Champion Controller to Red Wing Payroll Migration Instructions

Champion Controller to Red Wing Payroll Migration Instructions Before you convert your data and run Red Wing Payroll you need to have a good working knowledge of the Red Wing Payroll application. Only employee master records migrate from Champion Controller to Red Wing Payroll. No payroll detail or dollar amounts are carried from Controller to Red Wing Payroll. Therefore we recommend that you switch from Controller to Red Wing Payroll at the end of a quarter or year. Installing and Running the Champion Controller Migration Tool Note: If you are using TurningPoint as your accounting system and have already migrated your Controller data, you can skip this section and go to Importing your Controller Data into Red Wing Payroll. 1. Enter Controller and at the main menu, press the Alt + F1 keys simultaneously. 2. Select Diskinfo and make a note of the Path to Champion PROGRAM FILES (singleuser) or STATION FILES (network). Also, make note of the Path to Champion ACTIVITY FILES (You will need this path when you complete the Importing Your Controller Data to Red Wing Payroll section of the migration instructions). Go to step 3 if you will be migrating employee data for more than one company, otherwise go to step 4. Exit Controller if you have no more companies that you will be migrating. 3. Press Alt + F5 and select the next company on your company list. Again press Alt + F1 and select Diskinfo and make note of the Path to Champion ACTIVITY FILES. Repeat step 3 for each company on your company list. 4. Insert the Red Wing Payroll CD into your CD drive and wait several seconds for the Installation screen to appear. If the Installation Program does not start automatically, click Run on the Start menu. Then, click Browse to locate the autorun.exe file on the CD. Select that file and click Open, followed by Ok to begin the installation. 5. Select the Champion Controller Migration Tool menu option. 6. Follow the on-screen instructions to complete the install. 7. At the end of the install you can click on the Run the Migration Tool check box and click Finish to open the migration tool or you can run the program later. 8. To run the program after you have installed it, go to your Windows taskbar and click on the Start button then Run. Type in the path you noted in step 2 (i.e., c:\champion) plus \chexport.exe (i.e., c:\champion\chexport.exe). Then, click Ok. 9. Follow the on-screen instructions and the migration tool will automatically export all the files necessary to complete the Red Wing section of the data migration process. Note: The Champion Controller Migration Tool will not affect your Controller data. Therefore it can be run multiple times, safely. Importing Your Controller Data into Red Wing Payroll 1. Install Red Wing Payroll. Refer to your Payroll installation instructions. 2. Open the Payroll module and select System Manager in the upper left portion of the Payroll Main Menu. Then, select Setup Wizard in the lower right hand window of the Payroll Main Menu. The SM Company Setup Wizard Company window appears, as shown in the following illustration. 06/04/07 Document #514 1 of 17

3. Enter information about your company and then click Next. The SM Company Setup Wizard Accounts window appears, as shown in the following illustration. 06/04/07 Document #514 2 of 17

4. Enter the default general ledger accounts. If you don t know what your default account numbers are, you can leave the default account numbers in the fields and change them later. If you interface to TurningPoint, either add the TurningPoint account numbers without separators (i.e., -,., etc.) or you can leave the defaults and change them later with the available look up feature. Click Next. The SM Company Setup Wizard States window appears, as shown in the following illustration. 5. Do not place any checkmarks in the SM Company Setup Setup Wizard States window. The import process automatically chooses the states attached to your employees from Controller. If you choose any states on this screen the import process will not be completed. Click Next. The SM Company Setup Setup Wizard Taxes window appears, as shown in the following illustration. 06/04/07 Document #514 3 of 17

6. Clear all of the tax check boxes that are currently selected by clicking on each check box. The import process adds the taxes as used in Controller. If all taxes are not cleared, the import process will not be completed. After all the tax check boxes are cleared, click Next. The SM Company Setup Setup Wizard Earnings window appears, as shown in the following illustration. 06/04/07 Document #514 4 of 17

7. Click the earning codes check boxes to select the Earnings Codes you will use. Unlimited Earnings codes can be added and existing codes modified after your company has been added. Click Next. The SM Company Setup Wizard Deductions window appears, as shown in the following illustration. Example: If you have both hourly and salaried employees you will want to be sure to select the Regular Hourly Pay and Salary check boxes. If you pay overtime to hourly employees then select that check box. 8. Click the deduction codes check boxes to select the deductions you will use. Unlimited deduction codes can be added and existing codes modified after your company has been added. Click Next and then click Finish to add your company. When the Setup Complete message appears, click OK. Complete steps 2 through 8 for any additional payroll companies you will be converting from Controller. 06/04/07 Document #514 5 of 17

9. Click Payroll from the upper left Main Menu window and then click Special Options in the bottom left Main Menu window. Then double-click Import Champion / Controller Data from the bottom right Main Menu window. The PR Special Import Champion / Controller Data window appears, as shown in the following illustration. D 06/04/07 Document #514 6 of 17

10. Click OK. The Select File window appears, as shown in the following illustration.you will find the Controller files to import in this window. It is not necessary to select the Large Data File Option check box unless you have been directed to by Red Wing Support. 11. Click on the down arrow in the Look in: box at the top of the screen and find your champion\data folder. (See step 2 of Installing and Running the Champion Controller Migration Tool... Path to Champion ACTIVITY FILES ) After you have selected the correct folder click on the Open button and the import process will begin. 06/04/07 Document #514 7 of 17

12. At the end of the import process you will be prompted with a message box indicating that the payroll conversion is complete. Click on the OK button. Completing the Setup of Your Red Wing Payroll Company 1. Go to Payroll -> Setup and go through each setup item. Below is the list of items that you should, as a minimum, go through before running Red Wing Payroll. Refer to our online help or the payroll manual for assistance as needed. 2. Click on Customization and then the Modify button if you will be interfacing to TurningPoint. 3. Taxes a. Click Change and modify the settings accordingly. Be sure to set the general ledger account(s) to post tax entries to. The drop down buttons will list accounts if you are interfacing to TurningPoint. b. Repeat step a. for each tax code on the list. 4. If you will be using Red Wing Payroll to calculate Worker s Compensation entries, you will need to set up your Classes from the corresponding Setup menu option in addition to modifications made in step 2. 5. Add any local taxes that you used in Controller. Local taxes are handled differently in Red Wing Payroll than they were in Controller therefore they have not yet been set up in Red Wing Payroll. Refer to the online help or Red Wing Payroll manual for setup instructions. 06/04/07 Document #514 8 of 17

6. Earnings - Add/Modify earnings codes. 7. Deductions - Add/Modify deduction codes. 8. Vacation/Leave - Because of differences in the way Controller and Red Wing Payroll handle Vacation and Leave you will need to set them up from scratch in Red Wing Payroll. Employees - Only employee master records are imported. Beginning on the next page are illustrations of the Red Wing Payroll employee screens. Below each illustration is a table that lists the Red Wing Payroll fields that correspond to the fields in the illustration. The second column of the tables list the Controller fields where data was imported from. The comments and instructions column gives additional setup instructions and detail about fields that you need to be aware of before using Red Wing Payroll. Optional Red Wing Payroll fields that do not have a corresponding Controller field and do not need further explanation are not included in the tables. 06/04/07 Document #514 9 of 17

1 General Red Wing Payroll Field Controller Field Comments/Instructions Employee Number Employee Identification Number Name Name The complete employee name is entered into one field in Controller. The conversion attempts to determine how names should be split into separate fields as entered into First, Middle Initial and Last Name fields in Red Wing Payroll. See Examples Below Employee Name Conversion Examples: As entered in Controller As converted in Red Wing Payroll: John Quincy Smith John Quincy Smith John Q Smith John Q Smith Smith, John Q. Smith, John Q Address Address Address Extra Address City City State State Zip Zip Social Security # SSN Phone Home Phone Pay Frequency Pay Period Weekly, Bi-Weekly, Semi-monthy, Monthly Pay Type Pay Type Salary or Hourly Department Department Status Status Active or Inactive 06/04/07 Document #514 10 of 17

2 - Personnel Red Wing Payroll Field Controller Field Description/Comments Sex (Required) Gender (Optional) Male or Female. Red Wing Payroll will not allow you to exit an employee s record if this field is left blank. Ethnic Group Class Title Emergency Contact Birth Date Hire Date Last Review Next Review Term Date EEOC Class Title Emergency Contact Birth date Hired Last review Next review Termination Date Red Wing Payroll adds a blank default Worker s Compensation Class for the Taxing State that was assigned in Controller. You must add all of your Worker s Compensation Classes and correct rates then assign them to each employee before this option can calculate Worker s Compensation (Optional). 06/04/07 Document #514 11 of 17

3 - Earnings Hourly Rate: Salary Rate: Pay Rate Salary rate was entered by pay period in Controller. Salary is annualized in Red Wing Payroll For example a weekly rate of $1000.00 in Controller will be annualized and displayed as $52,000 in Red Wing Payroll ($1000.00 X 52 Weeks per year). Also, although pay rates are imported into the employee files, earnings codes must still be added on the earnings screen for each employee. The rate displayed on the Earnings screen will automatically be added to the earnings code for each employee. Click the Add button to add earnings codes for each employee. 06/04/07 Document #514 12 of 17

4 - Taxes Red Wing Payroll Field Controller Field Description/Comments Red Wing Payroll will add taxes based on what has been set up on the employee s master record in Controller. Highlight any tax code that is displayed and click the Change button to view the settings for an employee. Click on the Active checkbox if you don t want to have a tax calculated for an employee. If a specific tax will never be calculated for the employee highlight the tax on the list and click the Delete button. Each employee will have the following taxes set by Red Wing Payroll. 06/04/07 Document #514 13 of 17

Red Wing Payroll Field Controller Field Description/Comments Tax State Taxing State The state withholding tax code must also exist in the list of tax codes at the bottom of the screen. Tax Local Local taxes are not set at the employee level in Controller. You must set up your local taxes in Red Wing Payroll before using this option. FED FICA Company Share Social Security (OASDI) tax added by default to each employee. FED FICA Employee Share Social Security (OASDI) tax added by default to each employee record. FED Medicare Company Share Tax added by default to each employee record FED Medicare Employee Share Tax added by default to each employee record. FED Federal Withholding Exemptions and Marital Status Finds the exemptions and marital status and adds them to the code. State Withholding Taxing State If your state allows employees to have a different number of withholding exemptions from Federal exemptions, you will need to view settings for each employee where differences exist and make the necessary changes. The conversion program can only read and import Federal exemptions. Therefore the same number of exemptions is defaulted into the state withholding settings. Even if you state does not withhold taxes you will see a state tax code on each employee s file. State Unemployment State Unemployment tax codes are added based on the taxing states listed on Controller employee records. You will need to add your state unemployment rates in order for Red Wing Payroll to calculate state unemployment amounts (Optional). Go to Payroll -> Setup -> Taxes to set your rates and general ledger accounts to post state unemployment taxes to. Worker s Compensation State Worker s Compensation codes are added based on the taxing states listed on Controller employee records. You must add all of your Worker s Compensation Classes and correct rates then assign them to each employee before this option can calculate Worker s Compensation (Optional). Set defaults for each employee in the Class field on the Personnel tab. 06/04/07 Document #514 14 of 17

5 Deductions Red Wing Payroll Field Controller Field Description/Comments Deductions including Section 125 plans, Cafeteria plans, 401k plans, SEP plans, Roth IRA plans, taxable insurance deductions, garnishments, etc. that you used in Controller must be setup and added to your employee s records prior to using Red Wing Payroll. 06/04/07 Document #514 15 of 17

6 Accounting Red Wing Payroll Field Controller Field Description/Comments Miscellaneous Tax Information Income Form All employees from Controller are set to W-2 Form SUTA State Default SUTA states are added based on the taxing states listed on Controller employee records. 06/04/07 Document #514 16 of 17

7 Leave Red Wing Payroll Field Controller Field Description/Comments Vacation and Sick leave hours were not imported into Red Payroll from Controller because of the distinct differences in how they are setup and calculated in the two applications. Therefore if you want to use the Red Wing Payroll Leave features you must set them up first. Employee Master fields that are not migrated to Red Wing Payroll from Controller The information for the fields that did not get imported into Red Wing Payroll during the conversion can be added using the 5 user defined fields that are available. You will need to add the information manually. Unlimited employee notes that were available in Controller are not available in Red Wing Payroll. Driver s License DL# Expire Date Spouse Name Spouse Phone Congratulation you have successfully migrated your Champion Controller employee files to Red Wing Payroll! 06/04/07 Document #514 17 of 17