Import/Export Employee Opening Balances (Initial Values)

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To import the employee opening balances, first go into Payroll Settings and then to the Opening Balances menu:


Next, click the Import button to the right of the page heading.

The following Import Opening Balances page will be displayed.

Select the file that you wish to upload and then click the Upload button.

Once the file has processed, a summary will be displayed

Matching Criteria

When importing opening balances, employee records are matched according to the following criteria (in order of priority):

  • If there is a tax file number specified and it is not a 'special' TFN (see: Special Tax File Numbers), then we'll the tax file number to match the employee
  • If there is an external ID specified, then we'll use the external ID to match the employee
  • Otherwise, we will use the combination of tax file number AND name to match the employee

Deleting Data

If you want to use this import file to remove data from the opening balances, in bulk, you'll need to use the value "(clear)" without the quotes in the appropriate field on your import file to remove it from the matching field on the opening balance page of the employee record.

 

What are each of the columns in a downloaded Opening Balances spreadsheet for?

This list explains what each column is for.  You'll find further clarification of the information provided below if you use it when looking at the different tabs on the Opening Balances page of one of your employee's records.

ExternalID - if you're using an external ID (see the details page of the employee's record)

TaxFileNumber - as per the tax file declaration page of the employee's record

EmployeeName - the employee's preferred, middle and surname (from the details page of the employee's record)

TotalHours - only required if you want to add Total Hours worked in the initial financial year, up to the day before the period start date of the first pay run in KeyPay (see the Earnings tab of the opening balances page of the employee's record)

GrossEarnings - the total of gross earnings paid in the initial financial year, up to the day before the period start date of the first pay run in KeyPay (will be displayed at the bottom of the Earnings tab on the opening balances page of the employee's record) NB. You can just use a total earnings figure in this column if you wish but if you choose to enter data for specific pay categories (see other columns in the spreadsheet labelled PCxxx, explained below), do NOT enter a total here, the system will calculate the total of all of the Pay Category columns in the spreadsheet.

PAYG - the total PAYG deducted from gross earnings paid in the initial financial year, up to the day before the period start date of the first pay run in KeyPay (will be displayed on the Super & PAYG tab on the opening balances page of the employee's record)

HELPPayments - total HELP repayments deducted from gross earnings paid in the initial financial year, up to the day before the period start date of the first pay run in KeyPay (will be displayed on the Super & PAYG tab on the opening balances page of the employee's record)

SFFSLoanPayments - total SFFS repayments deducted from gross earnings paid in the initial financial year, up to the day before the period start date of the first pay run in KeyPay (will be displayed on the Super & PAYG tab on the opening balances page of the employee's record)

SuperContributions - total SGC paid in the initial financial year, up to the day before the period start date of the first pay run in KeyPay (will be displayed on the Super & PAYG tab on the opening balances page of the employee's record)

EmployerContributions - total of other super paid in the initial financial year, up to the day before the period start date of the first pay run in KeyPay (will be displayed on the Super & PAYG tab on the opening balances page of the employee's record).  NB. This figure will be displayed as RESC on the payment summary so it would include, for example, salary sacrificed to super.

The next group of columns represent each of the Leave Categories you've got in place on the Leave Categories page of your payroll account (under the pay run settings heading on the payroll settings tab).  They'll all be labelled LC, then a number (which is the system generated ID code for the leave category), then the name of the leave category, eg. LC262968_Annual Leave

The next group of columns represent each of the Deduction Categories you've got in place on the Deduction Categories page of your payroll account (under the pay run settings heading on the payroll settings tab).  They'll all be labelled DC, then a number (which is the system generated ID code for the deduction category), then the name of the deduction category, eg. DC141225_CSA

IF you've set up any Employer Liability Categories, the next group of columns represent each of the Employer Liability Categories you've got in place on the Employer Liability Categories page of your payroll account (under the pay run settings heading on the payroll settings tab).  They'll all be labelled EL, then a number (which is the system generated ID code for the employer liability category), then the name of the employer liability category, eg.ELC628_WorkCover

The next group of columns represent each of the Pay Categories you've got in place on the Pay Categories page of your payroll account (under the pay run settings heading on the payroll settings tab).  They'll all be labelled PC, then a number (which is the system generated ID code for the pay category), then the name of the pay category, eg. PC959199_Annual Leave Taken

The last group of columns relate to Employee Termination payments made in the initial financial year, prior to KeyPay.  This information will be displayed on the Employment Termination Payments (ETPs) tab on the opening balances page of the employee's record). The values entered will be used to produce payment summaries

 

Exporting Opening Balances

To export the employee opening balances, first go into Payroll Settings and then to the Opening Balances menu:

 

QBO users get to Payroll Settings by clicking on the ‘Payroll Settings’ button:

Next, click the Export button to the right of the page heading:

The 'Export Opening Balances' page will be displayed:

Simply select the type of data that you wish to export, the file format and then click Download

 

If you have any questions or feedback please let us know via support@yourpayroll.com

 

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