Why renumber employee codes?

Renumber employee codes for these reasons:

• You purchased a new HR or Time Management System (TMS) and need employee numbers to match
• Reports show employees out of order because you didn’t format the codes
• You entered the wrong number for an employee, or another employee already uses the number you want
• You merged two payrolls, and both have employees with the same number

Renumber one employee

If you created a new employee with the wrong code and haven’t saved a timesheet yet:

1. Delete the employee with the incorrect code.
2. Create the employee using the correct code format.

You can also set up automatic employee code generation and define the code length in Company Details.

Renumber multiple employees

If you need to change several employee codes or you’ve saved timesheets with incorrect codes, we can renumber employees for you.

 NOTE: This is a chargeable service. The cost depends on the number of employees and payrolls. 

Steps to request renumbering

1. Email [email protected] to confirm your requirements and agree on the process.
2. Sage will give you an incident number. You need this to upload your data to My Sage.
3. Create a new spreadsheet in Microsoft Excel:
   
   • Enter current employee codes in Column A.
   • Enter new employee codes in Column B.
      NOTE: Don't include any other information in the file.
4. Save the Excel file on your desktop.
5. Log in to the payroll you want to renumber and check the status:
   • It needs to show Start of Period (SOP)
   • If it doesn’t, complete the current pay run and set the next period.
6. Take a backup, then upload your data to our Data Repair Centre.
    TIP: create a zipped folder with the three backup files and the Excel file. This ensures all files upload together. 
7. Repeat these steps for each payroll you want Sage to renumber.

Important notes

• Don't make changes or process payroll until Sage returns the renumbered backup. You can still view or print reports and payslips
• Pay for the renumbering service before Sage starts the process
• Renumbering takes three to five working days