Connecting Payroll to Access Financials

You can integrate your payroll with Access Financials to export your payroll details to the Access Financials general Ledger. Once your Access Financials account is connected, you simply need to map your chart of accounts and then export your payroll journal to the general ledger when you finalise your pay run.

Connecting to Access Financials

You can connect Access Financials by following these steps:

• Go to 'Payroll Settings' > 'Business Management' > 'Integrations'.
• Go to ‘Access Financials' and click 'Add':

• Once you have selected ‘Access Financials’, you will need to enter your Access Financials email address and password and click the 'Connect to Access Financials' button.

• Once you are connected you will need to confirm the Access Financials file you are connecting to and click 'Save'.

Mapping your payroll accounts

Once you have connected your Access Financials file, you will need to map the Chart of Accounts. You can do this by following these steps:

• Go to 'Payroll Settings' > 'Business Settings' > 'Chart of Accounts'.
• Click on 'Import Accounts' to select which accounts you would like to use.
• Click 'Default Accounts' and you will see a list of transaction types that need to be mapped to an Access Financials file. The Access Financials accounts appear in the drop down list next to the transaction types. You can select the same account for multiple transaction types.
• Once you have completed all the mappings, you are now ready to export a journal.

If you add any extra accounts to your Access Financials chart of accounts, you can click on Import accounts and select these accounts so that they appear in your drop down lists in the account mappings.
 
Further information on location specific account mapping can be found in the Mapping GL Accounts support article.

Exporting your journal 

Once you've completed a pay run, you'll be able to export a journal to the Access Financials general ledger. You can export a journal by following these steps:

1. Once you've created and completed your pay run, click 'Finalise pay run' from the 'Pay run actions' tab.

2. In the 'Finalise pay run' dialog, ensure 'Export journals to Access Financials now' is selected:

3. Click 'Finalise pay run' and your journal will be exported.

Once your journal has been exported to Access Financials, you will find it under Financials > Transactions > Post Journal Batch. You will need to click “Search” for the journals to appear.

At this point, your journal is in a draft state. You will need to click Post Batch for the figures to appear against your nominal transactions.

If you need to delete a pay run for any reason, the corresponding journal will be automatically deleted from Access Financials as long as the journal batch hasn’t been posted.

If you need to edit your pay run for any reason, the corresponding journal will automatically be updated in Access Financials as long as the journal batch hasn’t been posted.

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