Sage 300 and Workday HCM integration

What moves between them

Workers and compensation data flow from Workday HCM into Sage 300. After each payroll run, ml-connector reads Workday's accounting journals and GL account mappings via SOAP, translates Workday cost centers and GL accounts into Sage 300's segment structures, and posts labor cost journals into Sage 300's general ledger through the APPaymentAndAdjustmentBatches and GLJournalBatches endpoints. Worker records sync bidirectionally so Sage 300 headcount and vendor master align with Workday hires, terminations, and position changes.

How ml-connector handles it

ml-connector authenticates to Workday via OAuth2 client credentials, obtains a 60-minute access token with refresh token management, and uses SOAP Web Services to read workers and GL accounting data. It validates Workday's cost centers against Sage 300's GLSegments and GLStructures, so every journal line maps to a valid GL account. Requests to Sage 300 use HTTP Basic Auth with credentials stored encrypted; the API user must be configured in Sage 300's Administrative Services with Web API security group assignment. Because Sage 300 is on-premise and self-hosted, ml-connector accepts the customer's full IIS hostname and validates it over HTTPS. Workday rate limits trigger HTTP 429 responses, so ml-connector implements exponential backoff and retry. Every record carries an audit trail so failed posts can be replayed once downstream systems are ready.

A real-world example

A mid-sized manufacturing company runs Sage 300 on-premise for GL, AP, and inventory, and uses Workday HCM cloud for payroll across three plants and a corporate office. Before integration, the accounting team exported Workday labor cost reports manually each pay period and re-entered them into Sage 300's GL batch posting screens, then spent days chasing differences between Workday headcount and the labor accounts. With Workday HCM and Sage 300 connected, each payroll cycle posts labor costs directly into Sage 300 allocated by plant cost center, and worker master data stays synchronized without re-keying. Month-end close starts with the labor accounts already reconciled.

What you can do

• •Post Workday labor cost journals into Sage 300 general ledger after each payroll run, allocated to the correct cost centers.
• •Keep Sage 300 worker and cost center master data aligned with Workday headcount, hires, terminations, and position moves.
• •Map Workday GL accounts and cost centers to Sage 300 segment structures so labor costs land on valid accounts.
• •Authenticate Workday with OAuth2 SOAP Web Services and Sage 300 with HTTP Basic Auth credentials encrypted in transit.
• •Poll on a schedule tied to your payroll calendar with exponential backoff retries and a complete audit trail on every record.

Questions

Which direction does data move between Sage 300 and Workday HCM?

The primary flow is Workday into Sage 300. Labor cost journals and worker records move from Workday into Sage 300, while GL accounts and cost centers are aligned so Workday dimensions map correctly to Sage 300 segments. GL postings in Workday are read-only, so ml-connector does not write financial entries back into Workday.

Why does Sage 300 require HTTP Basic Auth instead of OAuth2?

Sage 300 is an on-premise system without a managed cloud identity layer, so it uses HTTP Basic Authentication with uppercase username and password on every request. ml-connector stores both Sage 300 and Workday credentials encrypted and presents them according to each system's requirements.

How does the integration handle Sage 300's self-hosted deployment and Workday's cloud endpoints?

ml-connector accepts the customer's full Sage 300 IIS hostname and validates it over HTTPS, since Sage 300 publishes no shared base URL. For Workday, it manages the OAuth2 token refresh cycle and SOAP endpoint discovery, ensuring both systems stay reachable on your payroll schedule with retries and exponential backoff on rate limits.