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Converting US Payroll employee data to Canadian Payroll

  • 1.  Converting US Payroll employee data to Canadian Payroll

    Posted 17 days ago
    Hello GPUG friends!  I am currently converting our Canada company including employees from a US Payroll platform in GP to the Canadian Payroll platform in GP.   We want to process payroll in house for these employees beginning 1.1.2020 but we want to test starting next week 9.30.2019.  Clients are imported, banks setup, vendors are in other basics are in too, leaving me with employees to setup and  Project accounting to setup.   The Canada company with payroll is on a separate GP instance but the same SQL instance.  Can I export/import using SSMS from the payroll master in US to the equivalent in CAN?  Where can I find answers to some of these questions.  Our current payrolling company isn't much help and their reporting is terrible so I can't find percentages and codes for the Canadian requirements like worker's comp codes,  we really need to do this as much as possible ourselves so I am counting on the GPUG collective brain to help!!  TIA!  #Technical ​​#HRandPayroll ​​

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    Shelagh Esteb
    GAS Unlimited
    Stafford TX
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  • 2.  RE: Converting US Payroll employee data to Canadian Payroll

    TOP CONTRIBUTOR
    Posted 17 days ago
    There are a few people who might could help and I'll tag them in here (there are likely more, I just can't think of them right now).
    @Jen Kuntz
    @Dennis Day
    @Lisa Simpson​​​

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  • 3.  RE: Converting US Payroll employee data to Canadian Payroll

    Posted 17 days ago
    Hi Shelagh,  I haven't personally tried to do this and haven't had much exposure to Canadian GP payroll or its tables.  Marc Polino includes Canadian tables in this reference here.  You could check the US/CN to see how you'll need to map data.
    https://app.box.com/s/8c0prp7widr81bc69w84

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    Lisa Simpson
    Emergence Corporation
    Hamilton Bermuda
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  • 4.  RE: Converting US Payroll employee data to Canadian Payroll

    GPUG ALL STAR
    Posted 17 days ago
    Hi Shelagh,

    I have many questions but will start with trying to answer what you've asked about as well.

    First, to confirm, your separate GP instance is a Canadian install right? (I.E. you have literally installed the Canadian Payroll module?). I'm clarifying because I've seen instances where users think US and Can payroll are the same thing. The modules bear no resemblance to each other except common terms like Employee and Paycode!

    Second, just a general comment, I would strongly consider utilizing a partner or consultant who is familiar with payroll in Canada (generally) if not a GP CanPay resource specifically as there is virtually no comparison between how US and Canadian payroll works. Very little is done or configured the same way between the 2 modules.

    Responses to a couple of your questions:
    Q: "Can I export/import using SSMS from the payroll master in US to the equivalent in CAN"
    A: I would never never never import using SSMS into any module in Dynamics GP - there are so many supported integration options I would never even consider table import to any module. Canadian Payroll has its own import and export functionality though basic, it works and the file formats are clearly defined in the Help. Look in Help in GP for Import/Export and you will see all of the areas that things can be imported into. This is then validated to ensure the data is correct, where SSMS won't.

    Q: "I can't find percentages and codes for the Canadian requirements like worker's comp codes"
    A: There is not a simple "go here and find out" kind of thing. Each jurisdiction is different (province/territory) and the majority of the rates for statutory things (CPP, EI, Income Tax) are baked into the product, not configured like US payroll local taxes for instance. Workers Comp rates would be jurisdiction specific as well as company classification specific - and at least in Ontario, they tell you what your classification code is before you can start to configure that. Rates can be found on the various provincial WSIB sites but you still need to know your company's classification which you would get from them when you apply.

    I realize I may have provided more questions than answers but payroll is more complex than the average module to configure in Dynamics GP.

    Jen


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    Jen Kuntz, CPA, CGA, Microsoft MVP (Business Applications), GPUG All-Star

    Independent Consultant
    Kuntz Consulting Inc.
    Cambridge, ON, Canada
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  • 5.  RE: Converting US Payroll employee data to Canadian Payroll

    Posted 17 days ago
    Hello all,
    Thank you Jo, Lisa and Jen for your replies and the link to the tables.  Jen, We did actually install the Canadian payroll.  We have been paying Canadian employees for several years now using US payroll and sending the gross wages to a payroll company.  So bringing this in house is the goal.  We also pay US employees through other companies  so I am very familiar with US payroll.   From what I have seen so far you are spot on regarding the differences and complexity.  Right now Canada seems more complex than US.  Maybe that's lack of experience in Canada talking.   By 'baked' in do you mean the tax tables for income tax are already in the system?
    I looked at the import/export in payroll and that looks very promising. It looks like I will have to export from US and rearrange a few things to import.   I really appreciate the feedback..  can I reach out to you if I have more questions?
    Shelagh

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    Shelagh Esteb
    GAS Unlimited
    Stafford TX
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  • 6.  RE: Converting US Payroll employee data to Canadian Payroll

    GPUG ALL STAR
    Posted 16 days ago
    Hi Shelagh,

    Whew, glad you meant the real module. (You'd be surprised the number of times people get confused on that... )

    Personally I find US payroll more complex (LOL)... same reason as you find ours complex I guess. City and Local taxes? Wow, I can't even imagine. :)

    I would suggest reaching out here if you have more questions and if/when I see them I can help answer but others will also be able to chime in (and then you're not stuck waiting for one person!). I tend to do a lot of project-based work so I don't often have time to handle "day to day support" kinds of things in my schedule unfortunately. I would second @Christine Boisvert's suggestion if you need a firm to assist, Joe Software certainly knows Canadian Payroll well and they not only are a VAR but an ISV with some products specific to Dynamics GP and Canadian Payroll to address pain points some customers experience.

    CanPay in a nutshell: yes, the tax calcs are already in the system, hence Beat's comment about staying current on tax updates is important. You have to install the actual tax update (service pack) to get the necessary code changes. There's no back door tax update to just load something in without that. ​

    Income tax by jurisdiction and federal rates, CPP, EI etc. are all embedded within the logic within the code. Very few things are "configured" in terms of rates, but getting the right paycodes set up, knowing which are a deduction vs. a benefit vs. calculated pre or post tax etc. are all nuances a Canadian payroll expert can help with I hope! (even module-agnostic advice on those things)

    I wish you luck!

    Jen

    ------------------------------
    Jen Kuntz, CPA, CGA, Microsoft MVP (Business Applications), GPUG All-Star

    Independent Consultant
    Kuntz Consulting Inc.
    Cambridge, ON, Canada
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  • 7.  RE: Converting US Payroll employee data to Canadian Payroll

    Posted 16 days ago
    Hi Jen,
    Understood.. I will post here no problem.  I have already had success with the import feature.  All my employees now live in the Canadian Payroll module!!  YAY!
    It's starting to come together a bit but if we do need expert help I will take @Christine Boisvert''s advice and contact Joe Software.   Thank you so much for taking the time to answer my questions.
    Regards,
    Shelagh


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    Shelagh Esteb
    GAS Unlimited
    Stafford TX
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  • 8.  RE: Converting US Payroll employee data to Canadian Payroll

    GOLD CONTRIBUTOR
    Posted 17 days ago
    Hi Shelagh,

    Joe Software is a Canadian GP partner that is an expert in GP Canadian Payroll. They were the original developers of the module so you'd be working with the best! Feel free to ask for Rick Kemp. (https://joesoftware.com/)

    Good luck!


    ------------------------------
    Christine Boisvert
    Technical Sales / Report Trainer
    Vivid Reports
    Winnipeg MB
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  • 9.  RE: Converting US Payroll employee data to Canadian Payroll

    GPUG ALL STAR
    Posted 17 days ago
    Edited by Beat Bucher 17 days ago
    Hi Shelag,
    I second Jen on this one.. Canadian payroll is a complex module, and most important aspect of it is that you have to maintain your GP current with service packs and releases, unlike the US payroll where rates are updated thru an XML file import, whereas the Canadian payroll updates the various provincial and federal rates only thru a full service pack release.
    That was one of the reason my previous company removed the Canadian Payroll and outsourced it, since they were running GP 2013 and there was no longer any support for it after April 2018. Year-end updates are mandatory when you're using Canadian payroll.
    Running US payroll & Canadian payroll off the same GP instance is possible, though it requires some attention, as you can't run on the same GP client both modules. As they do share some of the tables in GP, it is ill-advised to run them together in the same client.
    Microsoft had published quite a while back a blog about how to setup both payroll modules off the same GP instance. If you're not familiar with the technical setup of GP, I'd strongly advise to get hold of a good GP consultant, and then one that also understands all the "finesses" of the CPY module (as it's called).
    Hope that helps.

    PS: this KB article explains the setup, though Microsoft in this case recommends a separate GP instance for each, I know from past discussions that you can have all in the same instance as far as I recall.
    https://support.microsoft.com/en-us/help/874569/internal-how-to-install-us-payroll-canadian-payroll-and-business-porta

    PPS: here is more : https://community.dynamics.com/gp/f/microsoft-dynamics-gp-forum/245993/canadian-payroll-on-us-company

    ------------------------------
    Beat Bucher
    Business Analyst, Dynamics GP SME
    Montreal QC/Canada
    @GP_Beat http://www.gp-geek.com
    Montreal QC GPUG Chapter Leader
    MBS MVP (2015-2018)
    All-Star 2013
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  • 10.  RE: Converting US Payroll employee data to Canadian Payroll

    Posted 17 days ago
    Thanks Beat...  we have one instance of SQL and two of GP, one for all our US companies, and now one for Canada.  It is becoming apparent this is more complex than we realized but we cannot continue with the current outsourcing.  Not sure if our consultant has enough direct Canada payroll experience to sort through this with us.  Lots to consider here and I thank you for the advice.  It does help.
    Shelagh

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    Shelagh Esteb
    GAS Unlimited
    Stafford TX
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  • 11.  RE: Converting US Payroll employee data to Canadian Payroll

    Posted 12 days ago
    Have you tried the US Fill function in the CPR Import/Export window?

    If your employees were set up in the HR (US Payroll Employee) window it will copy them to the Canadian Payroll Employee windows.
    If these employees were set up in another database, you can use DTS in SQL to copy them over (I think the table you need is UPR00100), then run the US Fill function.

    The only problem with US Fill, is if you are using HR, it seems to wipe out Notes (If you are on an older version of GP), Class and Division.  It depends on your setups (Note: Microsoft may have fixed this.).  You might want to test this in a test company first to determine if the results are usable.

    There is no way to easily import the paycodes from the UPR tables to the CPR tables.  However, you can create templates and use the import utility to import and update the codes and rates.

    If this solution doesn't work, you can create templates and import all your employees using the Canadian Payroll Import Utility.  The CanPay guide will show you the format of the import files.

    Hope this helps.
    Debra


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    Debra Huntly
    Applications Consultant
    Encore
    Brantford ON
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  • 12.  RE: Converting US Payroll employee data to Canadian Payroll

    Posted 11 days ago
    Hi Debra,
    Thank you for responding.   I saw the US Fill function but opted for the import employee pay instead.  I have all the employees in now..there were only 88.  I am trying to get pay codes sorted and running into a bit of trouble there.  Seems that the paycode needs to be in HR and in PR?  What is the CanPay guide you are referring to?  I have a GP Canadian payroll guide but if there is something more would love to get it. Thanks again for your help.

    Regards,
    Shelagh

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    Shelagh Esteb
    GAS Unlimited
    Stafford TX
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  • 13.  RE: Converting US Payroll employee data to Canadian Payroll

    Posted 11 days ago
      |   view attached

    Hi Shelagh,

     

    I hope this gets to you.  I am having trouble with the GPUG site.

     

    Here is the CanPay manual.  It is old, but I think it is the only one available.  Check out Chapter 38.  You can also export the data to get a 'clue' as to what the fields hold, once you have at least one record created. 

     

    Regarding your paycodes, you can set them up in CPR then use the HR Reconcile process (under Utilities > HR) to synchronize them.  You can select Synchronize From Payroll, and update Benefit Setup.  When prompted make all the benefit/deductions into type 'Miscellaneous' as this is the only selection that seems to work for CPR.

     

    Hope this helps. 

     

    Debra

     

    PS. Please let  me know if you receive this.

     

    ***My standard working hours are 9:30 – 6:00 Eastern Daylight time***

     

    Debra Huntly

    Senior Solution Specialist, Encore Business Solutions

    1-467 Provencher Blvd, Winnipeg MB Canada R2J 0B8

    888-898-4330 (TF) 204.235.2333 (D)

    www.encorebusiness.com

     

     

     




    Attachment(s)

    pdf
    PayrollCAN.pdf   3.29MB 1 version
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  • 14.  RE: Converting US Payroll employee data to Canadian Payroll

    Posted 11 days ago
    Hi Debra,

    I got this earlier today, opened the manual and started taking a look at it.   I appreciate the feedback!  I have a couple of questions I'll post later today.
    Thanks so much.

    Shelagh

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    Shelagh Esteb
    GAS Unlimited
    Stafford TX
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  • 15.  RE: Converting US Payroll employee data to Canadian Payroll

    Posted 4 days ago
      |   view attached
    I am making good progress here but I get an error doing a TEST Batch Calculation.  Anyone know how to fix?
    Thanks so much!

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    Shelagh Esteb
    GAS Unlimited
    Stafford TX
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    Attachment(s)

    docx
    scrn shot error 1.docx   81K 1 version
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  • 16.  RE: Converting US Payroll employee data to Canadian Payroll

    Posted 4 days ago

    What is the error?

     

    ***My standard working hours are 9:30 – 6:00 Eastern Daylight time***

     

    Debra Huntly

    Senior Solution Specialist, Encore Business Solutions

    1-467 Provencher Blvd, Winnipeg MB Canada R2J 0B8

    888-898-4330 (TF) 204.235.2333 (D)

    www.encorebusiness.com

     

     

     




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  • 17.  RE: Converting US Payroll employee data to Canadian Payroll

    Posted 4 days ago

    Sorry Shelagh,

     

    I am having some trouble with the GPUG site.  I found your attachment with the error.

     

    Check your Employer setups.  In that window you have entered a deduction code for EI.  Check the code is correct and set up as EI.

     

    Regards,

    Debra

     

    ***My standard working hours are 9:30 – 6:00 Eastern Daylight time***

     

    Debra Huntly

    Senior Solution Specialist, Encore Business Solutions

    1-467 Provencher Blvd, Winnipeg MB Canada R2J 0B8

    888-898-4330 (TF) 204.235.2333 (D)

    www.encorebusiness.com

     

     

     




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  • 18.  RE: Converting US Payroll employee data to Canadian Payroll

    GPUG ALL STAR
    Posted 4 days ago
    The "good" thing with the CanPay error messages is they are usually pretty good at leading you to the issue.

    This one sounds like the paycode you've use for EI in the Employer that you've blanked out is not a proper EI paycode. As Debra alludes to in her answer, it's likely that the "Further Identification" field is not specifying that this is an EI field. All of the statutory codes will have a specific "Further Identification" value that the code uses in its calculations.

    If one is wrong, check the rest of the paycodes used in Employer Setup as those are mostly the codes that must have a specific identifier to tell CanPay it's CPP, EI, Tax etc.

    ------------------------------
    Jen Kuntz, CPA, CGA, Microsoft MVP (Business Applications), GPUG All-Star

    Independent Consultant
    Kuntz Consulting Inc.
    Cambridge, ON, Canada
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  • 19.  RE: Converting US Payroll employee data to Canadian Payroll

    Posted 4 days ago
    Thanks to Debra and Jen.  I see the further identification field and marked it but clearly I am missing something else..  Do you know if Fabrikam has a test company with Canadian Payroll data set up already so I can see what it looks like...   Or a webinar/class on this?  Trying to set it up DIY but that may not work. I can do US payroll with one hand tied behind my back.  LOL.
    Thanks ladies.

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    Shelagh Esteb
    GAS Unlimited
    Stafford TX
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  • 20.  RE: Converting US Payroll employee data to Canadian Payroll

    GPUG ALL STAR
    Posted 3 days ago
    Hi Shelagh,

    I just checked my Fabrikam data and if CanPay is installed, there is sample CanPay data/configuration in there that you should be able to look at.

    It doesn't look like there are any recorded webinars but Debra might know of something.

    Jen

    ------------------------------
    Jen Kuntz, CPA, CGA, Microsoft MVP (Business Applications), GPUG All-Star

    Independent Consultant
    Kuntz Consulting Inc.
    Cambridge, ON, Canada
    ------------------------------

    Conference-GPUG_200x200


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