Paycode Payroll Journal and Accounting Exports | Harvester

The Harvester Paycode Journal brings payroll totals, individual deductions, employer contributions, net pay and rounding together for preparing an accounting journal. Open Journal (Paycode) Entries from Reports after selecting the payroll year, month and period. CHOOSE THE PAYROLL TO INCLUDE Select one period or all periods for the month. Check the department, employee, employment-status, payment-method and payment-class filters. Full selection totals cover the complete permitted selection, not only the employees on the current screen page. The employee page selector lets you go directly to another page. WHAT THE REPORT SHOWS The report includes gross wages, earnings reference values, PAYE, separate employee and employer NAPSA and NHIMA, advances, loans, union, personal levy, company deductions, custom deductions, net wages and reconciliation information. Earnings detail can include overtime, allowances, bonus, paid leave, gratuity and terminal benefits where recorded. Fixed salary, basic pay, taxable gross and component earnings are reference figures. The accounting journal posts gross wages once; it does not add all the reference columns to gross a second time. Employer NAPSA and NHIMA are shown separately as expense and payable entries. Employee deductions and net wages form the corresponding payroll credits. CUSTOM NAMES The report uses company-configured names for Other Addition, the itemised addition whose rate is set in Department settings, Other Deduction and Other Deduction 2. It also uses the configured names for the three custom additions and five custom deductions. A technical field reference may appear beside a label to distinguish similarly named fields. Current names do not prove what a field meant in an earlier payroll period. PAYROLL CLASSES AND DEPARTMENTS Class M is Harvester's restricted payroll payment class. It is not a universal definition of management. Companies that do not use class M should not interpret the other-staff group as excluding their managers. On the normal journal report, users below level 5 cannot see class-M payroll; permitted higher-level access can include it. Department names reflect current employee assignments. ROUNDING AND RECONCILIATION The report reconstructs net pay from gross less the individual employee deductions, then checks each payroll record against the current company rounding increment. For nonnegative net pay, rounding is upwards to the next increment; exact multiples remain unchanged. Negative net amounts are not rounded upwards by this rule. For example, with K5 rounding, an unrounded net of K1,232.20 becomes K1,235.00, giving K2.80 rounding. An exact K1,235.00 remains unchanged. The rounding total is derived per payroll record, not by rounding the company total once. The current company setting is not a historical snapshot. Confirm that it applied to the selected payroll period. Differences that do not match the rule remain unresolved; the report does not silently convert them into rounding. Check individual differences as well as the grand total, because positive and negative differences can cancel. FICTIONAL JOURNAL EXAMPLE - ZMW This simplified example illustrates the layout, not statutory rates or a real company's payroll. Gross wages expense: debit 10,000.00 Employer NAPSA expense: debit 500.00 Employer NHIMA expense: debit 100.00 Net-pay rounding expense: debit 2.00 PAYE payable: credit 1,000.00 Employee NAPSA payable: credit 500.00 Employer NAPSA payable: credit 500.00 Employee NHIMA payable: credit 100.00 Employer NHIMA payable: credit 100.00 Other deduction payable: credit 200.00 Net wages payable: credit 8,202.00 Total debits: 10,602.00. Total credits: 10,602.00. The accountant decides whether an item is a payable, expense or recovery against an existing asset account. Harvester's labels are suggestions, not universal ledger codes. THREE JOURNAL LAYOUTS - PRINT REPORTS AND AI The Journal (Paycode) Entries page now offers three layouts. First select the company, year, month, payroll period(s) and filters. Then select the journal layout in the dropdown and choose Excel, QuickBooks, Xero or Sage 200 Evolution. The layout controls which journal lines appear; the download button controls the file format. 1. Consolidated - Company-Wide: a single gross wages expense for the selected company and company-wide PAYE, employee and employer NAPSA/NHIMA, individual deductions, rounding and net pay. In AI Reporting use report=journal, groupBy=company, departmentID=0. 2. Departmental Wages - Split Work Hours: gross wages expense grouped by saved primary department, plus the second department for standard Work Hours where selected. All statutory amounts, deductions, rounding and net pay stay company-wide. Suggested wages GL codes use department Wages GL Code or a department-code fallback. In AI Reporting use report=journal, groupBy=department, departmentID=0. 3. Detailed - Department and Payroll Class: gross wages, PAYE, separate employer expenses/payables, employee deductions, rounding and net pay grouped by each employee's CURRENT department and payroll class. The journal grows in lines with the number of departments/classes; it does NOT apply the saved second Work Hours department split. In AI Reporting use report=journal, groupBy=detailed, departmentID=0. For the same payroll selection, each layout should reconcile to the same whole-journal debit and credit totals. Do not add whole-journal totals across pages or across layouts. A balanced draft is not a certified accounting import: verify source payroll records, all individual unresolved differences, approved GL codes, project/tracking mappings and the exact target accounting template. EXCEL, PRINTING AND ACCOUNTING FILES Use Excel workbook for the selected payroll detail and journal review. Employee-detail rows are not the same as accounting journal rows. Excel, QuickBooks, Xero and Sage 200 Evolution downloads now follow the journal layout chosen in the dropdown. The Detailed layout separates items by current department and payroll class, while the other two layouts group entries differently. There is no requirement to post each employee separately merely because the workbook has one employee per row. Print journal and totals opens the print view for review. Print now uses the browser's print dialog; Home returns to the payroll home page. Before using an accounting CSV, replace suggested account labels with the accountant-approved target accounts, select the posting date and reference, and reconcile the selection. Confirm the target product's import template and department/project treatment. File export does not establish a direct connection or automatically post to an accounting package. AI REPORTING Authorised AI Reporting users can request a read-only draft journal with scope, versions, rounding and reconciliation details. AI access has its own licence and permission rules. An AI-generated journal remains subject to accounting review and account mapping. AI DEPARTMENTAL JOURNAL COSTING Harvester AI Reporting can prepare a read-only draft journal with wages expense lines grouped by department. Ask for report "journal" grouped by "department" for the whole company and the selected year, month and period. For newly captured payments, standard Work Hours can be assigned to a second department while normal days and the remaining gross wages stay with the employee's saved primary department. Other journal categories, including PAYE, employee and employer NAPSA and NHIMA, deductions, net pay and rounding, remain company-wide. The total gross wages expense is not posted twice. The department wages expense suggestion uses its Wages GL Code when configured, otherwise its existing Department Code. These are suggested ledger codes only and must be checked against the accountant's actual GL and any department/project-tracking fields. A company-wide AI journal remains consolidated. The matching Departmental Wages layout is now available in the Paycode Journal Excel and CSV exports as well as in AI Reporting. The three layouts do not automatically validate ledger accounts, project codes or accounting import templates. An AI journal is a draft, not an automatic accounting posting. For step-by-step single-employee capture, find "How do I split an employee's wages between two departments for journal costing?" in the Journal Entries Help topic. RELATED HELP How do I make use of payroll data for linking with my accounting package? https://www.harvesteronline.net/help/topic/export-to-excel-for-accounting-packages/how-do-i-make-use-of-payroll-data-for-linking-with-my-accounting-package/ What can Harvester AI Payroll Reporting do? https://www.harvesteronline.net/help/topic/ai-payroll-reporting/what-can-harvester-ai-payroll-reporting-do/ How do I connect and disconnect Harvester AI Reporting? https://www.harvesteronline.net/help/topic/ai-reporting-setup-and-permissions/how-do-i-connect-and-disconnect-harvester-ai-reporting/ What questions can I ask the Harvester AI assistant? https://www.harvesteronline.net/help/topic/ai-payroll-example-questions/what-questions-can-i-ask-the-harvester-ai-assistant/ How do I get am annual or monthly summary in excel off my payroll to keep offline? https://www.harvesteronline.net/help/topic/annual-or-monthly-excel-report-summary/how-do-i-get-am-annual-or-monthly-summary-in-excel-off-my-payroll-to-keep-offline/