Prerequisites
You will need to have two factor authentication enabled in order to connect to Xero.
Once you have connected to Xero and set up your journals, each time you run a period, or a supplementary pay run, a payroll journal will be produced that you can post to Xero. To do this, watch the video or follow the steps below.
View a company’s posts
To view a company’s posts:
Open the relevant payroll company.
Click Settings.
Under Company Settings, click Journals.
Click on the Posts tab.
Each period and supplementary pay run that has been run will have its own record, in which you can view any posts associated to it. For each post, you will be able to see a variety of information, including when it was added, what settings were used, and whether it was posted in draft or final.
Preview a journal
You may wish to preview a journal before you post it to Xero. To do this, click Preview data against the relevant posts from the Posts tab. You can also export the journal using the Export as drop down.
Post a journal to Xero
You can post to Xero from two locations:
Within the Current Period screen after payroll has been processed.
Within the Journals area under Company Settings.
To post a journal to Xero, click Post to Xero against the relevant period. You will then need to choose whether to post the journal to Xero in draft or final, before clicking Continue.
If there any issues with the journal, such as a mismatch between a nominal code held in Xero compared to Paycircle, they will be highlighted when attempting to submit the post.
It is important to note that if the post is sent in draft, it will be posted to Xero and the codes will be removed. However, it will fail to post if sent to final with an invalid code.
Create a new post and selecting journal settings
There may be occasions when you need to create a new post after you have already posted to Xero. For example, you posted a journal to Xero in draft and you needed to post to final.
To create a new post:
Click on the action cog ⚙️ against the relevant period.
Click Add new post.
Select which journal settings you'd like to use.
As they were when payroll was run: This will use the settings that were in place when the payroll was run.
Latest journal settings: This will use the settings currently applied to the journal, which reflects any changes made since the payroll was run.
Click Save.
Once the new post has been added, you can continue to post the journal to Xero as normal, in either draft or final.