---
title: "Payroll Journal Entry Record"
slug: "payroll-journal-entry-record"
description: "Payroll JE record reference: Details tab (actual labor), Distribution tab (variances), Payroll Estimate Clearing tab, pay period dates, and headers."
updated: 2026-09-11T22:00:53Z
published: 2026-09-11T22:00:53Z
canonical: "docs.restaurant365.com/payroll-journal-entry-record"
---

> ## 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.

# Payroll Journal Entry Record

Payroll journal entries record payroll-related financial transactions, including wages, taxes and deductions, within the general ledger. These entries reflect payroll data imported from a payroll provider or manually entered to align labor expenses with financial reporting. Payroll journal entries are used to reconcile labor accruals from POS data for each day of the pay period.

> [!NOTE]
> For organization accruing labor from POS imports, all Daily Sales Summaries (DSSs) from the pay period must be approved before the associated payroll journal entry is approved.

There are three unique fields on a payroll journal entry transaction that set it apart from a normal journal entry transaction:

- Payroll Start Date - Records the start date for the pay period.
- Payroll End Date - Records the end date for the pay period.
- The Payroll Estimate Clearing tab - Displays the reversing entry of all the labor accrual entries.

From this page, users can:

- Approve/Unapprove Payroll Journal Entries
- Duplicate Payroll Journal Entries
- [Reverse Payroll Journal Entries](/doc/docs/reversal-journal-entry)
- [Memorize Payroll Journal Entries](/doc/docs/creating-a-memorized-journal-entry)
- [Attach documents to the payroll journal entry](/doc/docs/attach-document-to-existing-transaction-in-documents-to-process#attach-a-document-from-the-transaction)

> This article references the [new journal entry experience](/doc/docs/journal-entry-update-2025), which will be enabled for all customers in 2026.
> 
> At that time, the classic payroll journal entry experience will no longer be supported.
> 
> See [classic payroll journal entry documentation](/doc/docs/classic-payroll-journal-entries).

---

## Security

**The following permissions are associated with payroll journal entries:**

- General Ledger → Payroll Journal Entries → View Payroll JEs
- General Ledger → Payroll Journal Entries → Edit Payroll JEs
- General Ledger → Payroll Journal Entries → Create Payroll JEs
- General Ledger → Payroll Journal Entries → Approve Payroll JEs
- General Ledger → Payroll Journal Entries → Unapprove Payroll JEs

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).

---

## Navigation

**To open a new journal entry:**

Open the **Create** menu then select **Payroll Journal Entry**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-90QCXC3Q.png)

**To view an existing payroll journal entry, navigate to the Payroll Journal Entries page:**

1. Open the **Accounting** application.
2. Expand the **General Ledger** category.
3. Click **Payroll Journal Entries**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PJWNY7SM.png)

---

## Payroll Journal Entry

### Buttons and Fields

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-55TAQR8J.png)

|  | Field | Description |
| --- | --- | --- |
| **1** | Transaction Status | Displays status information and references for the journal entry, including: - Current approval status. - Link to the account used for bank reconciliation, if applicable. - Link to the clearing payroll journal entry, if applicable. |
| **2** | Save | Provides the following options for saving the record: - Save - Saves the record and remains on the current page. - Save and New - Saves the record and opens a new, blank record. - Save and Close - Saves the record and closes the page. |
| **3** | Approve/Unapprove | Provides the following options for approving the record: - Approve - Approves the record and remains on the current page. - Approve and New - Approves the record and opens a new, blank record. - Approve and Close - Approves the record and closes the page. Once the transaction has been approved, this button is replaced with an **unapprove** button. |
| **4** | Action | Opens a menu of the following options: - **Reverse:** Creates an offsetting reversal journal entry. - **Memorize:** Opens the memorize window where the name and auto-recurrence for the memorized transaction is set. - **Import:** Opens the import window where files are uploaded and attached to the journal entry. - **Email Link:** Opens the email link window there a link to the transaction can be sent to an email address. - **Spread:** Opens the spread transaction window where the spread details are entered. Once the payroll journal entry is saved, the following options are added to the menu: - **Duplicate**: Creates a copy of the journal entry. - **Delete**: Deletes the journal entry. - This option is not available for approved entries. - > This action cannot be undone. - **Transaction Summary**: Generates a downloadable report of the details of the journal entry. |
| **5** | Show/Hide Activity | Opens or closes the activity feed for the transaction in a sidesheet, which displays a history of all actions performed on the payroll journal entry and allows users to add notes using the comment field. |
| **General Information** |
| **6** | General Information Tab | Opens the general information tab. |
| **7** | Attachments Tab | Opens the [attachment tab](/doc/docs/attachments-tab) where files are uploaded and attached to the journal entry. > The journal must be saved to attach a file. |
| **8** | Split View | Splits the screen to display the journal entry on the left side and the attachment on the right side. |
| **9** | Date | The date of the journal entry. Defaults to the current date. > [!TIP] > **R365 Best Practice** > > For [payroll journal entries](/doc/docs/payroll-journal-entries), this date typically reflects the final day of the associated pay period. |
| **10** | Number | A system-generated number used to identify the transaction. - This number auto increments based on [auto-numbering](/doc/docs/autonumbering) and is editable. |
| **11** | Comment | An optional field for comments about the journal entry. |
| **12** | Payroll Start Date | First date of the pay period. |
| **13** | Location | Location to which the payroll journal entry is assigned. > [!TIP] > **R365 Best Practice** > > For most payroll journal entries, this is the corporate locate of the legal entity that owns the account from which funds are withdrawn. Individual payroll expenses are broken down by more specific locations in the Details tab. > > > > **Note**: If your organization does one payroll entry per legal entity, then all locations can be cleared for the legal entity in the same entry. To set this preference, navigate to the [Miscellaneous tab of System Preferences](/doc/docs/system-preferences-miscellaneous) and set Payroll Clearing to Per Location or Per Legal Entity. |
| **14** | Type | The [type of journal entry](/doc/docs/journal-entry-type). > This field is not editable for payroll journal entries. |
| **15** | Payroll End Date | Last date of the pay period. |
| **16** | Link to Asset | When selected, items in the details section can be linked to assets. |
| **17** | Expand/Collapse | Collapses or expands the general information tab. |
| **Details** |
| **18** | Details Tab | Opens the details tab where the debits and credits of the journal entry are entered. |
| **19** | Statistical Tab | Opens the statistical tab where statistical entries that do not impact the general ledger are entered. Only statistical GL accounts are available for selection in this tab. |
| **20** | Distribution | After selecting the Payroll Start Date and Payroll End Date and entering the full journal entry on the Details tab, use the Distribution tab to view the net effect of the payroll journal entry on the GL accounts. This differs from the total values entered on the Details tab because the system also creates a reversing entry for the labor accruals recorded during the period. The Distribution tab shows the net difference between the full payroll entry and the reversal of those accrual entries. If accrual percentages are accurate, the values on this tab should be relatively small. Larger-than-expected values may indicate that job titles are assigned to incorrect GL accounts. > [!NOTE] > Entries are not editable in the distribution tab. |
| **21** | Payroll Estimate Clearing Tab | This tab displays the reversing entry of all labor accrual entries made by the POS integrations after the transaction is approved. Individual daily labor accrual entries are not lost. The payroll clearing entry makes a single reversing transaction on the date of the payroll journal entry for the sum total of all the accrual entries for the payroll period. |
| **22** | Edit/Edit Complete | **Edit:** Enables edit mode in the details section of the journal entry. **Edit complete:** Replaces the edit button in edit mode and applies the changes made to the journal entry. > This option is only available for approved journal entries that have not yet been reconciled and is only accessible for users with the following permissions: > > - General Ledger > - Payroll Journal Entries > - Approve Payroll JEs > - Unapprove Payroll JEs > - Edit Payroll JEs |
| **23** | Table Options | **Filter -** Opens the [Filter menu](/doc/docs/filtering-tables), where filters based on column values can be applied. When filters are applied, the number of conditions is displayed next to the button. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1750356101842.png) **Menu** - Contains the following additional table actions: **Row Height** - [Switches table row spacing](/doc/docs/change-table-row-height) between tall, medium, short, or compact. Changes made to the table using this selector apply only while the page is open. To make this setting permanent across all tables, update it in [User Preferences.](/doc/docs/user-preferences) |
| **24** | X | Deletes the row. |
| **25** | Add | Adds a row to the details table. |

### Columns

| Button/Field | Description |
| --- | --- |
| Account | The GL (general ledger account) for the debit/credit row. |
| Debit | The debit amount for the selected GL account. |
| Credit | The credit amount for the selected GL account. |
| Comment | The comment for the detail row. |
| Location | The location for the detail row. |

---

## Attachments Tab

The attachments tab is used to manage files associated with the payroll journal entry. From this tab, users can:

- Upload documents to a transactions
- Delete attachments
- [Restore documents to Documents to Process](/doc/docs/restore-document-to-docs-to-process)
  - > Only documents that originated in Documents to Process can be restored.
- Open a split view of the transaction and the uploaded document
- [Attach existing documents from Documents to Process to the transaction/record](/doc/docs/attach-document-to-existing-transaction-in-documents-to-process#attach-a-document-from-the-transaction)

Learn more about the buttons and fields on the [Attachments tab](/doc/docs/attachments-tab).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RPB0XKD1.png)

---

### FAQ

#### Why won’t my payroll journal entry approve?

Check the General Information tab for a missing Payroll Start Date or Payroll End Date, and check the Details tab to confirm total debits equal total credits. Also confirm the approving user holds **General Ledger → Payroll Journal Entries → Approve Payroll JEs**, and that all Daily Sales Summaries for the pay period are approved. See [Approve a Payroll Journal Entry](https://docs.restaurant365.com/docs/en/approve-a-payroll-journal-entry) for the full approval process.

#### Where do I find help with a doubled accrual reversal or a period-end mismatch?

See the [Payroll Journal Entry Overview FAQ](https://docs.restaurant365.com/docs/en/payroll-journal-entry-overview#faq) for doubled accrual reversals and period-end total mismatches — those failure modes are covered there since they involve the accrual and clearing process rather than fields on this record.

POS (Point of Sale)

A system used by businesses to process sales transactions and manage customer payments. Connected to R365 through a [POS integration](/doc/docs/pos-integration-overview).

A defined date range on the payroll calendar during which employee hours and earnings are accumulated. When a pay period ends, R365 automatically creates a pay run for that period.

Journal entry (JE) Record posted to the General Ledger to document financial activity.

A journal entry created automatically when a pay run is approved, recording wages, taxes, deductions, and employer contributions to the general ledger. It must be reviewed and approved separately from the pay run itself.

An accrual is an amount recorded when it’s earned or incurred rather than when it’s paid or received.

Access rights granted to users or user roles that dictate what actions they can perform within the system.

Restaurant365

An organization or company configured in R365 that represents a distinct legal and tax-reporting unit. Legal entities contain one or more locations and define how financial and operational activity is grouped, reported, and filed.

Financial account used to record specific transactions in the general ledger.