Simplify Your Payroll with Deputy and Sage
At Deputy, we’re always looking for ways to reduce the burden of tedious, back office admin in your business, which is why we’re excited to announce our newest payroll integration: Sage 50 and Sage 200!
Our new integration between Deputy and Sage will streamline your payroll, by allowing you to import Deputy timesheets directly into Sage. This means you’ll no longer need to manually enter your employee hours, reducing the amount of time spent on payroll and also minimising the risk of errors due to the double handling of timesheet data.
In this blog, we’ll take you through how to set up and run a faster, easier payroll using Deputy and Sage.
- Matching Employees between Deputy and Sage
- Exporting Timesheets from Deputy
- Importing into Sage
If you’re new to Deputy, or need any additional along the way, our help docs will guide you in the right direction.
1. Matching Employees between Deputy and Sage
In this section, we’ll look at how to set up your employees so that they will be identified correctly in Sage. It’s important to complete this step first, so any hours worked can be attributed to the correct employee when it’s time to export your timesheets.
In Sage, your employees are identified by their ‘Employee Reference’ number, which you can find through navigating to the Employee tab to view your employee list – it will be the number in the leftmost column by default.
In Deputy, the matching field to identify an employee is the ‘Timesheet Export Code’, which is found in each employee’s profile. As a one off in getting set up for this integration, you will need to manually enter each employee’s ‘Employee Reference’ number (as it appears in Sage) into the ‘Timesheet Export Code’ field in Deputy.
To do this, navigate to the People tab, select an employee, go to ‘Edit Profile’ and select Pay Rates, where you will see the Timesheet Export Code field at the bottom. Once you have entered the Employee Reference number, choose Save Details, and repeat with the rest of your employees listed in Deputy.
You can double check you’ve entered the codes correctly by clicking ‘Also Show’, and selecting Timesheet Export Code. This will bring up a list of all codes alongside your employee list, which you can then match against Sage.
The three step summary for setting up Employee Reference Numbers:
- Locate the Employee Reference number in Sage
- Enter the Employee Reference number in the Timesheet Export Code field in Deputy
- Repeat for your entire list of employees in Deputy
2. Exporting Timesheets from Deputy**
When it’s time to export your timesheets, navigate to the Export Timesheets tab, where you will find a list of all employees with approved timesheets down the left hand side of the window.
With your approved timesheets now ready to go, click Export Selected Items and choose either Sage 50 or Sage 200 from the dropdown menu. This will prompt you to download a CSV or Excel file with your time and attendance records, including each employees hours separated by pay rate groupings.
The three step summary for Exporting Timesheets from Deputy :
- Approve employee timesheets in Deputy
- Navigate to Timesheets, then Export Timesheets
- Export timesheets choosing either Sage 50 or Sage 200 from the dropdown menu
3. Importing Timesheets into Sage**
When Deputy captures your employee’s time and attendance, it also recognises the different conditions that may affect what your employees get paid – such as public holidays, overtime or varying weekend rates. These are exported as separate rows, per employee in your timesheet export file.
It’s important this information is matched in Sage, so your employees are paid correctly according to the different conditions that may have applied during their shift.
Once your export file has downloaded, return to Sage and select Advanced Data Import. After clicking ‘Next’, you will be able to select your import template. Be sure to choose the ‘Timesheet Payments’ template. Sage will then prompt you to select your recently exported timesheet file from Deputy.
With your timesheet file uploaded (as described in the section before), you will be prompted to confirm that your imported pay fields from Deputy match your existing payroll fields in Sage.
If the column names in your Deputy import file aren’t exactly identical to the names you have set in Sage, you will need to manually map your import fields to match your Sage payroll fields using the dropdown lists. Note that there will be an extra row in the Import Field column for the employee’s full name, that will not have an equivalent value in the Payroll Field, so will be left blank.
Once you’ve correctly mapped out your import fields to match your Sage payroll fields, select Save Map. This will keep a record of all your pay fields, so next pay run you can select this map to auto-populate your import fields.
With this final step completed, you can click Finish to import your time and attendance data into Sage.
The three step summary for Importing Timesheets into Sage:
- Import your timesheet CSV, continuing to the Sage Mapping window
- Select the pay condition in Deputy that matches the Sage payroll field
- Save map and finish, then you’re ready to run your payroll
Setting up your Deputy to export to Sage 50 or Sage 200 is a great way to simplify your payroll, and can reduce your admin time significantly. For more help on getting set up, make sure to watch our Sage Training video or review our Sage 50 and Sage 200 help doc.