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.

Before you read

• Target audience: This article is for System Administrators and Payroll Administrators
• This article assumes that you've selected the correct Accounting suite for your business entity. This is important, as this will determine the file format of your accounting export. 

This article covers

• Where do I find the Accounting Export report?
• How do I connect to my accounting suite?
• How do I set up my accounts in the report?
  • How do I edit the pre-filled account suggestions?
  • How do I set up new account codes in Deputy?
• How do I assign costs and descriptions?
• How do I save and export my report?

Where do I find 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.

This report will display automatically when you get to the "Export" stage of completing the pay run, after you have submitted to the ATO. 

Alternatively, you can also find it in Reports tab of Deputy Payroll, which you can access at any time.

From the Payroll tab, select Reports from the left menu. Under Standard Reports, find the "Accounting Export report, click Exports As then select View.

How do I connect to my accounting suite?

At this stage, the process diverges depending on which accounting suite you've selected in your payroll business settings.

• If you've selected Xero as your accounting suite, stop reading this article here and follow the steps to send your Accounting Export report to Xero.
• If you've selected any other accounting suite such as MYOB, Quickbooks or Reckon, as your accounting suite, continue reading this article.

How do I set up my accounts in the report?

How do I edit the pre-filled account suggestions?

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 the suggestions to match the codes in your accounting software, then click Add Accounts.

How do I set up new account codes in Deputy?

You can also set up new account codes to match those in your accounting system.

1. From the Accounting Export report page, click on Accounts in the top-right corner to open the Add New Account pop-up.
2. 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). 

3. Click Save.

Note: If you have accounts set up in your existing system and can export them to a CSV file, you can import them into Deputy Payroll via a CSV Transfer.

Continue to add more accounts by clicking Add new account, or if you want 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 X to close the Add New Account pop-up.

How do I 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 in the text box to add a Description.

Alternatively, you can update these fields in bulk using the Quick Fill button. 

You can choose to fill:

• All lines, or 
• All empty lines

The fields you can fill are:

• The Description field
• The Account field

You can break down costs by cost title, location, date and class to allow a more granular assignment of accounts.

How do I save and export my report?

After all costs have been assigned, you can click Save Settings, to keep these 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.