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Orbit Finance
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App guides · Orbit HR

How to import payroll and claims into Orbit Finance

Orbit HR connects your people records to your books. Finalised payroll runs and direct-paid claims arrive in a private inbox and post as accrual journals. Wage expense is gross pay less unpaid leave and payroll-paid claims. Employer EPF, SOCSO, EIS and HRD levy are extra costs. Net salaries and statutory amounts credit payable accounts until you record the later payment.

Checked against Orbit Finance · 6 November 2026

What is Orbit HR for?

Orbit HR is the bridge between your people records and your books. Once connected, finalised payroll runs and direct-paid staff claims arrive through a private inbox and post into this Finance company. Finance Payroll and Expense Claims stay visible as read-only history.

How do I connect Orbit HR?

  1. Open Orbit HR in the Team group.
  2. Check whether Orbit HR was found on this computer, then press Connect.
  3. Finalise a run in Orbit HR. Finance checks the inbox immediately and every 60 seconds.
  4. Return here and open the posted journal from the imported run.

How do I resolve a file that needs attention?

  1. Read the plain-language reason in Needs attention.
  2. Correct the source data in Orbit HR and create a fresh exchange file, or replace the quarantined file with a corrected copy.
  3. Press Retry to validate it again. Press Dismiss only when you no longer intend to import it.
  4. A bad batch is all-or-nothing. No run or claim from it posts.

How do I work across two computers?

  1. In Orbit HR, copy the completed hr-exchange JSON file to the Finance computer.
  2. In this module press Import a file and choose it.
  3. Finance copies it into its private inbox, applies the same checks and remembers every run and claim ID.
  4. Importing the same item again does nothing. A reversal from HR posts the exact opposite of the original journal.

What does the payroll journal look like?

  1. Open an imported run, then open its journal.
  2. Check wage expense against gross less unpaid leave less payroll-paid claims.
  3. Check the employer contribution expenses and the separate payable credits.
  4. Record the later bank payments against the relevant payable accounts so each liability clears.

How are direct-paid claims posted?

  1. Open the Claims table and choose its journal.
  2. The claim debits Administrative Expenses (6000).
  3. Because HR says it was paid directly, the other side credits Cash & Bank (1000).

What this does to your books

A payroll import is an accrual journal, not a cash payment. Wage expense is gross pay less unpaid leave and payroll-paid claims. Employer EPF, SOCSO, EIS and HRD levy are extra costs. Net salaries and every statutory amount are credited to payable accounts until you record the later payment. A direct-paid claim debits Administrative Expenses (6000) and credits Cash & Bank (1000).
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Questions, answered

Does connecting Orbit HR post anything to my accounts?

No. Connecting posts nothing. Only a valid finalised run or claim writes to the ledger. The first valid file binds the HR company to this Finance link.

What happens if I import the same payroll run twice?

Importing the same item again does nothing. Finance remembers every run and claim ID, so the same run or claim ID can arrive again without posting twice.

How do I fix a quarantined exchange file?

Correct the source data in Orbit HR and create a fresh exchange file, or replace the quarantined file with a corrected copy. Do not edit the exchange JSON by hand. Press Retry to validate it again.