Enable the integration
Head to Settings → Sage → Sage Payroll Professional (IE) and check the Enabled box.
If you use multiple cost centres within Sage, enter the Default Cost Centre code.
You can specify the cost centre for individual carers within their profile or contracts. If no cost centre is defined for a carer, the above Default Cost Centre will be used.
The system will first check for a filled cost centre in the contract associated with the pay element, then the carer's profile, and finally the default cost centre code.
Setting up carers
In order to properly map the data for Sage, you will need to add the following information to your carers' profiles/contracts:
Payroll Number
Payroll Department Code
Payroll Cost Centre Code
Each of these can be added by opening the carer's page, and then clicking the Edit button in the Employment section towards the bottom of the screen.
Department & Cost Centre codes can be recorded against individual carer contracts, if you require more fine-grained control. These can be found within the "Payroll" section of the carer contract pages.
Set up pay element codes
In order to properly map the pay items coming out of CLL to the pay elements set up in your Sage software, you will need to provide Pay Element Codes for each pay item.
This needs to be done for each Carer Contract Type that you use.
Download your Sage payment settings
First, pull the list of Sage payment settings by following the instructions in the following article on Sage's support site: How to send your company payments and deductions settings to Microsoft Excel
Once you have the Excel spreadsheet containing your payment settings, you will need to enter the corresponding ID for each payment against the CareLineLive pay item.
Adding pay element codes
Open the Carer Contract Type, and then click the “Edit pay element codes” button at the top of the screen, to the left of the Help button.
You will be taken to a screen that lists all of the applicable pay items. Enter the pay element code for each.
Importing data into Sage
Once you set up the above and you've created your payroll run, you're ready to export the data for Sage.
Download the import file
Within the Payroll Run, click the Export button at the top of the page. Then select "Sage payroll Professional (IE)". A CSV file will be downloaded containing all of the payments within the payroll run.
The export file follows the structure outlined in the following Sage article: Import employee timesheet values and divide them between various departments and/or cost centres (Multi-timesheet import)
The columns are mapped as follows:
Spreadsheet column | Payment information to enter | Deduction information to enter |
A | Always 2. This value tells Micropay that you're importing payment information. | Always D. This value tells Micropay that you're importing deduction information. |
B | Enter the employee's number. | Enter the employee's number. |
C | Payment number. | Deduction number. |
D | Department code. | |
E | Cost centre code. | |
F | Hours or value of the payment. | Value of the deduction. |
G | Hourly rate. |