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Move from Sage50 Payroll to QuickBooks

If you've been running Sage50 Payroll and would like to move to QuickBooks, you can get up and running quickly by using the import methods below for either QuickBooks Standard or Advanced payroll. You can compare the two payroll solutions available from QuickBooks here.

Using the Sage50 payroll import will allow you to import the following data:

  1. Company Pension details
  2. Employee Details
  3. Opening Balances


Firstly you will need to export the data you require from Sage50.

  1. In Sage50, go to Wizards, choose Data Export, then Payroll Data Export
  2. Within the wizard, you will be able to choose your template. The 3 templates supported by the QuickBooks Advanced Payroll are Company Pension Schemes, Employee Details, and Employee Year to Date Figures
  3. Within the Sage50 wizard, you will also be asked where you want to save your exported data, at this point you need to tick the Create a CSV file with Payroll fields as column headings? box


Now that you are ready to import your data into the system, please note that the order of importing the data needs to be.

  1. Company Pension Scheme
  2. Employee Details
  3. Opening Balances


Import your Sage50 CSV files in this order:

  1. For Sage50 Company Pension Scheme CSV file select Pensions
  2. For Sage50 Employee Details CSV file select EmployeeImport
  3. For Sage50 Opening Balances CSV file select OpeningBalances

Import your Sage50 payroll data using these steps:

  1. Go to the Add Employee menu and click on Import Employees
  2. Under the Import Employees section, select Sage50 File Import from the Import Employees From drop-down menu
  3. Then from the File Type drop-down choose which option you would like to import, making sure you do this in the order below
  4. Next, choose Select File and navigate to where you saved your Sage50 CSV files to select the file you need
  5. Once you have chosen the file you would like to upload click on the Confirm upload? button

Data Importer in QuickBooks Online Standard Payroll enables customers to import an FPS file in an XML format into QuickBooks Online Standard Payroll.

You will need the latest FPS data available to export, download or copy and create your own .XML file.

NOTE: You can only import one file and it must not contain multiple payroll schedules. For example, the file needs to contain employees with weekly or monthly schedules, but not both. If you're running both weekly and monthly payroll, select the FPS file with the highest number of employees. You can add the missing employees later.

When you have your FPS file ready, you can watch the video below and use the following instructions to import into Standard Payroll.

  1. Log in to QuickBooks Online Standard Payroll.
  2. Go to Employees or Payroll menu, then select Let's go.
  3. When prompted, select Yes, import my data.
  4. On the next page, select your previous payroll software, then select Next.
  5. Select Upload file on the next page, then select your exported XML file.
  6. On the last page, select Next to start the import. If we're unable to import your file, you'll see a message explaining what action you need to take.
  7. Log in to your previous payroll software.
  8. Export a Full Payment Submission (FPS) with the highest number of employees. This needs to be in XML format. Note: It's important to ensure you select the most recent FPS with the most amount of employees to ensure that you're able to pick up where you left off with no or limited manual entry
  9. Save it somewhere safe, such as your Desktop or My Documents on your computer

Note: During the move from desktop to QuickBooks Online,  the old desktop payroll liability and expense accounts should be renamed. For example, Payroll Expenses could be named Payroll Expenses (Desktop) and Payroll Liabilities could be named Payroll Liabilities (Desktop). This ensures QuickBooks Online can create new payroll expense and liability accounts when running your first payroll.

The old desktop payroll accounts can also be renamed in QuickBooks Online after migrating, if you have not done so already, please do this now.

Finally, when you run your first payroll, you will be asked to select a ‘Net Pay’ account. This is the bank account to which QuickBooks online Standard payroll will post the net wage expense for each individual employee. Please set up your bank account before creating your first payroll.

Please find below a video, from signing into QuickBooks Online for the first time, importing employee data and post-import tasks including completing employee data, Tax & Pension information (see Workplace Pensions in QuickBooks Online if you need to set up a pension your provider).

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