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. This can save you time and reduce processing errors.
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
The Salary Journal report lists the payments and deductions you made for a pay run. The report is divided into categories. Each category is taken from your pay run. They are then matched 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 taken from the pay run. They match the pay run at the time you generate the report. If you then change the values in the pay run, the report does not automatically update.
Before you export your pay run information, you need to match it to nominal codes in your accounting product.
To do this:
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.
If you're using Sage 50 Accounts, for more information, see our help article for creating nominal codes in Sage 50 Accounts (opens in new tab).
If you update your nominal codes, and re-run the Salary Journal report, the most recent nominal codes are displayed for 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 are grouped 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|
|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 are not included 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, see our help article for creating nominal codes in Sage 50 Accounts (opens in new tab).
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.
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) and 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, choosing 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 the required fields are mapped, select Next.
Check the summary information is correct, then select Import or Finish.
If the import is successful, a list of transactions imported appears in the Record Imported pane. Select Close.
NOTE: If the Data Import wizard validation identifies any issues with your data, none of the data 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, close the file, then run the Data Import wizard again.
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 then 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 for PAYE, NI, attachments, pensions and student loans as required.
If you change your nominal codes after running salary journal reports, the most recent nominal codes are displayed for new reports and your historic salary journal reports.
If you make a correction to a pay run, the figures in the Salary Journal report update the next time you generate the report. After the report has updated, you can see the original figures using the original FPS submission or by checking the audit trail.