Frequently Used Reports
About
The system offers you a selection of reports to reconcile and validate payroll output. This article highlights frequently used reports as well as the relevant report parameters.
Edition
This feature is available on all PaySpace editions.
Navigation Path
Navigate > Reports > Reports
Ensure that the correct
company and
frequency are selected.
The Location Menu
Category Heading: Payroll
The Component Variance Report
The Component Variance Report provides a comparative, month or run listing of all component figures for a selected period per employee.
The Component Variance Report Parameter's screen from the Standard Reports menu:
Note! All payslip actions except Notes is automatically selected when pulling the Component Variance Report.
In the Component Variance Report Showing with Differences, the total difference per component in the period specified, will display.
An Extract of the Component Variance Report Showing with Differences.
In the Component Variance Report Showing the Sum, the total per component in the period specified, will display.
An extract of the Component Variance Report Showing the Sum.
The Component Posted Units Report
The Component Posted Units Report provides a listing of posted units, hours, or days for a selected component.
Note! All payslip actions except Notes is automatically selected when pulling the Component Posted Units Report.
An extract of the Component Posted Units Report Parameters screen from the Standard Reports menu:
An extract of the Component Posted Units Report:
The Net Payment Listing Report
The Net Payment Listing Report provides a net pay list of all employees for a selected run.
An extract of the Net Payment Listing Report Parameters from the Standard Classic Reports menu:
An extract of the Net Payment Listing Report:
The Pay Rates Report
This report provides a listing of the employee’s package in historical order up until the effective date specified the report parameters.
An extract of the Pay Rates Report Parameters from the Standard Reports menu:
An extract of the Pay Rates Report:
The Payroll Reconciliation Report
The Payroll Reconciliation Report provides current figures or MTD figures of all employees’ components on the payslips. This includes Allowances, Deductions, Net Pay, Fringe Benefits, Company Contributions and Notes. This report is typically used for reconciliation purposes. Filtering options for organisation level, unit, position, region and employee dynamic fields are available.
An extract of the Payroll Reconciliation Report Parameters from the Standard Reports menu:
Note! All payslip actions except Notes is automatically selected when pulling the Payroll Reconciliation Report.
An extract of the Payroll Reconciliation Report:
The Medical Report
The Medical Report provides a listing of the employees’ medical contributions for a chosen period. The report displays both employee deduction and company contributions.
An extract of the Medical Report Parameters from the Standard Classic Reports menu:
An extract of the Medical Aid Report:
Dependants Codes
The information below can be viewed and changed on the Employee Dependants Screen. The meaning of:
- No. of Deps: Number of Dependants
- SP: Spouse
- AD: Adults
- CH: Child
The Pension & Provident Fund Report
The Pension & Provident Fund Report provides a listing of the employees’ Pension or Provident fund contributions for a chosen period. The report includes the fund description as well as the employee deductions and company contributions.
An extract of the Pension and Provident Report Parameters from the Standard Classic Reports menu:
An extract of the Pension and Provident Report:
The Audit Trail Report
The Audit Trail Report provides an audit trail for selected user profiles and screens.
An extract of the Audit Trail Report Parameters from the Standard Classic Reports menu:
An extract of the Audit Trail Report:
The Payslip Report
After the payroll has been processed, you need to generate payslips.
An extract of the Payslip Report Parameters from the Standard Classic Reports menu:
Category Heading: HR
The New Engagements and Terminations Report
To extract a listing of the new engagements and terminated employees for a chosen period, print the New Engagements and Terminations Report.
An extract of the New Engagements and Terminations Report Parameters from the Standard Reports menu:
An extract of the New Engagements and Terminations Report
The Employee Suspension Report
To extract a listing of all suspended employees as of a specified date, print the Employee Suspension Report.
An extract of the Employee Suspension Report Parameters from the Standard Classic Reports menu:
An extract of the Employee Suspension Report:
The Employee Listing Report
The Employee Listing Report provides a list of employee information. The standard fields included, displays in the extract below.
An extract of the Employee Listing Report Parameters from the Standard Reports menu:
An extract of the Employee Listing Report:
The Dynamic Employee Details Report
The Dynamic Employee Details Report provides a list of various pre-defined employee fields that can be selected by you, for example: Employee Number, First Name, Last Name, Employment Date, to name a few.
An extract of the Dynamic Employee Details Report Parameters from the Standard Reports menu:
An extract of the Dynamic Employee Details Report:
The Employee Notes Report
The Employee Notes Report provides a list of notes and reminders captured on the payroll.
An extract of the Employee Notes Report Parameters from the Standard Classic Reports menu:
An extract of the Employee Notes Report:
The Attachment Classification Report
To extract the types of attachments that have been loaded for each employee, print the Attachment Classification Report.
An extract of the Attachment Classification Report Parameters from the Standard Classic Reports menu:
An extract of the Attachment Classification Report:
The Asset Register Report
To extract the assets captured on the payroll, print the Asset Register Report.
An extract of the Asset Register Report Parameters from the Standard Classic Reports menu:
An extract of the Asset Register Report:
The Incident Management Report
To extract a list of incidents between specified dates, print the Incident Management Report.
Incident Management is only available on Master Payroll Edition.
An extract of the Incident Management Report Parameters from the Standard Classic Reports menu:
An extract of the Incident Management Report:
The Disciplinary Report
To extract a list of employees’ disciplinary records, print the Disciplinary Report. The Disciplinary Record Screen is available on the Master, Premier and Lite Payroll Edition.
An extract of the Disciplinary Report Parameters from the Standard Classic Reports menu:
An Extract of the Disciplinary Report:
Category Heading: Leave
The Leave Balances Report
The Leave Balances Report provides a listing of all employees’ opening and closing balances, accrual days, days taken or adjusted, as well as the value of the employees’ leave.
An extract of the Leave Balances Report Parameters from the Standard Reports menu:
An Extract of the Leave Balances Report:
The Leave Transaction Report
The Leave Transactions Report provides a list of all leave transactions for a specified period. Transactions can be printed according to actual period taken or approved month.
An extract of the Leave Transactions Report Parameters from the Standard Reports menu:
An Extract of the Leave Transactions Report:
Category Heading: Costing
The General Ledger Report
The General Ledger Report provides a general ledger listing of the financial entries for a chosen run or period. You have the option to select a file format to export the report from the payroll. The file can be imported to the company’s accounting software package. This report can also be used to verify data by selecting MS Excel as the format.
An extract of the General Ledger Report Parameters from the Standard Classic Reports menu:
Note! If you utilise Quickbooks, Xero or Script that the General Ledger Report can be downloaded from the General Ledger Screen.
Navigate > Reports > General Ledger
Select the format on the General ledger screen as Quickbooks, Xero or Script:
An extract of the General Ledger Report
The Exception Report
Once the General Ledger Report has been generated, you have the option to execute an Exception Report. The Exception Report compares payslips totals to general ledger totals and display differences.
An extract of the Exception Report
Category Heading: Legislative
The tax authority country selected on the Basic Company Information Screen, will determine which reports will display on the Legislation Category Heading. In this section, a few South African legislative reports will be highlighted.
The UIF Declaration File (Tax Country: South Africa)
The UIF contact details are specified on the Basic Company Information Screen.
Navigate > Config > Basic Settings > Company Settings> Basic Company Information
The Basic Company Information Screen: Statutory fields
Once captured, the system will send the UIF Declaration File to the Department of Labour automatically on the 7th of each month. You can retrieve the UIF Report to view the employee deductions and company contributions.
Navigate > Reports > Reports > Standard Classic > Category Heading: Legislative
An extract of the UIF Report Parameters on the Standard Classic Screen:
An extract of the UIF Declaration Report Parameters on the Standard Classic Screen:
Note! If you need to resubmit a declaration file to the Department of Labour you can select to Regenerate File.
The EMP201 Report and EMP201 Breakdown Report (Tax Country: South Africa)
You have the option to retrieve the EMP 201 Report to submit to SARS, or you can retrieve the EMP201 Breakdown Report to view a breakdown per employee per frequency.
An extract of the EMP201 Report Parameters on the Standard Reports Screen.
An extract of the EMP201 Report
An extract of the EMP201 Breakdown Report Parameters on the Standard Reports Screen.
An extract of the EMP201 Breakdown Report
The COIDA Report (Tax Country: South Africa)
The COIDA Report provides two tables, one which displays the breakdown of the figures and one which displays the actual amounts needed to complete the statement of earnings for the Compensation for Occupational Injuries and Diseases Act.
An extract of the COIDA Report Parameters on the Standard Classic Reports Screen.
An extract of the COIDA Report:
An extract of the COIDA Breakdown Report:
Note! The uncapped figures will be used to complete the statement of earnings and that the Capped figures will display the breakdown of figures.
The EEA2 Report (Tax Country: South Africa)
The EEA2 Report displays the number of active African, Coloured, Indian and White males and females within the company. The report also displays the number of foreign nationals, per occupational level.
An extract of the EEA2 Report Parameters on the Standard Classic Reports Screen.
An example of the EEA2 Report
The EEA4 Report (Tax Country: South Africa)
The EEA4 Report displays the number of employees (active and terminated) and their remuneration in each occupational level in regard to their race and gender. The system requires you to configure the components used to display the employees’ remuneration correctly.
An extract of the EEA4 Report Parameters on the Standard Classic Reports Screen.
Note! Ensure that the EEA4 Remuneration Configuration have been set up before drawing the EEA4 Report:
Navigate > Config > Human Resources > Employment Equity > Employment Equity Config
An extract of the EEA4 Report
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