Reports

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Navigation:  Payroll Module > Step 7 - Reports and Exports >

Reports

 

Belina Payroll has a range of reports.  Some of these reports should be printed and viewed for checking purposes whilst others need to be printed on paper and filed, or printed to file, in PDF or another format, and kept to satisfy the legal obligation of keeping records to 7 years or for internal or third party future reference.

Reports are found under the 'View' menu and are grouped under the headings shown:

PayrollViewMenu

Standard Reports - The descriptions, below, show reports being selected and printed one at a time.  There is also a facility to setup all the reports that need to be printed or saved each period and then to allow this to happen in one operation.  

tog_minus        Reports to File

It is essential to run reports and keep them for future reference

 

Decide which reports to print in hard or soft copy format (paper or electronic file).   Nowadays printing paper reports is less frequently done.  We suggest that if paper reports are not printed then the electronic PDF format of the report is kept, preferably with one copy on a reliable cloud storage platform.  The reports to print would include at least the following:

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Payslips

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'Payroll Detail' or 'Payslip Summary' reports

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'Period Journal' (ensuring that the journal is in balance)

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3rd party reports as required e.g. NEC, NSSA.

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All the other reports can be printed when necessary, even from a subsequent period

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Leave and Loan Reports should be printed, as necessary.

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Audit reports show changes to employee master fields, transactions processed, options selected by different users

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Full background audit maintained from which reports may be extracted

 

tog_minus        Range Selection

When selecting a report to print the following screen displays.  This screen enables you to select the data that you would like to have printed :

 

RangeSelection

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Use the buttons on the left-hand-side to select the grouping of employees that you would like reflected on the report e.g. Department

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Select 'Use Tagging' to individually select from the group specific individuals or groupings.  Use the 'Search' facility to assist in finding the employees required.  Notice that the search function works in conjunction with the 'Sort Order'.  Use the 'Sort Order' to help you find employees in an order that suits the type of search you are doing.

 

Tagging.

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Use the down-arrow against 'Report Sort Order' to have the report print in a particular sort order

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Check 'Dot Matrix Printing' to move the default from laser/ inkjet format to dot matrix

 

The range selection screens vary depending on which report is selected.  Some of the functionality allowed includes:

Checkbox, Button

Reports

Explanation

1, 2, 3 Per Page

Payslips

Select the number of payslips to be displayed on a standard A4 sheet of paper but is dependent on Payslip format. Some formats do not have the flexibility

Dot Matrix Printing

Many

Some larger clients use high speed Dot Matrix printers.  Select this checkbox to send the report without the graphical print that is normally sent to an inkjet or laser printer.

Email

Payslips

Email the payslips to employees using the email addresses that have been setup in their Employee Master records.

Employer Contributions

Payslips

Select this checkbox to have payslips include the value of Employer Contributions for certain deductions.

Group by

Select this option to have payslips classified according to a particular criteria  like department

Landscape Orientation

Previews and prints reports in horizontal orientation where required.

Next Pay Date

Payslips

Shows when the employees are getting paid in the next period

Payslip Date

Payslips

Shows the date when the employees are actually getting paid

'Period From' and 'To'

Many

To select the current, prior, or range of periods.  When a range of periods is selected the transactions are summarized. By default the current period is selected.

Preview Button

All

If the 'Preview' option is selected the report is generated and displayed.

Print Button

All

Select this option to send the report to the printer

Print Summary on Last Page

Payslips

Select this option to have the Payslip summary printed on the last page after the payslips are done printing

Report Figures Divided By

This option is used to divide the numbers appearing on a report by a particular factor according to what the user requires (eg. 000's)

Report Sort Order

Allows you to change how the report will come out according to the listed options available.

Separate

The Separate Feature allows the user to select a report for a range of periods and have Belina PayrollHR print a copy of the report for each of the periods included in the range.

Show Additional Columns

Adds columns to some reports to accommodate extra data

Show Basic Pay

Adds Basic Pay column to the Report

Split per Page

Allows you to split data according to various criteria set in the system

Use Tagging

Most

Tag individual employees, or areas such as departments, cost centres or paypoints to include in the report rather than selecting a ranges.

YTD Amounts

Payslips

Select this checkbox to have payslips include year to date values.

 

Sort Orders

Each of the reports has the option to view and print the report in selected report orders.  The selections available differ from one report to the other.

Notice: that some of the selections allow grouping by Alpha and Code.  This is useful where you would like to group transactions by Alpha or Code under each Paypoint, Cost Centre or Department.

Sortorder2

tog_minus        Payslips

Printing Payslips

To print payslips:

•Go the the 'View', 'Payslips', then 'Payslip Print' menu options

•Select the payslip 'Period'

•Enter the 'Payslip Date'.  This could be the cut-off date that is applied for overtime and other transactions for the period, or could be the actual date that the employees receive the payments.

•Select the 'Payslip Format' to be used in the printing of the payslips

•Enter any range selections that there may be to print payslips for selected individuals

•Make any other selections that may be required, when complete

•Press 'Print'

 

Emailing Payslips

To email and to send payslips to employees - See Further Topics - 'Emailing Payslips'.  This describes the setup of the emailing function

 

In Summary:

•Go the the 'View', 'Payslips', then 'Payslip Print' menu options

•Select the payslip 'Period'

•Enter the 'Payslip Date'.  This could be the cut-off date that is applied for overtime and other transactions for the period, or could be the actual date that the employees receive the payments.

•Select the 'Payslip Format' to be used in the printing of the payslips

•Enter any range selections that there may be to selectively send the payslips to targeted individuals

•Make any other selections that may be required, when complete

•Press 'Email'

•An email will be sent to each of the employees with their own individual payslip.  The payslip is password protected to prevent unauthorized access to the information.

 

PayslipsEmail

 

In the example, above, notice that a warning message highlights the fact that one of the employees does not have an email address.  If appropriate this can be resolved before the payslips are emailed.

tog_minus        NSSA Report Setup

Detailed instructions for the setup the NSSA Remittance report are available under Further Topics, here is an overview of steps:

•Go to the 'View', 'Third Parties', 'Pension', 'NSSA' menu options

•Fill in the Postal Address details of your organization together with the SSR and EC No.

•Press the Setup button to setup the Transaction Codes related to NSSA

•Press the NSSA Limits button to set up Contribution limits

NSSA - Header