Difference between revisions of "How do I run reports at the end of a payroll period?"

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(New page: {{Review}}{{Incomplete}} == Summary == The following article explains how to run your reports at the end of a Payroll Period before you close it. It is entirely your decision which repor...)
 
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{{Review}}{{Incomplete}}
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== Summary ==
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The following article explains how to run your reports at the end of a Payroll Period before you [[How do I close a payroll period?|close]] it.
  
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== Summary ==
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== More Information ==
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The following article explains how to run your reports at the end of a Payroll Period before you close it.
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It is entirely your decision which reports you produce at the end of a payroll period but it is recommended that you produce the following reports, at least, every period:
  
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It is entirely your decision which reports you produce at the end of a payroll period but it is recommended that you produce the following reports, at least, every period:
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* Payroll Analysis
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* Payslips
  
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*Payroll Analysis  
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{{Warning|text=|The Payroll Analysis cannot be re-printed once the period has been closed.}}
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*Payslips
 
  
 
== Producing End of Period Reports ==
 
== Producing End of Period Reports ==
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*Go to "Payroll" -> "Run Payroll Period"
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Go to {{Menu|{{PR}}|Run Payroll Period}}.
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*Select the Payroll Frequency you wish to produce End of Period Reports for e.g. Weekly  
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* If you pay wages on more than one frequency, e.g. Monthly and Weekly, select the period for which you want to run the reports by selecting {{Button|Yes}} alongside the appropriate "Pay Period". Click {{Button|OK}}.
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*Select Run Payroll Period
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*Select the period you want to run the reports for by selecting {{Button|Yes}} alongside the appropriate Payroll Frequency e.g. Weekly.  
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* You have two ways to run your End of Period Reports. Choose whichever suits your methods of working better.
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*You have two options available to run your End of Period Reports.  
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** Run All Procedures - {{KeyPress|F6}}
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** Choose Procedures - {{KeyPress|S-F6}}
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=== Run All Procedures ===
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Press {{KeyPress|F6}} from the "Run Payroll Period" Screen.
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This option automatically outputs all reports from the End of Period reports menu, one after the other. Reports will be printed out to the default print record (usually Print Record 1) unless stated otherwise. Each report can be forced to pause before printing to allow you to change the paper, for example when printing Payslips. Your End of Period Reports menu and printing options are configured in the {{Menu|Payroll Settings}}.
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{{Note|text=If you want to produce a single report from the End of Period Reports menu, see the next paragraph.}}
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=== Choose Procedures ===
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Press {{KeyPress|S-F6}} from the "Run Payroll Period" Screen.
  
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**End of Period Procs - {{KeyPress|F6}}
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This option pops up a screen on which you will see the reports you have chosen to appear on your End of Period reports menu. To produce a report, either:
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**Choose End of Period Procs - {{KeyPress|S-F6}}
 
  
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=== End of Period Procs ===
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* Click on the chosen report and it will be sent to the default output (usually the default printer).
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Press {{KeyPress|F6}} from the standard "Run Payroll Period" Screen
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* Alternatively, select ''"All of the Above"'' to produce all the reports on the menu.
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* You can also click the option ''"Execute a Specific Report"''. This option allows you to produce a report created in the Payroll Report Generator as and when you want it. To use this option :
  
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This option automatically outputs all reports from the End of Period reports menu, one after the other. Reports will be printed out to the default print record (usually Print Record 1) unless stated otherwise. Each report can be forced to pause before printing to allow you to change the paper e.g. when printing Payslips. To set up your End of Period Reports menu and set up printing options.
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** Select the {{DataPrompt|Type}} of Report first.
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*** {{DataValue|U}} - is a User Report i.e. a report created by you in the Payroll Report Generator.
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*** {{DataValue|S}} - is a Standard Report i.e. a report supplied with the Payroll system which cannot be edited by you.
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** Once you have specified a User or Standard report, move the cursor to the right and press {{KeyPress|F1}} to scroll through report codes until you have selected the one you want e.g. {{DataValue|S}} SPS - Small Payslips.
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** To search for a report press {{KeyPress|C-F1}}. Make sure the correct report type is shown ({{DataValue|U}} - User Reports or {{DataValue|S}} - Standard Reports). Enter part of the description of the report and press {{KeyPress|ENTER}} for the search results e.g. enter {{DataValue|SLIP}} to find a Standard Payslip Report. Move the cursor to point at the report to select and press {{KeyPress|F2}}.
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** Set Report Output - Do you want the report to use its default output e.g. straight to screen or printer or do you want it to pop up and ask you before it is produced? If you select {{DataValue|N}} - No, the report will use its default output. If you select {{DataValue|Y}} - Yes, you will be asked if you wish to output the report to the Screen, a Printer or to a File (The box that pops up will display: {{DataPrompt|Output : S (S/P/F)}} - (Screen/Print/File).
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** Once you have set the settings, press {{KeyPress|F2}} to produce the report.
  
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{{Note|text='''PLEASE NOTE :''' If you want to produce a single report from the End of Period Reports menu, Choose End of Period Procs - {{KeyPress|S-F6}} is a more suitable option.}}
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== Submitting the Payroll to HMRC ==
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Having produced all required reports please see [[How do I close a payroll period?]] for advice on the next steps to take.
  
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=== Choose End of Period Procs ===
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== Configuring the End of Period Reports List ==
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Press {{KeyPress|S-F6}} from the standard "Run Payroll Period" Screen
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You may configure which reports are produced at the end of a period.
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This option pops up a screen on which you will see the reports you have chosen to appear on your End of Period reports menu. To produce a report, either:
 
  
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*Click on The chosen report will be sent to the default output (usually the default printer)
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Go to {{Menu|{{PlatinumModuleSettings}}|{{PR}}|Module Settings}}
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*Alternatively, select ''"All of the Above"'' to produce all the reports on the menu.  
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* Scroll down to the {{DataPrompt|End of Period Procedures}} section.
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*You can also click the option ''"Execute a Specific Report"''. This option allows you to produce reports for specific Employees/Departments/Payroll Frequencies. It also allows you to access Reports created in the Payroll Report Generator as well as the standard Payroll Reports. You may list up to 15 Reports on the End of Period reports menu but if you need access to more, this option may provide a solution. This option works as follows:
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* The reports will be listed in the order specified here.
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**Enter the Department you wish to produce a report for or leave blank to cover all Departments.  
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* Click on {{DataPrompt|End of period procedure 1}} then click {{Button|Edit}}.
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**Enter the first employee you wish to produce the report for or leave blank to report on all employees.
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** Select {{DataValue|Report}} as the procedure type.
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**Enter the last employee to produce the report for or leave blank to cover all employees. If you are producing a report for a single employee enter the employee's code in the ‘From’ and ‘To’ fields.  
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** Select {{DataValue|System}} or {{DataValue|User}} depending on the report you wish to add to the menu.
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**Enter the last employee to produce the report for or leave blank to cover all employees. If you are producing a report for a single employee enter the employee's code in the ‘From’ and ‘To’ fields.
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** Enter the report code or press {{KeyPress|C-F1}} to search for the report to add to the menu.
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**Leave Frequency blank to look at all frequencies or specify a frequency e.g. Weekly employees. If you wish to base the report on a specific Year or Period, enter the values (Standard Payroll Reports must be based on the current Period
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** Specify the {{DataPrompt|Print record}} the report should use e.g. {{DataValue|01}} - Default Printer or {{DataValue|92}} - PDF Printer or press {{KeyPress|C-F1}} to search for a print record.
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{{Note|text='''PLEASE NOTE :''' You cannot produce a Payroll Analysis for a previous period. Most of the Standard reports are based on the current period data and cannot access historical data.}}  
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** Select whether you wish the system to {{DataPrompt|Pause}} prior to producing this report. This may be required if you wish to change paper in a printer e.g. prior to producing payslips.
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**Select the type of Report. ‘U’ - is a User Report i.e. a report created in the Payroll Report Generator. ‘S’ - is a Standard report i.e. a report which is contained within the Payroll system and cannot be edited by the User.
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** Click {{Button|OK}}
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**Once you have specified a User or Standard report, move the cursor to the right and press {{KeyPress|F1}} to scroll through report codes until you have selected the one you want e.g. ‘S’ SPS - Small Payslips.
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* Repeat to configure the reports to produce at the end of each period.
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**To search for a report press {{KeyPress|C-F1}}. Make sure the correct report type is shown (‘U’ - User Reports or ‘S’ - Standard Reports). Enter part of the description of the report and tap <Enter> for the search results e.g. enter ‘SLIP’ to find a Standard Payslip Report. Move the cursor to point at the report to select and press {{KeyPress|F2}}.  
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* Click {{Button|Done}} and {{Button|Accept}} to confirm the changes.
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**Set Report Output - Do you want the report to use it's default output e.g. straight to screen or printer or do you want it to pop up and ask you before it is produced? If you select ‘N’ - No, the report will use its default output. If you select ‘Y’ - Yes, you will be asked if you wish to output the report to the Screen, a Printer or to a File (The box that pops up will display: ‘Output : S (S/P/F)’ - (Screen/Print/File).  
 
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**Once you have set the parameters, press {{KeyPress|F2}} to produce the report.  
 
  
 
== See also ==
 
== See also ==
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*[[How do I Close a Payroll Period?]]
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* [[How do I run a payroll period?]]
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* [[How do I close a payroll period?]]
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* [[Overview of standard payroll reports]]
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* [[How do I reprint an old payslip?]]
  
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{{KB_Tags|Payroll, reports, Close, Closing, Period, Payslips}}
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{{KB_Tags|payroll, reports, close, closing, period, payslips, period end, analysis}}
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{{KB_PR}} {{FAQ}} {{ZN_Admin}}
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{{FAQ}}{{How}}{{KB_PR}}

Latest revision as of 05:30, 2 June 2020

Summary

The following article explains how to run your reports at the end of a Payroll Period before you close it.

More Information

It is entirely your decision which reports you produce at the end of a payroll period but it is recommended that you produce the following reports, at least, every period:

  • Payroll Analysis
  • Payslips
The Payroll Analysis cannot be re-printed once the period has been closed.

Producing End of Period Reports

Go to " Payroll Run Payroll Period".

  • If you pay wages on more than one frequency, e.g. Monthly and Weekly, select the period for which you want to run the reports by selecting [Yes] alongside the appropriate "Pay Period". Click [OK].
  • You have two ways to run your End of Period Reports. Choose whichever suits your methods of working better.
    • Run All Procedures - <F6>
    • Choose Procedures - <Shift+F6>

Run All Procedures

Press <F6> from the "Run Payroll Period" Screen.

This option automatically outputs all reports from the End of Period reports menu, one after the other. Reports will be printed out to the default print record (usually Print Record 1) unless stated otherwise. Each report can be forced to pause before printing to allow you to change the paper, for example when printing Payslips. Your End of Period Reports menu and printing options are configured in the " Payroll Settings".

If you want to produce a single report from the End of Period Reports menu, see the next paragraph.

Choose Procedures

Press <Shift+F6> from the "Run Payroll Period" Screen.

This option pops up a screen on which you will see the reports you have chosen to appear on your End of Period reports menu. To produce a report, either:

  • Click on the chosen report and it will be sent to the default output (usually the default printer).
  • Alternatively, select "All of the Above" to produce all the reports on the menu.
  • You can also click the option "Execute a Specific Report". This option allows you to produce a report created in the Payroll Report Generator as and when you want it. To use this option :
    • Select the "Type" of Report first.
      • 'U' - is a User Report i.e. a report created by you in the Payroll Report Generator.
      • 'S' - is a Standard Report i.e. a report supplied with the Payroll system which cannot be edited by you.
    • Once you have specified a User or Standard report, move the cursor to the right and press <F1> to scroll through report codes until you have selected the one you want e.g. 'S' SPS - Small Payslips.
    • To search for a report press <Ctrl+F1>. Make sure the correct report type is shown ('U' - User Reports or 'S' - Standard Reports). Enter part of the description of the report and press <Enter> for the search results e.g. enter 'SLIP' to find a Standard Payslip Report. Move the cursor to point at the report to select and press <F2>.
    • Set Report Output - Do you want the report to use its default output e.g. straight to screen or printer or do you want it to pop up and ask you before it is produced? If you select 'N' - No, the report will use its default output. If you select 'Y' - Yes, you will be asked if you wish to output the report to the Screen, a Printer or to a File (The box that pops up will display: "Output : S (S/P/F)" - (Screen/Print/File).
    • Once you have set the settings, press <F2> to produce the report.

Submitting the Payroll to HMRC

Having produced all required reports please see How do I close a payroll period? for advice on the next steps to take.

Configuring the End of Period Reports List

You may configure which reports are produced at the end of a period.

Go to " " Reports & Settings Maintenance Options System Administrator Module Settings" Payroll Module Settings"

  • Scroll down to the "End of Period Procedures" section.
  • The reports will be listed in the order specified here.
  • Click on "End of period procedure 1" then click [Edit].
    • Select 'Report' as the procedure type.
    • Select 'System' or 'User' depending on the report you wish to add to the menu.
    • Enter the report code or press <Ctrl+F1> to search for the report to add to the menu.
    • Specify the "Print record" the report should use e.g. '01' - Default Printer or '92' - PDF Printer or press <Ctrl+F1> to search for a print record.
    • Select whether you wish the system to "Pause" prior to producing this report. This may be required if you wish to change paper in a printer e.g. prior to producing payslips.
    • Click [OK]
  • Repeat to configure the reports to produce at the end of each period.
  • Click [Done] and [Accept] to confirm the changes.

See also


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payroll, reports, close, closing, period, payslips, period end, analysis
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