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. 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 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.

Option 2: Download from Reports > Journal Report

1. Go to Reports > Journal Report in the Payroll platform.
2. Select the desired pay run for which you want to download a journal.
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. (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.
6. 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:

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