This article covers the following topics:

Introduction

The VeriClock accounting integration tool lets you synchronize VeriClock timesheets with Sage 50 Canada (Simply Accounting) quickly and accurately.

To import/export data between VeriClock and Sage 50 CA, you must download and install the VeriClock Companion App on your computer.

Sage 50 Canada Premium (or higher) is required for the VeriClock Sage 50 CA integration. If you’re unsure which edition you have, please contact our support team

Integration Overview (Sage 50 CA + VeriClock):

Prepare your Sage for integration
Install the Vericlock companion app
Connecting Sage and Vericlock via the companion app
Binding your Employee, Jobs, Services, and Paytypes
Do a dry run before synchronizing your timesheets with Sage

Prepare your Sage for Integration

Sage 50 CA User Setup

If your Sage 50 CA company file is on a network/server, confirm the server firewall is configured properly. Follow Sage’s instructions here: https://support.na.sage.com/selfservice/viewContent.do?externalId=10385

To allow VeriClock to connect to Sage 50 CA data, the Sage user you use for integration must have Third-Party Products “Read/write access.” This is found in Sage under Setup -> Set Up Users & Roles. Select the user that you are logging in as and press the Modify User button. In the window that appears, please make sure the Read/write access option under Rights With Third-Party Products is selected. See the screenshot below.

Important Note For Sage Remote Data Access Users:

If you use Remote Data Access / Sage Drive: the VeriClock Companion App cannot connect because third-party rights are automatically set to Read-only (you’ll see a warning in the user permissions dialog). When this occurs, you will see a warning in your user permissions dialog (see the below screenshot).

Workaround: temporarily pause sharing, use VeriClock integration, then re-enable sharing when finished.

In Sage 50 CA, click File → Properties to find your company file location. This is required the first time you connect VeriClock to Sage, so you select the correct company file.

Adding a service to your Sage

If you’re using the direct integration with Sage 50 CA, a Service item must be set up in Sage. This can simply be a placeholder, but it is a requirement from Sage for the integration with VeriClock to work properly.

You can follow this guide to set it up: Getting Started with VeriClock and Sage 50 CA - Part 5 - Linking Services in Sage to VeriClock

Companion App Installation

To ensure you install the correct VeriClock Companion App version for Sage 50 Canada, go to Integrations → Sage 50 CA in VeriClock. You’ll be prompted to upload your company’s *.SAI file. After uploading, you’ll be directed to download the matching Companion App version.

After downloading, install the Companion App to enable the Sage 50 CA ↔ VeriClock integration. Always install the latest version provided through the Sage 50 CA integration page.

Note: You may see an error when connecting the VeriClock site to the Companion App.

This typically means a new Companion App version is required (often due to Sage updates). To resolve, repeat the process above to download and install the correct matching version.

After downloading the Companion App installer, open the file to install:

Connecting Sage and VeriClock

After installing the Companion App, use your Sage user credentials and company file location from the Preparation steps to connect Sage 50 CA and VeriClock.

VeriClock Companion App

In VeriClock, go to the Sage 50 CA tab and click Launch to initiate the connection:

Leave the Companion App running in the background during import/export. When VeriClock connects to the app, you’ll see a confirmation dialog verifying the request.

Click Yes to continue. You’ll then see the login window:

1. Click Browse to select your Sage company file (from File → Properties in Preparation). If you use Remote Data Access, you’ll also need to sign in with your Sage ID in Step 2.
2. (Only if using Remote Data Access) click Login to sign in with your Sage ID. If you don’t know your Sage ID, close the Companion App, open Sage, then go to Users → Setup Users to find the email address tied to your Sage user profile.
3. After signing in (if applicable), enter the password for the Sage file user (created/updated in Preparation) and click Confirm.

VeriClock Website

After logging in to the Companion App, return to VeriClock and click Launch again under the Sage 50 CA tab to complete the connection. The first login can take longer and may cause the initial connection request to time out.

Once confirmed, the Companion App will show connection status to both VeriClock and Sage 50 CA. When both show Connected, you can transmit data between systems.

When both connections show Connected, you’re ready to bind (map) Employees, Jobs, Service Items, and Payroll Items.

Binding Employees, Jobs, Service Items, and Beyond

Binding (mapping) VeriClock data to Sage 50 CA is typically a one-time setup. After items are bound, you won’t need to repeat binding for each export.

1. Binding Employees

Click the Employees tab to open the employee binding screen.

Employees will load from Sage 50 CA and display in a list (employee name on the left).

Select the checkbox beside each employee you want to bind. Leave unchecked any employees you do not want to bind.

Use the dropdown to choose the matching VeriClock employee. Only one VeriClock employee can be bound to one Sage employee.

If the VeriClock employee isn’t available in the dropdown, they may already be bound to another Sage employee.

If the employee exists in Sage but not in VeriClock, set the dropdown to Create to create the VeriClock employee.

Once you are satisfied with your changes, press the Synchronize button to finalize the bindings. Bound employees show a chain link icon on the right after the page reloads.

You may also choose Synchronize Everything to bind all items in the list (where applicable).

2. Binding Customers/Jobs

Jobs/customers bind similarly: choose the matching job under VeriClock Name, check the box beside the job, then click Synchronize.

Projects: In Sage 50 CA, projects must be associated with a customer for time entry. VeriClock supports binding one project to one customer.

3. Binding Service Items/Activities

Service items bind similarly to employees and jobs, but Sage services must be set to “Time & Activity.” This requires Sage 50 Premium or higher. Please see below for more details:

4. Binding Payroll Items

The VeriClock Companion App supports binding up to 3 payroll items, with rates managed in the employee profile in Sage.

After binding payroll items, you can import time by payroll type and generate paychecks in Sage based on those payroll items.

Running & Settings

Use Settings to control how VeriClock imports/exports data with Sage 50 CA (time activities, payroll items, imports, sorting, and time adjustments).

Note: Not all settings apply to every accounting software integration.

Time Activities Page Setting Options

Set all events to Billable <-- This sets the timesheet to billable when we export it to your accounting software.
Apply service item rules on export <-- Applies only when a timesheet has no service item selected. If enabled, VeriClock assigns the best-matching service item using your Service Item rules (configure under Settings → Service Items).
Export Payroll Items to Sage 50 CA <-- Choose whether to bind payroll items between Sage and VeriClock. If you do not bind payroll items, all exported hours will be allocated to each employee’s Regular payroll item.
Employees/Vendors <-- You may choose to import either both employees and vendors, just employees, or just vendors to track time against in VeriClock. Please select the option based on how you wish to export time. Important: Time-tracking support for vendors is only available in Sage 50 Quantum.
Customers/Projects <-- Choose whether to import customers, projects, or both for time tracking and export.
Sorting Options <-- Choose to sort data on each tab alphabetically or by date.
Time Adjustment Options <-- Go to Settings → Time → Time Adjustment to control how hours are adjusted on export to Sage 50 CA.

Round Clock In Time <-- Round clock-in times up, down, or to the nearest interval.
Round Clock Out Time <-- Round clock-out times up, down, or to the nearest interval.

Add/Subtract <-- Add/subtract hours per shift when a shift reaches a defined threshold.

Note: If you use Scheduled Deductions, it is STRONGLY recommended not to use Add/Subtract rules.

Scheduled Deductions <-- Scheduled deductions subtract time starting at a specified time only after an employee works a defined number of hours. Deductions apply across shifts starting at that time until the total deduction amount is reached.

Note: If you use Add/Subtract rules, it is STRONGLY recommended not to use Scheduled Deductions.

See here for additional information on Scheduled Deductions

Syncing Time

Click the Time Activities tab.

Under Options, filter which timesheets will sync to Sage 50 CA.

Sync Filter

All Time <-- This syncs time sheets that are either approved or unapproved.
Only Approved Time <-- This syncs time sheets that are approved only.
Only Unapproved Time <-- This syncs time sheets that are unapproved only.

Employee Filter

You can choose to either include or exclude a set of employees here. Multiple employees can be chosen from the Employee List dropdown.

Job Filter

You can choose to either include or exclude a set of jobs here. Multiple jobs can be chosen from the Job List dropdown.

Dry Run

Run Dry Run to preview the time export and catch errors before syncing. Review results and confirm data is correct before a live sync.

Note: It is a good practice to perform a dry run prior to any live time syncing.

Sync Time

Sync Time performs the live export to Sage 50 CA. This may take time—allow the process to complete before doing anything else.

Note: It is a good practice to back up your accounting software data prior to any export of data from 3rd party tools.

Sync Results

Sync Results shows the summary for Dry Run and Sync Time. Errors display in red with details under Notes. If any event has an error, none of the events will sync until issues are resolved.

Timesheets in Sage

Once everything is synced successfully, please close out your companion app and then log back in Sage 50 CA. To find timesheets, please follow the steps below:

A: Open your Sage 50 CA, and find it here:

1. Click Employee & Payroll to navigate to the time slips page;

2. Click on the Time Slips icon;

3. Click CTRL + L to open the time slips lookup window;

4. Select the dates and pick the employee that you want to view shifts

Managing Bindings

Use Manage Bindings to review, correct, or remove saved bindings.

Expand each category to view bound Employees, Jobs, Payroll Items, and Service Items. Click Unbind (red button) to remove a binding.

Troubleshooting

Common Sage 50 CA integration errors and how to resolve them:

Error: The employee in VeriClock has not been bound to any employee in your accounting software.

Solution: You can create bindings from the Employees tab in the integration tool.

Error: The employee bound in VeriClock was not found in the company file.

Solution: Confirm the employee exists in Sage 50 CA and is active.

Error: The employee that the VeriClock employee has been bound to can not be found in the company file.

Solution: Please check if the employee exists and is set to active.

Error: Service item (Your service item name) is not synchronized with (Your accounting software name)

Solution: A service item is required to push data to your accounting software, but it wasn’t set in the clock event. Edit the clock event to add a service item.

Error: Service item is not set in clock event

Solution: A service item is required to push data to your accounting software, but it wasn’t set in the clock event. Edit the clock event to add a service item.

Error: Job (Your job name) is not synchronized with (Your accounting software name)

Solution: The job in VeriClock has not been bound to a job in your accounting software. Create bindings from the Jobs tab in the integration tool.

Error: Job is not set in clock event

Solution: A job is required to push data to your accounting software, but it wasn’t set in the clock event. Edit the clock event to add a job.

Error: This event is time guarded and must be addressed

Solution: Time guarded events must be reviewed before being used in reports or syncing. Edit the clock event, correct the clock-out time, click Save, then the event can be synced.

If you need help setting up your integration or help getting past an error with your integration, you can book a time with our integration tech using this link: Book an Integration Demo. When booking, please add details about the error or issue you are experiencing, along with which integration you are using.