1. Your Payroll (AU)
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Downloading Pay Run Journals

Andrew
Updated

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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:

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.
      2021-06-09_16-14-12.jpg
  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.
    Journal report.jpg

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.

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:

2021-07-01_10-09-08.jpg2021-07-01_10-07-59.jpg

NB: Unlike the journal export for Integrated Journal Providers, neither the 'File export' or 'Detailed file export' will itemise transactions per employee. 

The following article provide more information on journals:

Mapping GL Accounts

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

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