Whether you’ve been using Sage HRMS and Payroll for a long time or are new to the software, knowing some little tips may help save time and frustration. Here are a few from our consultants:

1. View the Top Menu Bar

Are you a longtime Suite user who has recently upgraded to Sage HRMS (SQL)? Do you miss the top menu bar method of navigation? It’s hidden during the upgrade, but it’s easy to restore. Simply go to “User Preferences” by selecting the gear icon on the top right menu. Then, check the “Display Main Menu” checkbox to show the menu. If you prefer the other method of navigation and the top menu bar is visible, you can uncheck the checkbox to hide it.


2. Get Help When You Need It

Help is there when and where you need it. While in Sage HRMS Screens, you can hit the “Help” button inside the workspace, and it will short cut to “Help” for the specific screen where you’ve been working. No need to sort through a long list of “Help” topics!


3. A Quick Way to Import Transaction History

Sometimes you may have updates due to either quarter end tax history or populating amounts into HRMS at year end that were not in the system throughout the year for W2 purposes. If you need to import Transaction History, do a right click in the white area between “Net Pay” and field (AKA: Easter Egg) for a pop-up to appear, click “File,” then select “Import.”



4. Change Default Look-up

When you search for an employee, are you directed to the HR/Personal/Demographics screen?

Sage HRMS screen shot for Employees HR/Personal/Domographiscs

If you’re a Payroll administrator, would you like to default to the Employee Payroll screen instead? Or, if you’re a Benefits administrator, you might prefer defaulting to the Benefits screen. That would save extra clicks navigating to the area where you do most of your work. It may not seem like much, but all those clicks add up!

Changing the default screen

This is easy to do. Access the gear icon in the upper right corner of the “User Preferences” screen. This allows you to choose the “Default View” and “Employees Toolbar Default” that will appear when you search for an employee. For example, you can change fields to “Payroll” and “Employee Payroll” using the drop-down menu.

Sage HRMS screen shot showing selection of Payroll and Employee Payroll in User Preferences under Employees page


View Active employees only

Here’s another tip. The default search returns data on all employees regardless of their status: Active, Terminated, LOA, and Other. By checking “Active” status and unchecking the others in the “Default Employee Status Selection” area in the “User Preferences” screen, you can filter the search to return data only on employees with “Active” status.

Sage HRMS screen shot showing how to filter employee search to return data on employees with Active stauts only


Once the Search View default is set to “Active” and is returning only Active Employees, you can always check the other Employee Status boxes to have your search include Terminated, LOA, and Other. 

Sage HRMS screen shot showing where to check


5. Get Additional Options to Filter Employee Data

There are times when quickly finding a particular group of employees would make your job a lot easier. For example, you might want to view all employees who report to a certain supervisor or are assigned to a particular organization level (e.g., all employees in the accounting department). You may need to find employees who were hired within a certain date range or who share a specific job title.

In the “View/Edit Employee” screen or the “Advanced Employee Find,” clicking on the “More Options” text provides filters that enable you to find them. This option provides not only the filters listed above, but also additional ways to filter employee data.


6. Validate Your HRMS Install

Do you have a current HRMS install that you’d like to validate? For example, you might want to:

  • Find the Serial Number and Install Code that was used.
  • Learn which modules were installed.
  • Learn if your registration to add a user license worked.
  • Know how many users can be logged in at the same time.
  • Determine if My Workforce Analyzer is installed.

These simple steps will help you find the information you’re looking for:

  1. Access the Help Menu.
  2. Select “About Sage HRMS”—the version and install codes are located here.1-access-help-menu-access-about-sage-hrms
  3. Select “Additional Information”—modules and user license information is located here. Sage HRMS screenshot showing
  4. System information can also be obtained by selecting “System Information” instead of “Additional Information”—details about the computer and OS are found here.Sage HRMS screenshot showing System Information screen

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Mary van Balen
Mary van Balen
Technical Writer at Delphia Consulting
Mary van Balen is based out of Columbus, Ohio and is a writer for Delphia Consulting. Mary contributes to the Delphia blog on Human Resources issues and Delphia Consulting and Sage product related updates.