Financial Edge Payroll Reports Guide · 2019-10-02 · Time and Attendance Reports • Attendance Statistical Report • Employee Attendance History • Employee Attendance Summary

TheFinancialEdge™

Reports Guide for Payroll

041813

2013 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc.

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FE‐ReportsGuideforPayroll‐041813

Contents

REPORTS BASICS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Report Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Basic Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

ACTION REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Action Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Action Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Action by Association Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Track Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

BANK ACCOUNT REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Bank Profile Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Bank Reconciliation Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Bank Register Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

CUSTOM REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Creating Custom Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78Editing an Export for a Custom Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

PROFILE AND STATISTICAL REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Benefit Profile Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Deduction Profile Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Employee Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Employee Profile Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108Pay Type Profile Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115Position Profile Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

TIME AND ATTENDANCE REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Attendance Statistical Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128Employee Attendance History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136Employee Attendance Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143Hours Worked Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Time Entry Batch Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159Time Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

TRANSACTION REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Account Distribution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176Adjusted Gross Wage Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185Compensation and Deductions Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194EFT Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202Employee Event Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207Flex Spending Plan Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214Payroll Expense Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221Payroll Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229Payroll Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238Project Distribution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

1chapter

Reports Basics

Report Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Basic Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Accessing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Manage Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Report Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Columns Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Reporting Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Creating Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Printing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Previewing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Exporting Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Sending Reports as Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

2 CHAPTER

Payroll includes many standard reports to help you produce and view information you need quickly and easily. Reports in Payroll are valuable tools for monitoring, evaluating, and distributing information related to remittance of tax payments, benefits administration, expenses, and other human resources and payroll related items.

While most of the reports in Payroll are accessed from the Reports page, federal and state tax reports are accessed from the Mail page. Once in Mail, you use State and Federal Payroll Reports, which is a tax reporting application, to create, view, edit, print, and submit federal and state tax forms and reports. For federal tax reports, you can print wage and tax information returns, including the 941 quarterly return and 945 annual return. For state tax reports, you can print wage and tax information returns, including state withholding returns, unemployment returns, and new hire reports. You also have electronic wage reporting using standard MMREF or ICESA formats for every state. For more information, see the Mail Guide.

This chapter explains the basics of Reports, including procedures for creating, printing, previewing, exporting, and sending reports as email. Each report accessed from the Reports page is described in detail in the corresponding chapter for that report category.

Report CategoriesIn Payroll, reports are divided into categories: Action, Bank Account, Profile and Statistical, Time and Attendance, and Transaction:

Action Reports

• Action Listing

• Action Summary

• Action by Association Report

• Track Status Report

Bank Account Reports

• Bank Profile Report

• Bank Reconciliation Report

• Bank Register Report

Custom Reports

Profile and Statistical Reports

• Benefit Profile Report

• Deduction Profile Report

• Employee Directory

• Employee Profile Report

• Pay Type Profile Report

• Position Profile Report

Time and Attendance Reports

• Attendance Statistical Report

• Employee Attendance History

• Employee Attendance Summary

• Hours Worked Report

• Time Entry Batch Report

Note: Visit our website at www.blackbaud.com for the latest documentation and information.

REPORTS BAS ICS 3

• Time Sheets

Transaction Reports

• Account Distribution Report

• Adjusted Gross Wage Report

• Compensation and Deduction Register

• EFT Report

• Employee Event Report

• Flex Spending Plan Report

• Project Distribution Report

• Payroll Expense Report

• Payroll Journal

• Payroll Register

Basic ReportingThe Reports page is the central location for reporting in Payroll. From the navigation bar, select Reports to access the Reports page. This page contains links to each report category. When you select a link, the program displays a list of the reports in that category.

Accessing Reports

Note: Report tabs appear so you can select other report categories. You can right‐click to align the tabs on the left, right, top, or bottom. If tabs are hidden, select View, Navigation Tabs from the menu bar.

4 CHAPTER

To select a report, click the link for the category of reports you need from the Reports page. For example, click Transaction Reports.

On the Transaction Reports page, select Payroll Register from the list on the left. If any Payroll Register reports have been saved, they appear on the right of the screen. You can open one of the saved reports or create a new report. To open a saved report, select the report type and double‐click the report in the frame on the right.

Manage Tags

The Manage Tags feature allows you to better organize and filter your Financial Edge report parameters. For example, you can filter all of your saved report parameters by tags and categories, such as “Reconciliation” or “Fiscal Year 2012.” When you mark the checkbox to show a tag or category on a reports page, only the report parameters with that specific tag and category display.

To create and manage report parameter tags, simply select Manage Tags below the list of reports on any Reports page. You can create as many categories and tags as you need, and when necessary, mark tags inactive.

To tag a report parameter, simply right‐click an existing parameter and select Tags from the menu. Every category and tag you have created in that module appear on the list.

REPORTS BAS ICS 5

Manage report tags

1. From Reports, select Manage Tags. The Manage Tags screen appears. From here, you can add new tags and categories, or edit and delete existing tags and categories. You can also use the arrows in the top right corner of the screen to move items up or down in the list.

2. Select New to add a new tag and category. The Add Tag screen appears.

3. Enter a report category and name for the tag. If you want the tag to be active, mark the checkbox.

4. Select Save. You return to the Manage Tags screen.

5. You can also edit and delete tags, as well as organize your list of categories and tags. You can change the name or delete categories and tags at any time.

6. Once you have made your changes, select Save.

6 CHAPTER

Tag a report parameter

1. To tag a report parameter, simply right‐click an existing parameter and select Tags from the menu. Every active category and tag you have created in that module appear in the menu list.

2. Select the category and tag. You return to the Reports page.

Tabs

Whether you create a new report or open a saved report, a screen appears with tabs to specify how the report should look and the information included in the report. The reports include the General, Filters, and Format tabs. Some reports also contain the Columns tab. To navigate among a report’s tabs, select the tab itself or use Back and Next. Once you learn to run one report, it is easy to run other reports because many of the tabs have similar features.

Reports in each category have common tabs with similar selections. Remember that records must satisfy all parameter settings you select for the report before they are included in the report.

Following are pictures of each tab in Reports in Payroll. Keep in mind that options, fields, and other selections vary from report to report. See the chapter in this guide for the report category for more details about each report.

Note: Keep in mind that options, fields, and other selections vary from report to report.

REPORTS BAS ICS 7

General Tab

On the General tab, define parameters and select information to include in the report. All Payroll reports use the General tab. Typical selections on General tabs include setting date ranges, creating an output query of records included in the report, and setting the report orientation.

Filters Tab

Glossary: A filter is a requirement records must meet to be included in a report. For example, if you apply an employee filter, only employees you select are included in the report.

8 CHAPTER

On the Filters tab, you include records based on selected criteria. For example, you can run a Flex Spending Plan Report and include only employees with a status of Active. Employees with other statuses, such as Terminated or Inactive, do not appear on the report. All Payroll reports use the Filters tab except the Bank Register Report, which uses the Filters button found on the General tab. For more information about filtering criteria, see the Program Basics Guide.

REPORTS BAS ICS 9

Columns Tab

On the Columns tab, you select the columns to appear on the report and the order in which they appear. In the Width column, you can set the width of each column, in inches. The Report Width label below the grid shows the total width of the columns plus their margins. If the label is red, it indicates that the width of the columns exceeds the page width.

Format Tab

On the Format tab, you designate the format of the report. Settings on this tab determine the appearance of the report. You can create headings, page footers, and report footers. You can select to include the list of report criteria on the report, select the format for displaying monetary amounts, select the font size, and select colors for the report. On some reports, you can select additional report details and order information on the report. All Payroll reports use the Format tab.

10 CHAPTER

The list on the left of the screen displays formatting options for the report. When you select an item in the list, the right side of the screen changes to present selections for that section of the report. Formatting options can vary for each report. For information about formatting a specific report, read about the report in its respective chapter.

Reporting Procedures

The following procedures provide instructions for creating, printing, previewing, exporting, and sending reports as email. While these procedures are written specifically for the Payroll Register, which is a commonly used report in the Transaction Reports category, you can use these same basic steps as a model for all reporting in Payroll. For specific information about tabs, fields, options, and checkboxes for a particular report, see the chapter for that category of reports.

Creating Reports

Creating a report is a quick and easy process. For this procedure we focus on creating a Payroll Register, which is a commonly used report in Payroll. The Payroll Register lists paid and/or unpaid calculations, as well as a summary of amounts paid to your employees over time. This report is typically used to help payroll administrators verify payments and is often run after calculations are created for each payroll period.

Creating a report in Payroll

Note: You can use a variety of parameters to define the output for reports in Payroll. Saving these parameters also makes future reporting easier.

Note: An action bar containing links for creating a new report, opening a report, and deleting a report appears above the list of reports. These links are common to all Reports pages.

REPORTS BAS ICS 11

1. From the Reports page, click Transaction Reports. The Transaction Reports page appears with a list of all transaction reports on the left.

2. In the list on the left, select Payroll Register.

3. On the action bar, click New. The New Payroll Register screen appears.

4. In the Include field, select the calculations to include in the report. You can include paid calculations, unpaid calculations, or both types.

12 CHAPTER

5. In the Payment date field, select a date or date range for the calculations to include in the report. The dates referenced are the pay dates on calculations. If the calculations have been paid, the dates reference the payment dates on the checks and EFTs.

If you select <Specific range>, you can specify a start and end date. If the Start date field is blank, all calculations are included up to the end date. If the End date field is blank, all calculations from the start date forward, including items with a date in the future are included. If both fields are blank, all calculations are included.

6. In the Period ending date field, select a date or date range to filter calculations included in the report by period ending dates.


7. In the Payment Post date field, select a date or date range to filter calculations included in the report by the post date appearing on payments. This field appears only if you include paid calculations in the report.


8. In the Include calculation detail for frame, you can mark checkboxes to include calculation detail for gross pay, deductions/taxes, and employer expenses.

• If Gross Pay is marked, a section appears on the report for earnings.

• If Deductions/Taxes is marked, a section appears on the report for deductions and employee taxes.

• If Employer Expenses is marked, a section appears on the report for employer contribution benefits and employer taxes.

9. In the Print a [ ] report in [ ] orientation field, select whether to print the report in summary or detail and also designate the report orientation.

If you select “Summary”, additional checkboxes and fields appear for designating how activity is summarized. To specify summary options, mark the check boxes and select the summary options. For more information about specific summary options, see “Payroll Register” on page 238.

10. To create a static query of items included in the report, mark Create an output query of [ ] and select “Employees”, “Calculations”, or “Checks”. The “Checks” option is available only if paid calculations are included in the report.

Note: When designating report orientation, select “Portrait” for the report to appear vertically or “Landscape” for the report to appear horizontally. “Detail” reports require “Landscape” orientation.

REPORTS BAS ICS 13

11. Click Next or select the Filters tab.

12. On this tab, you can filter information appearing in the report. For example, you can include only employees with a specific status. In the Include column in the Employee Statuses row, choose “Selected”. The Employee Statuses screen appears.

13. Select a status and click the right arrow to move it into the Employee Statuses box. Now, only employees with the specified status are included in the report. Click OK to return to the Filters tab.

14 CHAPTER

14. When you finish selecting filters, click Next or select the Format tab. The Format tab appears. On the Format tab, the right side of the screen changes as you make selections in the list on the left.

15. From the list, select Headings. The program assigns a name in the Title field based on the record type; in this case, “Payroll Register”. You can change this title. In the Subtitle field, you can enter a subtitle for the report. You can also designate heading alignment, as well as whether to include the heading in each page, and whether to include the page number and report date in the heading.

Note: For detailed information about each option and setting on the Payroll Register Format tab, see “Payroll Register” on page 238.

Note: If you have the appropriate security rights, you can use credit card, bank account, and Social Security numbers to sort report data and to identify records included in the report. The Sort by option is hidden for any user without these rights. For more information, see the Security chapter of the Administration Guide for The Financial Edge.

REPORTS BAS ICS 15

16. You can select other formatting options from the list on the left. For example, select Detail.

17. In the Employee Salutation field, select a salutation format to determine how employee names appear on the report.

18. When you finish making formatting selections, click Preview to preview your report. A message appears indicating the program is processing the report. The report preview screen appears.

19. When you finish viewing the report, you can print the report and click the red X to close the report.

20. Click Save on the action bar to save the new report. The Save Report as screen appears.

21. In the Report name field, enter a descriptive name for the report. For example, “Payroll Register, detail by active employee”.

22. In the Description field, you can enter more details about the report. For example, “Pay period 1”.

23. You can mark checkboxes to allow other users to run or modify the report.

Note: Click Preview to view the report as it will print using your selections and filters. Click Layout to view a sample layout of the report without data.

Note: You can set an option to save selections made on report tabs when you close. In Reports, select Tools, Options and mark Automatically save report parameters on close.

16 CHAPTER

24. Click Save. You return to the Transaction Reports page.

Printing Reports

You can print a hard copy of a saved report without opening the report. Your selections on the Format tab of the report determine the information that prints on the report and how it is formatted.

For this procedure, we focus on printing a Payroll Register report. For more information about setting up your printer, see “Setting Up Printers” in the Program Basics chapter of the Program Basics Guide.

Printing a Payroll report

1. From the Reports page, click Transaction Reports. The Transaction Reports page appears. A list of all transaction reports appears on the left of the page.

2. In the list on the left, select Payroll Register. A list of saved Payroll Register reports appears in the grid on the right.

3. In the grid on the right, select the report to print.

4. From the menu bar, select File, Print. A message appears indicating the report is printing. After the report prints, you return to the Transaction Reports page.

Note: The user who created the report controls the right of others to modify or run the report.

Note: You can set an option to print the report using the orientation defined either in Print Setup or on the report’s General tab. In Reports, select Tools, Options and mark As defined in Print Setup or As defined for the Report.

REPORTS BAS ICS 17

Previewing Reports

You can preview the format and information in a report without opening the report. We recommend previewing a report before printing or sending it to another person. By previewing, you can make sure you included the required information and that the report is formatted as you want it. For this procedure, we focus on previewing a Payroll Register report.

Previewing a Payroll report



3. In the grid on the right, select the report to preview.

4. From the menu bar, select File, Preview. A message appears indicating the program is processing the report. The report preview screen appears.

5. When you are finished previewing the report, click the red X to close the screen. You return to the Transaction Reports page.

Exporting Reports

To use report information in another software application, for example, Microsoft Excel or Crystal Reports, you can export the report. When you export a report, you send report information from the database to another software application using a data file. You can export a report without opening the report.

For this procedure, we focus on exporting a Payroll Register report in spreadsheet format.

Note: You can set an option to maximize the preview window when you preview a report. In Reports, select Tools, Options and mark Automatically maximize preview window.

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Exporting a Payroll report



3. In the grid on the right, select the report to export.

4. From the menu bar, select File, Export. A message appears indicating the program is processing the report. When processing is complete, the Export screen appears.

5. In the Format field, select the file format. For this example, select “Excel 5.0 (XLS)”.

6. In the Destination field, select the file destination. For this example, select “Disk file”.

7. Click OK.

REPORTS BAS ICS 19

8. The Choose Export File screen appears. The program assigns a name in the File name field based on report type and system information. You can change this name.

9. Navigate to the folder in which to save the export file.

10. Click Save. A message appears indicating the program is exporting the data. Once the data has been exported to your file, you return to the Transaction Reports page.

Sending Reports as Email

In Payroll, you can share report information with other users through electronic mail. For example, you can send the results of a report to another user for further analysis or to use in other applications.

Before you can send a report to another user, you must first select a format (dBase, Lotus 1‐2‐3, Microsoft Excel) for the data file. The format determines the appearance of the report and the software applications in which you can open the data file.

You can send report information by email without opening the report. For this procedure we focus on sending the Payroll Register created in “Creating Reports” on page 10.

Sending a Payroll report as email


2. In the list on the left, select Payroll Registers. A list of saved Payroll Register reports appears in the grid on the right.

Note: Sending report results by email can be particularly useful when an individual needs to quickly refer to report results but does not need to access or edit the report.

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3. In the grid on the right, select the report to send in an email.

4. From the menu bar, select File, Send as Mail. A message appears indicating the program is processing the report. When processing is complete, the Export screen appears.

5. In the Format field, select the file format. For this example, select “Excel 5.0 (XLS)”.

6. In the Destination field, select “Microsoft Mail (MAPI)”.

REPORTS BAS ICS 21

7. Click OK. The Send Mail screen appears.

8. In the To field, enter an email address. For example, enter “[email protected]”.

9. In the Subject field, enter the report title or other text describing the email content. For example, “Payroll Register, detail by active employee”.

10. In the Message box, enter a message to the recipient. For example, “Here’s the Payroll Register report for the first pay period.”

11. Click Send. The report is sent as an attachment to your email message. You return to the Transaction Reports page.

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2chapter

Action Reports

Action Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Action Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Actions by Association Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Track Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Columns Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

24 CHAPTER

Reporting categories in Payroll include Action Reports, Bank Account Reports, Profile and Statistical Reports, Time and Attendance Reports, and Transaction Reports. This chapter discusses Action Reports. For information about other report categories, see the chapter for that category.

Action Reports in Payroll include:

• Action Listing

• Action Summary Report

• Actions by Association Report

• Track Status Report

Action ListingThe Action Listing provides a list of details about actions you select. This report is useful for tracking upcoming actions. For example, you can run the Action Listing at the beginning of the month to see what actions are scheduled for that month.

The Action Listing has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.


Note: We recommend you read the documentation thoroughly. Information presented here provides you with basic information about Action Reports. Hands‐on experience is the best way to learn, so we encourage you to try various options with your database.

Glossary: An action is a task or activity that needs to be completed for an employee. Actions, for example, can include mailings, phone calls, and email messages.

ACT ION REPORTS 25

General Tab

On the General tab, define parameters and select information to include in the report.

Include actions with these dates. In the Action date field, select a date or date range for actions to include in the report. If you select <Specific range>, you can specify starting and ending dates in the Start date and End date fields.

Include actions with these action priorities. You can mark High, Normal, and Low to include actions only with certain priorities. You can select one, two, or all three priorities.

Include Incomplete actions or Complete actions. You can mark checkboxes to include incomplete or complete actions, or both.

Create an output query of employees. If you mark Create an output query of employees, the program creates a query of the employees included in the report. You can use the query later in other areas of Payroll.

Report orientation. Select Portrait for the report to appear vertically or Landscape for the report to appear horizontally.

Filters Tab

Glossary: A filter is a requirement records must meet to be included in a report. For example, if you apply the Action Statuses filter, only actions with the statuses you select appear in the report.

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On the Filters tab, you can filter the records appearing in the report. For more information about filtering, see the Program Basics Guide.

Open. To open a selection screen to designate specific filters for the report, select a filter in the grid and click Open on the action bar.

Clear All Filters. To reset each filter to include all, click Clear All Filters.

Filters. The Filters column lists all the filters for the report. You cannot edit this column.

Include. By default, each filter is set to All in the Include column. To open a Selected <Filter> screen to designate specific filters for the report, choose Selected.

Selected Filters. Filters you specify on the selection screen appear in the Selected Filters column.

Format Tab

On the Format tab, you specify how the report looks. A description of each formatting option is provided.

Tip: You can double‐click a filter to open the Selected <Filter> screen.

Note: The heading defaults to Action Listing in the Title field. You can leave this as the title for your report or enter your own.

ACT ION REPORTS 27

Headings. Use Headings to enter a maximum of 60 characters in the Title and Subtitle fields. The title and subtitle appear at the top of the report. You can select how to align the heading and whether to include your organization’s name in the header. You can include the page number and date in the heading. You can also select to include the heading on every page of the report.

Note: The program automatically selects all criteria. Unmark the checkbox for any you do not want to print on the report.

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Criteria. Use Criteria to print data to help you remember the criteria you used to create the report. Mark Print these criteria on and select a separate page or the first page. Your selections print in the criteria section of the report.

Sort/Break. Use Sort/Break to select the order for information to appear on the report and where breaks fall between sets of information.

To order the information, you can select a sorting category in the Sort by column and select Ascending or Descending in the Order by column.

To create breaks, you can mark the checkbox in the Break? column for a sorting category. If you mark Break? for a category, fields are enabled for you to specify more information about the break for the selected sorting category.

In the Text before value and Text after value fields, you can enter up to 30 characters to print directly before and after the value for the selected sorting category.

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To print the number and percentage for the selected category in the footer, mark Print count per and Print count as a percentage of total for the selected sorting category. To start the selected sorting category on a new page, mark Page break on each new.

Page Footer. Use Page Footer to create a footer to appear at the bottom of each page of the report. You can enter a maximum of 254 characters in the Text field for the page footer. You can also select how to align the text and include the page number and date in the footer.

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Report Footer. Use Report Footer to create a footer to appear at the bottom of the last page of the report. You can enter a maximum of 254 characters in the Text field for the report footer and select how to align the text.

Miscellaneous. Use Miscellaneous to specify how numbers appear on the report and set the font size.

ACT ION REPORTS 31

Color Scheme. Use Color Scheme to select colors for report headings. When you click in the color box next to the selection, the Color screen appears so you can select a standard color or define a custom color. If you leave the Apply a Color Scheme checkbox unmarked, the report prints in black and gray.

Action Summary ReportThe Action Summary Report provides a count of actions by action type, action status, or the user assigned to the action. Because this report is a summary, employee names do not appear.

The Action Summary Report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

Glossary: An action is any task or activity that needs to be completed for an employee. Actions, for example, can include mailings, phone calls, and email messages.

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General Tab




Include Incomplete actions or Complete actions. You can mark checkboxes to include either incomplete or complete actions, or both.



Filters Tab


ACT ION REPORTS 33







Format Tab



Note: The heading defaults to Action Summary Report in the Title field. You can leave this as the title for your report or enter your own.

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ACT ION REPORTS 35


Detail. Use Detail to summarize the report by action type, action status, or to whom the action is assigned.

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ACT ION REPORTS 37



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Action by Association Report

The Action by Association Report lists action details by employee association. You can include both complete and/or incomplete actions for a specific date or date range and designate actions to include be priority.

The Action by Association Report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab




Include Incomplete actions or Complete actions. You can mark checkboxes to include either incomplete or complete actions, or both.


Glossary: An action is any task or activity that needs to be completed for an employee. Actions, for example, can include mailings, phone calls, and email messages.

ACT ION REPORTS 39


Filters Tab







Format Tab




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Note: The heading defaults to Actions by Association Report in the Title field. You can leave this as the title for your report or enter your own.


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ACT ION REPORTS 43



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Track Status ReportTracks are checklists used to define a series of events in a process. The tracks are set up in Configuration and assigned to employee records. The Track Status Report provides details about the status of tracks assigned to employees.

The Track Status Report has tabs on which you set parameters: General, Filters, Columns, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

ACT ION REPORTS 45

General Tab


Include tracks with these dates. In the Date added field of the Include tracks with these dates frame, select a date or date range for tracks to include in the report. If you select <Specific range>, you can specify starting and ending dates in the Start date and End date fields. In the Date completed field, select a date to limit the tracks included in the report to those completed on the selected date.

Include. Select whether to include only complete tracks, only incomplete tracks, or both complete and incomplete tracks.



Filters Tab


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ACT ION REPORTS 47

Columns Tab

On the Columns tab, you can customize report content by adding and editing columns appearing on the report. You can also remove columns from the report. You add, edit, or remove columns by making changes in the grid displayed on the Columns tab.

Field Name. Select the fields to appear as columns on the report.

To remove a column from the report, click the Field Name column entry and select the blank item. To add a column, click the empty Field Name column cell at the bottom of the grid and select the data to display in the new column. To change the order that the columns print on the report, select a row in the grid and click the up or down arrows on the action bar.

Field Align. Select the alignment for the text within the column. This only affects the alignment of the data; you set the alignment for the headings in the Heading Align field.

Heading. You can enter a different heading for the column.

Heading Align. Select the alignment for the column heading.

Wrap Heading? Mark this checkbox to wrap heading text to the next line if it exceeds the available space. If you leave this checkbox unmarked, text is truncated if it exceeds the space in the column.

Width. Set the width of each column. The Report Width label, on the bottom right corner of the screen, indicates the total width of the combined columns. If this value exceeds the page width, it turns red.

Wrap Field? Mark this checkbox to wrap text to the next line if it exceeds the available space. If you leave this checkbox unmarked, text is truncated if it exceeds the space in the column.

Format Tab


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Note: The heading defaults to Track Status Report in the Title field. You can leave this as the title for your report or enter your own.


ACT ION REPORTS 49


Detail. Use Detail to designate an employee salutation format, which determines how employee names and salutations appear on the report

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Sort/Break. Sort/Break. Use Sort/Break to select the order for information to appear on the report and where breaks fall between sets of information.



In the Text before value and Text after value fields, you can enter up to 30 characters to print directly before and after the value for the selected sorting category

ACT ION REPORTS 51



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Miscellaneous. Use Miscellaneous to specify how currency and numbers appear on the report, including the font size.


3chapter

Bank Account Reports

Bank Profile Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Bank Reconciliation Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Bank Register Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

54 CHAPTER

Reporting categories in Payroll include Action Reports, Bank Account Reports, Profile and Statistical Reports, Time and Attendance Reports, and Transaction Reports. This chapter discusses Bank Account Reports. For information about other report categories, see the chapter for that category.

Bank Account Reports in Payroll include:

• Bank Profile Report

• Bank Reconciliation Report

• Bank Register Report

Bank Profile Report

The Bank Profile Report presents a summary profile of each designated bank. It provides basic bank account information including account number, routing number, and address information. This report shows the total debits and credits associated with each account. Adjustment transactions can also be included to further facilitate the reconciliation process.

The Bank Profile Report has three tabs on which you set parameters: General tab, Filters tab, and Format tab. To move among the tabs in a report, use Next and Back at the bottom of the screen or select the tab itself. On these tabs you specify the records to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab


Note: We recommend you read the documentation thoroughly. Information presented here provides you with basic information about Bank Account Reports. Hands‐on experience is the best way to learn, so we encourage you to try various options with your database.

Glossary: A parameter is any field, option, or filter that narrows information in a report and determines the appearance of the report’s output. By specifying parameters, you customize the output results of your report. For example, you can apply filters, create a header and footer, or choose a color scheme for the report’s results.

BANK ACCOUNT REPORTS 55


Include this information. Mark the checkboxes in this box to select bank information to include in the report. Some options are available only if you have the optional module Cash Management.

Include transactions with these dates. In the Transaction date field, select a date or date range for the transactions to include in the report.

If you select <Specific range>, you can specify a start and end date. If the Start date field is blank, all activity is included up to the end date. If the End date field is blank, all activity from the start date forward, including transactions with a date in the future, is included. If both fields are blank, all activity is included.


Filters Tab


Glossary: A filter is a requirement records must meet to be included in a report. For example, if you apply the Banks filter, only the banks you select are included in the report.

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Open. Once you highlight a filter in the grid, click Open to access the Selected <Filter> screen on which you select specific filters.


Filters. The Filters column lists all the available filters for this report. You cannot edit this column.

Include. In the Include column, if you choose Selected, the Selected <Filter> screen appears for you to designate specific filters.

Selected Filters. After you have selected specific filters, they appear in the Selected Filters column.

Format Tab

On the Format tab, you select how you want the report to appear. A description of each formatting option is provided.

Note: The heading defaults to Bank Profile Report in the Title field. You can leave this as the title for the report or enter your own.




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Criteria. Select Criteria to print a list of criteria used to create the report. Mark Print these criteria on and select a separate page or the first page. All selected options print in the criteria section of the report.

Sort. Use Sort to select the order in which information appears on the report. When you select Sort on the Format tab, a grid appears in which you sort categories. Select a sorting category in the Sort by column and select Ascending or Descending in the Order by column. To start the selected sorting category on a new page, mark Page break on each new.


If you make no selections in the Sort by column in the grid, the program sorts by the bank ID in ascending order.

Page Footer. You can enter a maximum of 254 characters in the page footer and select how to align the text. You can also include the page number and date in the footer.

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Report Footer. You can enter a maximum of 254 characters in the report footer and select how to align the text. The report footer appears at the end of the report.



Bank Reconciliation Report

The Bank Reconciliation Report presents the Adjusted Statement Balance, or the ending statement balance plus deposits in transit less outstanding disbursements. In addition, this report lists all transactions included in the reconciliation process and all adjustments (such as fees, interest earned, voided checks) recorded in the register at the date of reconciliation.

The Bank Reconciliation Report is made up of three parts: Reconciliation of Register to Statement, Outstanding Transaction Details, and Reconciliation of Cash Accounts to Statement. With Reconciliation of Cash Accounts to Statement, you can identify timing discrepancies and outstanding transactions in cash accounts affecting the cash balance, but not accounted for in the period reconciliation.

The Bank Reconciliation Report provides a way of trouble‐shooting issues before you receive your bank statement. From this report, you can print the last completed reconciliation or a pre‐reconciliation. With the pre‐reconciliation report, you can print a computer balance of the current account without actually reconciling the account.

The Bank Reconciliation Report has two tabs on which you set parameters: the General tab and Format tab. To move among the tabs in a report, use Next and Back at the bottom of the screen or select the tab itself. On these tabs you specify the records to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab

Note: You can run the Bank Reconciliation Report from Reports and from Banks.


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Bank account. In the Bank account field, select the bank account to be included in the report.

Print. In the Print field, select Last completed reconciliation or Reconciliation using this information. To review a report of the previous reconciliation, select Last completed reconciliation. To create a pre‐reconciliation report, select Reconciliation using this information. When you select this option, you must enter information in additional fields.

Beginning balance. The Beginning balance field is enabled only if you select Reconciliation using this information in the Print field and the account has not been reconciled before. After you reconcile once, the ending balance from the most recent reconciliation appears in the Beginning balance field and cannot be edited.

Reconciliation date. The Reconciliation date field is enabled only if you select Reconciliation using this information in the Print field. Enter the date of reconciliation.

Ending balance. The Ending balance field is enabled only if you select Reconciliation using this information in the Print field. Enter the ending balance in this field.

Show unreconciled transactions with these dates. In the Transaction date field of the Show unreconciled transactions with these dates frame, select a date or date range for unreconciled transactions to include in the report.

Note: When creating a pre‐reconciliation report in Banks, use the statement date from the Bank Account Reconciliation screen in the Reconciliation date field. In Reports, use one month from the last reconciliation date.

Note: For a pre‐reconciliation report, use the ending balance from the Bank Account Reconciliation screen in Banks in the Ending balance field.


If you select <Specific range>, you can specify a start and end date. If the Start date field is blank, all activity is included up to the end date. If the End date field is blank, all activity from the start date forward, including transactions that have a future date, is included. If both fields are blank, all activity is included.

This field is enabled only if you select Reconciliation using this information in the Print field.


Format Tab




Note: The heading defaults to Bank Reconciliation Report in the Title field. You can leave this as the title for the report or enter your own.


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Detail. Use Detail to select details specific to the Bank Reconciliation Report. You can mark checkboxes to print transaction details for reconciling the bank register and cash accounts to the statement.


Sort. Use Sort to select the order in which information appears on the report. When you select Sort on the Format tab, a grid appears in which you sort categories. Select a sorting category in the Sort by column and select Ascending or Descending in the Order by column.


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Bank Register ReportThe Bank Register Report presents transactions in the register of a bank account. This report provides a summary statement or can be filtered to display specific information. For example, you can filter the report to display only outstanding deposits posted to a specific subsidiary ledger. In summary format, the report only gives a grand total for each transaction type. In detail format, the report lists each item and gives a grand total.

The Bank Register Report has only two tabs on which you set parameters: General tab and Format tab. To move between the tabs in a report, use Next and Back at the bottom of the screen or select the tab itself. You can filter bank transactions by clicking the Filters button found on the General tab. On these tabs you specify the records to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab

On the General tab, define parameters and select information to include in the report. The Bank Register Report does not have a Filters tab; you can filter bank transactions for this report by clicking the Filters button found on the General tab.

Report format. In the Report format field, select Detail or Summary. Detail lists each transaction as a separate item. Summary gives a total amount for each transaction type.

Bank account. In the Bank account field, select the bank account to include in the report.


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Show transactions with these dates. In the Transaction date field of the Show transactions with these dates frame, select a specific date or date range for transactions to include in the report.

If you select <Specific range>, you can specify a start and end date. If the Start date field is blank, all activity is included up to the end date. If the End date field is blank, all activity from the start date forward, including transactions with a date in the future, is included. If both fields are blank, all activity is included.

Report orientation. If you select to create the report in summary format, select Portrait for the report to appear vertically or Landscape for the report to appear horizontally. If you select to create the report in detail format, the Report orientation field is disabled and the orientation is set to Landscape.

Filters button. The filters function for the Bank Register Report differs from all other reports. When you click the Filters button, the Transaction Filters screen appears. Five filter options (General, System, Transaction Type, Transaction Status, and Post Status) are found in a list on the left side of the screen.

Filters Button

When you click the Filters button, the General, System, Transaction Type, Transaction Status, and Post Status filter options appear. Click each filter option and a grid with corresponding filtering options appears on the right.

General. Use the General option to establish date and amount ranges for payments and deposits. When you click in a column, you can select dates from a calendar or enter amounts using a calculator.


Note: The filters function for the Bank Register Report differs from all other reports. Click the Filters button on the General tab to filter bank transactions.

Note: The Filters button for the Bank Register Report is very similar to the Filters button found on the bank register screen for a bank account.

Note: To reset all filters on the Transaction Filters screen to show all, click Reset Filters to Show All Transactions.


System. Use the System option to select which Blackbaud programs to include in the report. In the Show? column, mark checkboxes for the programs to include.

Transaction Type. Use the Transaction Type option to select transaction types to include in the report. In the Show? column, mark checkboxes for the transaction types to include. In the Start Number and End Number columns, enter beginning and ending transaction numbers.

Note: To quickly mark or unmark all checkboxes, click Select All or Deselect All.

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Transaction Status. Use the Transaction Status option to select which bank register transaction statuses to include in the report. In the Show? column, mark checkboxes for the transaction statuses to include. In the Start Date and End Date columns, enter beginning and ending dates, or click the fields to select dates from a calendar.

Post Status. Use the Post Status option to select post statuses to include in the report. In the Show? column, mark checkboxes for the post statuses to include. In the Start Date and End Date columns, enter beginning and ending dates, or click the fields to select dates from a calendar.

Format Tab


Note: The heading defaults to Bank Register Report in the Title field. You can leave this as the title for the report or enter your own.




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Detail. Use Detail to select details specific to the Bank Register Report. Mark the checkboxes to show distribution by transaction characteristics. If you have the optional module Projects and Grants and have defined transaction codes, additional checkboxes appear.







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Color Scheme. You can apply a color scheme to the column heading and group heading of the report. When you click in the color box next to the selection, a Color screen appears from which you can select a standard color or define a custom color. If you leave Apply a Color Scheme checkbox unmarked, the report prints in black.

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4chapter

Custom Reports

Creating Custom Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78Editing an Export for a Custom Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

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Custom Reports make it easy for you to access and share reports you create using Crystal Reports. Using Custom Reports, you can link a Crystal report file with an Payroll export file and then save the linked report in your Financial Edge database. Once the files are linked, you and other Financial Edge users can easily view or print custom Crystal reports directly from Payroll without having to open Crystal Reports.

The Financial Edge includes one license for Crystal Reports XI. Clients creating custom reports using Export in The Financial Edge with Crystal Reports will need a license for each person creating custom reports. In addition, each license is associated with a particular product, which means if one person is reporting for both The Financial Edge and The Raiser’s Edge, that individual needs two Crystal Reports XI licenses. For information about purchasing additional Crystal Reports XI licenses, send an email request to [email protected] or contact your account representative.

Creating Custom ReportsWhen setting up the Crystal report and the export file, it is important to remember that you can add as many or as few fields as you want to the Crystal report as long as those fields are also contained in the export file. You can add additional fields to the export file that are not included in the Crystal report, but you cannot add fields to the Crystal report that are not included in the export file.

Make sure to format the export file in one of these *.MDB formats: Blackbaud Report Writer Database, Microsoft Access 2.x Database, Microsoft Access 95 Database, Microsoft Access 97 Database, or Microsoft Access 2000 Database. For more information about creating export files, see the Export Guide. For more information about creating Crystal reports, see the Crystal Reports help file.

Creating a custom report

1. From the Payroll Reports page, click Custom Reports. The Custom Reports page appears.

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2. Click New. The Custom Report screen appears.

3. In the Select Export field, click the binoculars to locate the export file you want to use as a data source for your custom report. The Open screen appears.

4. From this screen you can select an existing export file or create a new export file.

• To select a file, select the file name and click Open. You return to the Custom Report screen and the selected export file name appears in the Select Export field.

Note: Only exports in saved in a Microsoft Access database file format (*.MDB) appear on the Open screen.

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• To create a new export file, click Add New. The Create a New Export screen appears where you can create an export file to use with Custom Reports. After you create and save your export file, you return to the Custom Report screen and the selected export file name appears in the Select Export field. For more information about creating export files, see the Export Guide.

5. In the Select Crystal Report field, browse to the Crystal report file you want to link to the selected export file. The Open screen appears.

6. Select the Crystal report and click Open. You return to the Custom Report screen and the selected report name appears in the Select Crystal Report field.

7. To automatically refresh the export file every time you view the report, mark Refresh Export. If you do not mark this checkbox, when you run the report the program checks to see if the export file is saved on your machine. If it is, the program uses the existing export file and will not update the data each time you run the report. If the export file is not saved to your machine, the program generates a new export file and includes current data from the database.

Note: Make sure to format the export file in one of these *.MDB formats: Blackbaud Report Writer Database, Microsoft Access 2.x Database, Microsoft Access 95 Database, Microsoft Access 97 Database, or Microsoft Access 2000 Database.

Note: If you selected the Save Data with Report option when you created the Crystal report, this option has no effect when the report is run from The Financial Edge— the program simply ignores it. If you want to make the custom report “static” (the data does not update each time the report is run) you should unmark the Refresh Export option.

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8. Click Preview to view a copy of the report on your screen before printing.

9. A copy of the report appears on your screen. If the report is okay, click the Print button at the top of the preview screen to print the report.

10. To save the report parameter file, click File, Save from the menu bar. The Save report as screen appears.

11. Enter a Report name and a Description. You can also mark options to allow other users to run or modify this report.

12. Click Save. You return to the Custom Reports screen.

13. To return to the Reports page, select File, Close from the menu bar.

Editing an Export for a Custom Report

Note: You cannot delete fields from an export file if the export is linked with a Custom Report. The Remove button is disabled in Export. You also cannot delete an export file linked with a Custom Report. If you try, an error message appears.

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You can edit an export file directly from the Custom Reports screen by clicking the Click to edit export button. You can add additional fields to the export file that are not included in the Crystal report, but you cannot add fields to the Crystal report that are not included in the export file. Each time you run a saved Custom Report, The Financial Edge checks to make sure the fields selected for the Crystal report are still included in the export file.

Editing an export file from an open Custom Report

1. Open the saved Custom Report you want to edit. The report opens displaying the General tab.

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2. In the Select Export field, click the Click to edit export button next to the binoculars. The export file appears, displaying the Filters tab.

3. Make any necessary changes on the Filters and Output tabs, and click Save and Close. You return to the Custom Report screen.

4. Click Print to print the report or save and close the updated report.

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5chapter

Profile and Statistical Reports

Benefit Profile Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88Deduction Profile Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Employee Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Address Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Emergency Contact Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Columns Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103Employee Profile Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110Pay Type Profile Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Position Profile Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

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Reporting categories in Payroll include Action Reports, Bank Account Reports, Profile and Statistical Reports, Time and Attendance Reports, and Transaction Reports. This chapter discusses Profile and Statistical Reports. For information about other report categories, see the chapter for that category.

Profile and Statistical Reports in Payroll include:

• Benefit Profile Report

• Deduction Profile Report

• Employee Directory

• Employee Profile Report

• Pay Type Profile Report

• Position Profile Report

Benefit Profile Report

The Benefit Profile Report is a detailed listing of all or select benefits set up in Payroll. The report presents specific benefit characteristics, which are gathered from each benefit record. You can use this report to review the benefits defined in your organization, as well as those specifically assigned to employees.

In the report, general benefit information is displayed by default, including benefit ID, description, and status. You can also include a wide range of benefit‐related information by designating additional report sections. The additional sections can include account distributions, tax settings, schedules, and attributes.

The Benefit Profile Report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab


Note: We recommend you read the documentation thoroughly. Information presented here provides you with basic information about Profile and Statistical Reports. Hands‐on experience is the best way to learn, so we encourage you to try various options with your database.

Note: You can run the Benefit Profile report from Reports or the Benefits page in Configuration.


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On the General tab, define parameters and select information to include in the report. You designate specific sections of benefit‐related information to include in the report and determine the amount of detail to include for each benefit.

Show these report sections. Mark the checkboxes in this box to include sections for account distributions, tax settings, restrictions, schedules, and attributes. Each checkbox corresponds to specific information on the benefit record. Each section you add appears in the report with a separate header.

Show these details. Mark the checkboxes in this box to include additional detail about each benefit. Each checkbox corresponds to information on the benefit record, including rate, account type, and specific W‐2 box.

Create an output query of benefits. You can mark this checkbox to create a query of the benefit records included in the report. You can use the query later in other areas of the program.


Filters Tab


Glossary: A filter is a requirement records must meet to be included in a report. For example, if you apply the Employee Statuses filter, only benefits assigned to employees with the specified status are included in the report.

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Selected Filters. Filters you specify appear in the Selected Filters column.

Format Tab



Note: The heading defaults to Benefit Profile Report in the Title field. You can leave this as the title for the report or enter your own.




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If you make no selections in the Sort by column in the grid, the program sorts by the benefit ID in ascending order.


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Deduction Profile Report

The Deduction Profile Report is a detailed listing of all or select deductions set up in Payroll. The report presents specific deduction characteristics, which are gathered from each deduction record. You can use this report to review the deductions defined in your organization, as well as those specifically assigned to employees.

In the report, general deduction information is displayed by default, including deduction ID, description, and status. You can also include a wide range of deduction‐related information by designating additional report sections. The additional sections can include account distributions, tax settings, schedules, and attributes.

The Deduction Profile Report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab

On the General tab, define parameters and select information to include in the report. You designate specific sections of deduction‐related information to include in the report and determine the amount of detail to include for each deduction.

Note: You can run the Deduction Profile report from Reports or the Deductions page in Configuration.


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Show these report sections. Mark the checkboxes in this box to include sections for account distributions, tax settings, schedules, and attributes. Each checkbox corresponds to specific information on the deduction record. Each section you add appears in the report with a separate header.

Show these details. Mark the checkboxes in this box to include additional detail about each deduction. Each checkbox corresponds to information on the deduction record, including rate, account type, and specific W‐2 box.

Create an output query of deductions. You can mark this checkbox to create a query of the deduction records included in the report. You can use the query later in other areas of the program.


Filters Tab




Glossary: A filter is a requirement records must meet to be included in a report. For example, if you apply the Employee Statuses filter, only deductions assigned to employees with the specified status are included in the report.







Format Tab



Note: The heading defaults to Deduction Profile Report in the Title field. You can leave this as the title for the report or enter your own.


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If you make no selections in the Sort by column in the grid, the program sorts by the deduction ID in ascending order.


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Employee DirectoryThe Employee Directory provides a list of employees and includes biographical information such as department, address, telephone number, or birthday.

The Employee Directory has tabs on which you set parameters: General, Filters, Address, Emergency Contact, Columns, and Format. To move between the tabs in a report, use Next and Back at the bottom of the screen or select the tab itself. On these tabs you select the records to include in the report and how the report should look. For more information about creating a report, see “Creating a report in Registrar’s Office” on page 4.

General Tab

On the General tab, you set parameters specific to the directory and make selections about the information to include in the directory.

Show in [ ] column(s). Select how many column sets to print on a single page of the directory. If you print on standard pages to be bound on the long side, you can select one or two column groups. If your printer supports printing booklets and you are printing in landscape mode to saddle‐stitch the directory, you can select two or four column groups. The following pictures demonstrate output when you print multiple columns. The third picture shows how to print booklets — the dotted line shows where the page folds to make a booklet.

Create an output query of employees. You can mark this checkbox to create a query of the records included in the directory. This query is available for use in other areas of the program.

Report orientation. In the Report orientation field, select Portrait or Landscape.

Note: If you have a printer that supports printing booklets, you can print this report as a booklet. Booklets are formatted so the pages can be folded and stapled along the fold. For more information about printing booklets, see the documentation for your printer.


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Filters Tab

On the Filters tab, you can filter the records appearing in the directory. For more information about filtering, see the Program Basics chapter of the Program Basics Guide.

Open. Once you select a filter in the grid, click Open to access the Selected <Filter> screen on which you select specific filters.

Clear All Filters. Click Clear All Filters to remove all previously selected filters from the directory.

Filters. The Filters column lists all the available filters for this directory. You cannot edit this column.

Include. In the Include column, if you choose Selected, the Selected <Filter> screen appears for you to designate specific filters.

Selected Filters. Filters you specify appear in the Selected Filters column. If you choose Selected in the Include column or click a filter and then click Open, the Selected <Filter> screen appears. If you mark Selected or Query, a selection screen appears so you can specify filters.

Query name. The Query name field appears if you select Query. Enter the name of the query to use to filter the directory or click the binoculars to search for a query.

To create a new query, click the binoculars and click Add a New Query on the Open Query screen. For more information about creating queries, see the Query Guide for The Financial Edge.

Previous Filter. To view or edit the previous filter without returning to the Filters tab, click Previous Filter on the toolbar.

Next Filter. To view or edit the next filter without returning to the Filters tab, click Next Filter on the toolbar.

Address Tab

Use the Address tab to specify which addresses to use for employees. The program compares the parameters you define on this tab with address information entered on the Addresses tab of employee records to identify the appropriate address to use.

Glossary: A filter is criteria records must meet to be included in a report. For example, to include in the directory only employees with a specific status, apply the Employee Statuses filter.

Note: Mark Selected or Query to include a selected filter or a previously created query of filters. Depending on your selection, different options appear on the screen. If you mark All, you cannot define filters.


On the Address tab, you define the order in which the program evaluates address types. The first address found on the record that meets the defined parameters is used in the directory. You can also specify what to do if no address is found.

Selections made on this tab only affect the directory’s output if the Employee Address column is included on the Columns tab.

Consider these addresses. In the Addresses box, select an address type and click the right arrow to move it into the Addresses to consider, in order of importance box. You can change the order addresses are considered by selecting an address type and clicking the up and down arrows next to the list.

If no address is found, [ ]. In this field, select Print with no address to print the listing without an address or select Print specific address to select in the Use field the address type to use when the employee does not have an address matching the types you selected.

Emergency Contact Tab

Use the Emergency Contact tab to specify which emergency contact to include in the employee’s directory listing. The program uses the parameters you define on this tab to identify which emergency contact to use from Contacts and Addresses tab of employee records.

On the Emergency Contact tab, you define the order in which the program evaluates contact types. The first contact found on the record that meets the defined parameters is used in the directory. You can also specify what to do if no contact is found.

Warning: If an address is set to receive no mail, it will not be considered when determining what address to include in the directory.

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Selections made on this tab only affect the directory’s output if the Employee Contact Name column is included on the Columns tab.

Consider these contacts. In the Contacts box, select a contact type and click the right arrow to move it into the Contacts to consider, in order of importance box. You can change the order contacts are considered by selecting a contact type and clicking the up and down arrows next to the list.

If no contact is found, [ ]. In this field, select Print with no contact to print the listing without an emergency contact or select Print specific contact to select in the Use field the contact type to use when the employee does not have a contact matching the types you selected.

Columns Tab

Use the Columns tab to select the columns of information included in the directory.


Field Name. Select the fields to appear as columns on the directory.

To remove a column from the directory, click the column entry and select the blank item. To add a column, click the Field Name column of the empty row and select the data to display in the new column. To change the order that the columns print on the directory, select a row in the grid and click the up or down arrow buttons on the action bar.




Wrap Heading? Mark this checkbox to make the column’s header wrap to the next line when it reaches the right edge of the column. If you leave this checkbox unmarked, column headers are cut off when they reach the right edge of the column. Content is always truncated when it reaches the right edge of the column.

Width. Enter the width of each column. The Report Width label, on the bottom right corner of the screen, indicates the total width of the combined columns. If this value exceeds the page width, it turns red.

Wrap Field? Mark this checkbox for the content of the column to wrap to the next line when it reaches the right edge of the column. If you leave this checkbox unmarked, column content is cut off when it reaches the right edge of the column.

Format Tab

On the Format tab, you determine how the directory appears. A description of each formatting option is provided.

Note: The heading defaults to Employee Directory Report in the Title field. You can leave this as the title for the report or enter your own.

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Headings. Use Headings to enter a maximum of 60 characters in the Title and Subtitle fields. The title and subtitle appear at the top of the directory. You can select how to align the heading and whether to include your organization’s name in the header. You can include the page number and date in the heading. You can also include the heading on every page of the directory.

Criteria. Use Criteria to print data to help you remember the criteria you used to create the directory. Mark Print these criteria on and select a separate page or the first page. Your selections print in the criteria section of the directory.

Note: The program automatically selects all criteria. Unmark the checkbox for any you do not want to print with the report.


Detail. In the Employee salutation field, select the salutation to use for employee names. In the Contact Types to Include with Address grid, you can select the contact types that print below the address in the Address column.

Sort/Break. Use Sort/Break to select the order for information to appear on the directory and where breaks fall between sets of information.

To order the information, you can select a field by which to sort in the Sort by column and select Ascending or Descending in the Order by column.

To create breaks, you can mark the checkbox in the Break? column for a field. If you mark Break? for a field, other fields on the screen are enabled for you to specify more information about the break.

In the Text before value and Text after value fields, you can enter up to 30 characters to print directly before and after each breakdown of records.

To print the number or percentage of total records in the directory for each breakdown of records in the footer, mark Print count per or Print count as a percentage of total for the selected field. To start a new page each time a new value for the selected field is encountered, mark Page break on each new.

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Page Footer. Use Page Footer to enter up to 254 characters in the page footer. You can include other text, such as the page number and date. The page footer is printed at the bottom of each page of the directory.

Report Footer. Use Report Footer to create a footer to appear at the bottom of the last page of the directory. You can enter a maximum of 254 characters in the Text field for the directory footer and select how to align the text.


Miscellaneous. You can use Miscellaneous to enter number formats and a font size for the directory. We recommend you leave the font size set to 8, as larger font sizes can cause text to be cut off.

Color Scheme. Use Color Scheme to select colors for directory headings. When you click in the color box next to the selection, the Color screen appears so you can select a standard color or define a custom color. If you leave the Apply a Color Scheme checkbox unmarked, the directory prints in black and white.

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Employee Profile Report

The Employee Profile Report is a detailed listing of all or select employees set up in Payroll. The report presents employee information and activity for a specific period of time, which is gathered from each employee record.

General employee information is displayed in the report by default, which you can configure to include various levels of detail. You can also include a wide range of employee‐related information by designating additional report sections. The additional sections correspond to the tabs on an employee record. For example, you can include sections for address, contact, and HR information, as well as pay schedules, compensation, tax settings, GL distributions, and activity.

The Employee Profile Report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab

On the General tab, define parameters and select information to include in the report. You designate specific sections of employee‐related information to include in the report and determine the amount of detail to include for each employee.

Note: You can run the Employee Profile report from Reports or from an individual employee record.



Show these report sections. Mark the checkboxes in this box to include employee‐related information as additional sections in the report. Each checkbox corresponds to a tab on the employee record. Each section you add appears in the report with a separate header.

Show these details. Mark the checkboxes in this box to include additional detail about each employee. Each checkbox corresponds to a field on the Employee tab of the employee record.

Only show compensation settings effective as of. Mark the checkbox to limit compensation settings included in the report to only those determined by the specified effective date. This checkbox is available only if the Compensation/Deductions section is included in the report.

Show activity detail. Mark the checkbox to include employee‐related activity detail. This checkbox is available only if the Activity section is included in the report. If you mark this checkbox, you also select the activity date to include, whether to base activity on the period end date or payment date, and whether to include tax adjustments. If you include tax adjustments, any adjustments made at the employee level for tax liabilities appear in the report.

Only show the attendance plan effective on. Mark the checkbox to limit the attendance plan included in the report to only those determined by the specified effective date. This checkbox is available only if the Compensation/Deductions section is included in the report.

Create an output query of employees. You can mark this checkbox to create a query of the employee records included in the report. You can use the query later in other areas of the program.


Filters Tab


Glossary: A filter is a requirement records must meet to be included in a report. For example, if you apply the Employee filter, only the employees you select are included in the report.

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Format Tab



Note: The heading defaults to Employee Profile Report in the Title field. You can leave this as the title for the report or enter your own.




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If you make no selections in the Sort by column in the grid, the program sorts by the employee name in ascending order.


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Pay Type Profile Report

The Pay Type Profile Report is a detailed listing of all or select pay types set up in Payroll. The report presents specific pay type characteristics, which are gathered from each pay type record. You can use this report to review the pay types defined in your organization.

In the report, general pay type information is displayed by default, including pay type ID, description, and status. You can also include a wide range of pay type‐related information by designating additional report sections. The additional sections can include account distributions, tax settings, schedules, and attributes.

The Pay Type Profile report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab

On the General tab, define parameters and select information to include in the report. You designate specific sections of pay type information to include in the report and determine the amount of detail to include for each pay type.

Note: You can run the Pay Type Profile report from Reports or the Pay Types page in Configuration.


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Show these report sections. Mark the checkboxes in this box to include sections for account distributions, tax settings, schedules, and attributes in the report. Each checkbox corresponds to specific information on the pay type record. Each section you add appears in the report with a separate header.

Show these details. Mark the checkboxes in this box to include additional detail about each pay type. Each checkbox corresponds to information on the pay type record, including rate, account type, and specific W‐2 box.

Create an output query of pay types. You can mark this checkbox to create a query of the pay type records included in the report. You can use the query later in other areas of the program.


Filters Tab




Glossary: A filter is a requirement records must meet to be included in a report. For example, if you apply the Pay Type Statuses filter, only pay types with the specified status are included in the report.







Format Tab



Note: The heading defaults to Pay Type Profile Report in the Title field. You can leave this as the title for the report or enter your own.


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If you make no selections in the Sort by column in the grid, the program sorts by the pay type ID in ascending order.


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Position Profile Report

The Position Profile Report is a detailed listing of all or select positions set up in Payroll. The report presents specific position characteristics, which are gathered from each position record. You can use this report to review the positions defined in your organization, as well as those specifically assigned to employees.

In the report, general position information is displayed by default, including position ID, description, and status. You can also include a wide range of position‐related information by designating additional report sections. The additional sections can include attributes, media, notes, and history of changes.

The Position Profile Report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab

On the General tab, define parameters and select information to include in the report. You designate specific sections of position‐related information to include in the report and determine the amount of detail to include for each position.

Note: You can run the Positions Profile report from Reports or the Positions page in Configuration.


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Show these report sections. Mark the checkboxes in this box to include sections for attributes, media, notes, and history of changes. Each checkbox corresponds to information on specific tabs of the position record. Each section you add appears in the report with a separate header.

Show these details. Mark the checkboxes in this box to include additional detail about each position. Each checkbox corresponds to information on the position record, including status, EEOC job category, job level, and valid dates for the position.


Filters Tab






Glossary: A filter is a requirement records must meet to be included in a report. For example, if you apply the Position Statuses filter, only positions with the specified status are included in the report.





Format Tab



Note: The heading defaults to Position Profile Report in the Title field. You can leave this as the title for the report or enter your own.


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If you make no selections in the Sort by column in the grid, the program sorts by the position ID in ascending order.


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6chapter

Time and Attendance Reports

Attendance Statistical Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131Employee Attendance History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138Employee Attendance Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145Hours Worked Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Columns Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154Time Entry Batch Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161Time Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170

128 CHAPTER

Reporting categories in Payroll include Action Reports, Bank Account Reports, Profile and Statistical Reports, Time and Attendance Reports, and Transaction Reports. This chapter discusses Time and Attendance Reports. For information about other report categories, see the chapter for that category.

For various reports in this category, employee attendance is included by either days or hours. This is determined by the business rule in Configuration that sets the program to record time by days or hours.

Time and Attendance Reports in Payroll include:

• Attendance Statistical Report

• Employee Attendance History

• Employee Attendance Summary

• Hours Worked Report

• Time Entry Batch Report

• Time Sheets

Attendance Statistical ReportThe Attendance Statistical Report is a summary analysis of used or credited attendance records over a specified date range. With this report, you can analyze the frequency of used or credited attendance hours by the days of the week or months of the year.

You can include all or specific attendance dates, as well as attendance from uncalculated time entry. To specify the employees to include in the report, you can filter by employee, employee status, department, supervisor, attendance code, and employee attributes.

The Attendance Statistical Report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab


Note: We recommend you read the documentation thoroughly. Information presented here provides you with basic information about Time and Attendance Reports. Hands‐on experience is the best way to learn, so we encourage you to try various options with your database.


T IME AND ATTENDANCE REPORTS 12

On the General tab, define parameters and select information to include in the report. You designate specific attendance dates to include and specify whether to include employees with a designated number of used or credited days/hours.

Report attendance statistics for [ ] attendance records. Select Used or Credited to determine which records are used in attendance statistics. If you select Used, you enter days or hours in the Days used or Hours used field. If you select Credited, you enter days or hours in the Days credited or Hours credited field. You enter days or hours depending on the business rule setting to display attendance in days or hours in Configuration.

Attendance dates. Select a date range or other date option to determine the attendance days included in the report. If you select <Specific range>, you can specify a range of dates in the Start date and End date fields. Only days with a start date that falls on the selected date or within the selected date range are included.

Include employees with these attendance days. In this frame, you make selections to include attendance for employees with used or credited days or hours. The field that appears depends on whether you selected Used or Credited in the Report attendance statistics for [ ] attendance records field and whether the business rule in Configuration is set to track attendance by day or hour.

Days/hours used. In this field, designate the days/hours used per employee to include in the report. You can select Any number of days/hours, <Specific range>, or Do not include days/hours used. If you select <Specific range>, enter the day/hour range in the fields that appear.

Days/hours credited. In this field, designate the days/hours credited per employee to include in the report. You can select Any number of days/hours, <Specific range>, or Do not include days/hours used. If you select <Specific range>, enter the day/hour range in the fields that appear.

Note: On the General tab, you include attendance in the report by days or hours. Whether days or hours are displayed depends on the business rule in Configuration that determines how attendance is displayed throughout the program.

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Report format. To format the report columns by day of the week, select Days of the Week in this field. If you select this, the report will have columns for each day of the week, starting with Sunday and finishing on Saturday. To format the report columns by months of the year, select Months of the year in this field. If you format the report by months, you can designate a month range. The default range is 12 months.



Filters Tab











Format Tab



Note: The heading defaults to Attendance Statistical Report in the Title field. You can leave this as the title for the report or enter your own.


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Detail. Use Detail to select details specific to the Employee Statistical History report. If you track attendance by day, you can mark Display results in equivalent hours of attendance to also include hours on the report. If you track attendance by hour, you can mark Display results in equivalent days of attendance to also include days on the report. You also designate the employee salutation.







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136 CHAPTER

Employee Attendance HistoryThe Employee Attendance History report lists attendance record information for employees over a specified date range. You can include all or specific attendance dates, as well as attendance from uncalculated time entry. To specify the employees to include in the report, you can filter by employee, employee status, department, supervisor, attendance code, and employee attributes.

The Employee Attendance History report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab

On the General tab, define parameters and select information to include in the report. You designate specific attendance dates to include, as well as specify whether to include employees with a designated number of used or credited days/hours.

Attendance date. Select a date, date range, or other date option to determine the attendance days included in the report. If you select <Specific range>, you can specify a range of dates in the Start date and End date fields. Only days with a start date that falls on the selected date or within the selected date range are included.



Include employees with these attendance days. In this frame, you make selections to include attendance for employees with used and/or credited days or hours. If the business rule in Configuration is set to track attendance by day, the Days used and Days credited fields appear. If the business rule is set to track attendance by hour, the Hours used and Hours credited fields appear. You must select an option other than Do not include days/hours used or credited for at least one of the fields that appear.

Days/hours used. In this field, designate the days/hours used per employee to include in the report. You can select Any number of days/hours, <Specific range>, or Do not include days/hours used. If you select <Specific range>, enter the day/hour range in the fields that appear.

Days/hours credited. In this field, designate the days/hours credited per employee to include in the report. You can select Any number of days/hours, <Specific range>, or Do not include days/hours used. If you select <Specific range>, enter the day/hour range in the fields that appear.



Filters Tab



Glossary: A filter is a requirement records must meet to be included in a report. For example, if you apply the Employees filter, only the employees you select are included in the report.

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Format Tab




Note: The heading defaults to Employee Attendance History in the Title field. You can leave this as the title for the report or enter your own.




Detail. Use Detail to select details specific to the Employee Attendance History report. If you track attendance by day, you can mark Display results in equivalent hours of attendance to also include hours on the report. If you track attendance by hour, you can mark Display results in equivalent days of attendance to also include days on the report. You also designate the employee salutation.

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Employee Attendance SummaryThe Employee Attendance Summary report provides a summarized listing of employee attendance, including accrued hours, used hours, credited hours, and remaining hours. The report information is displayed in either hours or days, depending on your business rule setting for how time is tracked.

You include information on the report by designating a specific period time for which to include accrued time and used and credited attendance. To specify the employees to include in the report, you can filter by employee, employee status, department, supervisor, attendance code, and employee attributes.

The Employee Attendance Summary report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab


Earned through. The date you enter here specifies a cutoff date for accrued or earned attendance days to include in the report. For example, if Today is selected and today is 10/30/2004, then the earned hours included are for the period of time from the beginning of the attendance year that includes 10/30/2004.

Credited/Used date. The dates you enter here specify a cutoff date for credited and used attendance days to include in the report. If you select <Specific range>, enter the date range in the fields that appear.


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Include employees with these attendance days/hours. In this frame, you make selections in the Days/hours accrued, Days/hours used, Days/hours credited, and Days/hours remaining fields to include attendance for employees with accrued, used credited, and/or remaining days/hours. You must specify an option other than Do not include days/hours for at least one of the fields in the frame.

Days/hours accrued. In this field, designate the days/hours accrued per employee to include in the report. You can select Any number of days/hours, <Specific range>, or Do not include days/hours used. If you select <Specific range>, enter the day/hours range in the fields that appear.

Days/hours used. In this field, designate the days/hours used per employee to include in the report. You can select Any number of days/hours, <Specific range>, or Do not include days/hours used. If you select <Specific range>, enter the day/hours range in the fields that appear.

Days/hours credited. In this field, designate the days/hours credited per employee to include in the report. You can select Any number of days/hours, <Specific range>, or Do not include days used/hours. If you select <Specific range>, enter the day/hour range in the fields that appear.

Days/hours remaining. In this field, designate the days/hours remaining per employee to include in the report. You can select Any number of days/hours, <Specific range>, or Do not include days used/hours. If you select <Specific range>, enter the day/hour range in the fields that appear.

Report format. Select Summary or Detail. The detail version lists the detail of attendance records, used and credited transactions, in a section below each attendance type for each employee.



Filters Tab










Format Tab



Note: The heading defaults to Employee Attendance Summary in the Title field. You can leave this as the title for the report or enter your own.

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Detail. Use Detail to designate specific Employee Attendance Summary report details. You can specify how employees are identified and include a count summary for credited and used hours or days. You can also rank employees by attendance type for hours used, credited, earned, remaining, or carried‐over. If you choose to rank employees, you will not be able to sort/break the report by employee.

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If you track attendance by day, you can mark Display results in equivalent hours of attendance to also include hours on the report. If you track attendance by hour, you can mark Display results in equivalent days of attendance to also include days on the report. You also designate the employee salutation.








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Hours Worked ReportThe Hours Worked Report lists time worked across all pay categories and can include paid and/or unpaid calculations. You include transactions by specifying payment date, period ending date, and post date. The report can be summarized or displayed in detail showing separate calculations for each employee.

Hours worked can be included in the report for all or specific employees. To specify the employees, you can filter by employee, employee status, employee attributes, and compensation type attributes. You can also filter by benefits, pay type attributes, and pay frequency based on the employees’ default pay schedule.

The Hours Worked Report has tabs on which you set parameters: General, Filters, Columns, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab


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Include. In this field, designate the types of calculations to include in the report. You can select paid, unpaid, or include both types.

Payment date. In the Payment date field, select a date or date range for the transactions to include in the report. The dates referenced are the pay dates on calculations. If the calculations have been paid, the dates reference the payment dates on the checks and EFTs.

If you select <Specific range>, you can specify a start and end date. If the Start date field is blank, all payments are included up to the end date. If the End date field is blank, all payments from the start date forward, including transactions with a date in the future, are included. If both fields are blank, all payments are included.

Period ending date. In the Period ending date field, select a date or date range of transactions to include in the report based on period ending dates of associated calculations.

If you select <Specific range>, you can specify a start and end date. If the Start date field is blank, all payments are included up to the end date. If the End date field is blank, all activity from the start date forward, including payments with a post date in the future, are included. If both fields are blank, all activity is included.

Payment post date. In the Payment post date field, select a date or date range of post dates to include in the report. This field is available only if you are including paid calculations in the report.

If you select <Specific range>, you can specify a start and end date. If the Start date field is blank, all payments are included up to the end date. If the End date field is blank, all payments from the start date forward, including transactions with a post date in the future, are included. If both fields are blank, all payments are included.



Print a [ ] report in [ ] orientation. In these fields, you determine whether to print a detail or summary report in portrait or landscape format. If you select Detail, calculations are listed separately for each employee in the report. If you select Summary, the report displays a single line per column that summarizes the total hours for each employee.

Create an output query of [ ]. If you mark Create an output query of, you can select for the program to create a query of the included employees or calculations if paid calculations are included in the report. You can use the query later in other areas of Payroll.

Filters Tab









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Columns Tab

You select the columns to appear on a report using the Columns tab.


To remove a column from the report, click the column entry and select the blank item. To add a column, click the Field Name column of the empty row and select the data to display in the new column. To change the order that columns print on the report, select a row in the grid and click the up or down arrow buttons on the action bar.




Wrap Heading? Mark this checkbox for the header for the column to wrap to the next line when it reaches the right edge of the column. If you leave this checkbox unmarked, column headers are cut off when they reach the right edge of the column. Content is always truncated when it reaches the right edge of the column.



Format Tab




Note: The heading defaults to Hours Worked Report in the Title field. You can leave this as the title for the report or enter your own.


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Time Entry Batch Report

The Time Entry Batch Report is a listing of time entry batch information for a specific range of time entry start and end dates. This report includes paid amounts only. Hours entered in a time entry batch for unpaid attendance records are not included.

Running this report in summary provides total hours and dollars per employee per time entry batch. If you run the detail version, the report includes total hours and dollars per employee per time entry batch, as well as account and transaction distribution information.

The Time Entry Batch Report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab

Note: You can run the Time Entry Batch Report from Reports or from the Time and Attendance page.


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On the General tab, define parameters and select information to include in the report. You designate specific time entry dates to include and specify whether to run a detail or summary version of the report.

Start date. Select a date, date range, or other date option to determine the start date for including time entry batches in the report. If you select <Specific range>, you can specify a range of dates in the Start date and End date fields to further narrow the attendance information included.

End date. Select a date, date range, or other date option to determine the end date for including time entry batches in the report. If you select <Specific range>, you can specify a range of dates in the Start date and End date fields to further narrow the attendance information included.

Report format. Select Summary or Detail. Both formats provide total hours and dollars per employee per time entry batch. However, if you run the detail version, you have expanded filtering options and the report includes general ledger account distribution and transaction distribution information.


Report orientation. Select Portrait for the report to appear vertically or Landscape for the report to appear horizontally. When running the report in detail, report orientation is automatically set to Landscape and cannot be changed.

Filters Tab


Glossary: A filter is a requirement records must meet to be included in a report. For example, if you apply the Employees filter, only the employees you select are included in the report.


On the Filters tab, you can filter the records appearing in the report. The filters available in the grid vary depending on whether you are running the report in summary or detail. If you are running a detail version, you have expanded filtering options. For more information about filtering, see the Program Basics Guide.






Format Tab

On the Format tab, you select how you want the report to appear. A description of each formatting option is provided. The format options available vary depending on whether you are running the report in summary or detail. If you are running a detail version, you have expanded formatting options.


Note: The heading defaults to Time Entry Batch Report in the Title field. You can leave this as the title for the report or enter your own.

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Detail. Use Detail formatting to specify employee name formats and distributions. In the name format fields, specify how employees are identified on reports.

Note: The Detail formatting options appear only if you are running the report in detail.

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You can also show distributions for employees. Mark Show distribution for these characteristics and mark the characteristics to appear on the report. A separate line will appear on the report with the characteristics’ distribution. If you select one characteristic, you can mark Show characteristic as a column in the main report body.

Note: The Grand Totals formatting options appear only if you are running the report in detail.


Grand Totals. Use Grand Totals to show combined totals for transaction characteristics. Mark Show combined totals for these characteristics and mark the characteristics you want to see totaled. A section appears at the end of the report with the grand total information. To see a grand total for accounts, mark Show account summary. A section appears at the end of the report with account summary information.





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168 CHAPTER


Time SheetsTime Sheets provide an entry form that employees can use to record time worked on pay types and projects for a specific pay period. In this capacity, a Time Sheet is a blank entry form that includes employee identifying information and dated rows the employee can use to enter time worked.

You can also run a Time Sheet report that provides a summary of hours and pay already entered into a time entry batch for all or specific employees. To specify the employees to include in the report, you can filter by employee, employee status, department, position, supervisor, pay schedule, pay type, and employee attributes.

The Time Sheet report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab



On the General tab, define parameters and select information to include in the report, including specific dates for time entry batches.

Start date. In the Start date field, select a start date for the period of time that includes the time entry batches for which to print Time Sheets. If you select <Specific range>, you can a designate a range of dates for the start date.

End date. In the End date field, select an end date for the period of time that includes the time entry batches for which to print Time Sheets. If you select <Specific range>, you can a designate a range of dates for the end date.

Print this additional information on each time sheet. In this box, you can select specific information to print on each time sheet. By default, all items are marked and print on the time sheet. To remove items from printing on time sheets, remove the corresponding checkmarks.

Show time recorded in time entry batches. Mark this checkbox to run a Time Sheet report that provides a summary of hours and pay previously entered in time entry batches. This includes time entered for an employee through the Time Entry tab of an employee record or through the Attendance Entry tab of a batch record. If you mark this checkbox, the format of the report changes and does not include rows for date and day information. To create blank Time Sheets for employees, do not mark this checkbox.



Note: In the Print this additional information on each time sheet box, your organization may have a different name for Supervisor depending on your business rule settings.


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Filters Tab







Format Tab




Note: The heading defaults to Time Sheets in the Title field. You can leave this as the title for the report or enter your own.




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Detail. Use Detail to select details specific to the Time Sheets report. You can specify how employees are identified and include columns in the report for showing rate and total pay. The detail settings are reflected on both the blank Time Sheet and the Time Sheet report providing a summary of previously entered time.


Sort. Use Sort to select the order for information to appear on the report. To order the information, you can select a sorting category in the Sort by column and select Ascending or Descending in the Order by column.


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7chapter

Transaction Reports

Account Distribution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179Adjusted Gross Wage Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187Columns Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189Compensation and Deductions Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195Columns Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197EFT Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203Employee Event Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209Flex Spending Plan Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215Columns Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216Format Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217Payroll Expense Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224Payroll Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232Payroll Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241Project Distribution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247Filters Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248Format Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

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Reporting categories in Payroll include Action Reports, Bank Account Reports, Profile and Statistical Reports, Time and Attendance Reports, and Transaction Reports. This chapter discusses Transaction Reports. For information about other report categories, see the chapter for that category.

For various reports in this category, employee attendance is included by either days or hours. This is determined by the business rule in Configuration that sets the program to record time by days or hours.

To provide improved tax reporting we have integrated Payroll 7 with State and Federal Payroll Reports, which is a tax reporting application. Now, federal and state tax reports are accessed from the Mail page. With State and Federal Payroll Reports, you can create, view, edit, print, and submit federal and state tax forms and reports. For federal tax reports, you can print wage and tax information returns, including the 941 quarterly return and 945 annual return. For state tax reports, you can print wage and tax information returns, including state withholding returns, unemployment returns, and new hire reports. You also have electronic wage reporting using standard MMREF or ICESA formats for every state. For more information, see the Mail Guide.

Transaction Reports in Payroll include:

• Account Distribution Report

• Adjusted Gross Wage Report

• Compensation and Deductions Register

• EFT Report

• Employee Event Report

• Flex Spending Plan Report

• Payroll Expense Report

• Payroll Journal

• Payroll Register

• Project Distribution Report

Account Distribution ReportThe Account Distribution Report lists debit and credit amounts, created by Payroll calculations and adjustments, for accounts.

The Account Distribution Report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.


Note: We recommend you read the documentation thoroughly. Information presented here provides you with basic information about Transaction Reports. Hands‐on experience is the best way to learn, so we encourage you to try various options with your database.

TRANSACT ION REPORTS 17

General Tab


Report format. In the Report format field, select Detail or Summary.

Payment date. In the Payment date field, select a date or date range for the payments to include in the report. The dates referenced are the payment dates on checks and EFTs.


Payment post date. In the Payment post date field, select a date or date range of payment post dates to include in the report.


Period ending date. In the Period ending date field, select a date or date range of payments to include in the report based on period ending dates of associated calculations. If multiple calculations are paid by a single check, the entire check is omitted from the report, even if one calculation meets the period end date filter.

Warning: For reporting purposes, we recommend using a single check per calculation. If you pay multiple calculations with a single check, the entire check is omitted from the report, even if one calculation meets the period end date filter.

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Include adjustment transactions. You can include adjustment transaction, which will show how adjustments impact existing distributions.

Create an output query of [ ]. If you mark Create an output query of, you can select for the program to create a query of the included accounts, employees, or payments. You can use the query later in other areas of Payroll.


Filters Tab



Glossary: A filter is a requirement records must meet to be included in a report. For example, if you apply the Funds filter, only transactions in the selected funds appear in the report.








Format Tab



Note: The heading defaults to Account Distribution Report in the Title field. You can leave this as the title for your report or enter your own.


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Detail. Use Detail to select details specific to the Account Distribution Report, including how employees names and IDs appear in the report. If you mark Show distribution for these characteristics, you can select the characteristics to include. If you choose one characteristic, you can mark Show characteristic as a column in the main report body. The marked characteristic appears as a separate column on the report. If you choose multiple characteristics, you can choose Show transaction total. This prints the debit or credit total for each line item.

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Grand Totals. Use Grand Totals to show combined totals for transaction characteristics. If you have the optional module Projects and Grants and have defined transaction codes, additional checkboxes appear. You can use the Up and Down buttons to order the characteristics to appear on the report.








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Adjusted Gross Wage ReportThe Adjusted Gross Wage Report provides adjusted wage amounts for each payroll calculation. This report is typically used to help payroll administrators verify the adjusted gross used to calculate taxes. You can include paid and/or unpaid calculations.

The Adjusted Gross Wage Report has tabs on which you set parameters: General, Filters, Columns, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

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General Tab



Payment date. In the Payment date field, select a date or date range for the payments to include in the report. The dates referenced are the pay dates on calculations. If the calculations have been paid, the dates reference the payment dates on the checks and EFTs.




Payment post date. In the Payment post date field, select a date or date range of payment post dates to include in the report. This field is available only if you are including paid calculations in the report.




Include adjustment transactions. You can include adjustment transaction, which show how adjustments impact existing distributions.

Create an output query of [ ]. If you mark Create an output query of, you can select for the program to create a query of the included employees or calculations. You can use the query later in other areas of Payroll.


Filters Tab




Glossary: A filter is a requirement records must meet to be included in a report. For example, if you apply the Employees filter, only designated employees appear in the report.


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Columns Tab



To remove a column from the report, click the column entry and select the blank item. To add a column, click the Field Name column of the empty row and select the data to display in the new column. To change the order that the columns print on the report, select a row in the grid and click the up or down arrow buttons on the action bar.








Format Tab



Note: The heading defaults to Adjusted Gross Wage Report in the Title field. You can leave this as the title for your report or enter your own.


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Detail. Use Detail to select an employee salutation to be used in the report.







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Compensation and Deductions RegisterThe Compensation and Deductions Register lists employee earnings, benefits, deductions, and tax amounts for paid or unpaid calculations over a specified period of time. You can format the report in summary or detail.

The Compensation and Deductions Register has tabs on which you set parameters: General, Filters, Columns, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab


Report type. In the Report type field, select the level of detail to include in the report:

Detail — Includes earnings and benefit details by employee.

Summary — Includes earnings and benefits totals for all employees.

Detail and Summary — Includes detail and summary sections.

Include. In the Include field, select the types of calculations to include in the report. You can select paid, unpaid, or include both types.

Payment date. In the Payment date field, select a date or date range for the payments to include in the report. If the calculations are unpaid, the dates referenced are the pay dates on calculations. If the calculations are paid, the dates reference the payment dates on the checks and EFTs.



Period end date. In the Period end date field, select a date or date range of payments to include in the report based on period ending dates of associated calculations. If multiple calculations are paid by a single check, the entire check is omitted from the report, even if one calculation meets the period end date filter.




Create an output query of [ ]. If you mark Create an output query of, you can select for the program to create a query of the included employees, calculations, or checks if paid calculations are included in the report. You can use the query later in other areas of Payroll.

Report orientation [ ]. Select Portrait for the report to appear vertically or Landscape for the report to appear horizontally. When running the report in detail with a portrait orientation, you may need to remove or decrease the width of some columns to prevent cutting off data.

Filters Tab



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Columns Tab

Use the Columns tab to select the columns of information included in the report. If you are creating a Summary report type, the Columns tab is disabled.









Format Tab


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Note: The heading defaults to Compensation and Deductions Register in the Title field. You can leave this as the title for your report or enter your own.




Detail. Use Detail to select the employee salutation to use in the report.





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EFT ReportThe EFT Report provides a detailed view of any EFT files created from Payroll. You can use this report to review and archive payroll EFT transactions for your organization.

The EFT Report has tabs on which you set parameters: General and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.


General Tab


EFT file name. In this field, enter or look up the file name of the EFT file to include in the report.

This EFT File Was Created Using [ ] Logon Cards. If logon cards were used in creating the EFT file, enter the number of cards in this field. You can enter 0, 1, 2, 3, 4, or 5, with 0 being the default number. Information for each logon card is displayed in the grid.

This EFT file was created using a carriage return/line feed. If the EFT file was created using a carriage return or line feed, this checkbox should be marked.

Format Tab



Note: The heading defaults to EFT Report in the Title field. You can leave this as the title for your report or enter your own.

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Criteria. Use Criteria to help you remember the criteria used to create the report, including the saved report name and the name of the EFT file used in the report. Mark Print these criteria on and select a separate page or the first page. Your selections print in the criteria section of the report.


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Employee Event ReportThe Employee Event Report provides a detail or summary listing of employee event records created during a specified period of time. Typical employee events include hire and separation/termination dates.

The Employee Event Report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab


Report format. In this field, designate whether to run a detail or summary version of the report. If you select Summary, the report is organized by Event ID only and provides the total of event records, by record ID, for the specified period of time.

Scheduled date. In the Scheduled date field, select a date or date range for the events to include in the report. The scheduled dates referenced are the dates the events were scheduled to take place as specified on the event records. If you select <Specific range>, you can specify a start and end date.

Actual date. In the Actual date field, select a date or date range for the events to include in the report. The actual dates referenced are the dates the events actually took place as specified on the event records. If you select <Specific range>, you can specify a start and end date.


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Create an output query of employees. If you mark Create an output query of employees, you can select for the program to create a query of the included employees. You can use the query later in other areas of Payroll. This option is available only when running a detail version of the report.


Filters Tab










Format Tab



Note: The heading defaults to Employee Event Report in the Title field. You can leave this as the title for your report or enter your own.


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Detail. Use Detail to select an employee salutation to be used in the report. This format option is available only when running the report in detail format.


Sort/Break. Use Sort/Break to select the order for information to appear on the report and where breaks fall between sets of information. This format option is available only when running the report in detail format.





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Flex Spending Plan ReportThe Flex Spending Plan Report provides details of cafeteria plans, including flex plan amounts, withholding by date, paid by date, and balances per employee for a specified period of time.

This report is typically run by payroll administrators to verify the flex spending plan deductions set up for employees. It is also used to verify calculated withholding and disbursements made to date.

The Flex Spending Plan Report has tabs on which you set parameters: General, Filters, Columns, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab


FSP start date. In the FSP start date field, select the starting date or date range of the flex spending plans to include in the report. The date referenced is the start date designated on flex plan deduction records, which are added and viewed on the Compensation/Deductions tab of an employee record. If you select <Specific range>, you can specify a start and end date.

FSP end date. In the FSP end date field, select the ending date or date range of the flex spending plans to include in the report. The date referenced is the end date designated on flex plan deduction records, which are added and viewed on the Compensation/Deductions tab of an employee record. If you select <Specific range>, you can specify a start and end date.

Include only Flex Plans with a positive balance. Mark this checkbox to include only flex plans with a positive remaining balance in the report.


Include activity withheld only if the corresponding calculation has been paid. If you mark this checkbox, the report will not include amounts deducted by unpaid calculations.

Include withholding and disbursement detail. Mark this checkbox to include a section in the report listing the transaction date, type, and transaction amounts of withholding and disbursements.

Include changes in plan eligibility. Mark this checkbox to include a section in the report listing changes in employee eligibility, which are recorded on employee flex plan deductions.

Create an output query of employees. If you mark Create an output query of employees, you can select for the program to create a query of the included employees. You can use the query later in other areas of Payroll. This option is available only when running a detail version of the report.


Filters Tab





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Columns Tab











Format Tab



Note: The heading defaults to Flex Spending Plan Report in the Title field. You can leave this as the title for your report or enter your own.


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220 CHAPTER





Payroll Expense ReportThe Payroll Expense Report lists employer expenses by department or an element of the general ledger distribution over a specified date range. These elements include account segments and account characteristics. You can also include optional employer benefits and local taxes in the report, which can be run in detail or summary.

The Payroll Expense Report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

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General Tab




Period end date. In the Period ending date field, select a date or date range of payments to include in the report based on period ending dates of associated calculations. If multiple calculations are paid by a single check, the entire check is omitted from the report, even if one calculation meets the period end date filter.


Include these employer expenses. Select the expenses to include in the report. You can select gross pay, social security, medicare, FUTA, SUDA, SDI/workers compensation, as well as local taxes and optional benefits.

Break down expenses by. In this field, select whether to break down employer expenses by the employee’s primary department or by estimated full‐time equivalency (FTE) in a department. You can also break down expenses by account segment or account characteristic. If you break down expenses by account segment or characteristic, select the segment or characteristic to use in the corresponding field.





Filters Tab










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Format Tab



Note: The heading defaults to Payroll Expense Report in the Title field. You can leave this as the title for your report or enter your own.




Detail. Use Detail to select details specific to the Payroll Expense Report, including how employees names and IDs appear in the report. The employee identifier field selection also determines the column heading in the report, either Employee ID or Social Security Number. These name and ID fields are available only if you are running a detail report.

If you break down expenses by account segment or characteristic, you can summarize expenses by department using specific assignments, which you designate in the corresponding table on the Detail screen.

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Mark Show hours worked to include a column the report, appearing to the the left of the gross pay column, for the hours associated with each payment used in the report.








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Payroll JournalThe Payroll Journal provides a listing of calculations (paid, unpaid, or both) and/or payment components, along with the related account distributions. Payment components include pay types, deductions, benefits, and taxes. This report is typically used to help payroll administrators review checks, as well as the distribution of pay types, deductions, and/or employer expenses.

The Payroll Journal has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

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General Tab












Include employer liabilities and expenses. Mark this checkbox to include a section in the report for employer contribution benefits and employer taxes.

Filters Tab









232 CHAPTER

Format Tab



Note: The heading defaults to Payroll Journal in the Title field. You can leave this as the title for your report or enter your own.




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Detail. Use Detail to select details specific to the Payroll Journal, including how employee salutations appear in the report. If you mark Show distribution for these characteristics, you can select the characteristics to include. If you choose one characteristic, you can mark Show characteristic as a column in the main report body. The marked characteristic appears as a separate column on the report. If you choose multiple characteristics, you can choose Show transaction total. This prints the debit or credit total for each line item.


Grand Totals. Use Grand Totals to show combined totals for account and transaction characteristics. If you have the optional module Projects and Grants and have defined transaction codes, additional checkboxes appear. You can use the Up and Down buttons to order the characteristics to appear on the report. By selecting grand total options here, you can print a separate report of summarized transaction account information.





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238 CHAPTER


Payroll RegisterThe Payroll Register provides a list of paid and/or unpaid calculations, as well as a summary of amounts paid to your employees over time. This report is typically used to help payroll administrators verify payments and is often run after calculations are created for each payroll period. This report is also used to review the history of calculations and checks, as well as to summarize the earnings of employees for a specified duration.

By default, Payroll includes two pre‐defined Payroll Register parameter files: the Unpaid Calculations Register, which includes unpaid calculations, and the Paid Calculations Register, which contains paid calculations.

The Payroll Register has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.


General Tab









240 CHAPTER


Include calculation detail for. In this field, select whether to include calculation detail for gross pay, deductions and taxes, and/or employer expenses.

• Gross Pay ‐ If this is marked, a section for earnings appears in the report.

• Deductions ‐ If this is marked, a section for employee deductions appears in the report.

• Taxes ‐ If this is marked, a section for employee taxes appears in the report.

• Employer Expenses ‐ If this is marked, a section for employer contribution benefits and employer taxes appears in the report.

Print a [ ] report in [ ] orientation. In these fields, you determine whether to print a detail or summary report in portrait or landscape format. If you are printing a detail report, the portrait orientation is not available. If you are printing a summary report, additional Summarize activity by fields appear in which you specify how activity is summarized.

• Summarize activity by ‐ In the first Summarize activity by field, you can summarize activity by category, type of compensation, compensation type ID, and pay stub ID.

If you select “Category”, activity is summarized by pay category, deduction category, and/or benefit category. Taxes are summarized by type (federal, state, and/or local).

If you select “Type of compensation”, activity is summarized by gross pay entries, deduction activity, and employer expenses.

If you select “Pay stub ID”, activity is summarized by pay stub ID.

• Summarize activity by ‐ In the second Summarize activity by field, you can summarize activity by quarter or calendar year. Depending on your selection, up to five columns are displayed in the report, one for each quarter or calendar year that falls completely within the specified payment date range. The date ranges are determined by the transaction dates specified in the Include transactions with these dates frame.

If the payment date range selected does not include an entire quarter or calendar year, only a portion of the data from that quarter or calendar year is totaled. If you are attempting to compare data from entire years or quarters, make sure you designate dates that encompass the years or quarters you are comparing.

Create an output query of [ ]. If you mark Create an output query of, you can select for the program to create a query of the included employees, calculations, or checks if paid calculations are included in the report. You can use the query later in other areas of Payroll.

Filters Tab










Format Tab



Note: The heading defaults to Payroll Register in the Title field. You can leave this as the title for your report or enter your own.

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Detail. Use Detail to select an employee salutation to be used in the report.

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Project Distribution ReportThe Project Distribution Report lists debits and credits associated with projects, classes, or transaction codes. The transactions listed are created by Payroll calculations and adjustments. You can run the report in detail or summary.

The Project Distribution Report has tabs on which you set parameters: General, Filters, and Format. To move among the tabs, click Next and Back at the bottom of the screen or select a tab. On these tabs you specify information to include in the report and how the report should look. For more information about creating a report, see “Creating Reports” on page 10.

General Tab





Payment post date. In the Payment post date field, select a date or date range of payment post dates to include in the report.

248 CHAPTER




Include adjustment transactions. You can include adjustment transactions, which show how adjustments impact existing distributions.

Create an output query of [ ]. If you mark Create an output query of, you can select for the program to create a query of the included projects, employees, or payments. You can use the query later in other areas of Payroll.


Filters Tab











Format Tab



Note: The heading defaults to Project Distribution Report in the Title field. You can leave this as the title for your report or enter your own.

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252 CHAPTER

Detail. Use Detail to select details specific to the Project Distribution Report. If you mark Show distribution for these characteristics, you can select the characteristics to include. If you choose one characteristic, you can mark Show characteristic as a column in the main report body. The marked characteristic appears as a separate column on the report. If you choose multiple characteristics, you can choose Show transaction total. This prints the debit or credit total for each line item.


Grand Totals. Use Grand Totals to show combined totals for transaction characteristics. If you have the optional module Projects and Grants and have defined transaction codes, additional checkboxes appear. You can use the Up and Down buttons to order the characteristics to appear on the report.





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Index

Aaccessing

reports 3see also, navigating

account distribution reportoverview 176tabs

filters 178format 179general 177

action by association reportoverview 38tabs


action listingoverview 24tabs


action reportsaction by association report 38action listing 24action summary report 31track status report 44

action summary reportoverview 31tabs


adding reports 10adjusted gross wage report

overview 185tabs

columns 188filters 187format 189general 186

attendance statistical reporttabs


Bbank account reports

bank profile report 54bank reconciliation report 61bank register report 67

bank profile reportoverview 54tabs


bank reconciliation reportoverview 61tabs

format 63general 61

bank register reportfilters button 68overview 67tabs

format 70general 67

benefit profile reporttabs


Ccreating, see addingCrystal report, linking with an export file 78custom report

creating 78overview 78

Ddeduction profile report

tabsfilters 94format 95general 93

258

EEFT report

overview 202tabs

format 203general 203

email, sending reports 19employee attendance history

tabsfilters 137format 138general 136

employee attendance summarytabs


employee event reportoverview 207tabs


employee profile reporttabs


export, editing for a custom report 81exporting reports 17

Fflex spending plan report

overview 214tabs


Hhours worked report

tabscolumns 154filters 153format 154general 151

Ppay type profile report

tabs


payroll expense reportoverview 221tabs


payroll journaloverview 229tabs


payroll registeroverview 238tabs

filters 195, 240format 197, 241general 194, 239

position profile reporttabs


previewing reports 17printing reports 16project distribution report

overview 247tabs


Rreport

accessingcategories 2creating 10exporting 17overview 10previewing 17printing 16sending as email 19

Sstudent directory

overview 99tabs

address 100columns 102filters 100format 103

INDEX 259

general 99relation address 101

Ttab

columns 9filters 7format 9general 7overview 6

time entry batch reporttabs


time sheetstabs


track status reportoverview 44tabs


transaction reportsaccount distribution report 176adjusted gross wage report 185EFT report 202employee event report 207flex spending plan report 214payroll expense report 221payroll journal 229payroll register 238project distribution report 247

260

Documents

Financial Edge Payroll Reports Guide · 2019-10-02 · Time and Attendance Reports • Attendance Statistical Report • Employee Attendance History • Employee Attendance Summary