Downloading Pay Run Journals

Click a link below to jump to a section of this article:

• What to do before downloading pay run journals
• How to download an Integrated Journal
• How to download a file export journal
• Supported file export formats
• Differences between file export and detailed file export

What to do before downloading pay run journals

You can download pay run journals in two ways, depending on your setup:

1. Integrated Journal Download – Directly connected to an accounting software.
2. File Export Journal Download – Exported as a file for manual upload to your accounting software.

Before you can download pay run journals, ensure you've completed the following steps:

1. Connect to a journal service: Navigate to Payroll Settings > Integrations and set up either an integrated or file-export journal service.
2. Map your GL accounts: Configure your chart of accounts under Payroll Settings > Chart of Accounts.

How to Download an integrated journal

If you're using a direct integration, you can automatically send payroll journals to your accounting software when finalising a pay run. You can also download journals from  Reports or Report Packs. 

Direct integrated journal services include the following:

• Xero
• Zoho Books

Here's how to download an integrated journal:

1. Open the finalised pay run.
2. Click Pay Run Actions, then Export.
3. Select the Export dropdown and choose:
   • Export to [Accounting Software Name] – Sends the journal directly to your accounting system.
   • Download Journal – Exports an Excel file.
     
4. The downloaded journal will include two tabs:
   • Summary Tab: Includes columns for Account Code, Account Name, Debit, Credit, and Tax Code.
   • Detailed Tab: Adds details such as Reference and Location, with employee-specific breakdowns in the Reference field.

How to Download a File Export-Based Journal

File-based journals allow you to download pay run data in a format suitable for manual import into your accounting software. This is useful for businesses not using direct integration.

There are two ways to download a file export-based journal: via a finalised pay run or the Reports > Journal Report page.

Option 1: Download from Reports > Journal Report

1. Go to Reports > Journal Report in the Payroll platform.
2. Select the pay schedule.
3. Select the pay run for which you want to download a journal.
4. (Optional) Enable the Split by Employees checkbox if you require a breakdown by individual employees.
   • What it does:
     • Adds two new columns: Employee Name and Employee ID.
     • Helps you filter and group data by employee for reconciliation or detailed analysis. Why use it?: Ideal for businesses that need granular payroll data for reporting purposes.
5. Click Download to save the file to your device.
   

Option 2: Download from a Finalised Pay Run

1. Navigate to a finalised pay run in the Payroll platform.
2. Select the Download Journal button.
3. Choose your export format:
   • File Export: A simplified journal report compatible with most accounting systems.
   • Detailed File Export: Includes additional details, such as pay period dates and units.
   • Other system-specific formats (e.g., MYOB, Sage 50).
4. Choose your preferred file type: CSV or XLSX.
5. Click Download to save the file to your device.

Supported File Export Formats

The following formats are available for file-based journal exports:

• File Export: Provides a generalised journal format compatible with most accounting systems.
• Detailed File Export: Includes additional details, such as pay period dates and units.
• MYOB (AU region only)
• Attache (AU region only)
• Reckon Accounts (AU region only)
• Sage 50 (UK region only)
• Pronto XI (AU region only)
• Wiise (AU region only)
• Jonas Premier (AU region only)
• MSG Global Solutions (AU region only)
• Financials Office 365 (AU region only)

Each format outputs the journal data according to the requirements of the accounting software. For example:

• MYOB and Sage 50 formats ensure compatibility with those platforms.
• The File Export and Detailed File Export options use standardised configurations based on your business's Chart of Accounts.

Differences between File export and detailed file export reports

File Export Report:
The standard File Export report includes the following columns:

• Account Code
• Account Name
• Debit
• Credit
• Reference
• Tax Code

Detailed File Export Report:
The Detailed File Export report includes additional columns to provide further context:

• Account Code
• Account Name
• Debit
• Credit
• Reference
• Units
• Pay Period Starting
• Pay Period Ending
• Date Paid
• Tax Code
• Location

Both export formats align with your Chart of Accounts configuration. Where Dimensions are configured, both formats include Dimension values on all journal lines — including leave earnings and leave accrual lines — so your exported data is ready for import without further adjustment.

Here is a comparison of the two side-by-side so you can see the difference between the 'File export' and the 'Detailed file export' options:

NB: Unlike the journal export for Integrated Journal Providers, neither the 'File export' nor the 'Detailed file export' will itemise transactions per employee. 

The following article provides more information on journals:

Mapping GL Accounts