Xero v2 Integration - GL Configuration

Overview

Account codes need to be set against each of the pay items and GL items used in your Astute portal to ensure that items are correctly allocated when they export to Xero. 

Set up Specified GL Groups

Using the Specified GL Group setting consolidates all relevant pay items and GL items into the Config > Payroll > GL Groups report. This allows you to manage the majority of your account codes for all items from one location and these changes will apply to any employees or jobs assigned to the GL group.

You can create as many GL groups as required and apply the appropriate group as an entity default or individually for an employee or job.

There are some other accounts that you will need to set up in addition to your GL Group. For more details, please see this article. 

Assign a GL Group

A default GL Group for an entity can be set from Config > Company Management > select the entity > Accounts. This will apply to all employees or jobs in the portal with ‘Payroll Entity Default’ set in their profile.

You can assign the GL Group in the employee profile or against an individual job. 

Additional Account Codes

There are some items and fields that will need to have an account code set, in addition to the specified GL Group. 

Bank Account GL Code

The GL Account Code has been set in the payroll bank account. Go to Config > Company Management > select the entity > Accounts > select the bank account > enter the GL Account Code > Save.

Additional Account Codes

The following fields have account codes set: Income Account Code in Config > Company Management > select entity > Invoicing (under the Timesheets heading) Income Account Code in Config > Company Management > select entity > Invoicing (under the Expenses heading) Trade Debtor account code in Config > Company Management > select entity > Invoicing Tax Collected account code in Config > Company Management > select entity > Invoicing Expense/Income account codes in Config > Payroll > Superannuation > select superannuation type Expense account code in Config > Leave Management > select leave type

GL Accounts in Xero

The GL codes assigned to your pay and charge items in Astute should have a corresponding account code in your Xero Chart of Accounts.

You’ll need to ensure that the accounts created in Xero have been set up with the appropriate tax setting (eg ‘GST on Income’).

For more information on adding an account to your Xero Chart of Accounts, please refer to their help article here.