Salary journals

Summary

How to export the salary journal report in Sage Payroll.

Description

You can use salary information from a pay run to create a Salary Journal report. If you use an accounting product, you can import the report as a journal transaction. You can import into Sage 50 Accounts, for example. This can save you time and reduce processing errors.

NOTE: It isn't possible to split the Gross Wages nominal code into sub-codes such as Bonus etc.

Resolution

This article explains the following:

What the report shows
How to set up the salary journal report
How to export the report from SBC Payroll
What to do in your accounting product

What the report shows

The Salary Journal report lists the payments and deductions you made for a pay run. We divided the report into categories. Each category is from your pay run. The system matches these to a nominal code in your accounting product.

You can see salary journal information for any completed pay run.

The values for each category are from the pay run. They match the pay run at the time you generate the report. If you change the values in the pay run, the report doesn't update.

Set up the salary journal report

First, match payroll information to nominal codes in your accounting product.

Match nominal codes

From Settings, select Set Up Salary Journal Report then Link nominal codes.
Select which Profit & Loss and Balance Sheet nominal codes to use for each of the categories in the list.

If you use Sage 50 Accounts, the defaults may already be correct.

If you're not sure, you can check your Chart of Accounts using the steps in the Check your nominal codes section. If these codes don't exist, you may need to create them before proceeding.

Get more information if you're using Sage 50 Accounts.

Read our help article Create a nominal code in Sage 50 Accounts (opens in new tab).

You can update your nominal codes, and then re-run the Salary Journal report. The report uses the most recent nominal codes. You see these on both new reports and your historic salary journal reports.

Check your nominal codes

These steps can vary depending on your accounting product.

In Sage 50 Accounts:

From Modules select Nominal codes.
Select Chart of accounts then Edit.

The chart of accounts lists your nominal codes. These group into Profit and Loss and Balance Sheet categories. You can use the table below to ensure your nominal codes show in the correct area.

Nominal code	Name	Report	Report section
2210	PAYE	Balance Sheet	Current Liabilities
2211	National Insurance	Balance Sheet	Current Liabilities
2214*	Student Loans	Balance Sheet	Current Liabilities
2215*	Attachments	Balance Sheet	Current Liabilities
2216*	Deductions	Balance Sheet	Current Liabilities
2220	Net Wages	Balance Sheet	Current Liabilities
2230	Pension Fund	Balance Sheet	Current Liabilities
7000	Gross Wages	Profit and Loss	Overheads
7006	Employers NI	Profit and Loss	Overheads
7007	Employers Pension	Profit and Loss	Overheads

* These nominal codes aren't in the Sage 50 chart of accounts by default. If they are missing from your chart of accounts, you need to create them before you can import a salary journal.

For more information, read our help article Creating nominal codes in Sage 50 Accounts (opens in new tab).

Export the report from Payroll

You can only export the salary journal once you've completed a pay run. If you've completed more than one pay run, you can choose which one you want to export.

NOTE: You can export the same information from Payroll more than once. If you import the same salary journal, it duplicates the transaction.

To export the report:

From the Reporting drop-down, select Salary Journal.
Enter the Tax Year, Frequency and Period for the pay run you want to export.
Select Generate.
Check the transactions are correct.
From the Export drop-down, select either Sage 50 Accounts, PDF or CSV.
Save the report somewhere handy.

Import the report to your accounting product

Once the pay run information saves as a report, you can bring it into your accounting product.

If you're not using Sage 50cloud Accounts, you need to refer to your other provider for help with this bit.

Import to Sage 50cloud Accounts

By default, Sage 50cloud Accounts uses T9 as the non-vatable tax code. If you have changed it, you must edit the export file. Replace T9 with the tax code you are using.

To check the non-vatable tax code in Sage 50 Accounts:

From Settings, select Company preferences then select the VAT tab

To import the report into Sage 50 Accounts:

In Sage 50 Accounts, select File, then Import.
At this point, we recommend you take a backup, then select Next.
In the Data type window, select Audit Trail transactions, then select Next.
In the Data source window, select Comma-separated (*.csv). Select the First row contains headings check box, then Next.
Select Browse to locate and choose the file to import. Select Open, then Next.
Complete the Imported Field column as required. Choose the relevant field from the drop-down list. Compulsory fields have an asterisk.
If required, you can use the Load Map option to use the default Sage 50 Accounts field mapping or a saved mapping. Once you've mapped the required fields, select Next.

Check the summary information is correct, then select Import or Finish.

If successful, a list of transactions imported appears in the Record Imported pane. Select Close.

NOTE: If the Data Import wizard validation identifies any data issues, nothing imports. A message appears to explain where in your file the issue is.

You can edit the data in your import file to correct the issue. Then close the file, and run the Data Import wizard again.

Extra transactions

Once the journal appears in your accounting product, you need to create bank payments. These show you've paid your employees and HMRC.

To do this in Sage 50 Accounts:

Select Bank accounts. Next select the Payments drop-down, then Bank payment.

Bank Date Nominal code Details Net Tax code Tax

Bank Nominal code Transaction date Net wages, for example 2220 Wages Net wages value T9 0.00
Select Save then Close.
Enter the relevant details on the Bank Payments window.

These bank payments should always use the non-vatable tax code, which is T9 by default. This ensures they don't appear on your VAT Return.
Create more bank payments as required. PAYE, NI, attachments, pensions and student loans etc.

Changes and corrections

You can change your nominal codes after running salary journal reports. Running the reports again uses the new nominal codes. Historical salary journal reports use the new nominal codes too.

You can also make a correction to a pay run. The figures in the Salary Journal report update the next time you generate the report. You can see the original figures if needed. Use the original FPS submission or check the audit trail.