Setting Employee Opening Balances (Initial Values)

If you are migrating your payroll, you will likely want to set the opening balances for the leave entitlements and the year-to-date payment figures for your employees. Importing your YTD payroll data will allow you to generate reports for the whole basis period.

To set up the opening balances for your employees, open the employee record that you wish to set the opening balances for and then select 'Opening Balances' on the left:


Within the Opening Balances screen, there are five tabs:

  • Leave Balances
  • Earnings
  • Deductions
  • Employer Liabilities

Leave Balances

When entering leave balances, enter the balance as at the point of transition to this payroll system (that is, as at the last pay run processed in your previous payroll system). 


Earnings are the year-to-date gross values for the basis period specified. If you need to change the Initial Basis period, click the 'Opening Balances Settings' button at the top of the page. Earnings will be allocated to the employee's primary location (set via the employee's Pay Run defaults page) with an effective date of 1 January. 


Enter the year-to-date deduction amounts for the basis year specified.

Employer Liabilities

If you were previously recording employer liabilities in your previous payroll system, you will be able to enter those YTD figures here. If you have not yet set up any employer liability categories, the following articles will help:

Creating and Managing Employer Liability Categories
Setting up Recurring Employer Liabilities


Enter the year-to-date tax amounts. 

Importing Opening Balances

If you have a large number of employees, you can bulk import their opening balances. To access the template spreadsheet, click on 'Opening Balances Settings' at the top of the page, then click 'Export'. Refer to this article for more information.

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