Payroll Journal Fields (Import/Export)
The following table lists the fields available for import or export, with a brief description of the field and (when necessary) a character limit for the field. The Import? column identifies which fields are available for import (all are available for export). The Required column shows those fields that must be provided.
Field Name 
Import? 
Required 
Description of Field 
Limit 

Employee ID 
Y 
Y 
Alphanumeric  Employee ID for the transaction. 
Up to 20 characters 
Employee First Name 
N 
<N/A> 
Alphanumeric  Employee name for the transaction. This field is used for exporting only. 
Up to 15 characters 
Employee Middle Initial 
N 
<N/A> 
Alphanumeric  Employee name for the transaction. This field is used for exporting only. 
1 character 
Employee Last Name 
N 
<N/A> 
Alphanumeric  Employee name for the transaction. This field is used for exporting only. 
Up to 20 characters 
Check Number 
Y 
N 
Alphanumeric  Check number for the transaction. 
Up to 20 characters 
Date 
Y 
Y 
Date  Date of the transaction. Must be in ##/##/## (month/day/yr) format. 

Cash Account 
Y 
Y 
Alphanumeric  Cash account number for the transaction. 
Up to 15 characters 
Cash Amount 
N 
<N/A> 
Numeric (Real)  Net cash amount for the transaction calculated during the import process. This field is used for exporting only. 

Pay Period End 
Y 
Y 
Date  Pay period end date of the transaction. Must be in ##/##/## (month/day/yr) format. 

Weeks in Pay Period 
Y 
N 
Numeric (Whole) – Number of weeks in the pay period for the distribution, valid numbers are 0 to 99. 

Hours 1/Salary 1 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 1. 

Hours 2/Salary 2 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 2. 

Hours 3/Salary 3 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 3. 

Hours 4/Salary 4 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 4. 

Hours 5/Salary 5 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 5. 

Hours 6/Salary 6 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 6. 

Hours 7/Salary 7 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 7. 

Hours 8/Salary 8 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 8. 

Hours 9/Salary 9 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 9. 

Hours 10/Salary 10 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 10. 

Hours 11/Salary 11 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 11. 

Hours 12/Salary 12 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 12. 

Hours 13/Salary 13 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 13. 

Hours 14/Salary 14 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 14. 

Hours 15/Salary 15 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 15. 

Hours 16/Salary 16 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 16. 

Hours 17/Salary 17 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 17. 

Hours 18/Salary 18 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 18. 

Hours 19/Salary 19 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 19. 

Hours 20/Salary 20 Amount 
Y 
N 
Numeric (Real)  The number of hours or salary amount for pay level 20. 

Beginning Balance Transaction 
Y 
N 
Boolean  Indicates the transaction is a beginning balance for an employee. Valid choices are [True] or [False], where True=beginning bal. & False=regular transaction. 

Cash Acnt Date Cleared in Bank Rec 
Y 
N 
Date  If the cash account used to cover the payroll check was cleared in bank reconciliation, then this is the date it cleared. Otherwise, leave blank or exclude this field. Must be in ##/##/## (month/day/yr) format. 

Number of Distributions 
Y 
Y 
Numeric (Whole)  Number of distributions in the transaction; valid numbers are 1 to 60. 

Pay FieldNumber 
Y 
Y 
Numeric (Whole)  The field number for each line of distribution; valid numbers are 1 to 100. Gross fields range from 1 to 20; employee fields range from 21 to 60; employer fields range from 61 to 100. 

Pay FieldAccount 
Y 
Y 
Alphanumeric  The pay field G/L account for each line of distribution. Must be a valid account number from your Chart of Accounts. 
Up to 15 characters 
Pay Acnt Date Clear in Bank Rec 
Y 
N 
Date  If the pay account used for a distribution line was cleared in bank reconciliation, then this is the date it cleared. Otherwise, leave blank or exclude this field. Must be in ##/##/## (month/day/yr) format. 

Pay FieldExpense Account 
Y 
Maybe 
Alphanumeric  The pay field expense G/L account for each line of employer distribution; it's required when importing employer distributions. Must be a valid account number from your Chart of Accounts. 

Pay Exp Acnt Cleared in Bank Rec 
Y 
N 
Date  If the pay field expense G/L account for a given distribution line was cleared in bank reconciliation, then this is the date it cleared. Otherwise, leave blank or exclude this field. Must be in ##/##/## (month/day/yr) format. 

Pay FieldAmount 
Y 
Y 
Numeric (Real)  The pay field amount for each line of distribution. Leave blank if the field is a Memo type payroll field. 

Pay FieldMemo Amount 
Y 
Y 
Numeric (Real)  The pay field Memo amount for each line of distribution. Leave blank if the field is a nonmemo type field. 

Number of Labor Distributions 
Y 
N 
Numeric (Whole)  Number of job distributions in the transaction; valid numbers are 1 to 10. 

Job Pay FieldNumber 
Y 
Maybe 
Numeric (Whole)  The job pay field number for each line of distribution; valid numbers are 0 through 9. Required if Number of Labor distributions is greater than 0. 

Job ID 
Y 
Maybe 
Alphanumeric  Job ID for a line of distribution. Required if Number of Labor distributions is greater than 0. (Sage 50 Premium Accounting and higher) When importing any combination of jobs, phases, or cost codes, you must separate the items with commas and enclose the entire string with quotes. For example: "jobid,phase,costcode". 
Up to 20 characters 
Job Pay FieldHours 
Y 
Maybe 
Numeric (Real)  The job pay field hours for each line of distribution. Required if Number of Labor distributions is greater than 0. Leave this field blank if the employee is salary. 

Job Pay FieldAmount 
Y 
Maybe 
Numeric (Real)  The job pay field amount for each line of distribution. Required if Number of Labor distributions is greater than 0. If employee is hourly, then this amount is calculated during the import process. 

Used for Reimbursable Expense 
Y 
N 
Boolean  Used for reimbursable expenses on Sales/Invoicing task, valid choices are [True] or [False]. 

Transaction Period 
N 
<N/A> 
Numeric (Whole)  Period number for the transaction. Used in conjunction with the transaction number to identify where a transaction (which is composed of several lines of distribution) begins and ends. 

Transaction Number 
N 
<N/A> 
Numeric (Whole)  Transaction number for the transaction. Used in conjunction with the period number to identify where a transaction (which is composed of several lines of distribution) begins and ends. 

Pay Method and Frequency 
Y  N  Boolean Value=Pay Method, Pay Frequency 0=Salary, Weekly 1=Salary, Biweekly 2=Salary, Semimonthly 3=Salary, Monthly 4=Salary, Bimonthly 5=Salary, Quarterly 6=Salary, Semiannually 7=Salary, Annually 8=Hourly, Weekly 9=Hourly, Biweekly 10=Hourly, Semimonthly 11=Hourly, Monthly 12=Hourly, Bimonthly 13=Hourly, Quarterly 14=Hourly, SemiAnnually 15=Hourly, Annually 16=Time Tickets, Weekly 17=Time Tickets, Biweekly 18=Time Tickets, Semimonthly 19=Time Tickets, Monthly 20=Time Tickets, Bimonthly 21=Time Tickets, Quarterly 22=Time Tickets, Semiannually 23=Time Tickets, Annually 

Labor Burden Percent 
Y 
N 
Real (whole) number 
0.00999.99 
Labor Burden Amount 
Y 
N 
Real (whole) number 
999,999,999.99  999,999,999.99 