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Set up and manage your Chart of Accounts in Employment Hero

Updated

Available for the following EmploymentOS plans: Essentials, Engage, Elite
Available for the following user access levels: Admin 

Admins can set up and manage their Chart of Accounts directly in Employment Hero, without needing to log into Employment Hero Payroll. This lets you map accounts for pay run journals, manage accounts for file-based journals, and keep your finance records accurate and up to date.

This article explains how to:

Access the Chart of Accounts

This section covers how to open the Chart of Accounts page from Employment Hero HR and what you will see if no journal provider is connected.

Steps to access the Chart of Accounts
  1. Log in to Employment Hero.
  2. On the left-hand side navigation menu, click on Payroll 
  3. Click on Chart of Accounts.
  4. If your organisation has not connected a journal provider, you will see the message: "Get started by connecting to a journal service to import accounts from or create accounts manually." You can select journal service to go to the Payroll Integrations page and connect a provider, or select manually to go to the Manage Accounts page.
  5. If your organisation already has a journal provider connected, you will see the Chart of Accounts page with your primary accounts and mapping options.

Map primary accounts and categories

Map your default accounts and categories so that pay run journals post to the correct accounts in your finance platform.

Steps to map accounts and categories
  1. Log in to Employment Hero.
  2. On the left-hand side navigation menu, click on Payroll 
  3. Click on Chart of Accounts.
  4. On the Chart of Accounts page, review the Primary Accounts section. You will see sections for Default Accounts, Pay Categories, Deduction Categories, and, where applicable, Expense Categories, Employer Liability Categories, and Leave Provisions.
  5. Select a section heading to expand or collapse it. Only one section can be expanded at a time.
  6. For each account or category, use the dropdown to select the appropriate account. If an account is not mapped, the dropdown will prompt you to select one (for example, "Select Default Payment Account").
  7. Tick Split by location or Split by employing entity for any row if you want transactions split accordingly.
  8. If any required default account is not mapped, an "Incomplete" badge will appear next to the Default Accounts heading. This badge disappears once all required default accounts are mapped.
  9. When finished, select Save to save your mappings. A confirmation message will appear. If you select Cancel, your changes will be discarded and the last saved mappings will be shown.

Import or manage accounts

Add new accounts to your Chart of Accounts by importing from an accounting provider or managing them manually, depending on your journal provider type.

Steps to import or manage accounts
  1. Log in to Employment Hero.
  2. On the left-hand side navigation menu, click on Payroll 
  3. Click on Chart of Accounts.
  4. If your organisation uses an API journal provider (such as Xero, MYOB, QuickBooks, or NetSuite), select Import Accounts at the top right of the Chart of Accounts page.
  5. Choose which accounts to import from your provider and confirm. The imported accounts will be available for mapping.
  6. If your organisation uses a file-based journal provider, select Manage Accounts to add, edit, or delete manual accounts.

Add, edit, or delete manual accounts

Manage accounts manually if your organisation uses a file-based journal provider. You can add, edit, or delete accounts as needed.

Steps to manage manual accounts
  1. Log in to Employment Hero.
  2. On the left-hand side navigation menu, click on Payroll 
  3. Click on Chart of Accounts.
  4. Select Manage Accounts.
  5. To add an account, enter the account code, name, and type, then select Add. Required fields must be completed.
  6. To edit an existing account, select Edit next to the account, make your changes, and select Save or Cancel.
  7. To delete an account, select Delete and confirm in the dialogue box. If the account is mapped, it will be removed from all mappings and those mappings will show as not specified.
  8. To return to the Chart of Accounts, select Back to Chart of Accounts at the bottom of the page.

Change your journal provider

If your organisation needs to change the journal provider used for pay run journals, you can do so from the Manage Accounts page.

Steps to change your journal provider
  1. Log in to Employment Hero.
  2. On the left-hand side navigation menu, click on Payroll 
  3. Click on Chart of Accounts.
  4. Select Manage Accounts.
  5. From the Manage Accounts page, select Change Journal Provider at the top right.
  6. Choose a new journal provider from the available options and follow the prompts to complete the change.
  7. Once the new provider is set, you can import or manage accounts as needed.

Further information

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If you are looking for further ideas, try our community.

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