BrightPay's payroll journal feature allows users to create wages journals from the finalised payslips and to export Send directlly to Xero using an API.

1) Within Payroll, select Journal on the menu toolbar, followed by New Xero Journal:

2a) On the next screen, choose 'Send to Xero API' as your destination.

 

b) On the next screen, set your Date Range - the journal will include records for all payslips (across all pay frequencies) with a pay date within the selected range.

 

c) Roll up - select whether you would like the journal to include individual records for each employee or whether to merge the records for each unique date.

 

d) Enter the 'Tax Rate' name required, if different from the default of 'Tax Exempt (0%)' 

 

e) Should you wish to include the employee's department name as the tracking option value, tick the box provided. Should the tracking category name differ to 'Department', enter accordingly.


 

f) Click Continue

You will be redirected to a Xero page and asked to login with your Xero credentials. 

Once logged in - if you have more than one company - you will need to select the company you wish to Connect to and then Allow Access - Brightpay will then remember your selection for the next time. 

3) Nominal Ledger Mapping - the default nominal ledger code codes which specifically relate to your Xero account will be available to you on by using the drop down list.  NB You must map an account code to each section below. 

4) Nominal Ledger Mapping - Variations - this screen allows you to specify any circumstances for which amounts should be mapped to an alternate nominal account code (e.g. depending on pay schedule, directorship, departments, specific rates/additions/deductions, etc.)

a) For each payroll data item you wish to add a variation for, click Add Variation:

b) For the payroll data item selected, set the rules to apply in order for the amount to be mapped to the designated nominal account you enter on this screen.

Rules can be set according to pay schedule, directorship, department and specific pay items.

Example

You wish the salaries of all directors within the Marketing department to be mapped to the Director's Remuneration nominal account within your accounting software. Your rules may thus be set as follows:

 c) Click Save when complete.

Your rule will now be displayed on screen under the payroll data item it is associated with.

d) Further variations can be added for different pay items or for the same payroll data item by simply clicking Add Variation again and setting the rules to apply.

e) Once variations have been set, these can be edited, deleted or re-ordered by clicking the spanner symbol next to it. In addition, clicking the nominal account information displayed in green provides quick access to the rules that have been set for it.




 

f) On completion of this screen (where required), click 'Continue'.

 

Your journal will now be displayed on screen for review. Simply click the 'Back' button to make any amendments.

5) On the next screen, you can optionally add any other amounts or adjustments to be included in the journal (if required). Click 'Continue'.

6a) When ready to send to Xero - Review the details of your journal and then hit the option Send to Xero

b) The journal information will be sent - you should now review these details in Xero 
 

c) To close the journal screen, simply click the cross at the top right of this screen. If you have made any changes to the journal, you will be asked if you wish to save your changes. Click 'Yes' or 'No' as required.

If you need to edit or delete the journal that you have sent  - you must do so directly in Xero.