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Conversion guide: Sage 50 Accounting to Accounting CS

Conversion notes and exceptions

The following section details all known conversion exceptions between data from Sage 50 Accounting and the converted data in Accounting CS. Conversion exceptions may include differences in field lengths between Sage 50 Accounting and Accounting CS, required parsing of information from 1 field in Sage 50 Accounting to multiple fields in Accounting CS, manipulation of Sage 50 Accounting data to conform with Accounting CS requirements, and so on.

Account codes and types

The conversion program assigns the account code and an account type in Accounting CS based on the account code and type in Sage 50 Accounting.

Bank accounts

The program doesn’t convert bank accounts for after the fact payroll and accounting, because bank accounts are set up as cash accounts in the chart of accounts. Each bank account will need a valid routing number to import successfully. The Bank account detail will need to be entered during the conversion process.

Bank reconciliation

We recommend that you reconcile accounts through the most current month. All transactions are converted into Accounting CS as cleared for the bank reconciliation. Therefore, if any transactions are outstanding at the time of the conversion, you will need to enter the transactions in the
Edit
Initial Open Items
 window that is accessible from the
Actions
Reconcile Bank Accounts
 screen.

Customers

Customers may be imported via spreadsheet after the client has been imported into Accounting CS.

Chart of Accounts mask

For information about setting up the Chart of Accounts mask, see
Set up the chart of accounts mask
 in Help and Support.

Employee data

If the Informational Messages list includes any diagnostic messages about employee address information, you need to review and update the address information for the employees listed to complete the proper setup for relevant taxes.
Hourly\Salary Pay Rate is only converted for the 1st Pay Type item on each employee in Sage 50 Accounting. We create a Gross pay item, assign this rate, and total pay items under this Gross pay item.
Exemption details, Workers’ Comp state, EIC credit marker, training wage, default normal hours, accruable benefit information, and direct deposit information are not converted.

Employee earnings and withholding balances

For details, see
Enter employee historical earnings
 in Help and Support.

Employer contribution and deduction items

Company match items and deduction items set up as percent-of-deduction items or formulas are converted as fixed-amount items. After the conversion is complete, select
Setup
,
Employees
, then the
Payroll Items
 tab. In the
Employer Contributions
 or
Deduction
 section, change the calculation type from
Fixed amount
 to the correct calculation type for employees for whom the company match item or deduction item is selected.

General ledger period-end and year-end dates

If the Sage 50 Accounting client doesn’t use the month-end dates for the period-end dates, verify that the period-end dates in Accounting CS match the dates in Sage 50 Accounting.

Journal transactions

The conversion is designed to group transactions with the same reference number into a single journal entry comprising all of the distributions that make up that entry. Journal transactions display in the General journal for the posting period in which the transactions occurred. Complete the following steps to transfer entries to a different journal once the conversion is complete.
Due to differences in the options available for entering transactions in Sage 50 Accounting, you may need to enter some adjustment transactions to balance accounts.

State data

If your client performs courtesy withholding for any state or locality that is different from the client’s main address, you may need to complete additional setup information in Accounting CS to ensure proper taxation following the conversion. On the
Payroll Taxes
 tab of the
Setup
Clients
 screen, mark the
Client has nexus in this state
 checkbox for any states in which courtesy withholding is performed. For courtesy withholding at the local level, select
Local
 and mark the
Nexus
 checkbox for the local withholding’s tax agent.
Verify the
Unemployment ID
 and/or
Withholding ID
 for a client in the
Payroll Taxes
 tab of the
Setup
Clients
 screen.
Enter the UI base rate.
When the client must manage withholding or SUTA for multiple states, Accounting CS uses the default GL account listed in the
Automatic Payroll Posting
 screen in Sage 50 Accounting for all states. If each state uses a different GL account, you will need to correct that information in Accounting CS in the
Payroll Taxes
 of the
Setup
Clients
 screen following the conversion.

Terminated employees and inactive vendors

Inactive employees are converted.
Employees with a termination date or vendors marked as inactive in Sage 50 Accounting are converted to Accounting CS. You will need to mark the
Include inactive
 checkbox in the
Setup
Employees
 screen or the
Setup
Vendors
 screen in Accounting CS.

Transactions

Only current-year transactions are converted.

Vendor data

Deductions that accrue during normal processing must be linked to a vendor in Accounting CS. First, go to
Setup
Vendors
, select your vendor, then
Edit
. Change the vendor type to
Payroll Agent
 and select
Enter
 to save. Then to link the vendor, go to
Setup
Payroll Items
, find the deduction item used, select the vendor from the
Agent
 field on the
Main
 tab, and select
Enter
 to save. To add a 1099 form, you must select the vendor type as
1099 recipient
 on the
Main
 tab. To update the amount on the 1099 form, see
Edit amounts on a 1099 form
 in Help and Support.

This article applies to:

  • PRODUCT: Accounting CS
  • Subject: Conversions

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