Once you have set up your Xero connection you can then proceed to export your payroll journal data to Xero.

This feature allows you to pass the totals to your accounts system, such as; payroll gross wage, allowances, tax and super from the ClockOn system to the Xero as credit and debit journal balances. 

This article contains the following items

  1. Linking Account Codes
  2. Submitting Payroll Journals
  3. Processing XERO Manual Journals

Linking Account Codes

Before you can pass your Journal information through to Xero, you will need to link your Journal account codes from Xero to ClockOn.

To open the Integrations screen, select Setup > Additional Settings and then click Manual Journals

This will open a screen in which you can select the provider for your journal export, in this case, it will be Xero. When you are ready click the Configure button.

This will then open a screen where you set your journal account codes. 

To link an account code, find the relevant account on the left side then click in the Account Id column. This will load a full listing of your accounts from Xero.

From here you can either find the account, or start typing the account name or code to filter the list, and once found click on it to apply it to the screen.

The tax code can also be set, however, this is not essential as the system will use the default set against the selected account if this is left blank.

Likewise, if you have them set within your Xero instance, you are able to set tracking options for the accounts for your Xero reporting.

PLEASE NOTE: If you have multiple department setup in the system Journal codes will need to be linked per each.

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Submitting Payroll Journals

Once you have your account codes set against the departments in the system, are now ready to prepare your payroll journals through to your Xero setup.

The first step is to run your payroll for the period that you want to import, once done open the Export > Integration Wizard screen.

Next, select the Manual Journals option, then click Next

Use the Period selection to select the payroll that you wish to submit, then click Next

You will see a summary screen of the journal breakdown, this will show the ClockOn department and account detail, the linked XERO account (detailed previously in the Linking Account Codes section) as well as the debit and credit amounts. It will also show the final balanced total on the final line.

If you are happy with the amounts click the Next button and you will be prompted with a confirmation box to send the journal through to XERO, clicking Ok will upload the amounts.

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Processing XERO Manual Journals

Once you have sent submitted your payroll it will be loaded as a draft journal, If you have Advisor level access you can access the manual journal screen through the Accounting menu item and click Manual Journals.

Alternatively, If you do not have Advisor access, you may still be able to access this feature through the Accounting > Reports screen. Locate the Taxes and balances section and select the Journal Report option.

NOTE: According to the XERO documentation, you will to be either attached to the Advisor or Standard + All Reports user role in order to be able to process the manual journals.

For more information regarding the Advisor user role, please see XERO's The adviser user role explained article.

Next, you will then need to select the Manual Journal option.

Click the Draft tab and if the payroll journal was successfully posted from ClockOn, you will see it in this list.

Click on the record to view the full details for the Journal.


This will give you a screen where you can make any final corrections to the accounts and check that the figures are as you expect before applying them to your general ledger. To finalise the journal use the Post button.

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