Testing your journal export functionality through parallel testing is important to confirm the accuracy and reliability of financial data integration. Parallel testing allows you to validate that the journal entries generated by the payroll platform are accurately recorded and formatted as required for your accounting software or system. By conducting these tests in a controlled environment, you can identify and rectify any discrepancies or errors before transitioning to live processing. This proactive approach minimises the risk of financial inaccuracies, prevents potential disruptions to your accounting processes, and ensures a seamless integration of payroll data into your financial records.
The following journal services are directly integrated:
- Xero
- Zoho Books
- Dynamics 365 Business Central
How to Prepare/Dependencies
Before proceeding with this parallel testing component, it's essential to ensure that your Chart of Accounts setup has been fully completed. Additionally, please ensure that the required integration with the relevant software has also been established.
Instructions
Integrated Journal Service
In the event that you've established a direct integration with your journal service, you'll find the feature to export the payroll journal to the pertinent software upon finalising a pay run. Furthermore, you can also opt to download a journal file within a pay run that has been finalised, or by accessing the Journal Report available through the Reports or Report Packs section.
- Log on to your Employment Hero Payroll platform.
- Navigate to Business > Dashboard > Pay Run.
- Open the desired pay run.
- Click on Export to.
You have the option to export the payroll data to your journal provider directly or to download the journal. Opting for the 'Download journal' choice will initiate the download of an Excel file encompassing both a summary and a detailed tab:
- Summary report:
- Account Code
- Account Name
- Debit
- Credit
- Tax code
Important
This summary report aligns with the configuration established on the 'Chart of accounts' page and offers a preview of what will be posted to the connected accounting system.
- Detailed report:
- Account Code
- Account Name
- Debit
- Credit
- Reference
- Location
Important
Unlike the summary report, the detailed version is organised by location and employee, regardless of the 'Chart of accounts' setup for the business. It breaks down per employee within the 'Reference' field.
File-based Export
With file-based integration, you can download a pay run's journal data in a .TXT format that is tab-separated, allowing for manual importing. The available file export-based journal options are as follows:
- File Export
- Detailed File Export
Important
It is important to note that if you choose an option other than 'File export' or 'Detailed file export', the downloaded journal will be formatted according to the requirements of the specific software. For instance, the format of the downloaded journal export for 'Attache' will differ from that of 'Pronto XI'.
The following information pertains to the process of downloading a payroll journal when you opt for either the 'File export' or 'Detailed file export' options:
- File export:
- Account Code
- Account Name
- Debit
- Credit
- Reference
- Tax code
- Detailed file export:
- Account Code
- Account Name
- Debit
- Credit
- Reference
- Units
- Pay period starting
- Pay period ending
- Date paid
- Tax code
- Location
Important
Please note that unlike the journal export for Integrated Journal Providers, neither the 'File export' nor the 'Detailed file export' will provide a transaction breakdown per employee.