GENERAL LEDGER

INTEGRATION Sage Pastel Partner Payroll to Evolution Accounting

Johann Steenkamp

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INDEX

1. Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 2

2. Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 2

3. Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 7

4. Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 8

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1. Introduction

Currently, the option exists in Sage Pastel Payroll & HR to create an export file for Sage Evolution

Accounting, or to seamlessly integrate to Sage Pastel Partner Accounting.

This guide was compiled to assist with the setup and processing of the integration between Sage Pastel

Partner Payroll & HR and Sage Evolution Accounting.

2. Setup

Similar to the setup for integration to Sage Pastel Partner Accounting, the setup resides in the

Setup…Company Parameters menu option.

Go to Setup…Company Parameters and select the Accounting tab.

On the Integration tab, select the Integrate to Accounting option and choose Evolution Accounting in the

list.

Once selected, a button called Integration Assistant will appear in the bottom right corner of the screen.

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This will guide you through the setup of the integration between Sage Pastel Payroll & HR and Evolution

Accounting.

General Ledger Integration Screen:

Here you will find a summarized explanation of the integration’s purpose and workings.

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Accounting Software screen:

You have the option to set up multiple integrations from a single payroll database to various accounting

databases, or from various payroll databases to a single accounting database. On this screen, you will

be prompted to give the setup you are doing a description and to choose the accounting software

product.

Database Connection screen:

You will need to provide appropriate permission for payroll to connect to the Evolution Accounting

database. Based on your network setup and permissions, as well as your accounting setup and

permissions, you can choose which SQL Server and accounting database you want to connect to and

insert the relevant security criteria.

You will be required to test the connection before you can continue.

NOTE: For assistance on this screen, please contact you network administrator or IT person.

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Cashbook / Journal Selection screen:

You can choose whether you want to integrate to the Cashbook, the Journal or both. You can also select

which active cashbook or journal you want to integrate to.

If the cashbook / journal you want to integrate to does not appear in the list, ensure that it is created in the

accounting software.

Employee Selection screen:

The employee selection screen allows you to choose which employees you want to include in the

integration. This will enable you to integrate certain employees to different accounting databases if you

want to. For example, commission earners, or directors of a company.

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Transaction mapping

On the last screen of the Integration Assistant, you can allocate which transactions must be integrated to

which accounts. During this allocation, you can distinguish between cost centres, allowing you to

integrate certain cost centres to different accounts for the same transaction. For example Admin-staff

salaries (transaction 5000) to one account, while Warehouse-staff salaries can go to a separate account.

NOTE: For assistance on this screen, please contact you accounting- or finance department.

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3. Processing Once the setup has been completed, your Sage Pastel Payroll & HR is ready to integrate to your

Evolution Accounting software.

The integration will only be able to take place when you perform a Pay Period Update and if the option

has been selected to integrate to Evolution Accounting, a button called Evolution Integration will appear

on the Operation Complete screen when performing a Pay Period Update.

When you click the Evolution Integration button, a screen will appear where you can select the description

for the integration that you have previously created, as well as which payroll period you want to integrate.

This allows you to integrate to any past period for the selected setup.

Once selected, simply click the Process Integration button to initiate the process. The process will run in

the background and has a direct transfer of the information from payroll to accounting, eliminating the

need for export files and preventing the security risk of sending files over email or shared drives.

The duration of this process is mainly dependent on the company and setup, but on average it only takes

a few seconds to complete.

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4. Troubleshooting QUESTION: What must the setup look like in Accounting?

ANSWER: Well, often payroll processors will not see the accounting side, but for interest sake here is an

example of what the above setup has yielded in my accounting journal.

QUESTION: What if nothing is being sent to accounting?

ANSWER: Check the setup of your integration and make sure that the employees, cost centers, payroll

transactions, accounts, journals and cashbooks selected are all still active and relevant. If a cashbook

has been closed, it will no longer integrate. The previously created setup can be assessed by going to

Utility…Evolution Integration.

QUESTION: How do I know which accounts to select?

ANSWER: Your Finance/Accounting department should stipulate which accounts they want values to go

to.

QUESTION: Which SQL Server should I use and where do I get the login credentials?

ANSWER: Your IT Department or IT person must give you these details. Alternatively, the person that

initially installed Evolution Accounting will be able to provide the details.