Keep your systems in sync, reduce data entry mistakes, and streamline your operations in the field and the office with Core HR and Sage 300 CRE (Sage). Integrations between both systems utilizing technology from HH2, Sage’s official Integrations Partner, make it easy to manage employee data with features like:

• Full round-trip synchronization between systems (Importing/Exporting employee and company information)
• Push Core HR employee data to Sage 300 CRE, on demand, to complete payroll
• Keep Benefit Deductions, Direct Deposit, Taxes, and more in sync

Table of Contents

• Enabling the Sage 300 CRE Integration - Enabling HH2 Cloud Service
  • Data Flow
• Data Included in Integration of Core HR and Sage 300 CRE
  • Demographic Data
  • Compensation Data
  • Federal Tax Data
  • State Tax Data
  • Direct Deposit Data
  • Benefit Deductions and Fringes Data
• Sending Future Dated Records

Integration Demonstration

To provide a better understanding of the integration, you can watch our demonstration video below.

Enabling the Sage 300 CRE Integration - Enabling HH2 Cloud Service

The process to enable the integration for both new and existing users requires the installation of the HH2 Cloud Service. The HH2 Cloud Service allows the data to transfer between Sage 300 CRE (Sage) to Core HR and from Core HR to Sage.

Sage mandates HH2 be used as the Middleware between Arcoro and Sage.

Data Flow

• Sage 300 CRE to Core HR: Sage 300 CRE ➤ HH2 ➤ Core HR
• Core HR to Sage 300 CRE: Core HR ➤ HH2 ➤ Sage 300 CRE

Your Project Coordinator will assist in completing the required paperwork to set up the HH2 Cloud Service and enable the Connector in Core HR.

Setting Up HH2 Cloud Service

• Complete and submit the HH2 New Customer form
  • This New Client Form allows you to include up to 3 data folders. Any additional data folders will require an additional HH2 New Client Form
• Sign the HH2 EULA form
• Install Sync Client (Connector)
  • Set up the scheduling of the connector
    • If the New Client Form included multiple Data Folders, each Data Folder will require its own installation
  • Installation of Connector – We recommend that your IT administrator, who is familiar with your Sage 300 CRE server, attend the installation call. Permission to the server will need to be granted during the call.
    • The installation of the connector allows you to connect through the Core HR integration
    • If the New Client Form included multiple Data Folders, the Installation will create HH2 Cloud Service Login credentials for each Data Folder
      • Each installation will also note the version of the connector. We recommend that you become familiar with where you find this version number

Enabling HH2 Cloud Service

The enablement of the connectors depends on the successful installation of the HH2 Cloud Service. The Arcoro Integrations team will set up the connections from HH2 to Core HR and Sage 300.

• Create the Connectors:
  • Sage 300 CRE
  • Core HR
• Create the Sync
  • Sage 300 CRE to Core HR
  • Core HR to Sage 300 CRE
• Create Users
  • Users are any administrators in Core HR that will have access to initiate the sync from Core HR to Sage

Data Included in Integration of Core HR and Sage 300 CRE

When integrating data from Sage to Core HR, Sage is the system of record. When the Sage to Core HR sync is executed, it will update data in Core HR.

Once data has synced from Sage to Core HR, Core HR becomes the system of record. When the Core HR to Sage sync is executed, it will update data in Sage.

If data already exists in Core HR, the following fields are used to match employees in Core HR and Sage 300 CRE:

• SSN
• Employee ID

If all data points match, the integration will not add a new record and will update data syncing from Sage to Core HR.

The following data types are included in the integration:

Demographic Data

Things to Note:

• Name - Name in Sage is contained in one field. In Core HR, the Name stores each field separately. Names that contain a suffix will be appended to Last Name. In Core HR, the Last Name will display as Smith, JR
  • You will have the opportunity to move it to the Suffix field, if desired
• Address/Street Lines 1 & 2 – Address Line 2 data, at times, is found to be in Address Line 1. You will have the opportunity to move to Address Line 2, if desired
• Work Email - This is a required field in Core HR and is used to create the employee's username. This Username allows the user to navigate from one Arcoro Module to another with one username
  • If the employee does NOT have a Work Email, you can add a personal Email address in this field
• Residence State in Sage is NOT an integrated field from Core HR
• Custom Fields in Sage are NOT integrated fields
  • Custom Tab
  • Misc Codes 1 and 2
  • Checklist 1-10
• Occupation - The field can include the folder (ex: [FOLDER NAME]) and name, or just the name only.
  • [FOLDER] - Will create a blank value on sync and fail
  • [FOLDER] Occupation - Sends "Occupation" as the value and syncs successfully
  • Occupation - Sends "Occupation" as the value and syncs successfully
• The Facility Location must have a Facility Code 1 attached to the employee’s record for their information to be included in the sync process.
  • If you have a set of employees you do not wish to include in the sync process, please create a separate Facility Location/Code 1 for them and move the employees to that facility before completing your sync.
• Terminated employees from the current and previous year (01/01/2022) will be initially synced into Core.
  • Employee records with no termination date present in Sage will sync to Core as active employee records.
  • Employee records with a termination date present in Sage that is before January 1st of the previous year, the employee record will not be synced into Core, regardless of a rehire date.
    • You can add their records manually via the Add Employee button within the Core HR Admin home page or via an Employee Import.
    • You could also remove the termination date in Sage prior to the sync to Core.
  • Employee records with a termination date present in Sage that is after January 1st of the previous year, the employee record will be synced into Core, and the employee record will show as terminated regardless of a rehire date.
    • If the employee is actively working, correct their status in Core to an active status, for example: “Full Time/Part Time/Undefined”, so that sync back to HH2/Sage does not inactivate the employee’s record, such as Direct Deposit, etc.
    • You could also remove the termination date in Sage prior to the sync to Core.
  • Sync back to Sage, will include terminations from 12/01/previous year to current date. If the termination date is prior to 12/1/previous year, these records would not be included in the sync and would need to be handled outside of the integration.

Special Consideration

• When running a sync from the "Integrations" page, you can limit the employees that will be synced by entering their employee IDs.

  

• When calculating pay for union workers based on the union pay table in Sage, their compensation details in CoreHR aren't necessary. To prevent the compensation from syncing, simply add an end date in CoreHR

Data Table

The table below identifies the fields included in the integration and those required in Core HR and Sage.

Required fields in bold and red.

Demographics

Example Fields in Sage

Compensation Data

Things to Note:

• Sage Pay Types included in the integration: 1 and 2
  • Examples: Base Compensation, Overtime, Double Time, Holiday
• Sage displays the Pay ID in 2 locations: Employee Master Field and Pays Tab
  • The Core HR to Sage sync integrates only to the Pays Tab
• Compensation Rate Codes (Pay ID in Sage) are not required to add a compensation record into Core HR. However, to successfully sync a compensation rate to Sage it will require a valid Rate Code (Pay ID) to be attached to the employee record
• Compensation records in Core HR must only have one active record per Rate Code. If one than more active Rate Code is included in the Core HR to Sage sync you will receive a “Warning” in the Sync History
• The following fields are not technically required in Core HR. However, for the compensation record to successfully sync to Sage, it requires a valid Rate Code selected from the drop-down list in Core
  • If the Rate Code is associated with an Hourly Pay ID in Sage, an Hourly Rate is required
  • If the Rate Code is associated with a Salary Pay Id in Sage, a Per Pay Amount is required. It will also require the Auto Pay indicator to be enabled. This will check the Auto box in Sage

The table below identifies the fields included in the integration and those required in Core HR and Sage. Required fields in bold and red.

Example Fields in Sage

Federal Tax Data

Things to Note:

• A Federal Tax Filing Status is required when adding a New Hire to Sage. If the Filing Status is missing you will receive a “Warning” in the Sync History
  • You can only have one active Federal Tax record at a time. If the Core HR to Sage sync finds a duplicate record, you will receive a “Warning” in the Sync History
• Tax Year: The integration uses the Use W4 checkbox in Sage to determine the Tax Code rules upon syncing to Core:
  • If the checkbox is enabled the integration will use the tax code as of 1/1/2020
    • In Core HR this displays the new W4 fields
  • If the checkbox is not enabled the integration will use the tax code prior to 1/1/2020
    • The integration will write to the “Allowance” field.
  • Furthermore, upon sync back to Sage: Federal tax year (pre/post 2020) drives the check box for "Use W4 Amounts" in Sage.
    • If fed. tax is pre 2020, then the box will remain unchecked.
    • If fed. tax is post 2020, then the box will be enabled.
• Two Jobs: When the “Two Jobs” checkbox is enabled in Core HR, it will update the Filing Status in Sage and append a “2”
  • For Example, Core HR displays Married filing Jointly and the “Two Jobs” checkbox is enabled will sync the filing status as M2 in Sage
• Exempt: If an employee shows “Exempt” for Federal Tax the integration to Sage will sync the Adjustment Method as “Exempt”. If the Adjustment Method should be “No Tax”, it will require manual update in Sage.
• When "N/A" is selected or defaulted in Core HR, will write "Single" to ensure maximum withholding to help employees avoid underpayment.
  • States Affected: KY, VA, RI, MI, PR
  • Null State Handling: IL, IN, PA
• Exempt Federal tax selections in Core HR automatically map to “No Tax” in Sage 300, and any “No Tax” records in Sage 300 will sync back to Core HR as Exempt, ensuring bi-directional consistency and eliminating manual updates. 

The table below identifies the fields included in the integration and those required in Core HR and Sage. Required fields in bold and red.

Example Fields in Sage

State Tax Data

Things to Note:

• Your IC will configure the States to be supported in the integration. The configuration dictates with of the below fields will display in the User Interface (UI).
• The Sage to Core HR sync will import all state tax information from Sage into Core HR.
• If the company is in a state with no state taxes but an employee had a state tax record in Sage, as a result of working in a state with a State Tax, that record will sync to Core HR
• Exempt: If an employee shows “Exempt” for Federal Tax the integration to Sage will sync the Adjustment Method as “Exempt”. If the Adjustment Method should be “No Tax”, it will require manual update in Sage.
• When "N/A" is selected or defaulted in Core HR, will write "Single" to ensure maximum withholding to help employees avoid underpayment.
  • States Affected: KY, VA, RI, MI, PR
  • Null State Handling: IL, IN, PA
• The integration will not sync expired state tax records from Core HR to Sage 300; only active/valid tax data is written.
• Exempt State tax selections in Core HR automatically map to “No Tax” in Sage 300, and any “No Tax” records in Sage 300 will sync back to Core HR as Exempt, ensuring bi-directional consistency and eliminating manual updates. 

The table below identifies the fields included in the integration and those required in Core HR and Sage.

Example Fields in Sage

Direct Deposit Data

Things to Note:

• Direct Deposit Earning Deduction Codes (Deduction ID in Sage) are not required to add a direct deposit record into Core HR, without additional setup of making it a required field in Core.
  • If you want to successfully sync a Direct Deposit record to Sage it will require a valid Earning Deduction Code (Deduction ID) to be attached to the employee record.
    • If no ED code, the record will result in an update in unchecking the “is Auto” box in Sage
• Direct Deposit data from Sage to Core HR will have the Override Pre Note default to True. When adding a new Direct Deposit, it is important to note that the default in Core HR is set to No. If it remains as No and a sync from Core HR to Sage is initiated it will sync it as requiring a Pre Note
• You can only have one active Direct Deposit attached to an Earning Deduction Code (Deduction Id in Sage). If the Core HR to Sage sync finds a duplicate record, you will receive a “Warning” in the Sync History.
• When a direct deposit is created in CoreHR with the "Full Amount" option, HH2 sends it to Sage using a calculation method of "Flat Amount", but without a specified amount.
• In Sage, if the associated Deduction ID is configured as a Net Direct Deposit, Sage will interpret it as an instruction to deposit the employee’s full net pay during payroll processing.

The table below identifies the fields included in the integration and those required in Core HR and Sage. Required fields in bold and red.

Example Fields in Sage

Benefit Deductions and Fringes Data

Things to note:

• The Sage 300 integration will send over 2 pieces of information from Core to Sage regarding benefits.
  1. The employee deduction if enrolled -Deduction ID
  2. The employer contribution – Fringe ID
• To send this information over the benefits package set up must be configured correctly with the correct Deduction ID’s and Fringe ID’s
  • You will look at the coverage level for Deduction code Alt.1 and Deduction Code Alt 2.
  • Deduction Code Alt. 1 is the employee deduction code, or the actual deduction taken from the employee.
  • Deduction Code Alt 2 is the employer Fringe Code, or the code the employer uses to keep track of how much the company is contributing.
    • You will need to check with the client at this time to determine what each of these codes are.
    • If client has benefits configured that the employee is able to elect pre vs. post tax basis, the Alt 1 code will need to include a pipe line (|) in order for the correct amount to be shared with HH2.
      • Example: Alt 1 Code field: 100|101, 104|105.

The table below identifies the fields included in the integration and those required in Core HR and Sage. Required fields in bold and red.

Benefit Deductions

Benefit Fringes

Example Fields in Sage

Sending Future Dated Records

As payroll is not always consistent and may not line up with your effective/cutoff dates, you are able to send data up to 18 months in the future with the "Effective Target Date To Use" field. The date can be entered on a one-time run or saved on a scheduled sync. 

• Leave it blank, and nothing changes. The run reads and writes records exactly as it does today.
  • Picking today is treated the same as leaving it blank, so the two can never give different results. 
• Pick a future date, and Arcoro reads each employee's records as they will stand on that date, then sends them over. 

Please Note

• The date is stamped once at the start of the run, so a long run that crosses midnight judges every employee against the same day.
• A date more than 18 months out stops the run with a clear message rather than running against a date nobody intended.
• A date in the past, or today's date entered from a time zone where it is already yesterday in universal time, is quietly treated as today rather than failing the run.
• The date entered on the Core HR side is carried over to the Sage 300 CRE side automatically, so both halves of the run judge records against the same day. The administrator enters it once.

What Information Moves Where

Information flows one way for all of the groups below: entered in Core HR, sent to HH2, and from there into Sage 300 CRE. Sage 300 CRE does not send anything back. This feature does not add or remove any piece of information. What changes is which version of each record gets picked when a target date is set and when the receiving system starts using it.