Integrating with Xero Chart of Accounts
Log in and in the Payroll Settings section, select “Journals” from the menu under the Business Management heading.
Click on the “Connect to a journal service” heading, select Xero from the list of available services
Once you have selected 'Xero', Click the 'Connect to Xero' button:
You will then be transferred to the Xero login screen to choose an organisation and authorise the payroll system to have access to your Xero data. Once this step is complete, you will be redirected back to payroll where you can configure extra settings, as follows:
- do you want the payroll data exported as an AP invoice or a payroll journal?
- do you want the payroll data posted in draft format?
Then click on "Save".
Configuring your Chart of Accounts
Once you have configured your journal service, the next step is to set up your chart of accounts. You can access the Chart of Accounts screen from your payroll dashboard. Click on Payroll Settings > Chart if Accounts (listed under the Business Settings menu).
Click on "Import Accounts", located on the top right hand side of the screen. A list of all your general ledger accounts from Xero will appear with the toggle defaulted to a 'hide' view. To carry over any accounts in order to set up your chart of accounts, click on the left of the toggle so that it switched from red to blue:
Once you've activated all the relevant accounts, scroll to the bottom of the screen and click on "Save Accounts List". You will then be redirected back to the Chart of Accounts screen. You will now be able to map your GL accounts against the payroll components. Further information on how to map the GL accounts can be found here.
N.B. If at any time you create new GL accounts in Xero and want to import into the payroll system, simply follow the instructions above.
Exporting Payroll Data to Xero
Once you have set up your chart of accounts, you will now be able to export the payroll data directly from within the pay run.
Once you have finalised the pay run, the toolbar will display the "Export to Xero" button. When you click on this your payroll data will be exported directly to Xero.
N.B. If you have posted your payroll data and then unlock the pay run and post again, the following will occur in Xero:
- If you are posting an AP invoice, the original invoice will be overridden by the more recent invoice;
- If you are posting a journal, the original journal will still remain in Xero. You will need to delete that journal manually in Xero.
If you have any questions, send an email to firstname.lastname@example.org.