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.

Ensure that you have selected the correct accounting software in Payroll Settings> Business details so that the correct format file is exported.

If you're using MYOB, QuickBooks or Reckon, please refer instead to Exporting payroll data to your general ledger in your accounting system (MYOB, QuickBooks and Reckon)

If you're using another software system for accounting, please refer instead to Exporting payroll data to your general ledger in your accounting system

1. Access Payroll reports to download the Accounting export report
2. Set up your accounts
3. Assign costs and descriptions
4. 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

Before setting up your accounts, you'll need to connect to Xero.

Simply click the Connect to Xero button at the top of the page. 

This will open a new tab and prompt you to log in using your Xero account credentials to authorise the connection to Deputy/Microkeeper.

Once the connection is established, you'll return to Deputy Payroll and see in the top-right corner of the screen that your account is linked to Xero.

3. Assign costs and descriptions

After successfully connecting to Xero,  you will be able to click on Xero settings.

Click Get Accounts.

This will import all your Xero accounts, and a confirmation message will appear at the top of the screen.

You can then assign the imported accounts to the appropriate cost in your accounting export report.

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, click Send to Xero to sync the allocated costs straight into your Xero account.

Read more about the other Payroll reports available.