KB Category: Sage Payroll (Micropay)

System requirements – Sage Payroll (Micropay) 19/08/2019

Tax Code Changer

1. Backup up Data

2. Restore Locally

3. Print tax code details

4. Prepare mapping Structure to Sage Default Tax Codes – See Sage KBA 33290

What the outcome to be:

How to change them:

Please ensure you change codes in the correct sequence.

example

5. Run Adept Tool

• Browse to the correct Data Path
• Enter in the Manager name and password
• Select All Transactions
• Tick the Update Box
• Enter in the current tax code
• Enter in want you want the new tax code to be
• Run

Repeat this for every tax code you want to change

6. Log into sage – Reindex and compress the data

7. Check the tax codes

• By using the filters and double check they have changed
• Run the VAT return to check
• Run the RTD to check
  • What boxes sage 50 uses to calculate RTD

8. Change tax code in Configuration to match the correct tax codes you have changed

See Sage KBA 33290

9. Backup data and send back to the customer

Sage Micropay CSO setup

If the Central Statistic Office (CSO) has selected your company for participation in their survey and you haven’t yet setup CSO reporting in Micropay, this document
will explain how to set this up.  Once you have completed the setup you can generate the following CSO survey reports.

• Earnings, hours and employee cost survey (NHECS)
  This report monitors change in labour costs in Ireland and across the EU and must cover all payrolls belonging  to the same tax registration and is
  submitted quarterly to the CSO
• National employment survey (NES)
  The (NES) reports on statistical employment information from business that have more than three employees.  This report  must cover all payrolls
  belonging to the current company and be submitted annually to the CSO at the end of the calendar year.

There are 3 steps to setting up CSO reporting in Sage Micropay,  Activate the CSO reporting feature,  Set up your payments for CSO reporting and Setup you
employees for CSO reporting.

Step 1 – How to activate the CSO feature in Sage Micropay

• On the top menu bar click on Company/Payroll and select on ‘Company Details’.
• On the ‘Company Details’ screen click on the tab ‘CSO’
• On the ‘CSO’ tab enter in your company’s central business register (CBR) number into the ‘CSO CBR Number’ box and click ‘OK’. (If you are unsure of this
  number please contact the Central Statistic Office)

This process must be completed on each of your payrolls in order to activate the CSO feature.

Step 2 – How to setup your payments for CSO reporting

Once you have activated the CSO feature in Step 1 you are  now ready to start configuring your Payments for CSO reporting.  You don’t need to
specify CSO settings for the following payment types:  Redundancy, illness benefit,  Benefit in Kind (BIK), maternity benefit and paternity benefit.

1. On the menu bar, click Company/Payroll then click Payments.  This will list all the payments entered in Sage Micropay
2. Select a payment that’s subject to CSO reporting and click ‘Edit’.
3. Under ‘CSO Statistical Reporting, complete the following information:
   EHECS Type                  Choose the relevant CSO type for this payment.  If you are unsure please contact the Central Statistic Office for assistance
   Hours Multiplier           Enter the CSO hours multiplier value.  This helps to ensure that the hours you record in the EHECS report is accurate
   NES Type                       Select the NES type for the payment if applicable.
4. Click ‘Save’ to save your changes.
5. Repeat steps 2 to 4 for all relevant payments then click ‘Close’.
6. Repeat all the above steps in each of your payrolls.

Step 3 – How to setup your employees for CSO reporting

Once you have added the CSO details to your payments you will now need to add the CSO categories to each of your employees on your payrolls, to do this:

1. Open your employees record by clicking on the ‘Edit Employee’ icon on your process map or by clicking on ‘Processing’ on the top menu bar
   and select ‘Edit Employee’.
2. Select the employee that you wish to add the CSO details to and click on the ‘CSO’ tab.
3. If your employee needs to be excluded from the CSO report, tick the ‘Exclude Employee from CSO Reports’ box and then click ‘Save’.
4. To include this employee in the CSO report, complete the following information:
   *  Occupation Status
   *  Type of Employment Contract
   *  CSO Occupation Category
   *  Hours per Working Day
   *  Contracted Hours
5. Click ‘Save’ to save your changes.
6.  Repeat steps 2 to 5 for all employees on your payroll.
7. Repeat the steps above for all your payrolls.

Please note, if you are setting up the CSO feature mid year, you must delete all entries on the CSO History table and then repopulate it.  This is because
the CSO History was populated before you made any amendments to the CSO details.  Once  you click on the button ‘Fil in Blank History’ Sage
Micropay will re populate the CSO history table with the new information that you have entered against the employee.

How to Delete the Existing CSO history

In the Employee Details on the CSO tab click onto the CSO entry line and press F5 on your keyboard to delete each of the lines.

Once you have cleared out the old CSO History click on the ‘Fill Blank History’, Sage Micropay will repopulate the CSO history with your amended
details.

Click ‘Save’ to save your changes.

(SD)

ROS Password changed and RPN’s won’t download in Sage Payroll

in order for Sage Payroll (Micropay) to sync with ROS for the purpose of downloading live RPN’s and uploading payroll Submissions, Sage Payroll (Micropay) uses
a ROS digital cert which is download from your ROS site.  Every now and again ROS requires users to change their online password,
When this happens the original ROS digital cert that Sage Micropay uses becomes invalid. This document will explain the
steps required to download a new ROS digital cert and load it into your Sage Micropay.

Step 1  Downloading your new ROS digital cert

Open up your ROS home page and click on ‘Manage My Certificates’

On the ‘Manage My Certificates’ screen click on the line that has your cert name and select the Save icon

Select ‘Yes’ on the save screen and ‘OK’ on the next screen.  This will download you ROS digital cert with your new password to the Downloads folder on your PC.

Step 2 Locating your new ROS digital cert

By default your newly downloaded ROS cert is saved to the ‘Downloads’ folder on your PC.  Open up your File Explorer and click on ‘Downloads’
on the left hand panel and locate your new ROS digital cert and copy it.

By default Micropay looks to the ROS digital cert in the ROS folder on your local C drive.  If you are unsure, log into Sage Micropay and,
click on the  ‘Retrieve RPN’s’ icon.  The ‘Certificate’ location on this screen is the location of your original ROS cert. This is the location that you
will need to copy your newly downloaded cert to.

Step 3 Amending your ROS password in Sage Micropay

Once your new ROS digital cert has been copied to the ‘Certificate’ location you will need to add your new ROS password to Sage Micropay.
To do this open up your payroll and click on the icon ‘Retrieve RPNs’.  Enter in your new ROS password and click ‘Next’.  Sage Micropay
sould now be connecting with ROS.

Important Note:  You will need to run this process on all PC’s that Sage Micropay is installed on.

(FL)

How to refund pension contributions

If you have deducted too much pension from an employee, you may need to refund this back to them. You can do this in one of two ways:

1. Enter a negative pension contribution on the employee’s timesheet or reduce the usual contribution by the amount of the refund. Alternatively, if there is not an ongoing contribution then enter just the refund amount with a – in front of it in time and pay.   For example if the standard weekly pension contribution is €25.00 and the amount to be refunded is €10.00 then edit the pension contribution deduction in time and pay to be €15.00 (€25-€10).

OR

2. Set up a new payment to be used in time and pay for the refunded amount. Then edit the ytd pension contributions in the deductions tab of employee record to take into account the refunded amount. See instructions below:

• If the pension was originally deducted as a gross deduction ie it was deducted from gross pay before paye tax was calculated, then the refund must be subject to paye but not usc or prsi as these were already charged on the original income before the pension contribution was deducted.
• Click Company/payroll then Payments and New. Enter details as shown below and save.

• Click Edit Employees and select the relevant employee.  Click the Deductions tab, Amend the Balance E’e and Total E’e to the correct year to date total for the pension.  If required, to correct the employer amounts, you can edit the Balance E’r and Total E’r values.
• In Enter Time and Pay enter the refund amount against the payment you set up earlier.

Note you may have to use method 2 in some cases where pension contributions are calculated using formula and cannot be manually edited in time and pay.

Change the holiday year and do the rollover in Sage Payroll

After a couple of attempts, I managed to change the holiday year and do the rollover. The sequence was as follows:

1. Verified closing balances to be rolled over at EOP in final pay period of old year
2. Rolled over the balances by choosing Year End and Roll over Holiday Balances
3. Ran the Holiday Report again and checked the balances had carried forward correctly
4. Set the new pay period
5. Changed the start and finish dates of the holiday year.
6. Ran the Holiday Report again to ensure balances had not changed

The key thing was to do the rollover first, then set period and then set the new holiday leave year start and end dates.