What is a Payroll Journal?
​Payroll Journal Feature Overview
​How to Access your Monthly Payroll Journals
​Exporting to your Accounting Software
​Setting up Payroll Journals in the PayFit app:
​Adding Cost Centres
​How to Preview your Payroll Journals
​

A payroll journal is a detailed record of accounting transactions related to payroll. You can synchronise payroll with your accounting software by uploading the payroll journals report each month.

✅ Journals are generated automatically each month when running payroll.

✅ Exports are compatible for direct upload with Xero, Sage, Quickbooks and Netsuite.

✅ Journal entries can be split by cost centres (e.g. department, division, location, etc...) or by employee.

✅ Some payroll items (e.g. gross pay) can be broken into multiple items (e.g. expenses, bonuses).

✅ Nominal codes can be assigned to payroll items and cost centres.

✅ Journal previews can be generated on demand.

❌ PayFit cannot assign employees to multiple cost centres at the same time

❌ If cost centre codes need to be applied, the nominal codes need to be numbers.

❌ Nominal codes cannot be assigned on a per journal entry basis

❌ Not all payroll items can be shown separately in the journals (e.g. statutory sick pay)

❌ PayFit's default journals cannot have journal entries for custom payroll items (e.g. "My company's Christmas bonuses")

❌ Admins cannot autonomously generate journals for previous months - if you require an updated journal for a past month, please reach out to our support team via the Contact Us form.

Once you've set up your preferred format payroll journal (as detailed below), you can find a monthly payroll journal generated after payroll is run by going to the Documents section > Company documents > Payroll journals folder.

You can easily export the payroll journals for your accounting software. These include direct csv imports for:

If you are using another accounting software, we can still provide an automated generation of CSV exports for you to configure to your system.

1️⃣ Go to Reports > Payroll Journals.

2️⃣ Click on Export Settings. Here you can:

Once happy with these settings, please press save.

3️⃣ Click on Account labels & codes. Here you can change the account labels and input the nominal codes to match your accounting software. Press Save.

4️⃣ Click on Cost Centres. Here you can create a separate nominal code for each cost centre via adding a unique index. These will then be reflected separately on the journal once generated.

What is the index section and how does the index affect the nominal code?
​The nominal code for a specific cost centre will be the sum of the base nominal code for all cost centres + the index for this specific account.

For adding cost centres in PayFit, you can either:

After the set-up is done, you can Preview your Payroll Journals file by clicking on Journal Preview button.

After doing this, a file will be generated, named 'preview' and stored in the Documents section > Company Documents > Payroll journals.