the window, and then click Time Track.

5. 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.

Run Payroll Status Check Tests

After you've completed all other post-conversion tasks, run the tests in the Payroll Status Check utility. These utilities check your records to find issues that will cause errors when processing payroll.

To run the utility

1. Select Payroll > Utilities > Payroll Status Check.

2. In the Test field, select Setup, and then click Run.

   This utility checks for several types of issues, including missing information in employee, tax, earnings code, and deduction code records.

3. If "Warning" or "Errors" appears in any Status field, click in the field to view a list of affected records and problem descriptions.

4. Make corrections as needed.

5. In Test field, select Missing/Other Local Taxes Utility, and then click Run.

   This utility looks for missing tax records and gives you the option to create the records so that you can manually edit them.

6. Make corrections as needed. For more information, see Correct Missing Local and Other Taxes in the help.