If you are thinking about changing your payroll system to save time, access better functionality and increase security in your payroll department, there are a few things to take into account to make the process easier.
Switching payroll providers may seem like a long and complicated process, but it doesn’t need to be. With BrightPay, it’s easy.
Make sure you follow these steps for a smooth transition:
Check if your current software allows the exporting of employee information
Can you export employee information in CSV format from your current payroll software?
If so, you can use the import utility on BrightPay, which facilitates the importing of employee information in CSV format. Equally, if you can export in Excel format, it is possible to convert the files to CSV and follow the same process.
You can also transfer employee information to BrightPay using a Full Payment Submission (FPS) file.
Allow yourself enough time to perform an import before your next payroll run is due for the company.
Even if you have automatically imported all the info, by doing the import ahead of time, you will be able to check everything is correct and to make any amendments if necessary.
Choose the best time to switch
The start of a new tax year presents the perfect opportunity for a smooth transition to new payroll software since employees will have no year to date balances, which means you only need to import employee details.
Migrating at the start of the year is much easier than doing it at a different time, as you will avoid importing all their mid-year cumulative pay information.
Familiarise yourself with the new software
Different providers use slightly different terminology. For example, what is known as 'works number' in BrightPay may be known as 'employee number' in different payroll software. Take some time to familiarise yourself with the new terminology and basic differences with your current software.
Keep access to your previous software
Picture this: You are about to import the data and you suddenly realise that you need to create a new export file – for instance, because the employee data hasn't exported out correctly or because the mid-year totals are for the wrong period.
However, your previous software licence has expired, so you can’t export a new file and you’re left with having to manually set up your employee information.
We know - it sounds like a nightmare. To avoid any issues like this, make sure you still have access to your previous payroll software when performing your migration. It will give you peace of mind, and it could prove useful if you want to cross-check employee data after the import.