===== How to fill accounting link excel template by Employee =====

**__STEP 1 :__**

  * 1A.Go to **HRMS**, click **Settings**


{{:spay:hrmsprocguide:1a_account_link.png|}}

  * 1B.Click **Client Data Import**


{{:spay:hrmsprocguide:1b_accoun_link.png|}}

  * 1C.Under the **Payroll** section – Click **Accounting link by employee**
  * 1D.Click **Download template**


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Note : The file is automatically saved to the **Downloads folder**

  * 1E.Browse the **Downloads folder** to locate and open the template


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  * The below illustrations show the content of the sheets **AccLinkByEmployee** and **Reference**

{{:spay:hrmsprocguide:onglet_accounting_link_by_employee_2209.png|}}


{{:spay:hrmsprocguide:onglet_ref_2209.png|}}


**__STEP 2 :__**

  * To proceed with the file update, follow the steps below :

  * 2. Copy the required information from the **Reference** sheet and paste it into the corresponding columns in the **AccLinkByEmployee** sheet. 

  * 2A. Copy the **Company code** from the **Company** column in the **Reference** sheet and paste it into the **Company**, **(CompanyId)** column in the **AccLinkByEmployee** sheet.

  * 2B. Copy the content of the columns **Employee** and **Employee Name** in the **Reference** sheet and paste it into the columns **Employee**, **(employeeId)** and **Employee Name** in the **AccLinkByEmployee** sheet.

  * In the **AccLinkByEmployee** sheet proceed as follows :

  * 2C.**GL A/C NBR**, **(glAccNo)** column, insert the General Ledger account number, depending on chart of accounts (Example : 421000 refers to all Salaries and 425000 for all overtimes)

  * 2D.**DR / CR**, **debitCreditType** column, insert Debit or Credit for each payroll item (Example : Debit for Payments and Benefit in kind and Credit for Employer contributions and Deductions)

  * 2E.**AUXILIARY A/C NBR**, **auxAccNo** column, insert any additional grouping by cost centers (Example : A cost center should be defined by category, post, division)

  * 2F.**ANALYTIC A/C**, **anaAccNo** column, and **ANALYTIC A/C NBR 2**, **anaAccNo2** column, insert any additional grouping (Example : By cost centers, by category, post, division)


  * 2G.**PARTICULARS**, **particulars** column, represent the payment and deduction name. While choosing the PDCode, the system will automatically display the PDName. The text can be modified if needed.

  * 2H.**SPLIT %**, **splitPercentage** column, indicates percentage cost allocation to the GLAccNo. Insert 1 to indicate a 100% percentage cost allocation to the GLAccNo.


For split cost allocations, insert the percentage as a decimal value. For example, for a 60% / 40% split:

  * 1st record: 0.6 (60%)
  * 2nd record: 0.4 (40%)

  * **<fc #ff0000>2I.Repeat steps 2A to 2H for all Employees and Payment and Deduction Codes required in the accounting link.</fc>**

  * 2J.Save the template
  * Below is an extract of an accounting link excel template


{{:spay:hrmsprocguide:filled_excel_sheet_by_employee_25092026.png|}}