Set up GL Codes for the MYOB Integration – Astute Payroll Help Centre

Overview

Account codes will also need to be set against each of the Pay Items and GL items used in your Astute portal.

There are two methods you can use to manage your GL account codes:

individually, using the standard GL hierarchy. If you use this method, you'll need to ensure that the correct codes have been set for each Pay Item and GL item that will be included in an export.
using GL groups to consolidate the codes.

GL Groups and the ‘Specified’ Setting

Using the ‘Specified’ setting consolidates all relevant Pay Items and GL Items into the Config > Payroll > GL Groups screen.

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 that 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.

This setting is managed from Master Config. Please contact support@astutepayroll.com if you would like to enable this in your portal.

Note: If you are using the MYOB Integration for payroll only (ie not for invoicing), it is still recommended as best practice to enter all GL codes in your GL Groups if possible, even though not all will be used.

Assign a GL Group

A default GL Group for an entity can be set from Config > Company Management > select the entity > Accounts, by choosing the Default GL Group from the drop down menu and clicking Save.

This will apply to all employees or Jobs in the portal with ‘Payroll Entity Default’ set in their profile.

If employees or Jobs should be assigned to a different GL Group, this is managed on the employee’s profile:

To assign a GL Group to an employee, go to Users > Employees > select employee > Payroll Admin > under General Ledger Settings, select the General Ledger Group from the drop down menu > Save.
To assign a GL group to a Job, go to the Users > Employees > select employee > select job > Payroll Admin > under General Ledger Settings, select the General Ledger Group from the drop down menu > Save.

How GL Group Codes are pulled

There are several important things to keep in mind when configuring your GL group codes for the integration, to ensure that you're aware of how data will import into MYOB.

Income

Income will pull from the GL Group codes that you have configured, and will ignore any codes set on the customer, charge item, pay item, and/or job, unless your GL Group is empty.

If there are no GL codes entered in your GL Group, it will first check the customer GL code, then the pay item.

Expense

Expense will pull from the GL Group codes that you have configured, and will ignore anything set on the customer, charge item, pay item, and/or job, unless your GL Group is empty.

If there are no GL codes entered in your GL Group, it will first check the customer GL code, then the pay item.

Superannuation

A GL code for superannuation must be set on your superannuation item for validation purposes, but the integration will use the code from your GL Group for superannuation

If there are no GL codes set in your GL Group, the GL code on the superannuation item is used.

Leave

A GL code for leave must be set on your leave item for validation purposes, but the integration will use the code from your GL Group for leave.

If no GL codes are set in your GL Group, the GL code on your leave item is used.

Bank and Tax Codes

Bank and tax codes are pulled from Config > Company Management, based on what has been set up for the entity.

Payroll Tax, PAYG and Work Cover Insurance

The GL code for these items can be overwritten at the job level, even if there is a code specified in the GL group. If this is done, the code on the job will be used.

Invoice

If the GL code is manually updated in an invoice, this will overwrite the GL code that is set in the specified GL group. If no code is manually entered on the invoice, the code from the GL group will apply.

GL Accounts in MYOB

The GL codes assigned to the Pay and Charge Items in Astute should have a corresponding account code in your MYOB Chart of Accounts.

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

For more information on adding an account to the Chart of Accounts in MYOB, please refer to their help article here.