Streamline Payroll with PayClock Online and Sage 50 US Integration: A Comprehensive Guide

Integrating your timekeeping system with your accounting software can significantly reduce manual data entry and errors, leading to a more efficient payroll process. If you’re using Payclock Online for time tracking and Sage 50 US for accounting, you can seamlessly connect these two platforms. This guide provides a detailed walkthrough on how to set up and utilize the integration between PayClock Online and Sage 50 US, ensuring accurate and streamlined payroll management.

Configuring Sage 50 US for PayClock Online Integration

Before exporting data from PayClock Online, you need to configure Sage 50 US to correctly import the time ticket information. Follow these steps within your Sage 50 US account:

1. Navigate to File > Select Import/Export and click on the Time/Expense icon located on the left side of the window.
2. Click the Import button at the top. This action will open the Time Ticket Register window, displaying the Fields tab.
3. Carefully scroll through the Fields list and adjust the settings to match the order and fields as outlined in the table below. It is crucial that these fields are in the exact order specified; otherwise, the import process will result in errors.

Field Name	Column #
Employee / Vendor	1
Recorded by ID	2
Ticket Number	3
Ticket Date	4
Has Been Used in Sales / Invoicing	5
Invoice Number Used	6
Activity Item	7
Customer / Job / Adm	8
Completed for ID	9
Pay Level	10
Has Been Used in Payroll	11
Manual / Timed Option	12
Start Time	13
End Time	14
Break	15
Duration	16
Internal Memo	17
Billing Type	18
Billing Rate	19
Billing Status	20
Unit Duration	21
Billing Amount	22
Ticket Description for Invoicing	23

4. Move to the Options tab within the Time Ticket Register window. Here, you need to specify the file path under Import/Export File. This is where the exported file from PayClock Online will be located.
5. Under Import Options, ensure you check the box next to “First Row Contains Headings”. This tells Sage 50 US that the first row of your import file contains column headers.
6. Click Save. You will be prompted to enter a name for this template. A descriptive name like “PCO Time Tickets” is recommended for easy identification.
7. Click Save again, and then OK. This action saves your import template and adds it to the list of available templates. You will select this template each time you import time ticket data from PayClock Online.

Configuring Sage 50 US Employees for PayClock Online Time Tracking

To ensure accurate payroll processing, you need to configure your employee settings in Sage 50 US to work with time ticket hours imported from PayClock Online. Follow these steps for each employee:

1. In Sage 50 US, click on the Employees & Payroll icon in the navigation list.
2. Click the Employees icon and then select View and Edit Employees.
3. Double-click on the specific employee you want to configure. This will open the Maintain Employees & Sales Reps window.
4. Navigate to the Pay Info tab.
5. In the Pay Method dropdown menu, select “Hourly-Time Ticket Hours”. This setting ensures that the employee’s pay is calculated based on the time ticket hours imported from PayClock Online.
6. Click Save to apply the changes.
7. Repeat this process for every employee who will be using PayClock Online for time tracking and whose data will be imported into Sage 50 US.

Installing the Sage 50 US Integration in PayClock Online

With Sage 50 US configured, the next step is to set up the integration within PayClock Online to facilitate data export.

1. Log in to your PayClock Online account and navigate to Exports > Manage Exports.
2. Click New. In the list of available exports, locate and select Sage 50 US – Time Ticket Register.
3. Click Setup Payroll Export from the Add New Payroll Export options.
4. Select the pay class(s) that you want to include in the integration. Click Next. Note: For organizations with multiple pay classes, ensure the pay period start and end dates are consistent across classes. If not, you might need to export data by Date Range instead of Pay Period.
5. Enter a Nickname for the export for easy identification (e.g., “Sage 50 Export”). Also, enter a File Name for the exported data file.
6. Enter a Default Activity Item. Ensure you select “Include Column Headers”. Click Next.
7. Select the pay codes you wish to map or include in the export. For each pay code, enter the corresponding Payroll Pay Type as defined in Sage 50 US. Click Next. Note: Pay codes based on amounts (like Tips) are not compatible with this integration.
8. Choose the department(s) to include in the export and set the corresponding Department Code. Click Next.
9. Review the configuration summary to verify all settings are correct. Click Save to finalize the integration setup.
10. The newly configured Sage 50 US integration will now be visible in your list of exports in PayClock Online.

Important Notes on Activity Items and Payroll Pay Types:

• Activity Items: These are essential for Time & Billing within Sage 50 US. They are used when recording time tickets and can be leveraged to track hours worked across different departments. Activity Items are set up as inventory items within Sage 50 US, accessible through the Maintain menu or Navigation Aid. If you have questions about Activity Items, it’s recommended to contact Sage Support for detailed guidance.

• Payroll Pay Types: When mapping PayClock Pay Codes to Sage 50 US Payroll Pay Types, it’s critical to use the line number of the Payroll Pay Type as it appears in Sage 50 US. For instance, if “Regular Pay” is on the first line in your Sage 50 US Pay Types list, the corresponding Payroll Pay Type number is 1. To find this information in Sage 50 US, go to Maintain > Payroll > Payroll Settings > Company Information > Pay Types.

Exporting PayClock Online Data and Importing into Sage 50 US

Once both systems are configured, you can export payroll data from PayClock Online and import it into Sage 50 US to process payroll.

1. In PayClock Online, go to Exports and select the Sage 50 US export you configured from the list.
2. In the export window, specify the pay period or a date range for the data you want to export.
3. Click Export Data. Choose a location on your computer and save the file.
4. Log in to Sage 50 US. Go to File > Select Import/Export and click the Time/Expense icon.
5. Select your saved import template (e.g., PCO Time Tickets) and click Import.
6. Verify the file path on the Options tab to ensure it points to the exported file you saved. Click OK.
7. After successful import, the time ticket data from PayClock Online will be in Sage 50 US. You can then make any necessary manual adjustments and proceed with your payroll processing.

Note: For any questions or concerns during payroll processing, it’s always best to consult with your payroll provider for expert assistance.

Understanding the Output File for Sage 50 US

The output file generated by PayClock Online for Sage 50 US integration follows a specific layout. Understanding this layout can be helpful for troubleshooting or verifying data.

Col #	Field Name	Field Description
1	Employee / Vendor	Always 0 (zero)
2	Recorded by ID	Employee Number
3	Ticket Number	Unique number created by PayClock Online (PCO)
4	Ticket Date	Date of the daily total
5	Has Been Used in Sales / Invoicing	Not Used – Blank
6	Invoice Number Used	Not Used – Blank
7	Activity Item	Default Activity item or Worked Department Number
8	Customer / Job / Adm	Always 3
9	Completed for ID	Not Used – Blank
10	Pay Level	Payroll Pay Type ID
11	Has Been Used in Payroll	Always False
12	Manual / Timed Option	Always 1
13	Start Time	Not Used – Blank
14	End Time	Not Used – Blank
15	Break	Not Used – Blank
16	Duration	Amount of time worked (HH:MM)
17	Internal Memo	Not Used – Blank
18	Billing Type	Always 0
19	Billing Rate	Always 0.00000
20	Billing Status	Always 2
21	Unit Duration	Time worked converted to decimal format
22	Billing Amount	Always 0.00
23	Ticket Description for Invoicing	Not Used – Blank