Generic Payroll Journal Integration

Please note, nominal mapping displayed in this video is for illustration purposes only. Please make sure the correct accounts are chosen to ensure the integration is set up correctly.

A generic CSV journal option is available in BrightPay for users to create nominal ledger mapping of their choosing. Within Payroll, select Journal on the menu toolbar, followed by New Nominal Ledger Mapping...:

On the next screen, select which Accounting Software your journal is to be created for. Enter a Mapping name of your choice. This name will later appear listed in your journal options. Set your Date Range - the journal will include records for all payslips (across all pay frequencies) with a pay date within the selected range. Under 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.

Click Continue

*Nominal Ledger Mapping* - for each of the payroll data items listed, enter the nominal account code to which amounts will be mapped to in your journal. A nominal account code can be used for multiple items. A description can also be entered for each data item. When ready to proceed, click 'Continue'. Nominal Ledger Mapping Variations allows you to specify any circumstances for which amounts should be mapped to an alternate nominal account code

For example depending on the period type, directorship, departments, specific rates additions or deductions. For each payroll data item you wish to add a variation for, click Add Variation: 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 period type, directorship, department and specific pay items. For example, You wish the salaries of all directors within the Accounting department to be mapped to the Director's Remuneration nominal account within your accounting software. Your rules will look similar to the ones shown on the screen. Make sure you choose the correct nominal account you wish all this information to be mapped to.

Click Save when complete. Your rule will now be displayed on the screen under the payroll data item it is associated with. 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. 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. Click 'Continue'. Your journal will now be displayed on the screen for review. Simply click the 'Back' button to make any amendments.

When ready to export the journal to CSV, click the 'Export Generic CSV File...' Browse to the location where you would like to save your CSV file, then click 'Save'. Press 'Print' to print, email or export a copy of your journal to PDF. 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 choose to save your journal, this will now be added to your journal listing for future use