How do I generate accounting entries in Office Maker Staff?

The salary data generated by Staff can be exported to the Office Maker Finance software for accounting purposes, saving you the hassle of double entry.

For data exchange to work satisfactorily, it is essential that the program has been configured correctly. The following conditions must be met:

• Define the accounts in the Chart of Accounts file. This chart of accounts must be exactly the same as the one saved in your accounting software. If you use Staff and Finance, choose the “Office Maker Exchange” export-import format to harmonize the charts of accounts between both programs.
  
• In the Salary Types file, records with the Accounting Export field set to Yes will be included in the accounting export. You can modify the accounts and counterparts entries in these records. Salary types beginning with 7 refer to employer contribution lines.
  
• In the Preparation for accounts file, the default transit account is 9999. Change this transit account if necessary.
  

The exchange of accounting data takes place in three successive stages.

1. During the first step, perform the Preparation for accounts: the program generates the necessary entries.
2. In the second step, export the generated entries to a file on the computer's hard drive.
3. In the third step, import the export file into your accounting software.
   

Let's take a step-by-step look at these different stages.

1. Preparation for accounts

In the Salaries file, isolate the records for the desired month, then click the Generate Entries button.

A dialog box appears, offering two options:

• Unlocked Salaries : only salaries that are not locked will be subject to an accounting entry.
• X selected salaries : The previously selected salaries will be recorded in the accounts.
  

After validating the dialog box, for each line of the payroll record corresponding to a salary type for which the Accounting export box has been checked, the program generates the entries.

2. Exporting entries

In the second step, export the preparation for accounts. Select the Export command from the File menu.

If the export destination is Office Maker Finance, choose the Office Maker Exchange export format. If you have opted for other accounting software, use the Accounting Export format described in this article .

After selecting the export format, click the Options button to set some parameters that will make future exports easier.

Define the name of the export file and its location on the disk. If necessary, create a specific folder for this operation. Save these settings. This way, each time you export accounting data, the new export file will replace the previous export file, preventing you from importing the wrong file.

Export the data to the specified file. For future exports, it will no longer be necessary to go through the Options.

3. Importing entries in the accounting software

The third step is to import the entries into the accounting software. If you have opted for Office Maker Finance, open the program and, in the Entries file, select the Import command. Select the Office Maker Exchange import format and click on the Options button. Select the file generated in the previous step and confirm the options. From now on, when you import data, the program will automatically search for the export file in this location.

Once the import is complete, you will find the entries in the accounting program.

Ensure that the import has not distorted your accounting:

By calling up the Action>Linked Records>Accounts command, you can find the accounts linked to the imported entries. Check that no unexpected accounts are displayed.

For the transit account (usually 9999), verify that its balance is zero.

The person in charge of accounting will also be able to check the balance of the accounts affected by the import of entries:

In the Staff program, display all employees, then print the Grouped Statistics print format. Select the “All salary types” option. You will obtain a list of all salary lines calculated for employees since the beginning of the year. Compare the total in the last column with the accounting data from Finance or other software.

Video in French with English subtitles