Payroll Journal#

Accessing the Payroll Journal#

1. Click Manpower in the sidebar
2. Open Payroll, then select Payroll Journal

The page has four tabs: Journals, Account map, Cost centres and Rates & currency. You need the Payroll Journal permission to see the page; ask an administrator if it is missing from your sidebar.

Before You Start: Set Up the Account Map#

On the Account map tab, choose from the chart of accounts the account that each pay component posts to. Components are grouped as Earnings, Allowances, Employer statutory shares, Accruals, Statutory payables, Deductions and Net pay. Click Save account map when done.

The map starts empty, so nothing posts until you choose accounts. Under Fallback accounts you can optionally set a fallback account for each group; it is used for any item in that group that has no account of its own. A deduction sub-type uses its parent's account, and each row tells you when it is using a fallback or an inherited account. Net pay and the optional accrual and unrecovered-deduction accounts must be mapped directly. A row showing no account and no fallback means journals containing that item cannot be generated.

Mapping Cost Centres#

Cost centres are maintained in Treasury → Accounting Configuration → Cost Centres. On the Cost centres tab, click Add mapping to assign one of them to a Department, Branch or Employee; the journal's debit lines carry it into the general ledger. A department here is the employee's role group. The Manage cost centres in Treasury link takes you to the list; if there are no active cost centres you are asked to add them in Treasury first.

Each mapping shows a Status: Linked, Inactive in Treasury or Deleted in Treasury. Re-assign any mapping that is not Linked. Without a mapping, the employee's department name (otherwise the branch name) is used only if it matches a Treasury cost centre's code or name. When several mappings could apply, an employee mapping beats a department mapping, which beats a branch mapping.

Second Currency and Monthly Rates#

The Rates & currency tab lets the journal show a second currency (for example USD) beside your company's own currency.

Click Save settings, then use Add rate to key a monthly rate (how many units of your currency one foreign unit buys). If you do not key a rate for a month, the system's exchange-rate data for that month is used. Resolve rate under Check a month's rate shows which rate a given month will use, and where it came from.

Generating and Downloading a Journal#

1. Pick the cutoff
   On the Journals tab, choose a cutoff under Posted cutoff. Cutoffs that already have a draft are marked "draft exists".
2. Generate
   Click Generate journal. A journal with a reference number is created from the posted payroll as a Draft.
3. Review and adjust
   Select a journal to see its lines. Select a line to change its Account, Cost centre (picked from your Treasury cost centres) or Description. Use Edit date / rate to change the Entry date, override the rate for this journal only, or add Notes. Lines you changed are marked edited.
4. Finalize and post
   Click Finalize and post to GL when the journal is right and confirm. One voucher is posted to the general ledger (once only, even if you retry), the journal can no longer be edited, and it shows a Posted to GL badge with an Open the voucher in Accounting link. Use Download Excel at any time to get the voucher as a file.

Use Delete draft to throw a draft away; you can generate it again from the cutoff at any time.

Related Topics#

• Payroll Center — where a cutoff becomes posted
• Debit Notes (Inter-company Recharge) — recharging seconded employees' salary, with its own journal

How It Connects#