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Important notice: |
The General Ledger (GL) is a detailed record of a company’s financial transactions, organised by categories such as assets, liabilities, revenues, and expenses.
This guide will assist you in mapping accounts, assigning costs, and exporting the payroll data from your pay runs to the General Ledger in your accounting system.
If you're using Xero for accounting, please instead refer to Exporting payroll data to your general ledger in your accounting system (Xero)
If you're using another software system for accounting, please refer instead to Exporting payroll data to your general ledger in your accounting system
Ensure that you have selected the correct accounting software in Payroll Settings> Business details so that the correct format file is exported.
- Access Payroll reports to download the Accounting export report
- Set up your accounts
- Assign costs and descriptions
- Save and export
1. Access Payroll reports to download the Accounting export report
In Deputy Payroll, the report that will allow you to export payroll data to your General Ledger in your accounting software is called Accounting Export.
When completing a pay run, and you reach the third step in the Complete pay run flow, the report will be displayed automatically.
Alternatively, if you need to access the same report export at any time outside a pay run, you can also find it amongst the Deputy Payroll standard reports.
On the Reports tab, under Standard Reports, click Exports As then select View for the Accounting Export line.
2. Set up your accounts
When setting up your Accounting export report for the first time, Deputy Payroll will automatically suggest common accounts to pre-fill for you. You can edit those suggested to match the codes in your accounting software and click Add Accounts.
Or you can set up new account codes to match those in your accounting system.
Click on Accounts in the top-right corner.
Note: If you have accounts set up in your existing system and can export them to a csv file, you can transfer them into Deputy Payroll via a CSV Transfer.
Complete the three fields:
Edit Account - select whether you are adding a new account code or editing one you previously set up.
Account code - enter the code that matches your accounting software code eg. 201
Description - enter the text description of this account eg. Wages, Sales etc.
Click Save.
You will see the new account you created has been added.
Continue to add more accounts by clicking Add new account, or if you wish to change an account you have already added, just select it from the list, make the necessary changes and click Save.
Once you are done adding all your accounts to match your accounting software, click the cross to close the Add new account pop-up.
3. Assign costs and descriptions
Once your accounts are set up to align with your accounting system, you can begin assigning them to the relevant costs in your accounting export report.
This process can be done individually by selecting the account code from the drop-down next to the cost you wish to assign it to. You can also type to add a Description.
or in bulk using the Quick Fill feature to streamline the assignment.
You can fill:
- All lines or
- All empty lines
You can fill:
- The Description field
- The Account field
You can breakdown costs by cost title, location, date and class to allow a more granular assignment of accounts.
4. Save and export
After all costs have been assigned, you can Save settings for future accounting exports.
Click Export File.
A CSV file will be downloaded to your computer, which you can use to import into your accounting software.
Read more about the other Payroll reports available.