Adding a New Location to Sage HRMS Payroll

September 27, 2017

This takes modification in 5 areas of Sage HRMS. This quick video will show you the 5 places.


"Hi I'm Rhonda Siex, and I will be showing you how to add anew location in Sage HRMS. When adding a new department, branch, location, or any other classification code it's important you remember you will need to add it in five places before it can be added to the employees.

Before we start, I'm going to pick a company because my system has the ORG levels set up at the employer level. So, first let's go to “Set Up,” “Employees,” and then under “Code Tables” let's select “Organization.” Now we want to go to the “Code Type” and select “Department” (to add our new department)and we’ll click the “Add” button. Now we can type in our new code and our new description. And we can see that the status is active. Now we'll click apply!This gives us an opportunity to review the information on the page before leaving it. Now let's click “OK” and now you can see the new code has been added. And we're ready to move on!

Next, let's go to “Set Up,” “Payroll” and under “Code Tables”we’ll select “Class.” Classes and payroll are the equivalent to ORG levels in HR. The difference is HR has five ORG levels and payroll only has four classes that cannot be renamed. In my example, I know that Class 2 is the equivalent of a department in HR. So, I want to select Class 2 and I’ll review my list.Scroll all the way to the bottom, I can use the insert key on my keyboard. And now I can type in my new class code and my new description. And will save and close. And staying in payroll, we want to go to the General Ledger area and add our new department to the segment codes. Segment codes will help us validate each segment in our chart of accounts. So, for department we’ll want to scroll all the way to the bottom again. Reviewing the segment code structure and the pattern that we have. I'm going to click “Insert” on my keyboard and following the O 900 I'm going to put in 1000 as my next code with my new description.When that's complete, I'm going to click save and close, and now I'm going to stay and payroll but I'm going to go to the General Ledger. And I'm going to add an account to reflect our new segment code.

Now we can add accounts two ways, we can do it manually or we can do an import—which is probably most common. Because when you add a new department you are typically going to have to add maybe 15 to 20 new account codes. So,I'm going to show you both ways starting with the manual process. First, let's start by clicking the looking glass, and we want to find the code that would naturally fall before the code we want to add. So, scrolling down I find the code ending in O 900 and I select that code. Now all I do is change the third segment of the code to match our new department by the replacing the 900 with 1000.You'll see that the add button is now visible indicating that we're adding anew account, and next I want to review the description and the other details. And once I'm ready I'm going to click “Add.” This completes the manual process.

Now let's export the file to Excel. We're going to go to Excel, and we want to browse to find where we want to save the spreadsheet. So,I'm going to save it as the department spreadsheet. And I want to select my criteria. So, I'm going to go to account segment 3, and I'm going to add that to my criteria. And under that I want to select set the value as field name equal to and I'm going to put in the O 900. This will pull up every account immediately before our 1000 accounts we want to add. We’ll say “OK” and “OK” again. You can see we just export it 30 records.

So, I'm going to close out of this, and I'm going to go to the Field Explorer, to find my spreadsheet so that we can make our updates. We’ll open the file. And looking at the file you can see that it gave me 30 records,which is exactly what we wanted, they all end in the O 900. And now I'm going to set up a shortcut that I can save for future export-import needs. Let's hide everything from B to P. And let's expand some of these columns so that we can see what we're working with. Then I'm going to add a formula to the first column. So you could do this as a “Find and Replace” but I like to have a sheet set up with a formula so that I can reuse it anytime I need to make an update. The formula, let's go back up here to the top one, you can see in the formula is the T2 ampersand U2 ampersand V2. So now that I have the formula in there I'm going to bring it all the way to the bottom. And then I want to do the same thing for column S, I just want to format the formula a little bit different,so that I can keep the formatted account in there with the dashes. So, that formula is the T2 ampersand and then in quotes we're going to put the dash ampersand U2 ampersand. Again, the dash in quotes ampersand and V2.

Now remember to bring the formula,all the way to the bottom of the column. And next we want to highlight column V.This is where I'll be making all my changes. Now I'm going to change this first cell to the 1000. I'm going to copy that and bring it all the way to the bottom.You'll notice when I did that, it updated everything in column A and everything in column S, so that they both end in 1000. That's exactly what we wanted.

Now many clients received a spreadsheet like this during their implementation, to use as a template. If you don't have one or can't locate it, you can go to our website set up a service ticket, and we'll be happy to help you get that put together. So, we save the file, and now I'm back in HRMS, and I'm ready to import. The import worked well, we can see we had 29 records inserted. With 30 process that's exactly what we expected. And I like to always go back and review to make sure that my codes came in properly. So, I'm going to go back to the looking glass, and this time I'm going to change my filter to 1000 and find now, so that I can see everything that came in with the 1000. We can see the codes, the descriptions everything's looking good. And it looks like we have all 30 of our accounts. So that's good. So, let's close out of this. and we'll close this screen.

And next we're going to add the department to the employee configuration. So we'll go to “Set Up,” “Payroll” and under “Database Setup” we want to go to “Employee Configuration.” Now I'm going to click the forward button. This is going to bring us to the first configuration. The purpose of the configuration is to map the HR codes to payroll. So, let's map the class department in the top box to the associated codes in the bottom box.We'll find our test, and we'll click the drop-down and select “Test,” and then under“Cost Center” we're going to do the same thing. We'll find the department, and we'll update the drop down to reflect our new department. Now don't worry if you don't have the “Cost Center” tab, you may or may not be doing cost center overrides like we are in our system. So, we've got that updated. I'm going to save and close.

And now I need to sign the geocode and the departments to the affected employees. So, we're going to go back to “Employees,”“View/Edit Employees” and we're going to pull out a Hugh Allen. And we're going to move him into a new department. So, we're going to go to “Job and Pay,” “Current Job” and I'm going to change his department under “organization” I'm going to change his department to our new department “Test.” I'm going to say “OK” And yes when we do things like this we do want history records so we're going to say “Yes.”And “OK” and we're going to let that process. Now we're going to do this for all of our affected employees.

And then finally, the last thing that we have to do to complete the process is to run an open payroll. So, I'm going to start the open payroll here, but just so that you know the open payroll is what actually completes that tie between human resources and payroll. So, we've just updated the employees and in order for their new departments to be reflected in payroll. We have to go through this open payroll process. So now that we've got that done, we have completed adding our new department to our company. And you want to always go back and add the new department to any other companies that were affected and of course remember to always run open payroll. But I want to thank you for watching this video tip for adding a new location to Sage HRMS. For additional help, please enter a ticket online or email support at CS3 technology. Thank you."

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