- Created by RonT, last modified on Nov 25, 2022
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MYOB Essentials with Payroll only
If you've been upgraded to the new MYOB Essentials Payroll (now called MYOB Business), you can now do more and customise payroll to fit your business needs.
You can start working straight away, as all employee details and pay history have been brought across from your old MYOB Essentials.
If you want:
- a quick guide to doing your first pay run after upgrading, see Get started with payroll after upgrading
- to explore the product changes in detail, read on.
- Employee details, leave balances and pay history have come across in the upgrade
- Default pay items have been added to all of your employees
- Leave accrual is now controlled by pay items
- The pay cycle determines which employees appear when you do a pay run
(Australia only) Switch to Pay Super
If you previously paid employee super using MYOB's super portal, you need to switch over to the Pay Super service. There may also be other things you should do before doing a pay.
For more information, see Post-upgrade payroll tasks.
Watch this video for a quick overview of payroll in your new MYOB Essentials or see the info below it if you want more detail:
See where to find payroll functions
Payroll menu is now grouped more logically
The Payroll menu is still where you pay your employees and keep track of their payroll information. It's now grouped more logically, so you have to do fewer clicks to perform functions.
(Australia) Single Touch Payroll reporting — manage your STP reporting and see your reported pay runs. If you're already using STP, you don't need to set it up again – you can continue reporting your payroll to the ATO as previously. If you do need to set it up, see Setting up Single Touch Payroll reporting.
(New Zealand) Payday filing — file employment information to Inland Revenue (IR) each time you process a pay. If you need to set it up, see Setting up payday filing - NZ.
Customisable Payroll Activity report replaces Payroll summaries
Payroll summaries has been removed from the Payroll menu to the Reporting menu > Payroll. It's also been renamed as the Payroll Activity report and you can see either a summary or detailed view (click the animation to expand it):
You can do a lot more with this new report, including:
- choose which employees to report on
- select and reorder columns
- export the report as an Excel file
- choose whether to show cents
- bundle the report with others in a report pack.
See Payroll reports.
New Payroll Settings options
Payroll settings has been removed from the Payroll menu, but you can still find it under your business name:
There are a lot more functions in Payroll settings and some previous functions have moved or changed.
Payroll bank account details have been moved
The Banking tab has been removed from Payroll settings. The account that was listed in the Banking tab is now the linked Bank account for cash payments (it will be the same account number of the account you entered in the Banking tab in old MYOB Essentials).
What are linked accounts?
In the new MYOB Essentials, there are linked accounts for payroll and other features. Linked accounts are similar to the control accounts in your old MYOB Essentials. They work behind the scenes to make sure that the right accounts are used consistently and correctly. This saves you from needing to choose an account every time you use a function.
You can view the Bank account for cash payments account with your other linked payroll accounts by going to the Accounting menu > Manage linked accounts > Payroll:
Although you can't turn linked payroll accounts off, you can change the default linked accounts if you want. See Managing linked accounts.
If you want to view the details of any of your payroll linked bank accounts, go to the Accounting menu > Chart of Accounts and click the account number
Pay slip settings changes
The Payslips tab is now called the Pay slip email defaults tab:
Use this page to determine what the default text will be when you email pay slips. If you had set up this information in old MYOB Essentials, it will have come across in the upgrade. But it's a good idea to check it and ensure your pay slip emails are ready to go.
There are a couple of differences to note about pay slips too:
The option to show personal leave entitlements on payslips has been moved to pay items
Previously, there was an option in the Payslips tab to show leave entitlements on pay slips. Now, leave entitlements are now set up as pay items (see There are now more pay items) and you can select the Print on pay slip option in any leave pay item (not just for personal leave):
You are no longer able to blind-copy the pay slip to others
In the old MYOB Essentials, you could choose to blind copy (BCC) the pay slip to others when you emailed them (by adding email addresses to the Who else should get a copy of the payslip section). This option has been removed to improve security. You're also no longer able to include the name of your employee on your default pay slip email text.
To view information about previous pays, run the relevant payroll report. For example, to see the details of each pay run for an employee, run the Payroll advice report:
(Australia) PAYG payment summaries tab has been removed
With Single Touch Payroll now the way you report employee pay to the ATO, the PAYG payment summaries tab has been removed.
If your business is eligible for exemption from fringe benefits under section 57A of the Fringe Benefits Tax Assessment Act of 1986, you now enter any relevant reportable fringe benefits amounts at the end of the year (including fringe benefits amounts exempt from FBT under section 57A) as part of end of year finalisation with Single Touch Payroll reporting.
General payroll information
You can customise the details on the General payroll information tab. Here are some pointers:
- Full-time employee weekly hours are the default hours in your working week. You can change employee hours when you pay them
- Only enter a Withholding payer number (WPN) if you have one
- You might choose to round pays down to a specific cent value if you pay cash. Any difference will be added to the PAYG tax contribution.
- The Tax table revision date is the date the tax tables apply from. The tax tables, provided by the ATO, calculate the tax on employee pays
- You can set a Default Superannuation fund if you have one and it'll apply to all new employees, or you can set up your super funds later
- If you have employees paid by the hour, you can opt to use timesheets to track their hours. These employees can also submit timesheets using the MYOB Team mobile app.
Here, you can create all the superannuation funds for your employees. MYOB Essentials comes with a set of superannuation pay items that you can use to calculate and track your employees' super payments. You can easily add additional ones.
After creating a super fund you can then assign it to employees. See Set up superannuation funds.
An employment classification is like a job title, position description or any other role classification that might suit your business.
MYOB comes with a default list of classifications, but you can customise this to suit your business.
Click Create classification to add a new classification, or click an existing classification to change its name or delete it.
Once you've set up your employment classification list, you can assign a classification to each of your employees to display on their pay slips (Payroll menu > Employees > click an employee > Payroll details tab > Employment classification).
Learn about employee changes
Get more detailed employee information
You get a more detailed view and more customisation in employees in your new MYOB Essentials. Because of this, we've had to move some features to different locations.
To see your employee information, go to the Payroll menu > Employees and click the name of the employee:
Here's where you'll find things and what they're now called (scroll across to see new MYOB Essentials):
|old MYOB Essentials||new MYOB Essentials|
|Employee details tab||Contact details tab|
|Notes tab||Contact details tab > More information|
|Employee details tab > Banking||Payment details tab|
|old MYOB Essentials||new MYOB Essentials|
Payroll details tab > Salary and wages
Pay items – earnings & deductions tab (earnings)
|old MYOB Essentials||new MYOB Essentials|
|Pay items – earnings & deductions tab (deductions)||Payroll details tab > Deductions|
|old MYOB Essentials||new MYOB Essentials|
|Tax tab||Payroll details > Taxes tab|
New employment basis and classifications fields
In the Employment section of the Employee details tab, you can now enter information to classify your employees.
|Select an Employment category to indicate if the employee is a permanent or temporary staff member.|
|Select an Employment basis to indicate what type of employee they are, such as whether they are a Full time or Part time employee. If the Employee basis is set to Other, information for this employee will not be sent to the ATO as part of Single Touch Payroll reporting.|
The Employment classification is like a job title or to classify workers who are employed under a specific award or agreement. MYOB comes with a default list of employment classifications, but you can customise this list to suit your business (click your business name > Payroll settings > Employment classification tab). The Employment classification displays on employee pay slips. Learn more about maintaining your employment classifications and other payroll settings.
Because these are new fields, we've had to give them default settings during the upgrade. While they don't affect your employee pays (they're only for reporting), it's worth checking them and changing them if you need to.
See all of an employee's pay in one place
In the employee (Payroll menu > Employees), there's a new tab, Standard pay:
This tab shows all of the details that make up an employee's default pay based on information recorded in other tabs — such as the pay cycle and the pay items assigned to the employee.
In old MYOB Essentials, you would have have to open multiple tabs and check a number of different fields to get the same information – in Standard Pay, it's all in one place.
Some pay item values, like tax, will be labelled as Calculated, meaning they're calculated each pay.
Set values will be displayed, but can be changed here or when you do a pay run.
Learn more about reviewing standard pay details.
Pay history has been brought across in the upgrade
You can view pay history in the Payroll details > Pay history tab of the employee:
There are some new pay items in the pay history (depending on the setup of the employee), such as Base Hourly, Base Salary and PAYG Withholding. These are the default pay items that are automatically added to employees that have come across from your old MYOB Essentials as well as any new employees you may create. For information on these, see Find out about the new pay items.
In the old Pay history tab, you could view past pay slips. Now you can get the equivalent information by going to Payroll > Pay runs:
Can't see past pay slips for an employee?
If you can't see past pay slips for an employee, open the employee (Payroll menu > Employees > click the employee > Payroll details > Employment details) and choose the pay slip delivery method, To be printed and emailed:
See more detail in leave balances
In the employee Payroll details > Leave tab, you can see the employee's leave balances (in hours):
There are new columns, Balance adjustment, Carry over, Year-to-date and Total:
- Balance adjustment enables you to adjust the total leave accrued or enter leave opening balances. You can change this balance if you want. During the upgrade, the employee's Opening balance in old MYOB Essentials is added as a Balance adjustment.
- Carry over is the leave accrued from previous financial years. So now you get to see what proportion of total leave accrued is carried over from a previous year.
- Any leave taken during the current financial year is in the Year-to-date column
- Total is any Balance adjustment plus Carry over and minus Year-to-date.
If you click the Name of a leave accrual, you'll also notice that it opens a pay item. In the new MYOB Essentials, leave is now controlled by pay items – see Find out about the new pay items.
Find out about the new default pay items
See what default pay items are added to your employees
The new MYOB Essentials comes with a set of default pay items. Some of these are assigned to your employees during the upgrade (depending on what wages, entitlements, leave and deductions they previously received):
- Base Salary and Base Hourly. Base Salary is assigned to salaried employees and Base Hourly is assigned to hourly-based employees.
- (Australia) Superannuation Guarantee. Superannuation Guarantee super pay item is for their mandatory 9.5% superannuation contributions.
- PAYG Withholding. PAYG Withholding is used to calculate PAYG on employee pays, for all tax tables (or tax scales) provided by the ATO.
- <LEAVE NAME> Accrued Per Pay and <LEAVE NAME> X Wks Pro-Rata (where X is the number of weeks leave the employee has an entitlement). As we mention below, leave accrual is now controlled by pay items. So if an employee had a leave entitlement in old MYOB Essentials they'll have a relevant leave pay item automatically assigned to them in the new MYOB Essentials.
For example, Annual Leave Accrued Per Pay is assigned to salaried employees who have an annual leave entitlement and Annual Leave 4 Wks Pro-Rata is assigned to hourly-based employees who have a standard annual leave entitlement of 4 weeks.
If you want the specifics on how leave is accrued, see How leave is calculated in the new default leave pay items.
All of these default pay items are set up to ensure that employees receive the same pay and entitlements they were receiving before MYOB Essentials was upgraded, so you don't need to do anything to them. However, if you want to check them out or if you want to customise them, see the steps below.
To see what default pay items have been assigned to your employees
- Go the Payroll menu > Employees and click the name of the employee.
- Click to the Payroll details tab and then any of the following:
- Salary and wages – to see the default salary and wages pay items
- Leave – to see the default leave accrual pay items
- Super – to see the Superannuation Guarantee pay item
- Taxes – to see the PAYG Withholding pay item
- Click the name of the pay item to see its details. You can customise the default pay items if you want.
There are more pay items to cater to your needs
In your old MYOB Essentials, there were only two pay item types: Earnings and Deductions. In the new MYOB Essentials, you can create six pay item types:
|This pay item type||calculates|
|Wages||wages, salaries, leave payments, allowances, bonuses|
|Superannuation||super payments, including Superannuation Guarantee and additional super|
|Deductions||amounts withheld (other than taxes) and paid to a third party|
benefits (other than superannuation) — for example, WorkCover or Long Service Leave.
As the concept of Expense pay items didn't exist in old MYOB Essentials, you probably won't see any pay items listed in the Expenses tab.
These new pay item types enable you to create pay items that are more specific to the needs of your business and employees. You also get a more detailed view of the components that make up each employee's pay, whether you're looking at their pays slips, pay history or payroll reports.
You can easily assign pay items to employees, saving you from having to re-enter details in the employee each time.
For more information on setting up new pay item types, see Setting up pay items.
(Australia) Superannuation Guarantee is now a pay item, making super easier
In new MYOB Essentials, superannuation guarantee is tracked by a pay item. This pay item is assigned to all employees that had a super guarantee rate in their Superannuation tab in old MYOB Essentials
To see the details of this pay item, go to the Payroll menu > Pay items > Superannuation tab and click Superannuation Guarantee. The pay item shows all the employees that were automatically assigned to it in the upgrade as well as any previous exclusions, limits or pay items exempted from super calculations. The $450 threshold amount is entered by default.
The benefit of having superannuation guarantee set up as a pay item is that as you add employees, you simply add them to the pay item. And, if the rate changes, you just need to change it in the pay item, rather than edit every employee.
For more information about super in the new MYOB Essentials, see Superannuation.
Additional super pay item changes and improvements
During the upgrade, the names of the super pay items, Super salary sacrifice and Super personal contrib'n, are changed to Salary Sacrifice and Employee Additional as these are the default names for these types of pay items in the new MYOB. If you want, you can edit these pay items and change them back to their original names. These pay items, which were previously in the Deductions section of the employee, are now in the Superannuation tab of the employee (Employee > Payroll details > Superannuation).
In your old MYOB Essentials, you couldn't set up reportable employer additional super contributions. In the new MYOB Essentials you can report employer additional super contributions, by creating an Employer Additional pay item and assigning an ATO reporting category to it. See Additional superannuation contributions.
What you need to know about leave pay items
Leave is now controlled by pay items for easier setup
The new MYOB Essentials uses leave pay items to track the hours of leave an employee accumulates.
Previously, you would set up leave (annual leave and personal leave) for an employee by entering their annual entitlement and opening leave balance in the employee's Leave tab. Now when you create an employee, you just need to choose the leave pay items the employee is entitled to. For example, if they'll accrue personal leave, you need to assign them to a personal leave pay item.
If you had employees in old MYOB Essentials who had leave entitlements, they'll have default leave accrual pay items assigned to them as part of the upgrade. See 'Default pay items are added to employees in the upgrade', above.
There are two parts to leave in the new MYOB Essentials:
- paying leave—when an employee takes leave, they'll be paid during that leave and their leave balance will be reduced
- accruing leave—an employee will accrue leave throughout the year.
In order to track these parts of leave, there are two types of leave pay items:
- a wages and salary pay item—to pay for leave when it's taken and to reduce the employee's leave balance
- a leave pay item—to calculate and maintain an employee's accrued leave
Here they are in your list of pay items (Payroll menu > Pay items):
(You might see other pay items in your file, depending on what leave you paid in your old MYOB Essentials)
And you can see both these types assigned to an employee, in the Salary and wages tab and the Leave tab of the employee:
You can track more types of leave
Being able to set up leave as a pay item means you can now create as many leave types as you like, such as:
- Rostered days off (RDOs)
- Time off in lieu
- Leave without pay
- Long service leave
- Paid parental leave
When creating a leave pay item, you also get more leave calculation options:
- User-entered amount per pay period – choose this if you want to enter the hours to accrue in each employee’s standard pay, or manually enter hours accrued when recording the pays
- Equals a percentage of wages – choose this if your employees are paid on an hourly basis or work variable hours
- Equals dollars per pay period – choose this if your employees are paid a salary.
For more information, see Set up leave.
Exempting pay items from super and leave calculations
Any new pay item you create in the new MYOB Essentials will be automatically set to be included in all super and leave calculations. This differs from old MYOB Essentials, where the pay item was excluded by super and leave calculations by default.
If you want to exclude a pay item from super or leave calculations, you need to edit the relevant super or leave pay items and add the pay item you've created to the list of exempted pay items:
You can only exempt pay items if the leave or deduction Calculation basis is set to Equals a percentage of wages.
See what's new when paying employees
Employee pay cycle determines whether they appear in a pay
In new MYOB Essentials, the pay cycle is the default period an employee is paid for, such as weekly, fortnightly, monthly, etc. It's set in the employee in the Salary and wages tab of the employee (Payroll menu > Employees > Payroll detail tab).
The pay cycle set in the employee determines whether the employee appears in a pay run.
This cuts out the step of selecting the relevant employees for a pay run.
So, if you're doing a pay run and an employee isn't appearing, check what pay cycle has been chosen in the employee.
The default hours an employee works in the pay cycle, is determined by the Hours in a pay cycle field in the employee. The figure that appears here is based on the Hours per week field in the employee in old MYOB Essentials. You can change this if you want and it automatically updates if you change the pay cycle:
The Hourly rate and Pay cycle are based on their last recorded pay before the upgrade.
New pay cycle options
You can now choose two new regular pay cycle options in an employee, Twice a month and Quarterly:
Choose Twice a month for employees that are paid twice a month (that is 24 pays a year). This is compared with the Fortnightly pay cycle, where employees received 26 pays a year. Over the course of a year, an employee will receive the same amount of money and owe the same amount of taxes, regardless of which pay cycle you use.
The Quarterly pay cycle is ideal for paying closely held employees, such as family members or directors, especially if they don't have a set pay frequency. See Closely held employees.
When you do a pay, there's also a new Unscheduled pay cycle:
Choose Unscheduled if the pay isn't part of a typical pay cycle, like a one-off bonus.
Paying employees electronically has improved
If you paid employees electronically using a bank file (ABA file), you can still do it in your upgraded MYOB Essentials and there's more smarts and options.
Electronic banking details have been brought across in the upgrade
Any employees you previously paid with a bank file retain their electronic banking details after upgrading, so you don't need to set them up again. You can see these banking details in the Payment details tab of the employee:
The bank account that you pay your employees from is also brought across in the upgrade, along with your electronic banking settings. However, these details are no longer stored in Payroll settings, but in the bank account itself:
|old MYOB Essentials||new MYOB Essentials|
|Go to Payroll menu > Payroll settings > Banking tab||Go to Accounting menu > Chart of accounts > click the account name to see the details|
Bank files are now processed via an electronic clearing account
Electronic payments are handled by an Electronic Clearing Account. This is a linked account. Linked accounts are similar to the system accounts in your old MYOB Essentials and work behind the scenes to make sure that the right accounts are used consistently and correctly. The Electronic Clearing Account handles your electronic payments.
Linked accounts are also used for some of the accounts, banking, sales, purchases and other payroll features. For more information, see Managing linked accounts .
You can view the Electronic Clearing Account by going to the Accounting menu > Manage linked accounts > Payroll:
When you pay employees electronically the Electronic Clearing Account will be credited (previously the payment was processed directly to the bank account you selected in the payroll settings of your old MYOB Essentials). Once you have downloaded your bank file, the Electronic Clearing Account will be “cleared” and you will see the amount deducted from the bank account you are paying from.
You get more control on when you can download bank files
In old MYOB Essentials, you were prompted to download the bank file immediately as the final part of processing a pay.
In new MYOB Essentials, when you complete a pay, you have the option to download a bank file by going to the Prepare electronic payments page. Or, you can go there later via the Payroll menu > Pay employee via electronic payments (or via the Banking menu > Prepare electronic payments).
You can then select what payments to download a bank file for. This means you can batch up your bank files and download them in one go if you want.
The Prepare electronic payments page also includes electronic supplier payments. To filter it for employee pays, choose Pay Employees in the Payment type list.
(Australia only) New direct payments option
As well as using bank files, you now have a new way of paying employees and suppliers directly from MYOB without having to use a bank file. For more information about this, see Paying suppliers and employees electronically.
How matching payroll transactions in bank feeds works
How you match your payroll transactions depends on how you pay your employees.
|If you pay employees...||Here are the details|
|electronically (using a bank file or direct payment from MYOB)|
To match these payroll transactions, you'll need a bank feed set up on the business bank account your electronic payments are paid from. Employees paid this way will need their Payment method set to Electronic.
When you process the electronic payment in MYOB:
To match these payroll transactions, you'll need a bank feed set up on the business bank account your cash wage payments are paid from. Employees paid this way will need their Payment method set to Cash.
When you process a pay run that includes employees with a payment method of Cash:
|via EFT (by manually transferring funds using internet banking)|
This requires a bit of work on your behalf, and relies on you entering the correct bank details and amounts into your online banking. We suggest using electronic payments in MYOB to speed things up, reduce the possibility of errors, and to simplify bank feed matching.
To match these payroll transactions, you'll need a bank feed set up on the business bank account the EFT wage payments are paid from. Employees paid this way will need their Payment method set to Cash.
When you process a pay run that includes employees with a payment method of Cash:
To match these payroll transactions, you'll need a bank feed set up on the business bank account your cheque wage payments are paid from. Employees paid this way will need their Payment method set to Cheque.
When you process a pay run that includes employees with a payment method of Cheque:
For more information about how matching works, see Matching bank transactions.
(Australia) Changes to deleting a pay keeps STP reporting accurate
If you needed to change something in a recorded pay in your old MYOB Essentials, you deleted the pay then re-entered it. This deleted both the payment and the payslip and removed the pay from all payroll reports.
In the new MYOB Essentials, you can delete a pay if it hasn't yet been sent to the ATO via Single Touch Payroll reporting, or if it's been rejected. If it has been sent, you must reverse it instead. Reversing a pay ensures you're not deleting anything which has already been accepted by the ATO.
For more information on this, see Fixing a pay.
(Australia) The new MYOB Essentials has you covered for STP Phase 2. See Getting ready for STP Phase 2.
Want to learn more about what's new?
visit our website: small businesses | MYOB Partners
check out the free upgrade training course (see the specific training on payroll).
Need some help?
Contact our support team and we'll be happy to help.