Employee on laptop

Smart Pension Is Compatible With Sage 50 Payroll

Smart Pension is compatible with Sage 50 Payroll. On this page you will find easy to follow, step by step guides on how the Smart Pension platform works with Sage 50 Payroll including using Sage 50 Payroll to upload employees and payroll to the Smart Pension platform, and adding, applying and uploading deductions to the Sage 50 Payroll platform.

Use Sage 50 Payroll To Help Upload Your Employees To Our Platform

How to create the report "Employees Details" in the Sage Payroll Report Designer.

1. Choose the "Payroll" tab and click on the " Report" icon.

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2. You will now be able to create a new report or amend an existing report. We are going to start from the beginning. Please click on the icon "NEW" in the top right corner.

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3. In the Wizard Sage Report Designer window choose "Report" and then "Employee". Click "Next".

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4. Select "Fields". Scroll down to the "Employees".

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5. Select "Fields". Double click on the fields which you would like to add to the report, eg. surname, date of birth, NI number. Now you will be able to sort the fields in to the required order - use the "up" or "down" arrows on the left side of the window.

PLEASE NOTE: Please refer to the downloadable CSV template (available here) for the required columns. Any columns that you cannot complete using Sage 50 Payroll, you will need to complete manually.


6. Click "Next".

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7. You don't have to make any changes in the "Grouping". Leave this blank and go to the next window.


8. Select "Sorts". Then select how the information on your report should be ordered. Once you have done that, double click on "Reference" and go to the next window.

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9. You do not have to make any changes in " Totals". Leave this blank and go to the next window.


10. In the "Criteria" you can choose how the data that appears on your report will be restricted.

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11. Give your report a descriptive name so that you can find it in the future.

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12. Confirm "finish".


13. Change the orientation to landscape in the page setup.

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14. Go to "File", and then "Save as". Save the report with the same name and folder structure as the default version.

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15. Close the window.


16. Locate your report.

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17. Swap all employees and run the report.


18. Save the report as a CSV.


19. Please click here to upload your employee list. Our platform will assess your workforce for you. If you would like to see which categories your employees would fit into, please see our Employee Classifications & Qualifying Earnings help sheet.

Use Sage 50 Payroll To Help Upload Your Payroll To Our Platform

Please note that in order to upload your payroll, you must first upload your employees.

1. You will need to go to Menu > Contribution & Payroll and click 'Do you want us to calculate contributions'. Then download a CSV template.

Please note: If your payroll application has already calculated your contributions, please go to Menu > Contribution & Payroll and click 'Did your payroll application calculate your contributions '. Then upload your papdis file.

The following columns will be blank.

Column J - [Gross Qualifying Earnings for pay period]

Column K - [Pay reference period type (weekly, fortnightly, four_weekly, monthly, quarterly, bi_annually, annually)]

Sage payroll

2. You will need to use Sage Payroll to create a list of information for these two columns. You will then need to copy this information into the template you have just downloaded. You must paste the information under the appropriate columns, while making sure that the fields join up with the appropriate employee name.

3. In column H [Works in UK (y/n)], the default answer for each employee is yes. You can change this in the spreadsheet if necessary.

4. In column I [Contribute if entitled (y/n)], the default answer for each employee is yes. You can change this in the spreadsheet if necessary.

5. Once you have completed the payroll CSV, please go to Menu > Contribution & Payroll and click 'Do you want us to calculate contributions'. Then upload your payroll CSV.

6. Then select your assessment date, and upload the payroll CSV that you have now edited. For further help on uploading your payroll, please see our guide.

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Upload Contributions To Sage

Please note that in order to upload your payroll, you must first upload your employees.

1. You will need to go to Menu > Contribution & Payroll and click 'Do you want us to calculate contributions'. Then download a CSV template.

Please note: If your payroll application has already calculated your contributions, please go to Menu > Contribution & Payroll and click ‘Did your payroll application calculate your contributions’. Then upload your papdis file.

The following columns will be blank.

Column J - [Gross Qualifying Earnings for pay period]

Column K - [Pay reference period type (weekly, fortnightly, four_weekly, monthly, quarterly, bi_annually, annually)]

Sage payroll

2. You will need to use Sage Payroll to create a list of information for these two columns. You will then need to copy this information into the template you have just downloaded. You must paste the information under the appropriate columns, while making sure that the fields join up with the appropriate employee name.

3. In column H [Works in UK (y/n)], the default answer for each employee is yes. You can change this in the spreadsheet if necessary.

4. In column I [Contribute if entitled (y/n)], the default answer for each employee is yes. You can change this in the spreadsheet if necessary.

5. Once you have completed the payroll CSV, please go to Menu > Contribution & Payroll and click 'Do you want us to calculate contributions'. Then upload your payroll CSV.

6. Then select your assessment date, and upload the payroll CSV that you have now edited. For further help on uploading your payroll, please see our guide.

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3 Steps To Managing Deductions:

Step 1: How to add the new "Smart Pension" deduction to your Sage 50 Payroll program

1. You need to add the following deduction to your Sage 50 Payroll program:

• Smart Pension

To setup the deduction:

Open your company data, then click on the Company module and then Pay Elements in the "Tasks " section:

Step1 sage 50

2. The Pay Elements Settings window will appear. Click on the Deductions tab and then New:

Step1 pay elements

3. The New Deduction window appears:

Step 1 new deduction 1

Update the following fields (apply other settings as applicable to your company):

Description – enter Smart Pension (use this exact text, as otherwise the upload import will fail)
Default Rate – enter 1.0000 (this is essential due to the way the upload file is imported)
Deduct this value before calculating PAYE – tick this box
Deduct this value before calculating NIC – make sure you do NOT tick this box


4. Click OK

Step 1 new deduction 2

5. You will now see the new deduction in your deductions list:

Step 1 pay elements

You need to make a note of the deduction number applied to your new Smart Pension deduction, as you will need to add these to the template import file (see separate guide).

Step 2: How to apply the new "Smart Pension" deduction type to all employees in your Sage 50 Payroll program

Once your pensions have been assessed by the Smart Pension team, they will send you a deductions report, which needs to be uploaded (imported) into your Sage Payroll software.

Before you can upload the file (step 3), you need to ensure all employees have been assigned the Smart Pension deduction and complete these step 2 guidelines.

1. To apply this deduction to all employees (existing and new), click on All Employees to the left of your ‘Employee List’ and then click Swap to highlight all employees:

Step2 sage50 1

2. Then click on the Tasks menu, then Global Changes, then Deductions and finally Add Deduction:

Step2 sage50 2

3. The Add Deduction Types window will appear. Highlight the Smart Pension deduction and then click OK.

Step2 add deduction types

Sage 50 Payroll will then confirm how many employees it will apply these change to – check this is the correct number of employees on your system (in this example we have 25 employees).


4. Click Yes.

Step2 payroll yes

5. Once successfully applied, you will get a window showing how many records have been updated. Click OK.

Step2 payroll yes2

Note: If you are applying global changes in this way each pay period, it will only apply changes to those employees that do not already have the deduction applied to their employee record and hence the total records successfully updated will only relate to your new starters.

For peace of mind, check one of your new starter employee records and view the deduction types applied to their record and you will see the Smart Pension deduction types listed.

Step 3: How to upload a "Smart Pension" deductions report to your Sage 50 Payroll program

You must make sure you have completed step 2 - "How to apply the new "Smart Pension" deduction type to all employees on your Sage 50 Payroll" before completing this step.

You will be sent an "SP – Payroll Export Template" file by Smart Pension, which needs to be formatted for import into your Sage 50 Payroll program.

1. The file you will receive will look like this (employee and employer values below are for illustrative purposes only):

Step 3 payroll template 1

You need to edit two cells in this file:

Cell B1 – rename this header ‘employee reference’ – this is not case sensitive
Cell E1 – rename this header ‘X:Smart Pension – this IS case sensitive! Re. the X – see below*.


2. When setting up the Smart Pension deduction type we placed emphasis on the importance of making a note of your deduction type number. The reason this is important is that the file you need to upload must contain the deduction heading 'Smart Pension', but you must prefix this with your own deduction number.

*So cell E1 above in our example, would need to be 4:Smart Pension (4 being the deduction number for Smart Pension set up in pay elements).

You must ensure the format is exactly as stated above, with the number of your deduction, then a colon, no space, then the words "Smart Pension" (case sensitive). Failure to format the headings in this way, may cause the upload file imported to be rejected.

Once you have edited the SP file you received, as above, save it as a .csv (comma delimited) file – we would suggest you add the payroll period date to the filename.


3. Once amended and saved as a .csv file, it should look something like this:

Step 3 excel 1

IMPORTANT: If you have imported your deductions report to Sage 50 Payroll before (i.e. this is not your first time) – we would recommend you import zero 'Smart Pension' values for each employee that had a figure on your last payroll run. This is because, if you do not use the 'Reset Payments' option and/or you do not include the same employee on your next deductions import file, the pension values from the last pay period may not get overwritten and hence, the last pension deduction applied may pull through to the payslip in error.

Therefore, BEFORE you import your current pay period pension deductions import (guidelines below), please edit the last .csv file you imported and set all the 'Smart Pension' values to zero. Save it as a different fie name – we would suggest "July 2014 Payroll – set to zero – pre import" or similar. We would recommend you do not overwrite the existing file. Once all the ' Smart pension' values (i.e. employee contributions) have been set to zero, import the timesheet deductions file.

Once you have overwritten the last pay period 'Smart Pension' values as zero*, you can import the current period values.

* For peace of mind, once the zero values have been imported, you could check they are all set to zero by running the 'Employee Details – Deductions' report (go to Reports > Employee > Employee details – Deductions). The 'Smart Pension' deduction type for each employee should show 0.00 hours, 1.00 rate/amount, In Use 'Y'.


4. Once you have overwritten the prior pay period employee pension deductions with zero and edited the file for upload this pay period, close the current period file (the import will fail if you try and import an open file) and then open your Sage 50 Payroll program and go to the File menu, Data Import, then Import Sage Payroll Data:

Step3 payroll1

5. The Data Import Wizard window will appear. We recommend you backup your data before importing this file. Once you have backed up – click Next.

Step3 data wizard 1

6. The next step of the Data Import Wizard will appear. Scroll down and highlight Timesheet Deductions and then click Next :

Step3 data wizard 2

7. The next step of the Data Import Wizard will appear. Click Browse and browse to the location on your computer where you saved the ‘Step 3 – Smart Pension – File for Upload’ .csv file (you may have called this 'SP – Payroll Export Template – July 2014' or similar):

Step3 data wizard 3

8. Find the file, highlight it and then click Open:

Step3 open

9. The Path should now show the name of the file selected. Click Finish:

Step3 data wizard 4

10. Once successfully imported, you will see the records imported at the top of the Import Results window (we used one example in this screen shot).

Note: The upload file in .csv format includes the following fields which will be ignored by the import; transaction date, surname, forename, employer cost. This is because these data types cannot be imported as 'timesheet deductions' (but exist in the SP file you will be sent) and hence you will see the comments in the bottom section of the screen below.

Click Close.

Step3 import results

When your Import Results window appears – please ensure the top half of the window references a) the employee number and b) 'Smart Pension'. Failure to display 'Smart Pension' in the top section may mean your import has not pulled through the pension information.


11. You can check the deductions have imported correctly by going to the Payroll module, then select All Employees, then click Swap to highlight all employees and then click Timesheet Entry:

Step3 sage 1

12. The Enter Hours/No (Timesheet Entry) window will appear. Click Deductions to see all the deductions imported per employee for this pay period (we have shown two as an example):

Step3 enter hours

Do not be concerned about the total number per heading (in this screen shot 77.5000), as this is the total value imported. You just want to make sure each line entry looks correct.


13. If you preview your payslips, you will also see the deduction listed (see notes on following page for cautions):

Step3 secuirty payslip

Cautions

1. You must have set the ‘default rate’ on your Smart Pension deduction type set to 1.0000, otherwise the pension deductions will import as nil (0.0000 x £37.50 = £0.00)

2. If you do not override the last pay periods deductions with the upload file, the same deduction value may apply (depending on what processing methods you are using in Sage payroll).

3. If you have lots of deduction types set up in your Sage 50 Payroll, you may get the following warning message:

Step3 warning

14. This is because the payslips can only show a certain number of deduction types (depending on what payslip layout you are using). To clear the ‘Show Zero Values Flag’ go to the Company module and then Settings:

Step3 company settings

Then un-tick Show Zero Values on Payslip. This will then suppress printing of any deduction types where a nil value applies and enable the current and relevant deductions in that pay period to be shown in full on the payslip layout.

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