Frequently Asked Question
Instructions for Linking to Sage Payroll Professional
Last Updated 7 years ago
Below is a full Check List for use when using Pulse to Update Sage Employee Data and Weekly Gross Pay. After calculating Tax & NI in Sage Payroll Professional and then importing the results back into Pulse for Payslip Printing.
Blue = Pulse
Green = Sage
PULSE SOFTWARE – SAGE PAYROLL
**** New Installations during Tax Year See Notes ****
Payroll Check List
1
PULSE Complete all timesheets.
2
PULSE Add into Pulse any new tax codes or amendments to Sage details. These are
added on the Staff Form
3 PULSE Remember to add Office Staff if you have them (shift & delete Public
Liability from office staff)
4 PULSE Pass all unpaid timesheets through to payslips in Pulse
5 PULSE Add any additional Deductions and Payments. Including Holiday Pay, Salary
etc. Additional employees can be added into the payslips menu in Pulse. Employees
that have for example Holiday Pay only. This would be used to add an employee with
no Timesheets.
On the Payslips screen top left corner of purple screen there is a button
Add to Payweek
in the box to right of this button click to pull down drop down list. Select
employee to be added then click
Add to Payweek.
To delete a wrongly added employee hit the F12 button
6 PULSE Ensure correct Pay Week is selected from the top left box and correct Pay
Date from Top right, then
Process Holiday Pay,
This calculates Holiday Pay in the manner that has been set
Up for your Company.
Create CSV Files. This creates three files to be imported into Sage Payroll.
Staff Amendments
Payments
Deductions
7
PULSE Print the list of employees to be paid this time. Using:
Print Function from the top menu.
This gives you a list by Sage Number of all employees to be paid this pay run to
be used when selecting employees in Sage
8 SAGE Open Sage Payroll User Name = Manager with No Password use the Friday
date of pay. To check correct pay date, Top Menu Tasks\payroll\ change process
paydate.
Check one employee history to ensure last week has been updated
Check previous week history is showing
Select employee Employee Menu\Employee Record\History
9 SAGE Select all employees and Reset Payments to Zero
Deselect the one employee you have just checked for the history
Swap on top right menu this should highlight all employees in blue
Payroll Menu on left of screen Reset Payments Payroll Wizard appears
Next\ Clear All\ Next\ Finish
10 SAGE Import Staff Details Top Menu File\Data Import\Import Sage Payroll Data
Wizard Appears Do not Backup at this stage Next\ Select Employee
Details\Next. Browse to P:\Pulse\CSV\Employee\Import Staff Sage\open
file\next\finish
This adds all amendments to employees and adds any new employees.
SAGE Add all Payment & Deduction Types to any new employees First Select and
highlight the new employees from the employee list then
Top Menu\Tasks\Global Changes\Payments\Add Payments\Select all
payment types\OK
Repeat for Deductions
Then Top Menu\Tasks \Global Changes\Deductions\Add Deductions\Select
all deduction types\OK
12 SAGE Take a backup. (File\backup) label wwyr pre import pay.001
13 SAGE Import Payments CSV file for correct week
Top Menu \ File\Data Import\Import Sage Payroll Data\ Wizard Appears
Do not Backup at this stage
Next\ Select \Next\Employee Payments(Hours & Rates)
Browse to
P:\Pulse\CSV\Wages\Wagewkxx2007 \open file\next\finish (xx = current week)
If you have errors on the import file it is because you have not followed step 11
14 SAGE Import Deductions CSV File for correct week
Top Menu \ File\Data Import\Import Sage Payroll Data\ Wizard Appears
Do not Backup at this stage
Next\ Select \Next\Deductions(Hours & Rates)
Browse to
P:\Pulse\CSV\Wages\Wagewkxx2007deductions\open file\next\finish
If you have errors on the import file it is because you have not followed step 11
15 PULSE From printed list (Step 7) select employees to be paid this time.
16 SAGE Check Gross Pay on pre-update report and ensure totals balance & Print
Payroll\Pre Update\Reports\Summary\Update Records Check Report
17 SAGE Add any further payments & deductions ie: Student Loans, SSP etc, holiday
pay for those employees with no time sheet. Enter Payments\Select Employee
18 SAGE Update any Leavers in Sage.
Payroll\ Enter Payments\Select Employee\ Tick Box at bottom of form
19 SAGE Set all employees not being paid on hold.
To set all other employees on Hold. Use the following procedure.
Use the Swap button so that all employees not being paid this run are selected.
Top Menu. Tasks\Global Changes\Assign Employees a new\Status. Set the
Status to ‘On Hold’. When this has been done if you Swap back you should then
be able to see that all employees not being paid this time are set to ‘On Hold’
All those being paid will be status ‘OK’
20 SAGE Check payslips on screen for errors
Payroll\Pre Update\Reports\Payslips\ Any Format
21 SAGETake a Backup as wwyy Preupdate.001
22 SAGE Print all required reports.
Payroll Menu\Pre Update Reports
Summary Update records check report (Check Totals)
Summary Payment Totals Landscape part 1
Summary Payment totals part 2 landscape
Bacs Pay transfer report (Weekly)
Payslips – print if you want to check Sage against Pulse
Analysis –Analysis of Payroll Totals
Analysis – Cost Centre Gross to net
Analysis – Gross Pay Exceptions (If Required)
Analysis – Net Pay Exceptions (If Required)
23 SAGE UPDATE SAGE Payroll\ Update Records\
Check for Legislative updates on a regular basis
Ensure that you have printed your reports and backed up in step 21 prior to
updating.
24 SAGE Create Export CSV File from Sage.
File\Data Export\Payroll Data Export\Employee Ytd Figures
25 PULSE in the Payslips screen. Select the correct Week and Import CSV File
26 PULSE . Select the correct week and Select All at the top then Remember to add any
payments to the payslips that have been added via the Sage Payroll before
payslips are printed ‘Print All’ at
the bottom. Repeat for a second copy of payslips
27 SAGE Before closing Sage Payroll Print out any P45’s for employees that have left
Highlight the relevant employee and click on employee record. On the
employment tab Click Leaver at the bottom this will take you into the Leaver
Wizard. Enter Leaver Date and follow prompts. P45 is on reports drop down
list.;
28 SAGE ****** Set all Employees status back to OK ******
Use the Swap button so that all employees are selected.
Top Menu. Tasks\Global Changes\Assign Employees a new\Status.
Set the Status to ‘Ok’.
29 SAGE When you close Sage Backup at program prompt.
Call the backup wwyyPostupdate.001
Recovery Procedures
If errors are discovered in any pay data it is very important to follow a strict recovery
procedure.
If the Sage Payroll has been updated
If the error relates to a timesheet that has been discovered to be wrongly processed during
Pulse, and the data has already been imported into Sage and then it will be necessary to
adhere to the following procedure.
1. SAGE Restore the Backup wwyyPostupdate.001 from the PREVIOUS WEEK.
2. PULSE in Payslips Select the current week and on the Top Menu \Sage
3.PULSE.Information\Sage YTD Rollback..
4 PULSE.Then Top Menu \File\ Roll Back Current Week
5.PULSE Wages Menu\ Highlight Incorrect Timesheet and press Delete
6.PULSE Reprocess Timesheet correctly
7.Follow Payroll check list from the beginning.
If the error is an additional payment or deduction that has not been entered into the
payslips and all the timesheets are correct in Pulse follow steps 1,2,3 from above enter
the missing payment or deductions
Then follow the Payroll Check List from the beginning..
****NEW INSTALLATIONS DURING THE TAX YEAR****
For new installations during the tax year, Year-To-Date figures from P45’s need to either
be added into Sage Payroll and then exported from Sage Payroll back into PULSE prior
to the first pay run. This will be done when you are ready to run your first pay roll.
Blue = Pulse
Green = Sage
PULSE SOFTWARE – SAGE PAYROLL
**** New Installations during Tax Year See Notes ****
Payroll Check List
1
PULSE Complete all timesheets.
2
PULSE Add into Pulse any new tax codes or amendments to Sage details. These are
added on the Staff Form
3 PULSE Remember to add Office Staff if you have them (shift & delete Public
Liability from office staff)
4 PULSE Pass all unpaid timesheets through to payslips in Pulse
5 PULSE Add any additional Deductions and Payments. Including Holiday Pay, Salary
etc. Additional employees can be added into the payslips menu in Pulse. Employees
that have for example Holiday Pay only. This would be used to add an employee with
no Timesheets.
On the Payslips screen top left corner of purple screen there is a button
Add to Payweek
in the box to right of this button click to pull down drop down list. Select
employee to be added then click
Add to Payweek.
To delete a wrongly added employee hit the F12 button
6 PULSE Ensure correct Pay Week is selected from the top left box and correct Pay
Date from Top right, then
Process Holiday Pay,
This calculates Holiday Pay in the manner that has been set
Up for your Company.
Create CSV Files. This creates three files to be imported into Sage Payroll.
Staff Amendments
Payments
Deductions
7
PULSE Print the list of employees to be paid this time. Using:
Print Function from the top menu.
This gives you a list by Sage Number of all employees to be paid this pay run to
be used when selecting employees in Sage
8 SAGE Open Sage Payroll User Name = Manager with No Password use the Friday
date of pay. To check correct pay date, Top Menu Tasks\payroll\ change process
paydate.
Check one employee history to ensure last week has been updated
Check previous week history is showing
Select employee Employee Menu\Employee Record\History
9 SAGE Select all employees and Reset Payments to Zero
Deselect the one employee you have just checked for the history
Swap on top right menu this should highlight all employees in blue
Payroll Menu on left of screen Reset Payments Payroll Wizard appears
Next\ Clear All\ Next\ Finish
10 SAGE Import Staff Details Top Menu File\Data Import\Import Sage Payroll Data
Wizard Appears Do not Backup at this stage Next\ Select Employee
Details\Next. Browse to P:\Pulse\CSV\Employee\Import Staff Sage\open
file\next\finish
This adds all amendments to employees and adds any new employees.
SAGE Add all Payment & Deduction Types to any new employees First Select and
highlight the new employees from the employee list then
Top Menu\Tasks\Global Changes\Payments\Add Payments\Select all
payment types\OK
Repeat for Deductions
Then Top Menu\Tasks \Global Changes\Deductions\Add Deductions\Select
all deduction types\OK
12 SAGE Take a backup. (File\backup) label wwyr pre import pay.001
13 SAGE Import Payments CSV file for correct week
Top Menu \ File\Data Import\Import Sage Payroll Data\ Wizard Appears
Do not Backup at this stage
Next\ Select \Next\Employee Payments(Hours & Rates)
Browse to
P:\Pulse\CSV\Wages\Wagewkxx2007 \open file\next\finish (xx = current week)
If you have errors on the import file it is because you have not followed step 11
14 SAGE Import Deductions CSV File for correct week
Top Menu \ File\Data Import\Import Sage Payroll Data\ Wizard Appears
Do not Backup at this stage
Next\ Select \Next\Deductions(Hours & Rates)
Browse to
P:\Pulse\CSV\Wages\Wagewkxx2007deductions\open file\next\finish
If you have errors on the import file it is because you have not followed step 11
15 PULSE From printed list (Step 7) select employees to be paid this time.
16 SAGE Check Gross Pay on pre-update report and ensure totals balance & Print
Payroll\Pre Update\Reports\Summary\Update Records Check Report
17 SAGE Add any further payments & deductions ie: Student Loans, SSP etc, holiday
pay for those employees with no time sheet. Enter Payments\Select Employee
18 SAGE Update any Leavers in Sage.
Payroll\ Enter Payments\Select Employee\ Tick Box at bottom of form
19 SAGE Set all employees not being paid on hold.
To set all other employees on Hold. Use the following procedure.
Use the Swap button so that all employees not being paid this run are selected.
Top Menu. Tasks\Global Changes\Assign Employees a new\Status. Set the
Status to ‘On Hold’. When this has been done if you Swap back you should then
be able to see that all employees not being paid this time are set to ‘On Hold’
All those being paid will be status ‘OK’
20 SAGE Check payslips on screen for errors
Payroll\Pre Update\Reports\Payslips\ Any Format
21 SAGETake a Backup as wwyy Preupdate.001
22 SAGE Print all required reports.
Payroll Menu\Pre Update Reports
Summary Update records check report (Check Totals)
Summary Payment Totals Landscape part 1
Summary Payment totals part 2 landscape
Bacs Pay transfer report (Weekly)
Payslips – print if you want to check Sage against Pulse
Analysis –Analysis of Payroll Totals
Analysis – Cost Centre Gross to net
Analysis – Gross Pay Exceptions (If Required)
Analysis – Net Pay Exceptions (If Required)
23 SAGE UPDATE SAGE Payroll\ Update Records\
Check for Legislative updates on a regular basis
Ensure that you have printed your reports and backed up in step 21 prior to
updating.
24 SAGE Create Export CSV File from Sage.
File\Data Export\Payroll Data Export\Employee Ytd Figures
25 PULSE in the Payslips screen. Select the correct Week and Import CSV File
26 PULSE . Select the correct week and Select All at the top then Remember to add any
payments to the payslips that have been added via the Sage Payroll before
payslips are printed ‘Print All’ at
the bottom. Repeat for a second copy of payslips
27 SAGE Before closing Sage Payroll Print out any P45’s for employees that have left
Highlight the relevant employee and click on employee record. On the
employment tab Click Leaver at the bottom this will take you into the Leaver
Wizard. Enter Leaver Date and follow prompts. P45 is on reports drop down
list.;
28 SAGE ****** Set all Employees status back to OK ******
Use the Swap button so that all employees are selected.
Top Menu. Tasks\Global Changes\Assign Employees a new\Status.
Set the Status to ‘Ok’.
29 SAGE When you close Sage Backup at program prompt.
Call the backup wwyyPostupdate.001
Recovery Procedures
If errors are discovered in any pay data it is very important to follow a strict recovery
procedure.
If the Sage Payroll has been updated
If the error relates to a timesheet that has been discovered to be wrongly processed during
Pulse, and the data has already been imported into Sage and then it will be necessary to
adhere to the following procedure.
1. SAGE Restore the Backup wwyyPostupdate.001 from the PREVIOUS WEEK.
2. PULSE in Payslips Select the current week and on the Top Menu \Sage
3.PULSE.Information\Sage YTD Rollback..
4 PULSE.Then Top Menu \File\ Roll Back Current Week
5.PULSE Wages Menu\ Highlight Incorrect Timesheet and press Delete
6.PULSE Reprocess Timesheet correctly
7.Follow Payroll check list from the beginning.
If the error is an additional payment or deduction that has not been entered into the
payslips and all the timesheets are correct in Pulse follow steps 1,2,3 from above enter
the missing payment or deductions
Then follow the Payroll Check List from the beginning..
****NEW INSTALLATIONS DURING THE TAX YEAR****
For new installations during the tax year, Year-To-Date figures from P45’s need to either
be added into Sage Payroll and then exported from Sage Payroll back into PULSE prior
to the first pay run. This will be done when you are ready to run your first pay roll.