This article explains how to set up the custom data export function for Sage 50 Payroll (UK). Follow the steps in this article to prepare your account and use this feature.

Note
To use the custom data export function for Sage 50, a legal entity must exist in the UK. To find out more about legal entities, refer to our Help center article on creating legal entities.

What is Sage 50?

Sage 50 Payroll streamlines and automates payroll for small to medium businesses. Key features include:

Automatic tax calculations
Customizable payslips
Compliance with payroll legislation
Detailed reporting

You can manage payments, track hours, handle deductions, and ensure timely disbursements. The software works with other Sage 50 products for smooth financial management.

What is the benefit of our custom data export for Sage 50?

Personio's custom data export offers you the following benefits:

A streamlined data management process.
Automatic data updates between Personio and Sage 50 make duplicated data entries obsolete.
Always up-to-date employee records, reducing the risk of discrepancies.

What is the scope of the custom data export for Sage 50?

With Personio's custom data export, you can use these functionalities:

Export file: Personio creates an export file that you can import into Sage 50. You don’t need to make any adjustments to this file. The export file matches the Sage 50 employee details template and allows for a smooth data import. We do not support advanced data import.
Employee data: The Sage 50 export file includes employee data. See the Sage 50 Payroll attributes section below for a full list of attributes.
Legal entity: Export the data for specified legal entities.
Payroll groups: Export only employees in the selected payroll group. Each payroll group requires a dedicated export.

What is outside the scope?

The following functionalities are out of scope:

Transfer of compensation data
Transfer of time off data
Transfer of attendance data
Transfer of the termination of employees

Prerequisites to use Sage 50 Payroll

You need to meet the following prerequisites to use Sage 50 with Personio:

You must use Sage 50 Payroll (desktop) for payroll processing.
You have at least one legal entity set up in Personio.

Set up the custom data export for Sage 50

Activate the export

Your Account or Contract owner can book the Sage 50 integration directly in Personio via the Marketplace. To do so, follow these steps:

Go to Marketplace and search for the Sage 50.
Click Book Integration.
Fill in the form to request the attribute setup.

Prepare your account and map attributes

To create an export for Sage 50, your account needs compatible attributes. These are the necessary steps:

Attribute Mapping: During setup, our Customer Operations team maps the necessary attributes. They either link existing ones or create new ones for seamless transfer to Sage 50.
Adding Missing Attributes: Our Customer Operation team will add missing attributes to a new section in all employee profiles. This section outlines the required attributes for using Sage 50 as your payroll software.
Enable Export: Once the attributes are set up, the Customer Operations Team enables the integration for your account.
Next steps: To start using the integration, complete the next steps in your Personio account.

This setup ensures a smooth connection with Sage 50 for your payroll needs.

Configure access rights

Grant access rights to the person responsible for performing Sage 50 Payroll exports:

Access and Edit Rights: The respective role must have payroll access and edit rights for the legal entity they want to export.
Configuration Access: The role must have the payroll settings access right to configure settings for the Sage 50 Payroll export.

For more details, please refer to our article on access rights.

Complete attributes

Complete the attributes before using the feature. You have two choices to complete any new attributes added to your account:

Manually complete all attributes.
Use the import template on the right hand side to complete all attributes. For more information on how to import the data, read our article on the topic.

Define employees to export to Sage 50

When entering values, pay special attention to the "Include in UK Payroll" attribute:

Set to Yes: Include employees whose data you need to transfer with the export.
Set to No: Exclude employees from the sync.

This attribute determines if the sync includes an employee and under which identifier.

In addition, you must fill in the following attributes:

Payroll ID
Consider in UK payroll

Note
If you are rehiring former employees, you can use the rehire feature, transferring all employee data from the inactive employee profile to the new one. For detailed guidance, refer to the Help center on rehiring former employees. Once you select the option Copy all other attributes from the previous profile, Personio automatically copies the custom attribute values and sets the Personio attribute Consider in UK Payroll in the old profile to No. This adjustment allows you to reuse the same employee number (Sage 50) without duplication errors. We recommend your payroll admin or the Sage 50 admin review the new profile to confirm whether the previous employee number (Sage 50) should be reused. The payroll ID, used to distinguish employments with HMRC, must be changed to one that has not been previously used for this employee.

Activate the feature

To activate the export to Sage 50, follow these steps:

Go to Settings > Payroll.
Click Sage 50 payroll and select the relevant subcompany if enabled.
Enable the export.
Save your entry.

Use the custom data export for Sage 50

Review data and complete attributes

For each payroll run, use the preliminary payroll table to review your data. This table highlights any missing or incorrect data configured for the export.

To ensure accuracy:

Identify Issues: Look for highlighted areas indicating missing or incorrect data.
Make Corrections: Update the necessary information directly in the employee’s profile.

This process helps maintain accurate and complete payroll data.

Generate an export

Once you've fixed all validation errors, you can generate an export for Sage 50 by following these steps:

Navigate to Payroll > Sage 50.
Click on Generate Export.
In the dropdown menu, select the Sage 50 Payroll export option.
In the Documents tabs, you can download the export file.

Employees with unresolved validation issues don’t show in the export. This ensures that one issue doesn't hinder processing for validated employees.

Actions in Sage 50:

Existing Employees: Sage 50 updates employees with an Employee Number in Sage 50.
New Employees: Sage 50 payroll creates new entries for employees without an Employee Number.
Terminated Employees: You need to manually terminate these employees in Sage 50 payroll.

Import data into Sage 50 Payroll

To import data into Sage 50 Payroll, follow the steps in the Sage Help Center.

Note
We do not recommend adjusting the export file before importing it into Sage 50.

Payroll attributes

This list contains the payroll attributes for the custom data export for Sage 50. Mandatory attributes necessary to run payroll successfully are marked by an asterisk (*).

Field Name in Personio	Name in Sage Template	Details	Additional Information
Include in UK Payroll*	-*	Set this to “Yes” to include an employee in the Sage 50 export.
Title*	Title*		Must be a valid Title.
First name *(legal)	Forename*	First name.	Max length is 30 characters.
Last name *(legal)	Surname*	Last name.	Max length is 30 characters.
Address Line 1	Address 1		Max length is 30 characters.
Address, addition	Address 2		Max length is 30 characters.
Address, city	Address 3		Max length is 30 characters.
Address, country	Address 4		Max length is 30 characters.
Address, postcode	Post Code	Enter the postcode of the employee.	Has to be 8 characters long.
Email	E-mail Address	For use with email or online payslips.	Max length is 255 characters.
Legal Gender*	Gender*		Consists of option values: F = Female or M = Male
Marital Status*	Marital Status*		Consists of option values: Single, Married, Divorced, Widowed, Civil Partnership, Other
Birthday*	Date of Birth*		The date format is DD/MM/YYYY.
Entry date (current employment period)*	Work Start Date*	Enter the date that the employee started work for the employer.	The date format is DD/MM/YYYY.
National Insurance Number*	NI Number*	Enter the employee's National Insurance Number. For example, AB123456A.	The expected input should consist of 2 letters, and 6 numbers, followed by a single letter.
National Insurance Category*	NI Category*		Consists of option values: A,B,C,D,E,F,H,I,J,K,L,M,N,S,V,X,Z
Tax Code*	Tax Code*	Enter the employee's tax code. For example, 1257L.	7 characters: ([1-9][0-9]{0,5}[LMNPTY])\|(BR)\|(0T)\|(NT)\|(D[0-8])\|([K][1-9][0-9]{0,5})
Tax Code Effective From Date	Tax Code Effective From Date	Auto-generated through attribute history.
Payment Frequency*	Payment Frequency*		Consists of option values: Weekly, Fortnightly, Four Weekly, Monthly, Annually.
Sort Code	Sort Code		Must be nn-nn-nn. For example, 11-22-33. Format it correctly and display it as 00-00-00.
Account Name	Bank Account Name	Enter the name of the person the bank account is held in.	Must be 8 numeric characters.
Account Number	Bank Account Number	Enter the employee's bank account number.
Payroll ID	Payroll ID	If left blank, then a reference will be generated when creating a new employee record. Note Set the previous Payroll ID Status if you are transferring employees from another payroll system. Only enter if the previous Payroll ID is known. We recommend leaving this blank and choosing the option unknown as the previous Payroll ID Status.	Max length is 35 characters.
Employee Number (Sage 50)	Employee Reference	If empty, Sage 50 creates a new employee.
Right To Work Confirm Status*	Right To Work Confirm Status*
Week1 Month1 Basis	Wk1Mth1 Basis		Enter 0 if the employee is not on a Wk1/Mth1 Tax Code or 1 if they are on a Wk1/Mth1 Tax Code.

What can we help you with?

Custom data export for Sage 50 (UK)