What this guide covers: Payroll → Finance handoff. You only need to do Part A once per organisation (and again if your chart of accounts changes) — after that, posting a run each period is a quick two-step.
Part APosting configuration — set up once
Before anything can be posted, you need a posting configuration: a mapping from payroll categories to specific accounts in your chart of accounts (see the Finance Accounts, Contacts & Items guide if you haven't set up your chart of accounts yet). Click New version and set:
| Role | Typical account |
|---|---|
| Gross remuneration expense account | e.g. "Salaries & Wages" |
| Reimbursement expense account | e.g. "Employee Reimbursements" |
| Employer contribution expense account | e.g. "Employer Contributions" |
| Employer UIF expense account | e.g. "UIF — Employer" |
| SDL expense account | e.g. "Skills Development Levy" |
| Salaries payable account | A liability account for net pay owing. |
| Deduction payable account | A liability account for deductions held. |
| PAYE payable account | A liability account for PAYE owed to SARS. |
| UIF payable account | A liability account for UIF owed. |
| SDL payable account | A liability account for SDL owed. |
| Employer contribution payable account | A liability account for accrued employer contributions. |
Also set an Effective from (and optionally to) date range. Once a configuration version has actually been used for a real posting, it becomes permanently immutable — you'll see a chip switch from "Editable — unused" to "Used — immutable." Need to change an account after that point? Create a new version instead of trying to edit the old one.
Part BMapping a specific component (optional)
On a still-editable configuration, use Map component to route one specific payroll component (say, a particular recurring allowance or garnishee deduction defined during employee setup) to a precise posting role — Employer contribution expense, Employer contribution payable, or Deduction payable — instead of letting it fall into the general categories above.
Part CPosting a run
In the Posting history section, type in the Run ID of an approved run and click Load history. If it's postable, a Post to finance button appears.
Once September's run is Approved (see Running a Pay Run), enter its Run ID, Load history, then Post to finance. A new journal entry appears, debiting the expense accounts (gross pay, employer UIF, SDL) and crediting the payable accounts (net pay owing, PAYE, UIF, SDL) from your Part A mapping.
Each posting entry can be expanded to show its purpose (Original posting / Replacement / Reversal), status, entry date, description, reason, and the full debit/credit line table.
Part DReversing a posting
Posted the wrong thing, or a run got corrected after posting? Owner-only actions on a posted entry:
| Action | What it does |
|---|---|
| Reverse | Creates a new, additive journal entry that cancels out the original — the original is never edited or deleted. Requires a reason. |
| Reverse & replace | Reverses the original and posts a corrected entry in one step. Requires a reason and a new correction accounting date. |
This mirrors the rest of Payroll's philosophy: nothing in your ledger history is ever silently overwritten — corrections are always new, clearly-labelled entries layered on top.
TroubleshootingTroubleshooting & FAQ
"Post to finance" never appears after I load a run's history.
Make sure the run is Approved (see Running a Pay Run — Part G) and that a posting configuration is in effect for its period (Part A).
I can't edit my posting configuration anymore.
It's already been used for a real posting and is now immutable, by design — create a new version instead (Part A).
I'm an Admin — why can't I reverse a posting?
Reversing a Finance posting is Owner-only, the same maker/checker pattern used elsewhere in Payroll (see Payroll Overview — Part E). You can still post the original entry as an Admin.