--- title: "Map Payroll Accounts" slug: "map-payroll-accounts" description: "Map payroll accounts to GL accounts in the Mapping Tool Payroll Accounts tab." updated: 2026-05-11T18:44:46Z published: 2026-05-11T18:44:46Z canonical: "docs.restaurant365.com/map-payroll-accounts" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Map Payroll Accounts > [!NOTE] > Payroll GL mappings have moved from the legacy GL Account Mapping page in the Payroll application into the Mapping Tool in a dedicated [**Payroll Accounts tab**](/doc/docs/mapping-tool-page#payroll-accounts-tab)**.** The legacy mapping tool was deprecated at the end of April 2026 and is no longer be available. > > Learn more about the [Payroll Mapping update](/doc/docs/payroll-mapping-update-2026). Payroll accounts are mapped in the [Mapping Tool](/doc/docs/mapping-tool-page). When a Pay Run is approved, payroll journal entries are automatically created in the Accounting application. The payroll account mapping determines which GL account is used for each payroll account. Each payroll account in R365 is associated with a specific earning, benefit, or deduction. When mapping payroll accounts to GL accounts, users can choose to map by **all** or by **legal entity**. - [**Map by all:**](/doc/docs/map-payroll-accounts#map-payroll-account-by-all) applies the selected GL account to every legal entity. - [**Map by legal entity**](/doc/docs/map-payroll-accounts#map-payroll-account-by-legal-entity)**:** allows specific GL accounts to be assigned per legal entity. For any legal entities not individually mapped, the default GL account is used. > When the ‘Use Job GL Account for Payroll Journal Entry’ setting is enabled, salary expense, hourly expense, and hourly overtime expense will use the GL Account assigned to the job instead of the GL Account mapped in the Mapping Tool. --- ## Security Users must have the following permission to map payroll accounts: - Administration → Mapping Tool → GL Mapping → Edit Payroll GL Mapping These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Map Payroll Account by All Mapping payroll accounts by all applies the mapping for the payroll account to all entities in R365. To map a payroll for all entities, follow these steps: *Click steps to expand for additional information and images.* ****1)** Navigate to the [**Mapping Tool**](/doc/docs/mapping-tool-page)**.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X97R9FXJ.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****2)** Switch to the **Payroll Accounts** tab.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-O3OFLBRW.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****3)** To filter the view to unmapped accounts, click **Unmapped** in the view selector. *(Optional)*** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-G2B0OGY6.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****4)** Click into the desired **payroll account row** to open the [payroll account mapping details](/doc/docs/payroll-account-mapping-details).** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZMP7L7A6.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****5)** In the GL Account Details section, select the **Mapping Type**: **All**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9LHPY23A.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****6)** Select the **GL Account** to map the payroll account to.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-S3Y0GOZQ.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****7)** Click **save** to save the mapping.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-H9RCU23S.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****8)** Repeat **steps #4-7** until all payroll accounts have been mapped.** Mapping types are selected per payroll account. See [Map Payroll Account by Legal Entity](/doc/docs/map-payroll-accounts#map-payroll-account-by-legal-entity) to map by legal entity. --- ## Map Payroll Account by Legal Entity Mapping payroll account by legal entity allows specific GL accounts to be assigned per legal entity. For any legal entities not individually mapped, the default GL account is used. To map a payroll account by legal entity, follow these steps: *Click steps to expand for additional information and images.* ****1)** Navigate to the [**Mapping Tool**](/doc/docs/mapping-tool-page)**.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X97R9FXJ.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****2)** Switch to the **Payroll Accounts** tab.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-O3OFLBRW.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****3)** To filter the view to unmapped accounts, click **Unmapped** in the view selector. *(Optional)*** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-G2B0OGY6.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****4)** Click into the desired **payroll account row** to open the [payroll account mapping details](/doc/docs/payroll-account-mapping-details).** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZMP7L7A6.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****5)** In the GL Account Details section, select the **Mapping Type**: **Legal Entity**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9LHPY23A.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****6)** Select the **default GL account.**** The default GL account serves as the default for any legal entity that does not have a separate mapping defined in the payroll account mapping details. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CWT2CNZE.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****7)** In GL Account 1, **select the GL Account.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LQ95AVCH.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****8) Select the legal entity/entities** the GL account mapping applies to.** > If no additional GL accounts are specified, the mapping type is reverted back All when saved. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XIF8WTRH.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****9)** To add another GL Account mapping, click **Add a GL Account.** *(Optional)*** The default GL account is applied to any legal entities that are not separately mapped. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-31K5OOI6.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) Repeat steps #7-9 until all desired GL accounts have been added. ****10)** Click **save** to save the changes to the Payroll Account Mapping details.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LCAPTZOA.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****11) Repeat steps #4-10** until all payroll accounts have been mapped.** Mapping types are selected per payroll account. See [Map Payroll Account by All](/doc/docs/map-payroll-accounts#map-payroll-account-by-all) to map by all. --- ## Map Payroll Accounts in Bulk ****1)** Navigate to the **mapping tool**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X97R9FXJ.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****2)** Switch to the **Payroll Accounts** tab.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-O3OFLBRW.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****3)** To filter the view to unmapped accounts, click **Unmapped** in the view selector. *(Optional)*** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-G2B0OGY6.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****4)** Select the desired payroll account(s) checkbox.** > Ensure all selected payroll accounts will be mapped using the same mapping type and GL accounts. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3X35QWCT.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****5)** Click the **pencil button** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GW006EO6.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) in the bulk edit menu.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BCCG491R.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****6)** Select the **mapping type** for the payroll account(s).** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DRBKE65C.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****7)** Select the **GL account**.** > For payroll accounts mapped by **all**, this is the only selection required. Proceed to step **#12.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-W9L5ZQ2H.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) For payroll accounts mapped by legal entity, set the **default GL account.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9W58BBVU.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) > The default GL account is applied to any legal entities that are not separately mapped. ****8)** For payroll accounts mapped by legal entity, **set the GL account** for GL Account 1.** > This step is not required for payroll accounts mapped by all. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GAK235K9.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****9)** For payroll accounts mapped by legal entity, **select the legal entity/entities** for GL Account 1.** > This step is not required for payroll accounts mapped by all. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VDYDU08D.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****10)** To Add a GL account section, click **Add a GL Account.**** > This step is not required for payroll accounts mapped by all. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-N98HN52Q.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D) ****11)** Repeat steps **#8-10**** > Steps #8-10 are not required for payroll accounts mapped by all. ****12)** Click **save.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RL29KARE.png?sv=2026-02-06&spr=https&st=2026-11-13T23%3A07%3A15Z&se=2026-11-14T00%3A07%3A15Z&sr=c&sp=r&sig=p2Ghft48qv%2FTwfmNVdZm84kUm4WQn5limtbVjUEZMT0%3D)