How To Guide
Payroll Import
Overview ......................................................................................................................................... 2
Setup - Export ................................................................................................................................. 2
Sample XAGAC export text file ................................................................................................. 2
Sample XACCE export text file ................................................................................................. 4
XAGAC recurring task ............................................................................................................... 5
XACCE recurring task ................................................................................................................ 5
Setup - Import ................................................................................................................................. 6
Sample import text file................................................................................................................ 6
Document Type - GESGTE ........................................................................................................ 7
Sequence Number GESANM .................................................................................................. 8
Journal Codes GESJOU ........................................................................................................... 8
Transcribe Import/Export - GESAOR ........................................................................................ 9
Import/Export Template - GESAOE .......................................................................................... 9
Functional Process ........................................................................................................................ 11
Sample Steps ............................................................................................................................. 11
Sample Journal Entry ................................................................................................................ 12
Common Errors in Log File ...................................................................................................... 13
July 2010 Sage Page 1 of 13
Payroll Import
Overview
This document explains how to setup and process the Payroll File Import within X3. The Import for Payroll
is a North American addon that allows files to be sent from a payroll system. This in turn can be imported
into X3 to create the payroll journal entry. Basic cross referencing is provided by the import utility. It can
be used when/if the payroll system value is not defined in exactly the same manner as it is within Sage
ERP X3.
To facilitate the implementation and the synchronization of the chart of accounts between Sage ERP X3
and the payroll system, two exports have been provided. They will provide a mast list of core accounts
and also the dimension values. If a synchronization process is being used, the exports should be setup in
recurring batch tasks setup to occur prior to the processing of payroll entries. This will ensure that
additions to the chart of accounts on the ERP system are available to the payroll system.
Setup - Export
The first step is to provide an initial export of the GL accounts and the dimensions to the payroll system
that is being used with X3. The 2 pre-defined exports created to do this are called XAGAC and XACCE.
Using the Export process below, a text file will be produced that can be sent to the payroll company.
The export process would typically be repeated only if new GL accounts and dimensions were created
however, we suggest this file be sent weekly. Two recurring tasks, XAGAC & XACCE have been created
as examples. Please check the Active flag when ready to use.
Click OK . Select the file to export. Click Choose.
Sample XAGAC export text file
July 2010 Sage Page 2 of 13
Payroll Import
July 2010 Sage Page 3 of 13
Payroll Import
Click OK . Select the file to export. Click Choose.
Sample XACCE export text file
July 2010 Sage Page 4 of 13
Payroll Import
XAGAC recurring task
XACCE recurring task
July 2010 Sage Page 5 of 13
Payroll Import
Setup - Import
Next, the payroll layout below will be used to import data from the payroll system being used
with X3 to create the GL payroll journal entries.
Payroll Text File Layout
G Represents the Journal Entry header information.
D Represents the Journal Entry line information.
A Represents the Journal Entry line dimensions (analytical detail)
Sample import text file
July 2010 Sage Page 6 of 13
Payroll Import
Document Type - GESGTE
The above file layout will use the existing PR (Payroll) document type for the purposes of creating the
imported journal entry. If it is desired that a different document type be used, you will need to make sure
that the document type is created in X3 and used in the import file.
July 2010 Sage Page 7 of 13
Payroll Import
Sequence Number GESANM
The sequence number setup below is linked to the PR Document Type (Journal Type) as indicated in the
above. It utilizes the year and month in the sequence for quick identification. This is an optional step.
You can use any of the sequence number definitions that are setup for journal processing.
Journal Codes GESJOU
The above text file layout will use the existing PAYRL (Payroll) journal type for the purposes of creating
the imported journal entry. If a different journal code is desired, you will need to make sure that the
journal code exists in X3 and used in the import file. Below is a sample of the PAYRL journal code setup.
July 2010 Sage Page 8 of 13
Payroll Import
Transcribe Import/Export - GESAOR
This function enables you to map the Local Code (internal to X3) in this case the FCY Site to the
External Code (as referenced in the import file).
This will then be linked and referenced in the Import/export Template (see below).
Import/Export Template - GESAOE
Use the pre-defined XAGAS (Payroll Journal) template for the actual importing of the payroll text file to
create the corresponding journal entry.
July 2010 Sage Page 9 of 13
Payroll Import
In the Fields tab, you will need to link the transcribe table number (as defined in the Transcribe
Import/Export function) for the Site(s) cross-referencing to the appropriate line. Make sure that the FCY
and FCYLIN fields are linked to the appropriate Table Number that was created in the Transcribe
Import/Export function.
July 2010 Sage Page 10 of 13
Payroll Import
Functional Process
The Import function will import the payroll text file into X3 where the process will produce a corresponding
log file and journal entry.
Sample Steps
Receive the payroll text file to a predetermined location.
Go to Usage>Imports/Exports>Imports. The following Import function will appear on your screen and
you will use the XAGAS template.
Click OK . Select the file to import. Click Choose.
July 2010 Sage Page 11 of 13
Payroll Import
A log file is produced.
Sample Journal Entry
July 2010 Sage Page 12 of 13
Payroll Import
Common Errors in Log File
Error <GEN > Unbalanced Journal Legal (99) Indicates text file contains an unbalanced journal
entry. No journal is created.
Error <GEN > ACC Legal xxxxxx (Line 2): \xxxxxx Non-existent Account (99) Indicates a general
ledger account number (xxxxxx) does not exist in the chart of accounts.
Error <GEN > FCYLIN BBB (Line 1): \Sites : XXX\Record does not exist (99) Indicates the
Transcribe Import/Export is not created or site XXX does not exist.
Error <GEN > 122290 (ENG): XXX Non-existent Dimension Value (Line 2) (97) Indicates missing
dimension.
July 2010 Sage Page 13 of 13
