MIP Toolbox

Paylocity to MIP Formatter — User Guide

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Paylocity to MIP Formatter

The Paylocity to MIP Formatter converts a Paylocity payroll export — which uses a multi-row header (section, sub-category, and column type) with merged cells — into MIP-ready journal entry rows. Each mapped column produces one output row per non-zero amount, carrying the employee name and ID, the sub-category as the Description, the GL Code, and the amount in either the Debit or Credit column.

Paylocity input

CSV or Excel (.xlsx)

Mapping file

Excel only (.xlsx)

Output

Single .xlsx ("Paylocity to MIP")

Header structure

Section · Sub-Cat · Type (3 rows)

Step 1.Upload the Paylocity Export File

Upload your Paylocity payroll export (CSV or Excel). The first sheet is read automatically. Paylocity exports use a four-row header block:

  • Row 1 — report title (ignored).
  • Row 2 — section labels (Earnings, Taxes, Deductions, Net Pay, …). These are merged across their columns.
  • Row 3 — sub-category labels (REG, HOL, PTO, …), also merged.
  • Row 4 — leaf column type (Co, Location, Employee, ID, Hrs, Amount, …).

Each column is identified by a composite key of Section|SubCat|Type (e.g. Earnings|REG|Amount), so merged-cell labels are forward-filled automatically. Employee data begins on row 5.

The file must have at least 5 rows (title, section, sub-cat, type, and one data row) or it will be rejected.

Step 2.Upload the Column Mapping Template

Upload an Excel mapping file that defines which Paylocity columns become journal lines. The mapping file uses the same three-part structure as the Paylocity header, plus the GL Code and Debit/Credit flag:

  • Column 1 — Section (e.g. Earnings). Forward-filled like the Paylocity file.
  • Column 2 — Sub-category (e.g. REG). Forward-filled and resets when the section changes.
  • Column 3 — Type (e.g. Hrs, Amount, Co).
  • GL Code — the GL account written to the output.
  • Debit/Credit — "D" places the amount in the Debit Amount column; "C" places it in Credit Amount.

Only columns that appear in the mapping file with a GL Code produce output rows. Identity columns (Co, Location, Employee, ID, …) are left out of the mapping and are instead pulled into every output row automatically.

A preview of the first 10 mapping rules appears after upload so you can confirm they loaded correctly.

Step 3.Additional Options (Optional)

Enter optional session metadata that is appended to every output row when filled in:

  • Session ID — written to a "Session ID" column.
  • Session/Document/ Effective — written to a "Session/Document/ Effective" column (e.g. 01/31/2025).
  • Session/Document Description — written to a "Session/Document Description" column.

Step 4.Process, Review & Download

Click Process File. The tool parses the multi-row header, matches each mapped column by its composite key, and builds one output row per non-zero amount. Each output row contains Employee Name, Employee ID, the sub-category label as Description, the GL Code, and the amount in either Debit Amount or Credit Amount, plus any session columns you filled in.

The results panel shows the total number of output rows and a preview of the first 50 rows. Click Export (or Download Processed File) to save the full result as paylocity_to_mip_processed.xlsx.

If the Process button is disabled, make sure both the Paylocity file and the mapping file are uploaded.

Tips

  • The mapping file mirrors the Paylocity header structure — copy the section, sub-category, and type labels exactly as they appear in the export.
  • Only columns with a GL Code in the mapping produce output rows; leave identity columns (Employee, ID, Co, Location) unmapped.
  • Blank or zero amounts are skipped automatically, so totals and zero-balance lines don't create extra rows.
  • The Description column in the output comes from the sub-category label (row 3), giving each line a meaningful name.
  • Use Restart to clear both files, the session fields, and the results and start over.
Open Paylocity to MIP Formatter