How do I run reports at the end of a payroll period?
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Contents
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 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
Producing End of Period Reports
Go to "Payroll" -> "Run Payroll Period"
- Select the "Payroll Frequency" you wish to produce "End of Period Reports" for e.g. 'Weekly'.
- Select [Run Payroll Period].
- Select the period you want to run the reports for by selecting [Yes] alongside the appropriate "Payroll Frequency" e.g. 'Weekly'.
- You have two options available to run your End of Period Reports.
- End of Period Procs - <F6>
- Choose End of Period Procs - <Shift+F6>
End of Period Procs
Press <F6> from the standard "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 e.g. when printing Payslips. To set up your End of Period Reports menu and set up printing options.
 | Note: If you want to produce a single report from the End of Period Reports menu, Choose "End of Period Procs" - <Shift+F6> is a more suitable option. |
Choose End of Period Procs
Press <Shift+F6> from the standard "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 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 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:
- Enter the Department you wish to produce a report for or leave blank to cover all Departments.
- Enter the first employee you wish to produce the report for or leave blank to report on all employees.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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 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).
- Once you have set the parameters, press <F2> to produce the report.
See also
