How to create a User Report

• 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 xx whereas, in A4 landscape format, the number is yy. 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

• 2. Click Report Generator

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

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

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

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

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

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

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

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

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

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

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

• 13. Scroll down

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

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

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

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

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

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

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

• 17. Scroll down

• 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)

• 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)

• 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)

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

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

• 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)

• 24. Click Save

• 25. Insert Payroll report as report name

• 26. Click Save

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