Chart of Accounts

The Chart of Accounts holds the account codes and tracking categories each ABN's pay runs are posted to. Set them up to match your accounting system, then map each pay run line to them in the Accounting Export.

This guide covers how to:

1. Open the Chart of Accounts for an ABN.
2. Add your account codes.
3. Add tracking categories.
4. Sync accounts and tracking categories from Xero or Reckon.

Before you set up the Chart of Accounts

Choose the ABN's accounting system first: the Chart of Accounts shows the options for it, such as MYOB's account codes or a sync from Xero. See Choose the accounting system for each ABN.

Open the Chart of Accounts for an ABN

Click Chart of Accounts on any of these pages:

• Menu > Settings > General > Global > System Settings.
• Menu > Settings > General > Global > ABN and Pay Cycles.
• A pay run's Complete Payrun > 3. Export.

It opens in a new tab, with the ABN's accounting system under the heading. If you have more than one ABN, choose the ABN at the top right. Each ABN has its own accounts and tracking categories.

Add your account codes

Add the accounts you post payroll to, using the codes from your accounting system. Most businesses need five: wages, super expense, super payable, PAYG withholding payable and the bank account wages are paid from.

Add the common payroll accounts

When an ABN has no accounts yet, its Chart of Accounts opens the Quick Add Common Accounts window. It lists those five accounts, with the names and codes your accounting system usually uses. For MYOB, they're 6-4100 Payroll - Wages & Salaries, 6-4200 Superannuation, 2-1355 Superannuation Payable, 2-1350 PAYG Withholding Payable and 1-1110 Business Bank Account #1.

1. Change each Account Name and Account Number to match your accounting system.
2. Click Add Accounts.

Add or change one account

1. On the Account Codes tab, click Add Account.
2. Enter the Account Code from your accounting system, and an Account Name you'll recognise.
3. Click Add Account.

To change an account, click its pencil, change it and click Save Changes. To delete it, click the bin in that window, then Confirm Delete.

Add many accounts from a CSV

For every system but Xero and Reckon, click CSV Transfer > Export CSV to download the ABN's accounts, add or change rows in that file, then click CSV Transfer > Import CSV to bring it back. A row with an account code that already exists updates that account.

Add tracking categories

Tracking categories split payroll costs without more accounts, such as by department or venue. Each accounting system calls them something different:

To add an option:

1. Click the Tracking Category 1 or Tracking Category 2 tab.
2. Click Add Tracking Option.
3. Enter its name exactly as your accounting system has it. For MYOB, enter the MYOB Job Number.
4. Click Add Option.

A tracking category shows in the Accounting Export once it has an option. To change an option, click its pencil, change it and click Save Changes.

Sync accounts from Xero or Reckon

For an ABN set to Xero or Reckon, accounts and tracking categories come from your accounting system, so they can't be added or changed in Microkeeper. Connect first: click Connect to Xero or Connect to Reckon beside the tabs. See Xero or Reckon.

Then click the Xero or Reckon button with the cog:

• Sync Accounts brings in your account list. Sync again whenever you add, rename or remove an account.
• Sync Tracking brings in your tracking categories or Classifications and their options.
• Delete All removes every tracking option for the ABN, to sync them again from scratch.

Xero takes up to two tracking categories on each bill line. If your Xero organisation has more than two active, make only the two you need active in Xero, then click Delete All and Sync Tracking.

Chart of Accounts troubleshooting

Guides related to the Chart of Accounts

• Accounting Export
• Xero
• Reckon
• MYOB