Sage 100 and UKG integration

What moves between them

The main flow runs from UKG into Sage 100. After each payroll period, ml-connector reads the UKG GL payroll journal export and posts the labor cost entries into Sage 100's GL, mapped to the matching GL accounts and cost centers. Employee records flow the same direction so Sage 100 headcount reflects UKG hires, terminations, and rehires. Cost centers and pay groups are aligned from UKG into Sage 100 GL dimensions before journal posting so every line item references an existing GL account. The sync runs on a schedule tied to your payroll calendar, typically daily or after each payroll run, rather than in real time. Sage 100 general ledger entries are read-only from the UKG side, so ml-connector never writes financial data back into Sage 100 outside the GL journal post itself.

How ml-connector handles it

ml-connector stores both credential sets encrypted. On the Sage 100 side, it connects to the customer's on-premises SOAP endpoint or local Windows agent using the provided username and password, and includes the required company code on every API call. It polls Sage 100 for GL account structures and existing journal entries using the DateLastUpdated field to detect changes. On the UKG side, it manages OAuth 2.0 client credential authentication with automatic token refresh before the one-hour expiry, and reads GL journal exports and employee data from the REST API. It uses UKG webhooks for near-real-time notifications when available, falling back to polling the delta endpoint for employee changes if webhooks are not enabled. Cost centers from UKG are mapped to Sage 100 GL segments before posting, so every payroll journal line references a valid multi-segment GL account. Because Sage 100 uses stateless per-call authentication and COM record-locking, ml-connector applies exponential backoff on write retries and tracks the company code and endpoint hostname per customer. Every record carries a full audit trail, so failed GL posts can be replayed once the downstream issue is resolved.

A real-world example

A mid-sized services firm runs Sage 100 on premises for accounting and procurement, and uses UKG Workforce Now for payroll across three regional offices. Before the integration, the finance team ran payroll in UKG and exported a report of gross wages by department every two weeks, then manually journalized those amounts into Sage 100, splitting labor costs across the correct GL accounts and cost centers for each office. Reconciling gross wages between the two systems at month-end took days of manual comparison, and headcount changes in UKG were not reflected in Sage 100 until the finance team manually updated the employee list. With Sage 100 and UKG connected, each payroll GL export flows directly into Sage 100 automatically, allocated to the cost centers for each office, and UKG employee changes sync immediately to Sage 100. The finance team no longer re-keys payroll, month-end close starts with labor accounts already reconciled, and Sage 100 headcount stays current.

What you can do

• •Post UKG payroll GL journals into Sage 100's general ledger after each pay run, allocated to the correct GL accounts and cost centers.
• •Keep Sage 100 employee records aligned with UKG hires, terminations, and rehires.
• •Map UKG cost centers and pay groups to Sage 100 multi-segment GL dimensions before posting so journal lines land on valid accounts.
• •Authenticate Sage 100 via local agent or SOAP endpoint with username and password, and UKG with OAuth 2.0 client credentials and automatic token refresh.
• •Sync on a schedule tied to your payroll calendar, with exponential backoff on writes, full audit trail, and replay capability for failed posts.

Questions

How does ml-connector handle Sage 100's on-premises architecture?

Sage 100 has no cloud API, so ml-connector connects either to the customer's SOAP endpoint or to a local Windows agent running on the customer's server. The agent wraps the BOI COM layer and exposes the full ERP data model. ml-connector stores the endpoint hostname or agent address encrypted and includes the required company code on every call.

Does the integration need to handle both UKG's Basic Auth and OAuth schemes?

ml-connector uses OAuth 2.0 client credentials to reduce credential surface area and get automatic token refresh. OAuth tokens expire in one hour, so ml-connector checks the expiry on every request and refreshes if needed before making the call. This avoids the complexity of managing two separate auth mechanisms in production.

What happens when UKG webhooks are not enabled?

UKG webhooks are optional. If webhooks are not configured, ml-connector falls back to polling the UKG delta endpoint for employee changes on a regular schedule. This ensures employee sync continues even without webhooks, with the tradeoff of slightly higher latency between a change in UKG and its appearance in Sage 100.