This article explains how to set up and manage Journals, including Nominal Codes, Report Configuration, Departments, and Cost Centres.
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Adding Journals
You can access this section when creating a new company or updating an existing company.
The Journals section contains the following areas:
Nominal Codes - Manage nominal codes and their associated pay items.
Report Configuration - Configure how journal reports are grouped.
Organisational Structure - Add and manage Departments and Cost Centres.
Managing Nominal Codes
The Nominal Codes section allows you to manage the nominal codes used in journal reporting. By default, the Nominal Codes section is selected. Use the top navigation to switch between Nominal Codes, Report Configuration, and Organisational Structure.
MDP automatically populates the default nominal codes, which are identified by the System flag. If you have connected supported accounting software, you can also synchronise nominal codes from that provider.
Synchronising (or syncing) Nominal Codes
To import nominal codes from your connected accounting software. Before syncing the nominal codes, ensure that your accounting software is connected to MDP. For instructions, see the Xero/QuickBooks Integration.
Click Sync Codes to display the nominal codes available from the connected provider.
Search for or select the nominal codes you want to import.
Review the status displayed for each code:
Already Exists: The nominal code is already available in MDP. The checkbox will be disabled for these status codes
Already Synced: The nominal code has previously been synchronised. The checkbox will be disabled for these status codes.
Nominal Code Required: The record does not contain a nominal code and requires one. The checkbox will be disabled for these status codes.
No Status: You can import these codes into the system.
Select the nominal codes you want to import and click Save Changes.
Once imported, the nominal code will display the name of the connected accounting software provider.
Note: The imported nominal codes can be deleted before the payroll is approved.
Adding a Nominal Code
Click + Add New Nominal Code.
Enter the Nominal Code and Description.
Click Add to save the Nominal Code.
Updating a Nominal Code
Locate the nominal code you want to update.
Click Edit.
Update the Nominal Code or Description as required.
Click Update to save your changes, or Reset to discard them.
Deleting a Nominal Code
Click Delete next to the nominal code you want to remove. In the confirmation window, click Proceed to confirm or Cancel to keep the nominal code.
Note: Only user-created nominal codes can be deleted. Default system nominal codes cannot be deleted.
Viewing Linked Pay Items
Click Link next to a nominal code to view its associated pay items. Use Expand and Collapse to show or hide the relevant sections.
Configuring Journal Reports
By default, journal reports are grouped by Nominal Code. You can further organise the reports by enabling additional grouping options, such as Department, Cost Centre or Employee.
Note: Before configuring journal reports, ensure that the company's pay cycles have been set up.
Open the Report Configuration section.
Enable the required grouping options for each pay cycle.
Click Save to apply your changes.
Mapping Integration Tracking Categories
If you have connected accounting software, you can configure how MDP maps journal data to the tracking categories available in that software. For instructions on how to connect to accounting software, see Xero/QuickBooks Integration.
Open Report Configuration.
Select the required tracking category for each available field.
If you need to change a selection, click Clear to remove the existing mapping before selecting another option.
Save your changes, if required by the screen.
Note: A tracking category selected for one field cannot also be selected for the other field. Clear the existing selection before choosing a different category.
Managing Departments and Cost Centres - Organisational structure
Use Organisational Structure to create and manage departments and cost centres for your company.
Departments
By default, the Departments section is selected. Use the left-hand navigation to switch between Departments and Cost Centres.
Adding a Department
Enter the department name.
The department code is automatically generated using the first three letters of the department name. You can edit the code if required.
Click Save to add the department, or Reset to clear the entered information.
Once saved, the department will appear below the creation section, where you can edit or delete it.
Editing a Department
Click Edit next to the department you want to update. The existing details will be pre-filled and can be amended as required.
Deleting a Department
Click Delete next to the department you want to remove. In the confirmation window, click Proceed to confirm or Cancel to keep the department.
Cost Centres
By default, the Departments section is selected. Use the left-hand navigation to switch between Departments and Cost Centres.
Add a Cost Centre
Enter the Cost Centre Name.
The Cost Centre Code is automatically generated using the first three letters of the cost centre name. You can edit the code if required.
Click Save to add the cost centre, or Reset to clear the entered information.
Once saved, the cost centre will appear below the creation section, where you can edit or delete it.
Editing a Cost Centre
Click Edit next to the cost centre you want to update. The existing details will be pre-filled and can be amended as required.
Deleting a Cost Centre
Click Delete next to the cost centre you want to remove. In the confirmation window, click Proceed to confirm or Cancel to keep the cost centre.
Updating Journals
To update or create your journals after the initial setup, follow these steps:
Navigate to the Dashboard by clicking the logo. The Company List will then be displayed.
Locate the company you want to update and click the Edit icon
.
On the company details page, locate the Journals section and click More to open the slider.
Select the relevant subsection and make the required changes:
Nominal Codes – To add or update a Nominal Code, refer to the Nominal Codes section.
Report Configuration – To configure the Journal Report, refer to the Report Configuration section.
Organisational Structure – To add or update a Department or Cost Centre, refer to the Organisational Structure section.
Click the Close icon
in the top-right corner of the slider when you have finished.
Connecting Accounting Software - Xero / QuickBooks
MDP can connect to supported third-party accounting software, such as Xero and QuickBooks. This connection allows you to synchronise nominal codes and tracking categories for journal reporting.
To connect your accounting software:
Click Add connection in the journal screen.
Select the accounting software you want to connect.
Follow the instructions for your selected provider.
Connecting to Xero
Click Connect to Xero. You will be redirected to the Xero login page.
Sign in to your Xero account.
Select the relevant organisation and click Allow Access.
Once the connection is successful, you will be redirected to MDP, where the connection will be displayed as connected.
Connecting to QuickBooks
Click Connect to QuickBooks. You will be redirected to the QuickBooks login page.
Sign in to your QuickBooks account.
Select the relevant company and click Next.
Click Connect to complete the connection.
Once the connection is successful, the connected status will be displayed in MDP.
Remove Connection
Click Remove next to the connected account.
Click Proceed in the confirmation pop-up to confirm the removal.
Exporting Journals to Accounting Software
Once your accounting software is connected, you can export journal reports from MDP to the linked provider. You can also download the journal report as an Excel file. Before exporting journals, ensure that your accounting software is connected to MDP. For instructions, see the Xero/QuickBooks Integration.
To submit journals to your accounting software:
Navigate to the Employee Dashboard.
Click on Payroll
Open Current Period to access current-period payrolls, or Payroll History to access previously closed payrolls.
In the Final Reports section, select Journals.
Note: Final Reports are available only for payrolls in Approved / Closed status.
Click Submit to Accounting Software to open the submission window.
Review the connected accounting software provider and the available tracking categories.
If required, enter a narration to describe the journal submission.
Click Submit to Accounting Software to submit the journals. MDP will display a success message when the submission is successful. You can then review the journals in the connected accounting software.
Reversing Exported Journals
If you need to undo payroll approval for a payroll whose journals have already been exported, MDP provides an option to submit reversal journals to the connected accounting software. Before reversing exported journals, ensure that your accounting software is connected to MDP. For instructions, see the Xero/QuickBooks Integration.
To reverse exported journals:
Navigate to the Employee Dashboard.
Select Payroll.
Open Current Period to access current-period payrolls, or Payroll History to access previously closed payrolls.
Locate the approved payroll and select Undo Approval.
In the confirmation pop-up, select Reverse exported journal if you want to reverse the journals previously submitted to the accounting software.
Select the reversal journal date:
Payroll Pay Date
Today's Date
Click Proceed to submit the reversal journals to the connected accounting software.
Note: This step is optional. If you undo approval without choosing reversal, will leave the posted journals as they are in the accounting software. Review the selected reversal date and confirm that you intend to reverse the previously exported journals before proceeding.
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