Reports — User Guide

Module: HR Payroll
Audience: Payroll administrators, finance managers, HR leadership
Version: 1.0.0
Last updated: 2026-07-22

Overview

Reports gives payroll and finance teams a single place to analyze closed payroll data: line-by-line payslip totals, monthly net-income trends per employee, insurance costs by department, and visual charts. Pick a report from the menu, set filters, and view tables or charts on the page.

Reports read from closed pay slip runs. If a month has no closed run, that period will show zeros or empty results.

Prerequisites

There is no "view own" scope — Reports is company-wide.

Step-by-step: Open Reports

1. Go to Payroll → Reports.
2. The page shows three areas: Reports (tables, left), Charts based report (graphs, middle), and filters on the right.
3. Click a report name to load it below the menu.

Expected result: The selected report panel appears. Table reports default to This month; Income summary defaults to This year.

Step-by-step: Payslip report

1. Under Reports, click Payslip report.
2. Set Period (right panel): this month, last month, year ranges, last 3/6/12 months, custom dates, or all time.
3. Optionally narrow by Department and Staff (multi-select below the report title).
4. Review the table: month, payment run date, pay slip number, employee name, gross pay, deductions, tax, rebate, commission, bonus KPI, insurance, net pay, and total cost.

Expected result: One row per employee per closed pay slip line in the selected period. Amounts display in the currency configured on each pay slip run.

Step-by-step: Income summary report

1. Under Reports, click Income summary report.
2. Period defaults to This year — change if needed.
3. Optionally filter by Department and Staff.
4. Review the table: employee number, name, department, net pay for each month (Jan–Dec), and Average income.

Expected result: One row per active employee. Monthly columns show total net pay from payslip runs in that calendar month. Average is computed from months that have non-zero pay in the filtered period.

Step-by-step: Insurance cost summary report

1. Under Reports, click Insurance cost summary report.
2. Set Period and optionally filter by Department or Staff.
3. Review the table: department name and total insurance cost.

Expected result: Insurance totals rolled up by department for the period. Staff assigned to multiple departments may contribute to more than one department total.

Step-by-step: Payslip chart

1. Under Charts based report, click Payslip chart.
2. Select a Year (current year or up to three years back).
3. Select a Staff member from the dropdown below the chart area.
4. View the column chart: monthly insurance, income tax, deductions, and net pay for that employee.

Expected result: Twelve monthly bars for the selected year and staff member, using closed pay slip data only.

Step-by-step: Department payslip chart

1. Under Charts based report, click Department payslip chart.
2. Set Period (this month, year ranges, custom, etc.).
3. View the stacked bar chart comparing payroll components (gross pay, insurance, tax, deductions, commission, bonus, net pay, total cost) across departments.

Expected result: Visual comparison of payroll spend by department for the selected period. Position and staff filters are hidden for this report.

Filter reference

Common issues

Related features

• Payroll → Pay slips — create and close runs that feed all reports
• Payroll → Income tax — monthly tax register from closed runs
• Payroll → Insurance — monthly insurance grid consumed at run time
• Payroll → Settings → Payroll columns — defines columns aggregated in reports
• HR Profile → Reports — separate HR analytics (not payroll financials)