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Set up your chart of accounts

Updated

A Chart of Accounts (COA) is a structured list of an organisation’s financial accounts, categorising income, expenses, assets, and liabilities.

In Employment Hero Payroll, configuring your chart of accounts ensures that wages, taxes, and superannuation are accurately recorded—enabling precise financial reporting, compliance, and streamlined reconciliation.

Step 1, 2 and 3 below will provide step by step instructions for how to find and connect to your journal service and map your CoA. 

The bullet list below are the instructions to connect with the most commonly-used journal services. Click on the link for a step-by-step guide. 

Step 1. Find your integrated journal service

Click here for instructions

Before setting up your CoA, you must select your preferred journal service from the Integrations page in your Payroll Settings menu.

View the full list of integrations and setup instructions here: Payroll platform integrations

Choosing the right integration ensures that your payroll platform can generate a journal compatible with your chosen accounting software.

If you do not find your journal service in the integrations, then you will need to manually add it. You can do this by following the steps in Step 2. Connect to your journal service below. 

Helpful Hint

If you need to change your integration, first disable the existing one by clicking the red ⌀ symbol.

Step 2. Connect to your journal service


 

Click here for a step-by-step guide

Once you have found your journal service, you will be able to connect to it by following the steps below:

  1. Log in to your payroll platform.
  2. Click on the suitcase icon on the left-hand navigation menu. 
  3. Click on Payroll Settings.
  4. Select Chart of Accounts.
  • If your integration automatically imports accounts, they will appear here and can be enabled using the toggle switch.
  • If your integration does not support automatic imports, you will need to enter accounts manually. Enter the Account Code, Name, select the Account Type, and save.

 

Helpful Hint

Some accounting software providers do not allow Employment Hero to write transactions to a bank-type account. To work around this, create a Liability account in your accounting software for ‘payroll clearing’ to use when reconciling bank payments.

Helpful Hint

You can update multiple accounts at once using a template upload. Click Export to download an Excel template, update the details in the spreadsheet, and then click Import to upload it with the updated information.

Step 3. Map your chart of accounts


 

Mapping your primary chart of accounts
  1. Log in to Employment Hero Payroll.
  2. Hover over the suitcase icon on the left-hand side navigation menu.
  3. Click on Payroll Settings.
  4. Click on Chart of Accounts.
  5. Under the Primary Accounts subheading, you will be asked to enter the following in each drop-down menu:
    • Default – Minimum required fields to populate a journal.
    • Pay Categories – Includes all platform pay categories, custom pay categories, and those installed as part of an Award Package.
    • Deduction Categories – Includes all categories listed in Deduction Categories.
    • Expense Categories – Includes any employer-paid expense categories.
    • Employer Liability Categories – Includes any custom Employer Liability Categories.
    • Leave Provisions – Includes any leave type configured as an ETP, where an employer may need to pay out an employee’s leave balance upon termination.
  6. Click on Save.

Important

You must allocate an account to all default categories. If any default category is missing, the journal feature will be disabled, and you will not be able to generate a journal report in a finalised pay run.

Mapping your secondary chart of accounts

Non-default fields are optional and only need accounts assigned if they differ from the default accounts.

When generating a journal, the platform reads secondary accounts first and falls back to the default account if no secondary account is assigned.

Learn more about general ledger (GL) mapping here: Map GL Accounts.

Mapping your location-specific chart of accounts

If your integration supports it, you can split your journal by location, or entity when additional entities have been set up. This will create a separate transaction line for each location/entity in the pay run.

If your locations or entities have different GL codes, set up a Location-Specific Chart of Accounts:

  1. Click Add and select your Location.
  2. Complete only the fields that differ from the primary Chart of Accounts.

Important

To test your journal, you must have a finalised test pay run in your platform.
Learn more about running a test pay run here: Test Pay Run Guide

After configuring your accounts, return to the Chart of Accounts page. The enabled accounts can now be selected from the drop-down menus within the COA.


 


 

Set up your chart of accounts with Microsoft Dynamics

Setting up your Chart of Accounts (CoA) ensures payroll journals post to the right accounts in Dynamics 365 Business Central. This guide covers connecting Dynamics 365 and importing accounts so you can map payroll items correctly. For connection help, see Connecting Payroll to Dynamics 365 Business Central.

Before you start

If you need costing splits by location, set up locations first so your journals allocate correctly.

Connect to Dynamics 365
  1. Log in to your Employment Hero Payroll platform.
  2. Go to Business (suitcase icon) on the left-hand side navigation.
  3. Click on Payroll Settings.
  4. Under Business Management, click on Integrations.
  5. Select Accounting.
  6. Find Dynamics 365 Business Central and click Add.

Tip: You can only have one accounting integration enabled at a time.

  1. Select Connect to Dynamics 365.

Tip: You’ll be redirected to Dynamics 365 Business Central to sign in. After authorising access, you’ll return to Payroll to confirm which Dynamics 365 Business Central file you’re connecting to.

  • Go to Business > Payroll Settings > Business Settings > Chart of Accounts.
  • Click Import accounts.
  • Select the accounts you want available for mapping.
Default accounts (what they are used for)
  • Payment Account (Payroll Clearing): Reconciles payroll payments with bank transactions.
  • Wages Expense Account: Records gross wages.
  • Default Payroll Liability Account: Used for deductions if no specific liability account is set.
  • PAYG Liability Account: Tracks PAYG withheld.
  • Superannuation Liability Account: Tracks super payable.
  • Employee Expenses Account: Records reimbursed employee expenses.
  • Employer Liability Account: Tracks employer liabilities and related expenses.
  • Leave Provisions (optional): Track leave liabilities if enabled. Learn more here.

Tip: Use Split by location if you report payroll by location, class, or tracking category.

Map category accounts (optional)

You can map specific categories to different accounts instead of using the defaults.

  • Pay Categories: Allocate specific wage types to different expense accounts. Learn more here. If not mapped, the Wages Expense Account is used.
  • Deduction Categories: Allocate deductions to specific liability (and optional expense) accounts. Learn more here. If not mapped, the Default Payroll Liability Account is used.
  • Expense Categories: Allocate reimbursements to specific expense accounts. Learn more here. If not mapped, the Employee Expenses Account is used.
  • Employer Liability Categories: Allocate employer liabilities and expenses to specific accounts. Learn more here. If not mapped, defaults apply.
  • Leave Provisions: Map leave provision accounts if enabled. Learn more here.

Tip: If a deduction is paid directly to a bank account, it may not be treated as a liability. In some cases, use an expense account to create a debit entry in the journal.

Location-specific accounts (optional)

If required, you can create accounts that only apply to a specific location.

  1. Select Add to create a location-specific requirement.
  2. Select the location.
  3. Enter the required GL account details for that location.

Tip: If you change the journal service (for example, switching from Dynamics 365 to Detailed File Export), you may need to remap your CoA.

Next steps

Watch the integration management video.

Related articles

Set up your chart of accounts with MYOB

Setting up your Chart of Accounts (CoA) ensures payroll journals export correctly for MYOB. MYOB Export is a file-based integration that lets you download pay run journal data as a tab-separated .TXT file for manual import into MYOB.

Before you start
If you need costing splits by location, set up locations first. This keeps your journals accurate.
Enable MYOB Export
  1. Log in to your Employment Hero Payroll platform.
  2. Go to Business (suitcase icon) on the left-hand side navigation.
  3. Click on Payroll Settings.
  4. Under Business Management, click on Integrations.
  5. Select Accounting.
  6. Select Add MYOB.
  7. Choose AccountRight or AccountRight Live.
  8. Select Enable.
Add your MYOB accounts in payroll

For file exports, you may need to create/manage your accounts in payroll so they can be mapped correctly.

  1. Log in to your Employment Hero Payroll platform.
  2. Go to Business (suitcase icon) on the left-hand side navigation.
  3. Go to Chart of Accounts.
  4. Select Manage Accounts.
  5. Add or update accounts using these fields:
    • Account Code
    • Account Name
    • Account Type

Helpful Hint

Account Type can be Asset,Equity,Expense,Income, Liability, or Other.

Example: 1111-11, Wages & Salaries, Expense

  1. Return to Chart of Accounts and map your payroll items to the correct accounts.
Default accounts (what they're used for)
  • Payment Account (Payroll Clearing): Reconciles payroll payments against your bank transaction.
  • Wages Expense Account: Records gross wages.
  • Default Payroll Liability Account: Used for deductions if no specific liability account is set.
  • PAYG Liability Account: Tracks PAYG withheld.
  • Superannuation Liability Account: Tracks super payable.
  • Employee Expenses Account: Records employee expense reimbursements.
  • Employer Liability Account: Tracks employer liabilities (with matching expense accounts where relevant).
  • Leave Provisions (optional): Track leave liabilities if your organisation uses provisions. Learn more here.

If your payroll needs to be reported by location, use Split by location when configuring your default GL accounts.

Map category accounts (optional)

You can map specific categories to different accounts instead of using defaults.

  • Pay Categories: Allocate specific wage types to different expense accounts. Learn more here. If not mapped, the Wages Expense Account is used.
  • Deduction Categories: Allocate deductions to specific liability (and optional expense) accounts. Learn more here. If not mapped, the Default Payroll Liability Account is used.
  • Expense Categories: Allocate reimbursements to specific expense accounts. Learn more here. If not mapped, the Employee Expenses Account is used.
  • Employer Liability Categories: Allocate employer liabilities and expenses to specific accounts. Learn more here. If not mapped, defaults apply.
  • Leave Provisions: Map leave provision accounts if enabled. Learn more here.

Tip: If a deduction is paid directly to a bank account, it may not be treated as a liability. In some cases, use an expense account to create a debit entry in the journal.

Location-specific accounts (optional)

If required, you can create accounts that only apply to a specific location.

  1. Select Add to create a location-specific requirement.
  2. Select the location.
  3. Enter the required GL account details for that location.

  4. Tip: If you change the journal service (for example, switching from MYOB Export to Detailed File Export), you may need to remap your CoA.

Next steps

Watch the integration management video.

Related articles

Set up your chart of accounts with NetSuite

Setting up your Chart of Accounts (CoA) ensures payroll journals post correctly to NetSuite. This setup helps keep payroll, reporting, and reconciliations accurate.

Before you start

If you need costing splits by location, configure locations first so payroll journals allocate correctly.

Enable token-based authentication in NetSuite
  1. Token-based authentication must be enabled before connecting Employment Hero Payroll to NetSuite.
  2. Log in to your NetSuite account.
  3. Go to Setup > Company > Setup Tasks > Enable Features.
  4. Select the SuiteCloud option.
  5. Scroll to Manage Authentication.
  6. Select Token-based Authentication.
  7. Agree to the SuiteCloud Terms of Service.
  8. Select Save.
Connect NetSuite
  1. Log in to your Employment Hero Payroll platform.
  2. Go to Business (suitcase icon) on the left-hand side navigation.
  3. Click on Payroll Settings. 
  4. Under Business Management, click on Integrations.
  5. Select Accounting.
  6. Select Add NetSuite or NetSuite OneWorld.
Enter NetSuite credentials
  1. Complete the following fields using your NetSuite token details:
  2. NetSuite Account ID
  3. Consumer Key
  4. Consumer Secret
  5. Token ID
  6. Token Secret

Learn how to generate NetSuite tokens here.

Import accounts from NetSuite
  1. Log in to your Employment Hero Payroll platform.
  2. Go to Business (suitcase icon) on the left-hand side navigation.
  3. Click on Payroll Settings. 
  4. Click on Chart of Accounts. 
  5. Select Import Accounts to pull accounts from NetSuite.
Default accounts (what they're used for)
  • Payment Account (Payroll Clearing): Reconciles payroll payments against your bank transaction.
  • Wages Expense Account: Records gross wages.
  • Default Payroll Liability Account: Used for deductions if no specific liability account is set.
  • PAYG Liability Account: Tracks PAYG withheld.
  • Superannuation Liability Account: Tracks super payable.
  • Employee Expenses Account: Records employee expense reimbursements.
  • Employer Liability Account: Tracks employer liabilities (with matching expense accounts where relevant).
  • Leave Provisions (optional): Track leave liabilities if your organisation uses provisions. Learn more here.

If your payroll needs to be reported by location, use Split by location when configuring your default GL accounts.

Map category accounts (optional)

You can post specific items to different accounts (instead of always using the defaults):

  • Pay Categories: Send certain wage types (e.g. allowances, bonuses, leave) to different expense accounts. Learn more here.
  • Deduction Categories: Send deductions to specific liability accounts. Learn more here.
  • Expense Categories: Send reimbursements/expenses to specific expense accounts. Learn more here.
  • Employer Liability Categories: Send employer liabilities (and related expenses) to specific accounts. Learn more here.
  • Leave Provisions: If enabled, map leave provision accounts to track leave liabilities. Learn more here.

Deductions paid directly to a bank account may not be treated as liabilities. In some cases, use an expense account to create a debit entry in the journal.

Location-specific accounts (optional)

If you need different accounts per location, you can create location-specific accounts so journals post to the right place.

  1. Select Add to create a location-specific requirement.
  2. Select the location.
  3. Enter the required GL account details for that location.

Tip: If you change the journal service (for example, switching from “NetSuite” to “Detailed File Export”), you may need to remap your CoA.

Next steps

Watch the integration management video.

Related articles

Set up your chart of accounts with Xero

A Chart of Accounts (CoA) helps your payroll journals post to the right accounts in Xero. Set this up first so your payroll reports and reconciliations are accurate.

Before you start
If you need costing splits by location, set up locations first so your journals allocate correctly.
Connect to Xero
  1. Log in to your Employment Hero Payroll platform.
  2. Go to Business > Payroll Settings > Business Management > Integrations.
  3. Select Accounting.
  4. Select Add Xero.
  5. Select Connect to Xero and follow the prompts to choose your Xero organisation and authorise access.

Tip: You can only have one accounting integration enabled at a time.

Choose journal settings
  1. Select the business/organisation you want to send payroll journals to.

  2. Choose how you want to export pay run data:

    • Manual journal

    You can also choose to post these as draft.

  3. Return to Chart of Accounts to map accounts.
Import accounts from Xero
  1. Go to Business > Payroll Settings > Business Settings > Chart of Accounts.
  2. Select Import Accounts to pull your Xero accounts into Employment Hero Payroll.
  3. Enable the accounts you want to use (toggle them on) for mapping.
Default accounts (what they are used for)
  • Payment Account (Payroll Clearing): Reconciles payroll payments against the bank transaction.
  • Wages Expense Account: Records gross wages.
  • Default Payroll Liability Account: Used for deductions if no specific liability account is set.
  • PAYG Liability Account: Tracks PAYG withheld.
  • Superannuation Liability Account: Tracks super payable.
  • Employee Expenses Account: Records employee expense reimbursements.
  • Employer Liability Account: Tracks employer liabilities (with matching expense accounts where relevant).
  • Leave Provisions (optional): Track leave liabilities if your organisation uses provisions. Learn more here.

Tip: If you report payroll by location, use Split by location when configuring default GL accounts.

Map category accounts (optional)

You can map specific categories to different accounts instead of always using defaults:

  • Pay Categories: Allocate specific wage types (e.g. allowances, bonuses, leave) to different expense accounts. Learn more here.
  • Deduction Categories: Allocate deductions to specific liability accounts (and optionally to an expense account when needed). Learn more here.
  • Expense Categories: Allocate reimbursements/expenses to specific expense accounts. Learn more here.
  • Employer Liability Categories: Allocate employer liabilities (and related expenses) to specific accounts. Learn more here.
  • Leave Provisions: If enabled, map leave provision accounts to track leave liabilities. Learn more here.

Tip: If a deduction is paid directly to a bank account, it may not be treated as a liability. In some cases, you may use an expense account to create a debit entry instead of a credit entry in the journal.

Location-specific accounts (optional)

If you need different accounts per location, create location-specific accounts so journals post to the correct place.

  1. Select Add to create a location-specific requirement.
  2. Select the location.
  3. Enter the required GL account details for that location.

Tip: If you change the journal service (for example, switching from “Xero Export” to “Detailed File Export”), you may need to remap your CoA.

Important note about bank transactions

Xero’s API does not allow payroll journals to post directly to a bank account. You have 1 option:

  • Journal entry + clearing account: Post payroll as a journal entry and reconcile via a payroll clearing account.
Next steps

Watch the integration management video.

Related articles

Set up your chart of accounts with Zoho Books

A Chart of Accounts (CoA) helps your payroll journals post to the right accounts in Zoho Books. Set this up first so your payroll reports and reconciliations are accurate.

Before you start
If you need costing splits by location, set up locations first. This keeps your journals accurate.
Connect Zoho Books
  1. Log in to your Employment Hero Payroll platform.
  2. Go to Business > Payroll Settings > Business Management > Integrations.
  3. Select Accounting.
  4. Select Add Zoho Books.
  5. Select Connect to Zoho and follow the prompts to sign in and authorise access.

Tip: You can only have one accounting integration enabled at a time.

Choose where to send payroll journals
  1. After connecting, select the Zoho Books business/organisation you want to send payroll journals to.
  2. Return to Chart of Accounts to map your accounts.
Import accounts from Zoho Books
  1. Go to Business > Payroll Settings > Business Settings > Chart of Accounts.
  2. Select Import accounts to pull your Zoho Books accounts into Employment Hero Payroll.
Default accounts (what they are used for)
  • Payment Account (Payroll Clearing): Reconciles payroll payments against your bank transaction.
  • Wages Expense Account: Records gross wages.
  • Default Payroll Liability Account: Used for deductions if no specific liability account is set.
  • PAYG Liability Account: Tracks PAYG withheld.
  • Superannuation Liability Account: Tracks super payable.
  • Employee Expenses Account: Records employee expense reimbursements.
  • Employer Liability Account: Tracks employer liabilities (with matching expense accounts where relevant).
  • Leave Provisions (optional): Track leave liabilities if your organisation uses provisions. Learn more here.

Tip: If your payroll needs to be reported by location, use Split by location when configuring your default GL accounts.

Map category accounts (optional)

You can post specific items to different accounts (instead of always using the defaults):

  • Pay Categories: Send certain wage types (e.g. allowances, bonuses, leave) to different expense accounts. Learn more here.
  • Deduction Categories: Send deductions to specific liability accounts. Learn more here.
  • Expense Categories: Send reimbursements/expenses to specific expense accounts. Learn more here.
  • Employer Liability Categories: Send employer liabilities (and related expenses) to specific accounts. Learn more here.
  • Leave Provisions: If enabled, map leave provision accounts to track leave liabilities. Learn more here.
Location-specific accounts (optional)

If you need different accounts per location, you can create location-specific accounts so journals post to the right place.

  1. Select Add to create a location-specific requirement.
  2. Select the location.
  3. Enter the required GL account details for that location.

Tip: If you change the journal service (for example, switching from “Zoho” to “Detailed File Export”), you may need to remap your CoA.

Next steps

Watch the integration management video.

Related articles

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