What versions of Sage 50 accounting software are supported?
Online payroll’s Accounting Integration supports the following software versions:
- Sage 50 2017, 2016, 2015, 2014, 2013 and 2012 Quantum, Premium, Complete, and Pro
- Peachtree 2011, 2010, and 2009 Quantum, Premium, Complete, and Pro
We cannot guarantee the setup process and data export will be compatible with earlier versions of the software.
Sage 50 Help Resources
For more information about your Sage 50 software, please refer to the help functionality located in your software, or the “Support & Training” section located on Sage’s website. Your online payroll provider cannot provide Sage software support or address issues related to Sage 50.
How to Export Your Sage 50 Chart of Accounts
Your general ledger stores information related to your company’s financial activity. In your Sage 50 software, your business transactions are posted to accounts that compose your general ledger. These accounts are called your “Chart of Accounts.”
- Open your Sage 50 software.
- Go to the “File” menu and click on “Select Import/Export…”
- Select “General Ledger” from the list on the left.
- Click on “Chart of Accounts List” in the box on the right.
- Click on the “Export” button at the top of the Select Import/Export window. You will see your “Chart of Accounts List” control box.
- In the “Report Order” dropdown, select “General Ledger ID.” Do not click on the “OK,” “Cancel,” or “Save” buttons.
- To include accounts with “zero” balances, make sure you select to “Include Accounts with Zero Amounts.”
- Click on the “Fields” tab. Place a check mark in the first four boxes for "General Ledger Account ID," "Account Description," "Account Type," and "Inactive." There should be a red check mark in the “Show” box to the far left for each field type.
- “Title” and “Column Break” should be included in your export file and will be selected by default. All should be checked by default. If they do not appear selected with checkmarks, select all of them.
- If you make changes under your “Filter” tab or “Fields” tab, do not click on the “OK,” “Cancel,” or “Save” buttons yet.
- Click on the “Options” tab. In the “Options” section, place a check mark in the Export Options box to “Include Headings.” Do not select “First Row Contains Headings.”
- Click on the right-facing arrow and select where you want to save your chart of accounts export file. It is recommended that you rename your file to something such as the export date, but this is not required. The file extension must remain “*.CSV.”
- Under “If Export File Exists,” select your preference for the chart of accounts export. Integration is not affected by your choice to overwrite or append your previous chart of accounts export file. If you rename your export file, the system will not overwrite your previous file because the file names will be different.
- After selecting where you want to save your export file and renaming the file, click on “Open.” You will be returned to the “Select Import/Export” window. Click on “Close.” You will NOT see a popup window or alert to confirm your chart of accounts exported successfully.
How to Upload your Sage 50 Accounts into Online Payroll
NOTE: If this is your first time using Accounting Integration, click on the “Begin Setup Process” button at the bottom of your page.
- From your online payroll’s Account Center screen, click on “Accounting Integration” in the left-hand navigation. You will be directed to your Accounting Integration pages.
- Click on “Upload Accounts” from the left-hand navigation of your online payroll screen.
- Click on the "Browse" button.
- A “Choose File” window will pop up on your screen. From this window, locate and select the chart of accounts file you exported for your current payroll period.
- Once you’ve selected the file, and click on "Open." You will be returned to your online payroll “Upload Accounts” page.
- At the bottom of your screen, click on the button to upload or import your file. You are now ready to assign your Sage 50 accounts to payroll categories.
Accounts that successfully imported into online payroll are displayed for you. If an error occurs or an account is not recognized, online payroll will list the affected account and indicate the reason for the error. Please refer to the integration guide for more information on accounts that do not upload.
How to Assign your Accounts to Payroll Categories
After uploading your chart of accounts into online payroll, the next step is to assign the payroll categories you use for earnings, expenses, taxes, deductions and liabilities to the accounts from your chart of accounts. This enables you to export your journal entries from online payroll and import them into your Sage 50 general ledger.
To begin this easy process, click on the “Assign Accounts” link in the left-hand navigation of your screen.
You will now assign an account to each of your payroll categories using the dropdown box to select the account of your choice. Online payroll will guide you through assigning accounts to payroll categories for Earnings and Expenses, Deductions and Liabilities, and Taxes and Expenses.
When you’ve assigned an account to each payroll category, click on “Next” and you’re finished!
To review which payroll categories you assigned to each account, click on the link to view your assigned accounts list.
How to Export Journal Entries from Payroll
After you assign your accounts to payroll categories, you may export your journal entries from payroll and import them into your accounting software. Only one payroll's journal entries may be exported at a time.
The payroll journal entries contain the same information in your Payroll Summary report's "Totals" area for a pay period, but the data is formatted to import into your Sage 50 general ledger.
1. Click on the “Journal Entry Export” link in the left-hand navigation section of your screen. If you have payroll reports available for export, they will appear under “Most Recent Payroll” and “Previous Payrolls.”
2. Click on “Export” beside the check date of the file you wish to export.
3. A “File Download – Security Warning” window asking you to select if you want to “Open” or “Save” your payroll file export may appear. Select “Save” and save your file to a location on your computer or desktop. You may import this file into Sage 50 to update your general ledger with your payroll-related journal entries.
4. To access your journal entry export files for previous payrolls, click on the “Journal Entry Export” link in the left-hand navigation section.
Payroll journal entries will export into comma-separated value (“*.csv” file extension) format for Sage 50.
How to Import Payroll Journal Entries into Sage 50
Importing journal entries into your accounting software is the final step in the integration process.
- Open your account in Sage 50.
- Select “File” from the top navigation menu and click on “Select Import/Export…”
- Select “General Ledger” from the list on the left.
- Select “General Journal” in the box on the right.
- Click on the “Import” button at the top of the Select Import/Export window. You will now see your General Journal fields list.
- For the "Fields" tab, all the "Show," Field," and "Column Break" items should be checked. If they are not, click on "Select All."
- On the "Options" tab, under the “Import Options,” put a check mark in the box for “First Row Contains Field Headings.”
- Also on the “Options” tab, use the right-facing selection arrow under “Import/Export File” to navigate to the file you exported from payroll for your current pay period.
- If this is your first import from payroll, click “Save” and enter a name (such as “Payroll”) in the “Template Name” box. This will retain your field settings for future payroll imports. If this is not your first import, continue to the next step.
- Click on “OK.” You will not see a popup window to tell you the import was successful. You will find your journal entries in your Sage 50 reports. For example, click on Reports > General Ledger > and General Journal to see your imported payroll journal entries.
- When prompted to make a backup of your Sage 50 account before continuing the import, click on “Yes.”
Why should I save a template during my journal entry import process?
Saving a template during the payroll journal entry import process in Sage 50 will reduce the number of steps you take to import the file into Sage 50. If you have a payroll template saved, follow these simplified steps:
- Open your Sage 50 software for your account and open your company if it’s not already open.
- Select “File” from the top navigation menu and click on “Select Import/Export…”
- Select “General Ledger” from the list on the left.
- Select “Payroll” in the box on the right (or whatever name you gave your payroll import template).
- Click on the “Import” button.
- If the file you exported has a different name or is saved in a different location than the previous file you exported and uploaded into Sage 50, click on the “Options” tab then use the right-facing selection arrow under “Import/Export File” to navigate to the file you exported from payroll for your current pay period.
- Click on “OK.”
- When prompted to make a backup of your Sage 50 account, click on “Yes.”