How do I create a Peachtree (Sage 50) Payroll export file?

Transcription

1 How do I create a Peachtree (Sage 50) Payroll export file? Steps to complete prior to running the payroll export in HBS: In Peachtree: Prior to setting up the Peachtree (Sage 50) Payroll export, you will need to know which Inventory Item is being used for payroll. If one has not been set up yet, the client will need to create a new inventory Item defined with an Item Class of Activity. For our example, this inventory Item will be referred to as PAYROLL. Further information on inventory item setup, as well as all other setup procedures can be found in Peachtree s help. Once inventory item setup is complete in Peachtree, an import template should be defined to conform to HBS export file. The template can be created by opening Peachtree and then selecting File> Select Import/Export >Time/Expense>Time Ticket Register and then clicking the Import button.

2 Once the template screen is loaded, save to a name that easily identifies the new template as HBS Payroll Import. In this example, the template is named HBS Payroll Import, with an accompanying description. Once it is saved, the columns can be selected and ordered for use with HBS. It is important that both the selected Show columns and Col # match the examples below. Uncheck Make sure fields and Col # match this example

3 Uncheck Make sure fields and Col # match this example Uncheck Once fields are setup, select the Options tab.

4 Make sure this option is selected It is important that the First Row Contains Headings is checked. For the Import/Export File, the name will most likely change with each payroll run. Note: It is highly recommended that the files are named in such a manner that they are easy to locate if they are needed for auditing or troubleshooting. Once the template matches the example above, choose SAVE. If prompted to overwrite the existing report, choose Yes. This is will save the template in the Time Ticket register Import list for future use. Note: It is not necessary to resave the template when choosing a new file to process. It is only required when making changes to the columns list and the Include Headers option. Peachtree is now setup to import a payroll file generated by the HBS system. The next section covers setting up the HBS system for Peachtree export. In HBS: Pay Rates Setup- In order to properly interface to any payroll software, pay rates should be setup within HBS. There are three (3) areas within the HBS system to setup pay rates the Employee, Charge and Pay

5 Rate type all have areas in which to enter rates. o Pay Rate Type: Go to File>File Maintenance>Category>Type=Pay Rate Type and add your agency s pay rate types. Note: Normally no rates are entered on Rates tab. Example: o Employee Rate: Go to Entity>Employee Type>Pay-Rate tab: o Charge Code Pay-Rates: Go to File>File Maintenance>Charge Code. Select a charge and go to the Pay-Rate tab to add rates. Seldom used as most agencies prefer to enter rates under the Employee. In Charge Entry a pay rate can be linked to a charge (if interfacing with clinical software the pay rate should be entered in the clinical software):

6 Note: Only visits that have a pay rate entered will export. The Charge Detail List report can be run with the Margin Report option to check payroll information attached to the charges. It can also be run using the No Pay-Rate Subset Selection prior to running the export to check if charges are missing pay rates. HBS Peachtree Export File Creation: Go to File>Import/Export menu. 1. Select Export Exporoll 2. Select Payroll 3.Enter Payroll Inventory Item from PeachTree PeachTree 4. Select PeachTree Perform the following steps: 1. Select Export from Import/Export radio group.

7 2. Select Payroll from File radio group. 3. Enter the Peachtree Inventory Item code in the Company box 4. Select Peachtree from the Export Type drop down box. 5. Select additional criteria (date range, additional options, unit selection) Once this screen is filled out, select the Properties tab, It is critical that the selected fields are in the exact order as shown in this example Note: Under Import/Export Visit Time can be replaced by Total Time if you want to export direct visit time and visit related time. Perform the following steps: Select Comma from File Type radio group.

8 Enter the location of the output file. Peachtree only allows selection of.csv file extension. The export program defaults to.txt so the user will have to manually change the extension in the location box. Make sure Header box is empty. Fill the Import/Export Field Selection list with the fields shown, in the exact order as shown. Once this screen is setup, change back to the Selection tab and click the Start button. Once the export has completed, the client is ready to import into Peachtree: The user will need to open Peachtree and select File> Select Import/Export >Time/Expense>Time Ticket Register and then select the template created above (HBS Payroll Export in this example). Once selected, the Import button needs to be clicked. This will open the template up. Most likely, the only change needed is to select the file location on the Options tab. Once the file is selected, clicking the OK button will perform the import. The import can be verified by choosing Employees & Payroll and then selecting View and Edit Time Tickets from the Time & Expense Tickets submenu: Employees & Payroll Tab Time and Expense Tickets. Click arrow in lower right corner to open submenu. Select View and edit time tickets This is what the imported ticket report looks like:

9 It can be filtered by date, or employee code among other data.