How to Post Payroll to General Ledger
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Overview
Because Payroll platforms (ADP, Paylocity, Gusto, Etc) do not support native integrations with Nexsyis, payroll accounting is done by manually posting to the General Ledger. There are only two ways posting to the GL is done. Before you choose a method, determine if you need employee level details or a total payroll summary in your General Ledger.
- Manually creating a Journal Entry
- Simplified single journal entry representing one total amount on one row with one Ref No, and one description.
- Efficient for basic payroll entries
- Not suitable if detailed reporting is required
- GL Import
- Supports unlimited rows
- Shows each employee as a separate line
- Distinguishes pay types (regular, overtime, bonus)
- Custom Ref No, Source Name and Descriptions per line
- Easier to verify payroll accuracy
1. Manual Journal Entry
GL displays a single line showing "Payroll 04/16 - Gross Wages: $1,430" with no employee detail.
Example: Wages — Payroll Paydate: 5/3/2025 - $15,000.00.
This method is easy to use, fast for small or basic payroll entries and familiar to accountants. However, Payroll Journal Entries cannot break down pay types and cannot be attached to an individual employee.
Journal Entries create a journal entry number that has one financial category with a general description.
The journal entry description is a combination of the information contained in the description box and line notes in the journal entry screen.
Since all lines share the same description, journal entries should be used for total payroll summaries and are not suitable if you need detailed payroll reporting.
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2. GL Import
GL displays each employee separately—"John Smith - Regular Pay: $800" and "Jane Doe - Regular Pay: $630"
This method gives you detailed payroll information by showing each employee on separate lines and identifying different pay types like regular, overtime, or bonus. However, this complex method takes more time, requires manual spreadsheet formatting and can be challenging and prone to errors.
You export your payroll data from your payroll system (paylocity, ADP, etc) to excel. The spreadsheet MUST then be reformatted to match Nexsyis requirements, and uploaded using the GL import screen. This allows each employee and pay type to be detailed. Contact nexsupport@nexsyis.com for formatting requirements.
Importing Journal Entries allows you to import as many rows as needed as well as customize the information that appears in the Ref No, Source Name and Description feilds.
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Time Tracking and GL Payroll Posting
Staff hours tracked via Nexsyis time clocks and technician labor flags DO NOT automatically appear in the Nexsyis General Ledger. Payroll must be imported using one of the two methods provided for the financial impact.