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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 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

To view a User Report, follow the steps below :

The illustration below shows how to view/print the User report with the following criteria :

For January 2025
View by Company and employee
For active employees only
Analysed by period
Showing employee codes

STEP 1 : Choose or insert the necessary criteria as illustrated below

In the Year/Period section, select :

(A) Pay year 2025
(B) Pay period M1 January

In the Company/Dept/Sub-Dept section, select :

(D) Scroll down to choose or insert the remaining criteria

In the Employee Status section, select :

(E) Status Is active

The report and export options sections remain unchanged

STEP 2 : Click Preview

Note : The report is opened in a new tab

STEP 3 : To print the User report, click Print, Print to PDF and then Print

STEP 4 : To exit the report, click Close

To export the User report to Excel or to use the Export + Protect option, using the following criteria, follow the steps below

Criteria :

For January 2025
View by Company and employee
For active employees only
Analysed by period
Showing employee codes

Note : Since the above criteria have been previously chosen or inserted during the view/print process, HRMS Payroll automatically saves them.

To export a User Report :

(A) Click Export

Note : The exported file is automatically saved to the Downloads folder

(B) Open the excel file from the Downloads folder

To export a User Report using the Export + Protect option :
(A) Go to Export
(B) Click Export + Protect

Note : The exported file is automatically saved to the Downloads folder

(D) Open the Excel file and insert the document password 123456 and click OK (If you wish to change the document password, refer to the link)

To Save the User report in PDF format, using the same criteria, use the steps below

Criteria :

For January 2025
View by Company and employee
For active employees only
Analysed by period
Showing employee codes

Since the above criteria have been previously chosen or inserted during the view/print process, HRMS Payroll automatically saves them. Therefore, to save the User report in PDF format :