Create a Custom Journal Entry Report

The guide provides instructions on creating a Custom Journal Entry Report, an add-on feature for payroll, which allows users to configure reports with specific General Ledger (GL) codes and segmentation details. Users can navigate to the settings to add a report configuration and select custom options. The report can be grouped by various categories, and GL codes can be added for detailed tracking. The guide also explains how to set up project tracking for job costing, ensuring accurate calculation of wages and employer deductions. After configuration, users can preview and publish the report. To view the report, users must access the Reports tab and download the desired custom report.

  • Jul 8, 2026
  • Knowledge

Title
Create a Custom Journal Entry Report
Article Text
Custom Journal Entry Reports are part of Payroll that is an add-on feature.

Can I choose what to include in my Journal Entry report?

Purpose: This guide will explain our Custom Journal Entry builder which allows you to configure your Journal Entry Report, select the segmentation details you need, and input your specific General Ledger (GL) codes.

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Custom Journal Entry report

Journal Entry reports have made it easier than ever to transform your payroll data into a standard accounting format so that you can quickly import the necessary debit and credit information into your accounting software. We provide a standard Journal Entry report that can be segmented by department or division. However, if there is additional data you'd like to add, you can use our Custom Journal Entry builder to customize your report.

Creating the Report

If you've created a journal entry report before, navigate to Settings > Payroll > Journal Entry, then select the gear icon and click Add Another Report Configuration. Then, select the custom option under the Configuration Options and give your report a name. Please note that once you save your new report, you will not be able to change its name.

If this is the first journal entry report in your account, you will go through our setup modal. First, select Build a Custom Journal Entry under Step 1. Then, enter a name for your report. Be aware, after the report has been saved you will not be able to change the report's name.

To apply a grouping and add GL codes, simply click on one of the categories (Wages, Employee Deductions, etc.), to expand the folder. You can then group the categories by Department, Division, Employee Name, Employee Work Location and Employee Home Location. You may choose up to two groupings for each category. Once you've chosen a grouping, you'll see an indication of how many General Ledger Codes should be added.

Clicking Add Codes will open your report and show your categories and groupings. You can add your GL codes in the right-most column. You can also use the filtering option to add your codes smaller batches. When you're finished, you can click Save Codes.

What if I use project tracking?

If you are tracking projects and tasks by hour for your employees, you can set up the Journal Entry report to calculate project tracking job costs for wages, employer deductions, and employer taxes (does not calculate employee deductions/taxes). To set this up, ensure you click the Project > Task option found within these three categories and assign the appropriate GL code.

The report download will show new rows for wages, employer deductions, and employer taxes, broken out by project names (e.g., "Home Visits," "Off-Site Consultation," "Office Hours Adrian," "Training-CPR certification").

How to use the Journal Entry report after it is configured for job costing:

When generating the Journal Entry report, once project tracking is configured in the settings, the report will automatically include the project and task breakdowns for employer deductions and employer taxes, in addition to wages. This allows you to import the report into your accounting system without manual adjustments.

Keep in mind, this report will not calculate project/task totals for each category; however, the summation of each breakdown will equal the job cost total for wages, employer taxes, and employer deductions. If you are looking for a total job cost per project per employee, check out the Complete Summary Report.

Before publishing, make sure you review your report. You can filter by category, and by the groups you've created. You can only preview unpublished reports.

After previewing your report, you can select Publish Report, Save Draft, or Cancel. To see this custom report in the Reports tab, you must publish the report. If you select Publish report and you've left some codes blank, you'll see the warning below.

Viewing the Report

To view the report, navigate to the Reports tab > Payroll Reports > Pay Date Reports. Then, hover over Journal Entry Report and click the download button. If you have not yet published the report, it will not show up on the Payroll Reports tab!

Once you've clicked Download, select the name of your custom report, and click Download Report.

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