What this does
The journal export turns one approved pay run into ledger entries. You import them into your accounting program. The file is either a CSV or generic IIF-style text.
Steps
- Go to Reports and choose Journal export. You can also choose Export journal on a pay run page.
- Pick the Pay run. The list shows the pay date, group and kind.
- Read the journal. The columns are Account, Account name, Debit, Credit and Memo.
- Check the banner: Balanced, or "Out of balance by {amount}".
- Tick One line per account to merge lines.
- Choose Export CSV or Export IIF-style text.
If no run is approved, the page says "No approved pay runs yet. Approve a run to export its journal."
When the export is refused
- The journal does not balance. The message says "Debits and credits differ: gross earnings must equal withholdings plus net pay."
- An amount has no mapped account. The message says "No account is mapped for: {categories}." Choose Open chart of accounts and map them.
- The run has nothing to post.
A journal for a range
The General ledger journal report in Reports can give one entry for the whole range. Tick One entry for the range. Memos read "Payroll {start} to {end}".
Good to know
- The IIF-style file is generic. Check that your accounting program accepts it before relying on it.
- An item's own ledger account posts over the category mapping.
- Vacation payable is posted from the time-off ledger. A dollar policy's accrual debits vacation expense and credits vacation payable. Hours policies post nothing.
- Under a trial licence the journal export is switched off. See What a trial cannot do.