How to use Employment Hero · Pay Run Import (end-to-end)

Run an end-to-end pay run import.

1. 1. Open Ledger → Pay Run Imports → Upload pay run CSV.

   

2. 2. Pick your CSV (Employment Hero pay-run export). Click Import. FlecBase reads the file, finds-or-creates the records, and stamps every Time Entry with this batch's UUID for unwinding / collation later.
3. 3. Review the report screen. The notification + edit page show counts: persons / sites / pay codes / items / placements / time entries — each split into created vs skipped. Warnings call out PayCodeItems where charge_rate was set equal to pay_rate on first sight (set the real charge rate on the Pay Code edit page before exporting invoices).

   

4. 4. Set charge rates (one-off per Pay Code Item). Open the Pay Codes list, edit each newly-created Pay Code, set the real charge rate on each item. The CSV does NOT overwrite these on re-import — the Pay Code is the source of truth.
5. 5. Build the journal. Back on the Pay Run Import edit page, click Build journal. This aggregates the batch's time entries per state, picks up the on-cost rates from the matching Group State Setup row, and writes a draft Journal with the per-state DR/CR lines.

   

6. 6. Edit the draft journal. If the build said "Cannot build — missing on-cost row for state X", configure that state's Group State Setup row (see Payroll setup) and click Build journal again. Once built, open the Journal at Ledger → Journals → filter by batch UUID. Adjust PAYG, Bank, or any other line if your accountant's numbers differ. Post the journal when ready.
7. 7. Spawn invoice(s). For each customer Site, open the Placement and click Spawn invoice for period. The draft invoice carries lines per (worker × pay code item) for the window. Edit per-line GST if any allowance is GST-exempt. Issue + post when ready.
8. 8. Export. Ledger → Invoices → select → Export CSV (Xero / MYOB / QBO / Generic). Ledger → Journals → select → Export CSV — toggle Cost-side only (PRT + W/C) if you only want the on-cost lines (drops Salary / Bank / Super / PAYG and the remainder still balances).

   

9. 9. Need to redo? If you have to rebuild the journal after a configuration fix, run php artisan payrun:unwind {batch_uuid} --tenant={slug} from the server. This drops the draft Journal + draft Invoices + export audit rows for the batch. Time Entries / Placements / Pay Codes / People / Orgs are preserved — you keep the source-of-truth data and just regenerate the downstream artifacts.

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