========== How to create a User Report ===========

===== Aspects of User Reports =====


  * Can be created by HRMS Payroll users, with the ability to view data using specific criteria
  * Can be previewed/printed, exported to Excel/Password protected and saved as PDF files
  * Visible both before and after payroll closure 
  * Access rights per User Report can be maintained
  * Can contain unlimited number of columns. However, for A4 portrait format printing, the recommended number of columns is <fc #ff00ff>xx</fc> whereas, in A4 landscape format, the number is <fc #ff00ff>yy</fc>. Else if report contains more columns, export to excel.

  * Can be analysed :

  * 1.By Year, period, by summed periods and by grouped periods,
  * 2.For monthly and yearly comparison
  * 3.By Company, paysite, department, sub department, division, unit, job title and employee category
  * 4.By Employee status : All, active, leaver, new recruit, leaver and new recruit
  * 5.In detailed or summary
  * 6.By Currency
  * 7.By activating Report options such as : Show employee code, Alternate row color, Page break, Hide empty columns, Use external code
  * 8.By activating Export options such as : Show group header, Show group total and Split employee name



**The illustration below shows how to create, view, and export a Payroll Report (User Report) in A4 landscape format, with the following columns: Employment Date, National ID number, Basic Salary, Overtime, Transport, CSG EE/NSF EE, PAYE, and Net Pay.**

  * To create a **User Report** : 

  * 1. Go to **HRMS** - **TOOLS**


{{:spay:hrmsprocguide:hrms_-_tools.png|}}



  * 2. Click **Report Generator**


{{:spay:hrmsprocguide:report_generator.png|}}


  * On the **Selection** tab, the **Payroll** **module** is already selected, and in the **Select an option** section, **Create from report template** is already selected.


{{:spay:hrmsprocguide:select_an_option_-_create_from_report_template.png|}}


  * 3. In the **Select a report section**, click **Payment and deduction report template**


{{:spay:hrmsprocguide:3_select_a_report_-_payment_and_deduction.png|}}


  * 4. On the **Designer** tab, in the **Report** section, the **paper size** **A4** is already selected, next select **Landscape** from the **Orientation** dropdown list


{{:spay:hrmsprocguide:4_designer_report_a4_orientation.png|}}


  * 5. First column to be added : **Employment date**
  * In the **Column** section, select **Employee** from the **Data Source** dropdown list


{{:spay:hrmsprocguide:5_column_data_source.png|}}


  * 6. In the **Data Field** dropdown list, select **Employment Date**, the column header will appear automatically as shown in illustration A


{{:spay:hrmsprocguide:6_employment_date_et_illustration_a.png|}}



  * 7. Second column to be added : **National Id nbr**
  * On the toolbar, click **Add Column** (To add a next new column)


{{:spay:hrmsprocguide:7_add_column.png|}}



  * 8. In the **Data Field** dropdown list, select **National Id nbr**


{{:spay:hrmsprocguide:8_national_id_nbr.png|}}



  * 9.  Third column to be added : **Basic Salary**
  * On the toolbar, click **Add Column**


{{:spay:hrmsprocguide:9_add_column.png|}}



  * 10. In the **Column** section, select ** Payment/Deduction** from the **Data Source** dropdown list


{{:spay:hrmsprocguide:10_payment_and_deduction2.png|}}



  * 11. In the **Data Field** dropdown list, **Amount** is already selected


{{:spay:hrmsprocguide:11_data_field_-_amount.png|}}



  * 12. In the **Column Header** field, type the column header name **Basic Salary**


{{:spay:hrmsprocguide:12_basic_salary.png|}}



  * 13. Scroll down


{{:spay:hrmsprocguide:13_scroll_bar.png|}}



  * 14A. In the **Data** section, the payments and deductions are displayed in ascending order by code


{{:spay:hrmsprocguide:14a_payments_and_deduction_items2.png|}}


 
  * 14B. Click the **Sort** option twice to arrange the payments and deductions in alphabetical order, 


{{:spay:hrmsprocguide:14b_sorting.png|}}



  * 14C. Scroll to select the required payment/deduction


{{:spay:hrmsprocguide:14c_scroll_bar.png|}}



  * 14D. Click **001 Salary** to link the payment to the new column



{{:spay:hrmsprocguide:14d_001_salary_2.png|}}



  * 15. Fourth column to be added : **Overtime**
  * On the toolbar, click **Add Column**


{{:spay:hrmsprocguide:15_add_column.png|}}



  * 16A. Scroll up to go to the ** Column Header** field,


{{:spay:hrmsprocguide:16a_column_header2.png|}}


 
  * 16B. Type the column header name **Overtime** (This column will group Overtime 1.5, 2.0 and 3.0)


{{:spay:hrmsprocguide:16b_column_header2.png|}}



  * 17. Scroll down


{{:spay:hrmsprocguide:17_scroll_bar.png|}}



  * 18. In the **Data** section, click **011 Overtime 1.5**, **011 Overtime 2.0**, **011 Overtime 3.0** (To link the payments to the new column)


{{:spay:hrmsprocguide:18_overtime_2.png|}}



  * Fifth column to be added : **Transport** (This column will group Refund Transport, Refund Bus Rate 1, Refund Bus Rate 2)
  * Repeat steps 15 to 17



  * 19. In the **Data** section, click **060 Refund Transport**, **061 Refund Bus Rate 1**, **062 Refund Bus Rate 2** (To link the payments to the new column)


{{:spay:hrmsprocguide:19_transport_2.png|}}



  * Sixth column to be added : **CSG Ee/NSF Ee** (This column will group CSG Ee, N.S.F Employee)
  * Repeat steps 15 to 17



  * 20. In the **Data** section, click **526 CSG Ee** and click **504 N.S.F Employee** (To link the deductions to the new column)


{{:spay:hrmsprocguide:20_csg_ee_nsf_ee.png|}}



  * Seventh column to be added : **PAYE**
  * Repeat steps 15 to 17
  * 21. To view the new column PAYE clearly, scroll to the right


{{:spay:hrmsprocguide:21_scroll_bar_bottom_3.png|}}




  * 22. In the **Data** section, click **800 Income tax – P.A.Y.E** (To link the deduction to the new column)


{{:spay:hrmsprocguide:22_paye_2.png|}}



  * Eighth column to be added : **Net pay**
  * Repeat steps 15 to 17



  * 23. In the **Data** section, click **999 Net pay** (To link the payroll item to the new column)



{{:spay:hrmsprocguide:23_net_pay.png|}}



  * 24. Click **Save**



{{:spay:hrmsprocguide:24_save_2.png|}}



  * 25. Insert Payroll report as **report name**



{{:spay:hrmsprocguide:25_report_name_2.png|}}



  * 26. Click **Save**



{{:spay:hrmsprocguide:26_save_2.png|}}



  * After saving the report, HRMS Payroll automatically provides the criteria screen which enables viewing the report



{{:spay:hrmsprocguide:criteria_screen_2.png|}}