Show Reports - Job Projects - Create Customised Payroll Reports Easily

Show Reports Overview

Within SapphireOne’s Payroll/HR Mode, there is a valuable feature known as Show Reports. This feature empowers users to craft a wide array of report styles tailored to their specific requirements. It enables users to configure frequently used reports and make necessary adjustments. The key reports that can be created using this feature are listed below. This flexibility ensures that users can generate reports that suit their unique needs efficiently.

Standardised Layout

In SapphireOne, a standardised layout is employed across all Show Report functions to ensure uniformity and user-friendliness. This consistency streamlines the user experience, as learning a single layout suffices for comprehending all Show Report screens, which share similar structures. Each report is accompanied by a title, automatically generated by SapphireOne, positioned below the options section. This title functions as a header for the items featured within the report.

Selecting a Report

After selecting a report option in SapphireOne, you have the flexibility to choose various criteria for the report, as documented below. Once the report has been generated, you can easily export it as either an HTML or CSV file. These files can be opened in any web browser or external spreadsheet program for your convenience.

In the Payroll/HR Mode of SapphireOne, it’s important to understand that all Payroll/HR reports are date-based. Unlike other Show Reports found in other Modes, there isn’t an option to choose specific periods. This means that when generating reports in Payroll/HR Mode, the reports will always be tied to specific dates. This distinction is crucial to keep in mind while working with Payroll/HR Mode in SapphireOne.

Payment Summary

The Payroll/HR Payment Summary Report in SapphireOne is a comprehensive document summarising an organisation’s Payroll/HR transactions. It provides a detailed breakdown of payments made to employees, including wages, allowances, and deductions, for a specified period. This report plays a crucial role in ensuring accurate record-keeping, tax compliance, and transparency in Payroll/HR management. to a certain extent, users can generate and customise this report within the Payroll/HR Mode of SapphireOne to meet their specific Payroll/HR reporting needs.

Query Options (Payment Summary)

Please note that any changes made to report settings require that the button be selected for SapphireOne to update the report with the new details. The Recalculate function allows for updated selections and also displays the most recent data.

• Range – Within the drop-down menu, users will discover a selection of currently 13 options. It is essential to carefully review these choices and choose the one that aligns with your requirements. In the context of Payroll/HR, it’s worth noting that all these options are date-based. The selection made within this menu will automatically populate the From and To fields with the relevant dates, streamlining the process for users.
• Depart Menu – This item serves as a gateway to a drop-down menu featuring various Payroll/HR Departments. This menu offers users the flexibility to make two distinct choices: they can either opt for all Payroll/HR departments encompassing the entire company or select a specific Payroll/HR department tailored to their reporting needs. This versatile feature empowers users to customise their report generation process based on their organisational requirements.
• Query Button – This button serves as a valuable tool for refining the content of a report within SapphireOne. When users require the ability to filter the report based on particular criteria, such as a specific Vendor, they can initiate a comprehensive query by clicking on the Query button. This action prompts SapphireOne to unveil the detailed query pop-up interface, which grants users the capability to conduct thorough searches across SapphireOne’s database, identifying items that align precisely with the specified criteria.

Display Options (Payment Summary)

• Sort Menu – The Sort menu enables you to sort the items in the report according to different criteria. The available sorting options include, ID (Default), or Name.
  • Please note that the small [>] button located to the right of the sorting drop-down menu can be used to invert the sort. This button serves as a toggle, allowing you to reverse the order of the sorting.
• Column By Menu- This drop down Menu plays a crucial role in determining the type of data is presented in each column of the report. There are currently seven distinct options available, each catering to specific reporting requirements:
  • Employee – This option generates a straightforward report with employees listed in columns for easy reference.
  • Employee Class – This choice organises the report based on Employee’s Payroll/HR Classification within each column.
  • Employee Department – This choice organises the report based on the Employee’s Payroll/HR department within each column.
  • Employee Class – This choice organises the report based on Employee’s Payroll/HR classifications within each column.
  • Employee Award – This report focuses on employees’ awards, presenting this information in the initial column.
  • Pay Run – This report arranges the columns to display information according to pay run numbers, providing a clear overview of Payroll/HR data associated with each run.
  • Pay Date – This report organises the columns based on pay run dates, allowing users to track Payroll/HR transactions by their corresponding payment dates.
  • Total Only – In this report, the columns are structured to showcase totals exclusively. It provides a condensed view focused solely on summarised data, ideal for quick reference and analysis.
• Recalculate Button – Whenever you make a change to the report, click on the button to allow SapphireOne to re-calculate the report. Any changes you make will be displayed immediately in the report area.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the following functions.

• Cancel Button – By selecting this button, the current report processing will be canceled.
• Export to HTML Button – Selecting this button will export the current report as an HTML file
• Export to CSV Button – Selecting this button will export the current report as a CSV file. CSV file.
• Print Button – By selecting this button, the printing interface for the current report will be opened

Payment Summary – STP

The Payment Summary Single Touch Payroll/HR (STP) Report in SapphireOne is a streamlined and efficient tool for generating comprehensive payment summaries. This report automates the process of collecting and reporting Payroll/HR data to the Australian Taxation Office (ATO), ensuring compliance with STP regulations. It offers a user-friendly approach, simplifying the creation of payment summaries for each employee, including details on wages, taxes, and deductions. By seamlessly integrating with STP requirements, this report provides businesses with a hassle-free solution to meet their reporting obligations, enhancing accuracy and saving valuable time in the Payroll/HR management process.

Query Options (Payment Summary – STP)

Please note that any changes made to report settings require that the button be selected for SapphireOne to update the report with the new details. The Recalculate function allows for updated selections and also displays the most recent data.

• Range – Within the drop-down menu, users will discover a selection of currently 13 options. It is essential to carefully review these choices and choose the one that aligns with your requirements. In the context of Payroll/HR, it’s worth noting that all these options are date-based. The selection made within this menu will automatically populate the From and To fields with the relevant dates, streamlining the process for users.
• Depart Menu – This item serves as a gateway to a drop-down menu featuring various Payroll/HR Departments. This menu offers users the flexibility to make two distinct choices: they can either opt for all Payroll/HR departments encompassing the entire company or select a specific Payroll/HR department tailored to their reporting needs. This versatile feature empowers users to customise their report generation process based on their organisational requirements.
• Query Button – This button serves as a valuable tool for refining the content of a report within SapphireOne. When users require the ability to filter the report based on particular criteria, such as a specific Vendor, they can initiate a comprehensive query by clicking on the Query button. This action prompts SapphireOne to unveil the detailed query pop-up interface, which grants users the capability to conduct thorough searches across SapphireOne’s database, identifying items that align precisely with the specified criteria.

Display Options (Payment Summary – STP)

• Sort Menu – The Sort menu enables you to sort the items in the report according to different criteria. The available sorting options include, ID (Default), Name or by any Employee ID
  • Please note that the small [>] button located to the right of the sorting drop-down menu can be used to invert the sort. This button serves as a toggle, allowing you to reverse the order of the sorting.
• Column By Menu- This drop down Menu plays a crucial role in determining the type of data is presented in each column of the report. There are currently seven distinct options available, each catering to specific reporting requirements:
  • Employee – This option generates a straightforward report with employees listed in columns for easy reference.
  • Employee Class – This choice organises the report based on employee classifications within each column.
  • Employee Department – This choice organises the report based on the Employee’s Payroll/HR department within each column.
  • Employee Class – This choice organises the report based on employee classifications within each column.
  • Employee Award – This report focuses on employees’ awards, presenting this information in the initial column.
  • Pay Run – This report arranges the columns to display information according to pay run numbers, providing a clear overview of Payroll/HR data associated with each run.
  • Pay Date – This report organises the columns based on pay run dates, allowing users to track Payroll/HR transactions by their corresponding payment dates.
  • Total Only – In this report, the columns are structured to showcase totals exclusively. It provides a condensed view focused solely on summarised data, ideal for quick reference and analysis.
• Recalculate Button – Whenever you make a change to the report, click on the button to allow SapphireOne to re-calculate the report. Any changes you make will be displayed immediately in the report area.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the following functions.

• Cancel Button – By selecting this button, the current report processing will be canceled.
• Export to HTML Button – Selecting this button will export the current report as an HTML file
• Export to CSV Button – Selecting this button will export the current report as a CSV file. CSV file.
• Print Button – By selecting this button, the printing interface for the current report will be opened

Leave Summary Accrual

The Leave Summary Accrual Report in SapphireOne is an invaluable tool for efficiently managing employee leave accruals. This report offers a comprehensive overview of accrued leave balances, including Annual leave, Sick leave, and other types of accrued time off. It simplifies the task of tracking and monitoring leave balances, allowing businesses to make informed decisions about employee scheduling and resource allocation. With its user-friendly interface and accurate calculations, the Leave Summary Accrual Report streamlines the leave management process, ensuring organisations can effectively plan for employee time off while maintaining compliance with leave policies and regulations.

Query Options (Leave Summary Accrual)

Please note that any changes made to report settings require that the button be selected for SapphireOne to update the report with the new details. The Recalculate function allows for updated selections and also displays the most recent data.

• Range – In the Leave Summary Accrual Report, users will observe that there are no options available for selecting ranges. Instead, the only option provided is the To menu, where users input a specific date to generate the report up to the desired date. This straightforward approach ensures precise date selection, facilitating the creation of the report with ease and accuracy.
• Depart Menu – This item serves as a gateway to a drop-down menu featuring various Payroll/HR Departments. This menu offers users the flexibility to make two distinct choices: they can either opt for all Payroll/HR departments encompassing the entire company or select a specific Payroll/HR department tailored to their reporting needs. This versatile feature empowers users to customise their report generation process based on their organisational requirements.
• Query Button – This button serves as a valuable tool for refining the content of a report within SapphireOne. When users require the ability to filter the report based on particular criteria, such as a specific Vendor, they can initiate a comprehensive query by clicking on the Query button. This action prompts SapphireOne to unveil the detailed query pop-up interface, which grants users the capability to conduct thorough searches across SapphireOne’s database, identifying items that align precisely with the specified criteria.

Display Options (Leave Summary Accrual)

• Grouping Menu – This menu is a drop-down option that includes 4 items. It is used to group Payroll/HR items within the report, enabling users to organise and view data in a more meaningful way. With this feature, users can easily categorise and analyze inventory data based on various criteria as follows.
  • Employee or Employee Class – In this report, the first two items in the menu offer users the flexibility to group the report either by individual employees or by employee classes. This versatile feature allows users to tailor the report structure to their specific preferences, enhancing the customisation and usability of the generated report.
  • Employee Department or Employee Award – These next two report options empower users to categorise employees based on either their assigned departments or their assigned awards. This functionality enhances the flexibility and organisation of the generated reports, accommodating varying user preferences and requirements effectively.
• Sort Menu – The Sort menu enables The user to sort the menu according to the following items and note that avail in the names means availability:
  • Employee – ID, Name and Class
  • Personal – Avail, and Value
  • Annual –Avail and Value
  • LSL – Avail and Value.
  • > Button – The small [>] button located to the right of the sorting drop-down menu can be used to invert the sort. This button serves as a toggle, allowing you to reverse the order of the sorting.
• Current + Pro Rata Checkbox- When this checkbox is selected, SapphireOne will compute both the current full amount and the pro rata rate when estimating payments or deductions for any employee. This feature ensures that employees receive or are charged the correct amount, taking into account their actual duration of employment during the pay period.
• Recalculate Button – Whenever you make a change to the report, click on the button to allow SapphireOne to re-calculate the report. Any changes you make will be displayed immediately in the report area.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the following functions.

• Cancel Button – By selecting this button, the current report processing will be canceled.
• Export to HTML Button – Selecting this button will export the current report as an HTML file
• Export to CSV Button – Selecting this button will export the current report as a CSV file. CSV file.
• Print Button – By selecting this button, the printing interface for the current report will be opened

Leave Summary Usage

The Leave Summary Usage Report within SapphireOne is a valuable resource for gaining insights into employee leave utilisation. This report provides a detailed breakdown of leave taken by employees, offering a clear view of their approved time off, including annual leave, sick leave, and other types of leave. By presenting this information in an easily accessible format, businesses can efficiently track employee absenteeism, make informed workforce decisions, and ensure compliance with leave policies. With its user-friendly interface and comprehensive data, the Leave Summary Usage Report aids organisations in effectively managing their workforce’s time off, enhancing operational efficiency, and fostering a well-balanced workplace.

Query Options (Leave Summary Usage)

Please note that any changes made to report settings require that the button be selected for SapphireOne to update the report with the new details. The Recalculate function allows for updated selections and also displays the most recent data.

• Range – Within the drop-down menu, users will discover a selection of currently 13 options. It is essential to carefully review these choices and choose the one that aligns with your requirements. In the context of Payroll/HR, it’s worth noting that all these options are date-based. The selection made within this menu will automatically populate the From and To fields with the relevant dates, streamlining the process for users.
• Depart Menu – This item serves as a gateway to a drop-down menu featuring various Payroll/HR Departments. This menu offers users the flexibility to make two distinct choices: they can either opt for all Payroll/HR departments encompassing the entire company or select a specific Payroll/HR department tailored to their reporting needs. This versatile feature empowers users to customise their report generation process based on their organisational requirements.
• Checkbox –
• Query Button – This button serves as a valuable tool for refining the content of a report within SapphireOne. When users require the ability to filter the report based on particular criteria, such as a specific Vendor, they can initiate a comprehensive query by clicking on the Query button. This action prompts SapphireOne to unveil the detailed query pop-up interface, which grants users the capability to conduct thorough searches across SapphireOne’s database, identifying items that align precisely with the specified criteria.

Display Options (Leave Summary Usage)

• Grouping Menu – This menu is a drop-down option that includes 4 items. It is used to group Payroll/HR items within the report, enabling users to organise and view data in a more meaningful way. With this feature, users can easily categorise and analyze inventory data based on various criteria as follows.
  • Employee or Employee Class – In this report, the first two items in the menu offer users the flexibility to group the report either by individual employees or by employee classes. This versatile feature allows users to tailor the report structure to their specific preferences, enhancing the customisation and usability of the generated report.
  • Employee Department or Employee Award – These next two report options empower users to categorise employees based on either their assigned departments or their assigned awards. This functionality enhances the flexibility and organisation of the generated reports, accommodating varying user preferences and requirements effectively.
• Sort Menu – The Sort menu enables The user to sort the menu according to the following items and note that avail in the names means availability. The following sorting options are available from the sort menu in the order that they are listed.
  • Employee’s – ID, Name, and Class.
  • Personal – Before, Added, Used, and After. (Leave)
  • Annual – Before, Added, Used and After. (Leave)
  • LSL – Before, Added, Used, and After. (Long Service Leave)
  • > Button – The small [>] button located to the right of the sorting drop-down menu can be used to invert the sort. This button serves as a toggle, allowing you to reverse the order of the sorting.
• Recalculate Button – Whenever you make a change to the report, click on the button to allow SapphireOne to re-calculate the report. Any changes you make will be displayed immediately in the report area.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the following functions.

• Cancel Button – By selecting this button, the current report processing will be canceled.
• Export to HTML Button – Selecting this button will export the current report as an HTML file
• Export to CSV Button – Selecting this button will export the current report as a CSV file. CSV file.
• Print Button – By selecting this button, the printing interface for the current report will be opened

Roster by Employee

The Roster by Employee Report in SapphireOne is a valuable tool for efficiently managing workforce scheduling. This report offers a detailed overview of employee rosters, providing a comprehensive view of individual work assignments, shifts, and schedules. It simplifies the process of workforce planning and allocation, enabling businesses to optimise staffing levels and meet operational requirements effectively. With its user-friendly interface and accurate roster information, the Roster by Employee Report streamlines roster management, ensuring organisations can achieve efficient scheduling, reduce labor costs, and enhance overall productivity while maintaining a well-organised workforce.

Query Options (Roster by Employee)

Please note that any changes made to report settings require that the button be selected for SapphireOne to update the report with the new details. The Recalculate function allows for updated selections and also displays the most recent data.

• Range – Within the drop-down menu, users will discover a selection of currently 13 options. It is essential to carefully review these choices and choose the one that aligns with your requirements. In the context of Payroll/HR, it’s worth noting that all these options are date-based. The selection made within this menu will automatically populate the From and To fields with the relevant dates, streamlining the process for users.
• Depart Menu – This item serves as a gateway to a drop-down menu featuring various Payroll/HR Departments. This menu offers users the flexibility to make two distinct choices: they can either opt for all Payroll/HR departments encompassing the entire company or select a specific Payroll/HR department tailored to their reporting needs. This versatile feature empowers users to customise their report generation process based on their organisational requirements.
• Query Button – This button serves as a valuable tool for refining the content of a report within SapphireOne. When users require the ability to filter the report based on particular criteria, such as a specific Vendor, they can initiate a comprehensive query by clicking on the Query button. This action prompts SapphireOne to unveil the detailed query pop-up interface, which grants users the capability to conduct thorough searches across SapphireOne’s database, identifying items that align precisely with the specified criteria.

Display Options (Roster by Employee)

• Sort Menu – The Sort menu enables The user to sort the menu according to the following items and note that avail in the names means availability. The following sorting options are available from the sort menu in the order that they are listed.
  • Employee’s – ID, Name, Date and Scheduled Time.
  • Shift – Break, Hours, and Actual Time.
  • Other – Break, Hours and Fill %
  • > Button – Please note that the small [>] button located to the right of the sorting drop-down menu can be used to invert the sort. This button serves as a toggle, allowing you to reverse the order of the sorting.
• Recalculate Button – Whenever you make a change to the report, click on the button to allow SapphireOne to re-calculate the report. Any changes you make will be displayed immediately in the report area.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the following functions.

• Cancel Button – By selecting this button, the current report processing will be canceled.
• Export to HTML Button – Selecting this button will export the current report as an HTML file
• Export to CSV Button – Selecting this button will export the current report as a CSV file. CSV file.
• Print Button – By selecting this button, the printing interface for the current report will be opened

Remember, when any alterations or changes are made to reports the Recalculate button must be selected each time to re-calculate the report and display the altered details.

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