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Payroll reports

Payroll reports are important tools for businesses of all sizes, as they provide a comprehensive overview of payroll expenses and help ensure that employees are paid accurately and on time. This section will explain everything you need to know about payroll reports including what payroll reports are, the basics of payroll reports, and how to manage payroll reports.

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Contents
  • 1. What are Payroll Reports?
  • 2. Access to Payroll Report
  • 3. Payroll Report Basics
  • 3.1. Types of Payroll Report
  • 3.2. Status of Payroll Report
  • 3.3. Payroll Report Pages
  • 3.4. Pay Codes
  • a. Normal Pay Code
  • b. Total Pay Code
  • 3.5. Validation Errors
  • 4. Upload Payroll Report
  • 5. View Instructions of Payroll Report
  • 6. View Mapping Validations
  • 7. Compare Instruction and Report
  • 8. View Variance Analysis
  • 9. Edit Pay Codes
  • 10. Delete Pay Codes
  • 11. View and Edit Report
  • 12. Confirm Report
  • 13. Unconfirm Report
  • 14. Mark Complete Report
  • 15. Unmark Complete Report
  • 16. Create Ad Hoc Report
  • 17. Filter Payroll Report
  • 18. Sort Payroll Report

1. What are Payroll Reports?

Payroll report is a report showing a standardized summary and information after the calculation of payroll instructions in each payrun. Payroll reports are automatically generated monthly (or biweekly after all instructions in the month are calculated.

Payroll report is submitted to clients after all calculations are confirmed, and clients confirm reports to move to the banking process.

2. Access to Payroll Report

  1. Go to the sidebar and select Payroll
  2. Click Payroll Report
  3. The payroll report list will show up
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3. Payroll Report Basics

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3.1. Types of Payroll Report

There are recurring and ad-hoc types of payroll reports.

  • Recurring: Payroll report that is generated monthly
  • Ad-hoc: Payroll report that is generated on request

3.2. Status of Payroll Report

Status is shown for each report for a payrun.

  • Awaiting Instructions: Instructions have not been downloaded yet.
  • Not Yet Uploaded: Report after calculation has not been uploaded yet.
  • Not Yet Submitted: Report has been confirmed but not yet submitted.
  • Unsubmitted changes: Report has been submitted, but there are more reports added to the system after and not yet submitted.
  • Submitted: Report has been fully submitted, but clients or admins have not marked as completed yet.
  • Completed: Users or end clients have marked report as completed.
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Note With the status “Not Yet Submitted”, “Unsubmitted changes”, “Submitted” or “Completed”, there is View Report button leading to the uploaded report page.
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3.3. Payroll Report Pages

There are 7 tabs on the View Report page:

  • Overview: Overview of the report showing the cash flow of each employee and mapped pay code. In this tab, data may show validation errors. They can be edited if the report is in the status “Not Yet Submitted”
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  • Mapping Validations: Validations of the data “total” mapped from an excel template. If hovering on the validation errors, they show the sums of data and differences.
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  • Instruction vs Report: The difference between instruction and report.
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  • Variance: The difference compared to the selected report.
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  • Uploaded Entries: List of each value of cash flow in a line.
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  • Pay Codes: List of pay codes included in the report. Each pay code can be edited if the status is in “Not Yet Submitted”
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  • Workers: List of workers mapped with worker ID
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3.4. Pay Codes

Pay codes are types of values of each column in payroll report.

There are 14 types of pay codes that users can set to each pay code. It can be categorized into 2 groups: a. Normal Pay Code and b. Total Pay Code

a. Normal Pay Code

Normal pay code is a pay code that is individual and not relevant to other pay code. It is added with pay codes in the same type to compare with total pay code when finding validation errors

  • Income: All income values such as base salary, commissions
  • Deduction: All deduction values such as leave fee, negate in default
  • Expense Reimbursement: Expense reimbursement values representing the amount of money an employee is reimbursed for expenses incurred while performing their job duties
  • Miscellaneous Payment: Miscellaneous payment values for any payment that does not fit into the other categories
  • Employer Contribution: All payments that employer contribute to employees such as child education fees
  • Remark: Remarks, not added to any total pay code

b. Total Pay Code

Total pay code is marked to compare with the sum of normal pay codes in the corresponding type to find validation errors.

  • Total Income: to be compared with the sum of “Income” pay codes.
    • Total Deduction: to be compared with the sum of “Deduction” pay codes.
  • Total Expense Reimbursement: to be compared with the sum of “Expense Reimbursement” pay codes.
  • Total Miscellaneous Payment: to be compared with the sum of “Miscellaneous Payment” pay codes.
  • Total Employer Contribution: to be compared with the sum of “Employer Contribution” pay codes.
  • Net Pay: Total Income - Total Deduction + Total Expense Reimbursement + Total Miscellaneous Payment
  • Total Employment Cost: Total Income + Total Employer Contribution
  • Total Employer Payment: Total Income + Total Employer Contribution + Total Expense Reimbursement
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Note

For now, users cannot create or delete pay code as it is. Pay code is only added when adding custom pay code in the uploading report process

3.5. Validation Errors

In the View Report page, there may be “validation errors”. Validation errors, marked with red color, mean that sum of the number of normal pay code does not match with the number of relevant total pay code.

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Example

The pay code “Gross Pay” which has the type “Net Pay” does not equal to Total Income - Total Deduction + Total Expense Reimbursement + Total Miscellaneous Payment as it should be.

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4. Upload Payroll Report

User needs to upload payroll report in order to view validation errors, compare with payroll instructions and get the report confirmed from clients.

  1. When the report is in the status “Not Yet Uploaded”, click on the desired payroll report that wants to upload
  2. Click Upload Payroll Report (Example file attached)
    3. Japan Jan 2023_Run 1.xlsx12.2KB
  3. Upload the payroll report
  4. Confirm the roll that has the column names
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5. Map the columns to existing fields. If there are no existing fields, custom field may be added. Some columns may be ignored. (e.g. Map employer ID with worker ID in the system)

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Note If expected workers are not present, user should check the worker ID is correctly assigned in the payrun.
  1. Click confirm mapping to each mapping
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  2. Click Finish
  3. Click Yes
  4. Map new custom field to the system, and map workers to each worker ID (e.g. map Gregory Hills to worker ID 2001)
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  5. Click Confirm Data to submit report
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Note The status changes from “Not Yet Uploaded” to “Not Yet Submitted”.
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Warning

The employee ID should be unique for each employee in all payruns. Uploaded data will not be showed if the employee ID is already existed in payroll provider but not in the current payrun (e.g. Jacob (employee ID: 1001) had been uploaded to the November payrun and ended in that month. There should not be new employee who has the employee ID 1001 in this payrun because the system remember this employee ID with Jacob data.)

5. View Instructions of Payroll Report

User can view instructions of particular payroll report before and after uploading instructions

  1. Click on the desired payroll report
  2. Click View Instructions
  3. The instructions of selected payroll report will show up
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6. View Mapping Validations

User can view mapping validations only after uploading payroll report that is when the report is in the status “Not Yet Submitted”, “Unsubmitted Changes”, “Submitted” or “Completed”.

  1. Click on the desired payroll report
  2. Click View Report
  3. Click Mapping Validations tab
  4. The table shows a list of workers and the total pay code. User can see the difference between the total pay codes and the sum of the corresponding normal pay codes.
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  5. User can hover over the specific worker and total pay code to observe the calculation.
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7. Compare Instruction and Report

User can compare instructions and report only after uploading payroll report that is when the report is in the status “Not Yet Submitted”, “Unsubmitted Changes”, “Submitted” or “Completed”

  1. Click on the desired payroll report
  2. Click View Report
  3. Click Instructions vs Report tab
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  4. See variance to compare instruction and report
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  5. If the variance is correct, click Mark as expected. The status changes to green tick.
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  6. User may add and edit the comment by clicking Add Comment and Edit Comment respectively.
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  7. User may view instructions by clicking View Instruction

8. View Variance Analysis

User can view variance analysis only after uploading payroll report that is when the report is in the status “Not Yet Submitted”, “Unsubmitted Changes”, “Submitted” or “Completed”

  1. Click on the desired payroll report
  2. Click View Report
  3. Click Variancetab
  4. The table shows a list of workers and all pay codes comparison of the compared report.
  5. User can change the compared report to another report.
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9. Edit Pay Codes

User can edit pay codes only after uploading payroll report which is when the report is in the status “Not Yet Submitted”, “Unsubmitted Changes”, “Submitted” or “Completed”.

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Note User cannot add pay code directly, but user may add by uploading and mapping each column of payroll report with the system.
  1. Click on the desired payroll to edit pay codes
  2. Click View Report
  3. Click Pay Codes tab
  4. The table shows list of pay codes
  5. User can edit name and types of pay codes.
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    1. To see the meaning of types of pay codes, user can refer Pay Codes section
    2. To hide pay code from report, user can change the type to “Other/Ignored”.
    3. To exclude pay code from instructions validation, user can check Exclude from Instructions Validation.
    4. To change pay code to negative, user can check Negate checkbox.
  6. Click Save
  7. The edited paycode will show up in the table

10. Delete Pay Codes

User cannot delete pay codes directly; however, user can change irrelevant pay codes to the type “Other/Ignored”

  1. Click on the desired payroll to edit pay codes
  2. Click View Report
  3. Click Pay Codes tab
  4. The table shows a list of pay codes
  5. Click on the pay code that the user wants to delete
  6. Change type to Other/Ignored
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  7. The pay code will disappear from the Overview table.

11. View and Edit Report

User can view and edit report only after uploading payroll report that is when the report is in the status “Not Yet Submitted”, “Unsubmitted Changes”, “Submitted” or “Completed”.

  1. Click on the desired payroll report
  2. Click View Report
  3. Select the data that are needed to edit (e.g. cash flow, pay code, workers)
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12. Confirm Report

User can confirm the report after uploading report but not yet confirming that is when the report is in the status “Not Yet Submitted”, “Unsubmitted Changes”.

  1. Click on the desired payroll report
  2. Click View Report
  3. Click Confirm Data
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  4. Click Yes, I confirm
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Note The status changes from “Not Yet Submitted” to “Submitted”.

13. Unconfirm Report

User can unconfirm the report after submitting that is when the report is in the status “Submitted”

  1. Click on the desired payroll report
  2. Click View Report
  3. Click Unconfirm Data
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  4. Click Yes, I confirm
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Note The status changes from “Submitted” to “Not Yet Submitted”.

14. Mark Complete Report

User can mark complete report after submitting that is when the report is in the status “Submitted”

  1. Click on the desired payroll report
  2. Click View Report
  3. Click Mark Complete
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    Note The status changes from “Submitted” to “Completed”.

15. Unmark Complete Report

User can unmark complete report after marking complete that is when the report is in the status “Completed”

  1. Click on the desired payroll report
  2. Click View Report
  3. Click Unmark Complete
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Note The status changes from “Completed” to “Submitted”.

16. Create Ad Hoc Report

User can create Ad Hoc Report which is generated on request

  1. Click Create Ad Hoc Report
  2. Select recurring payrun (e.g. Crystal Dynamics - 123 Provider - JP)
  3. Select payrun month (Feb 2023)
  4. Set payday and payroll report name (15/02/2023, Feb Ad Hoc)
  5. Click Save
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17. Filter Payroll Report

You can choose desirable criteria to filter lists of payroll report that you want to display in the table.

  1. Click Filters
  2. Select criteria that you want to filter (e.g. Employment Entity)
  3. Set your criteria (e.g. Example Coorporation (China))
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  4. The filtered values regarding your criteria will show up in the table

The filter can be set and edited from the bar above the table as well.

18. Sort Payroll Report

TThe table can be sorted alphabetically and numerically in descending and ascending order.

  • If data in the selected column is alphabetic data, it will be sorted alphabetically
  • If data in the selected column is numerical data, it will be sorted numerically
  • If data in the selected column is in date format, it will be sorted from newest or oldest

The table can be sorted by one column at a time.

  1. To sort based on that column, click on the head of a column until you get the desired sort
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Symbols
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Not Sorted

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Ascending Order

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Descending Order

  1. The sorted table will show up

Next: Client Billing Module