How do I run reports at the end of a payroll period?

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 " Payroll Maintenance Options Payroll Settings Report Details End of Period"

• At "Type" enter 'S' or 'U'.

'S' represents a pre-defined standard system report. 'U' represents a user defined report i.e. has been created within the Payroll Report Generator by a user or has been copied from a standard report.

• At "Code" enter the report code.
  • Press <Ctrl+F1> if you wish to search for a report.
  • Click [Search] and [Choose] the report to add to the menu.
• "Pause" should usually be set to "N", unless you want to change paper in your printer prior to producing a particular report e.g. Payslips.
• Enter the "Print Record" number if you wish to output a report to a specific printer.
  • Press <Ctrl+F1> if you wish to search for a print record.
  • Click [Search] and [Choose] the printer to direct the report to.
• Press <Esc> once you are happy with the list of reports.

See also

• How do I run a payroll period?
• How do I close a payroll period?
• Overview of standard payroll reports
• How do I reprint an old payslip?

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Keywords AND Misspellings

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