The payroll data created in eSalaries can be imported into Heeros accounting in two ways: by sending from eSalaries or by importing a transfer file.
Sending data from eSalaries
There will be additional options in the accounting data import settings related to the import of eSalaries. You can access the settings options from Settings – General – Subscriptions.
Import of accounting events from eSalary
VAT
- As in import file – VAT is taken directly from the imported material and is not recalculated based on the accounting account and VAT settings.
- Calculate VAT – VAT is recalculated based on the accounts in the material according to the accounting settings when importing the material.
Bundling of entries
- No bundling – Each entry row of the export voucher is imported into Accounting as its own line.
- By invoice – Summaries are made from entries by vouchers.
Creation of accounting objects
- Check objects – The accounting objects produced in the data are checked, and if they are NOT found already established in the Accounting, the data cannot be imported. Missing accounting objects must be established in the Accounting, and then the transfer must be done again.
- Create missing objects – The cost units and accounting objects that are in the data and missing from the Accounting registers will be automatically established during the import. The details of the object (identifier and name) are taken from the data being imported.
Note numbering
- As in import file – The voucher type of the salary material is selected from the data. The voucher type must be established in the Accounting settings. The numbering of events occurs according to the voucher number counter established in the Accounting.
- Select notetype - Choose the voucher type to be used for the salary material from the dropdown menu. The voucher type must be established in the Accounting settings in order to be selectable. Note! Select the voucher type used by the company for salaries.
Importing transfer file
Importing the file created in eSalaries to Heeros Accounting is done from the Events – Open view using the Import entries button.
For the type of interface, select HeerosXML and choose the file generated by eSalaries from the Import file menu.
VAT can be handled either according to the VAT code in the incoming data (As in import file) or alternatively, if no VAT code comes in the data, the VAT code of the account in the data will be considered from Heeros Accounting (Calculate VAT).
Receipt numbering- section select Generate new note numbers and choose the appropriate voucher type (in the example 60 Salaries), for which the payroll transactions are created. The voucher date and the accounting export description will then come from eSalaries.
Bundling of entries - If you want to provide your own accounting entry explanation for the payroll transaction, you can select Bundle to single note, allowing you to give not only the voucher type but also the desired voucher date and the explanation for the accounting entry:
No bundling - By selecting No bundling, the program will create entries in Heeros Accounting exactly as they are in the imported data, with each entry having its own entry in the accounting as well.
Bundle by invoices - With the option Bundle by invoices, the program creates accounting entries by invoice; if the same invoice has entries for the same account and the same accounting object, these entries are combined into a single line entry in the accounting records.
Bundle to single note - With this option, the program processes all the imported data and if there are entries for the same account and accounting object, these entries are combined into a single entry line in the accounting. A voucher type is selected for the consolidated voucher, from which the next voucher number is retrieved. One voucher is created from the entries for the selected voucher date in the import.
Creation of accounting objects
Check objects -option, the program checks that the cost units and other accounting objects coming in the data are already set up in Heeros Accounting before transfer. If there are transactions in the imported data where the accounting object used cannot be found in Heeros Accounting, the transfer will not be successful until the specific accounting object has been established in the accounting or a different accounting object has been changed in the data.
Create missing objects –this option allows the software to create the missing cost units and other accounting objects in Heeros Accounting. The identifier will be based on the identifier in the dataset, and the name will be derived from the accounting object level name, for example, the word cost unit. The accounting object will then need to be renamed in the accounting settings to the desired name.
Create missing accounts
No-selection transfers must have the accounts established in the accounting for the transfer to be successful.
Yes option will cause the program to create the upcoming, missing accounts in the accounting as separate accounts. In the Account – Accounts view, the user must complete the details of the created accounts.
Note unbalanced
Is not allowed – with the selection, the entries of the imported material must balance for the transfer to be successful.
Allow-option prompts the program to request the accounting account to which any possible difference will be transferred during the transaction.
Load - The actual event entry is started with the Load button.
At the end of the import, the program will report the success of the import or any possible errors at the top of the screen.
A transfer report in PDF format is automatically generated from the feedback, which is saved in the Archive document repository. The main classification is retrieved from the General settings of the Accounting, as with other accounting reports, and the sub-classification will be Transfer Reports.