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Generating Payroll Reports

Payroll Management contains options for viewing and analyzing employee pay data along with creating reports for statistical and reference purposes. These are valuable tools for tracking employee payment and calculation data.

Creating User-Defined Reports with the Payroll Control Schedule

You can use the Payroll Control Schedule to create user-defined payroll reports to suit the particular requirements of your organization.

The payroll control schedules you define can then be applied to the following reports to customize the data within these reports:

  • Payroll Check Register (portrait and landscape format)
  • Payroll Schedule (portrait and landscape format)

Creating a Payroll Control Schedule

Payroll Control Schedules are created similarly to how Account Schedules in the General Ledger are created.

To create a user-defined payroll report:

  1. Open Microsoft Dynamics Nav 2016. 
  2. In the Search field, type Payroll Control and select the page from the drop-down list.
    The Payroll Control Schedule page displays.
    payroll_control_schedule.png
  3. On a blank line, enter a name for the new pay control schedule in the Column Header field.
  4. Use the following table to complete the fields in the Payroll Control Schedule page:
Column Description
Column No. A column requires a column number if you want to refer to this column in the formula of another column. You can leave this field blank. This field is limited to 10 alphanumeric characters.
Column Header Enter the text/description to use to identify this column on a printed report. This field is limited to 30 characters.
Column Type The selections made here determine where the column looks to calculate its value. The options include:
  • Formula: Select this option if you want the value of this column to be determined by a mathematical formula based on the value(s) in other column(s).
  • Payroll Amount: Select this option if you want the value of this column to be determined by summing up the amount posted in the Payroll Ledger Entry table.
  • Taxable Amount: Select this option if you want the value of this column to be determined by summing up the taxable amount posted in the Payroll Ledger Entry table.
Formula If the column type (see above) for this line is ‘Formula’, then enter the formula into this field. If not ‘Formula’, leave the field blank. Select this option if you want the value in this field to be determined by a mathematical formula based on the value(s) in other column(s).
Show Opposite Sign Check this field if you want the amounts in this column to display using the opposite sign (plus or minus) from that, which is stored in the Payroll Ledger Entry table with the sign they display in the Payroll Journal.

NOTES:

  • An example would be deductions. If your report showed the total of deductions for a certain period, they would show as a negative since that is how they are posted to the Payroll Ledger.
  • Employee contributions are stored as a negative number, so to show those values as positive numbers in a report, you would select this option.
Show This column determines whether or not the amounts in this column show on the report. Your options include:
  • Always: Select this option if you want the amount for this column to show regardless of its value. This is the default selection.
  • Never: Select this option if you want the column to never show.
  • When Positive: Select this option if you want the amount for this column to show only when the value is positive.
  • When Negative: Select this option if you want the amount for this column to show only when the value is negative.
NOTE: In the case of the last two options, the sign of the amount is tested (determined to be positive or negative) before the ‘Show Opposite Sign’ selection is taken into account.
Type Filter If the Column Type for this line is ‘Formula’, then leave this field blank. Otherwise, use this field to select the payroll control types you want the program to consider to determine the amount calculated for this column. Leaving this field blank brings in all control types.

Your options include:

  • 0 – Paid Hour
  • 1 – Hour
  • 2 – Earnings
  • 3 – Bonus
  • 4 – Income Tax
  • 5 – Employment/Unemployment Tax
  • 6 – Other Tax
  • 7 – Net Pay
  • 8 – Pre-Tax Deductions
  • 9 – Deduction
  • 10 – Week
  • 12 – Miscellaneous
NOTE: Number 11 – Accrual is not available as an option. The following columns are all filters of varying types. These can be used to reduce or more clearly define the controls that are used in determining the values reported.

Your options include:
  • Name
  • Rep. Auth. Type Filter
  • Work Rep. Auth. Code Filter
  • State Filter
  • Locality Filter
  • Work Type Filter
  • G/L Post Type Filter
  • Employer No. Filter Tax Form Filter
  • Tax Form Class Filter
  • Payroll Control Code Filter
  • Global Dimension Filters
Most of these fields can be found in the General tab of the Payroll Control Card. NOTE: These filters are set the same as the filters that are set in the Base Amounts table of a payroll control.
Name Filter If the Column Type for this line is ‘Formula’, then leave this field blank. Otherwise, use this field to select the payroll control types you want the program to consider to determine the amount calculated for this column. Leaving this field blank brings in all control types.
Rep. Auth. Type Filter If the Column Type for this line is ‘Formula’, then leave this field blank. Otherwise, use this field to select the payroll control types you want the program to consider to determine the amount calculated for this column. Leaving this field blank brings in all control types.

Your options include:
  • Federal
  • State
  • Local
  • Other
Work Rep. Auth. Code Filter If the Column Type for this line is ‘Formula’, then leave this field blank. Otherwise, use this field to select the payroll control types you want the program to consider to determine the amount calculated for this column. Leaving this field blank brings in all control types.
Payroll Control Code Filter If the Column Type for this line is ‘Formula’, then leave this field blank. Otherwise, use this field to select the payroll control types you want the program to consider to determine the amount calculated for this column. Leaving this field blank brings in all control types.

Your options include:
  • …Range
  • And
  • Or
  • Greater Than
  • Less Than
  • Not Equal

Running Payroll-related Reports

Use the Reports option to view and print all payroll-related reports. This option includes reports for internal reporting. Some of the reports offered are the Employee Listing, Payroll Calculation Setup, and Payroll Projection.

If your organization has more specific reports set up, these reports can also appear on the Reports list. You can filter on specific fields to generate reports that contain only the information you want to see.

To access the payroll reports:

  1. From the Role Center, click Payroll and scroll down to Reports.
    The Reports folder opens.
  2. Select the report you want.
    Based on your selection, the appropriate page opens.
  3. Use the Field and Filter columns in the available tabs to customize/refine the report data.
  4. Click Preview to review the report before printing.
  5. Once you are satisfied with the report content, click Print.

Understanding Payroll Report Options and Resulting Data

The following provides a brief description of the data captured in some of the reports that are available. For the most part, the Payroll reports provided are self-explanatory. The reports listed here require a bit more detail to understand fully the use and results of the report.

All Payroll reports can be filtered to customize the data returned.

Payroll Check Register Report (standard and Landscape)

This report enables you to print a Payroll Check Register (report) with up to 12 columns. The check number and pay date are automatically included on this report.

You use the Payroll Register table (see, ‘Creating a Payroll Control Schedule’ for details) to define what columns you want included in the report and how you want a payroll check register presented. This table contains the column definitions for a payroll check register. Each record in this table contains the definition of a single column in a Payroll Check Register report. Once you define the columns, you can either print or preview these reports.

Depending on the individual report, you may be able to get up to 12 columns printed. However, if a column is not shown because it is only used as a basis for another column, then that column does not count against this limit.

  • Payroll Check Register, Landscape: This report is the same as the above, only in landscape format. Use this to create reports with several columns.

Payroll Schedule Report (Standard and Landscape)

You can print a Payroll Schedule report with up to 12 columns. Payroll Control Schedules provide the ability to create user – defined payroll reports.

Depending on the individual report, you may be able to get up to 12 columns printed. However, if a column is not shown because it is only used as a basis for another column, then that column does not count against this limit.

  • Payroll Schedule, Landscape: This report is the same as the above, only in landscape format. Use this for reports with several columns.

Import Payroll Journal from Excel

Use this report to import information into a payroll journal using a predefined Microsoft Excel template.

To import a payroll journal from Microsoft Excel:

  1. Open your Payroll Journal.
  2. From the Ribbon, click the Actions tab and then click Import Payroll Lines.
    The Import Payroll Journal page  displays.
    import_payroll_journal.png
  3. In the Workbook File Name field, type or browse to the Microsoft Excel file that you want to import.
  4. De-select the File has header check box if you deleted the header row from the template.
  5. In the Payroll Control Code field, select a payroll control if you do not want to fill the Payroll Control Code on the lines of the template; otherwise leave blank.
  6. In the Document No. field do one of the following:
    • Leave blank if the Import is to be part of a regular payroll calculation and the process of paying (Issuing cheques or direct deposit) will populate the Document No. field with the appropriate data.
    • Populate a text value from the request form if the import is to be used to post the entries without having to perform a calculation:
  • The process automatically adds the employee number to the text entered. This creates a unique document per employee.
  • The process also populates the Bank Payment Type field with Manual Check.
  1. Select the Override Dimensions check box when you want the dimension values from the import to override the dimension values associated with the HR Position for the employee.
  2. Click the Select Pay Cycles link to validate that the values are correct. (The pay cycles are automatically populated with the values from the Defaults tab of the Payroll Journal.)

Creating a Garnishment Report

This report includes the garnishment details for an employee.

Use this report to provide the garnishment authority with the details of the debtors involved, the associated file and reference numbers, the amounts withheld, and the total being remitted. (It also enables you to maintain a ‘backup’ record for payments made to external authorities relative to garnishments.)

The creation of a Garnishment report is typically accomplished after a payroll run has been fully completed and posted both to the general ledger and the payroll sub-ledger (Payroll Ledger Entry table). This ensures that any information of a sensitive nature, such as a garnishment, is based on completely accurate ‘committed’ data that cannot be modified by any other means than an appropriate, auditable adjustment.

After the payroll run is complete, print the report and send the appropriate pages to the external body along with a check or a copy of the EFT remittance advice.

There are two steps to the process for generating a garnishment report:

  • Assigning the garnishment details to a payroll control for the employee - if an employee has been flagged by a garnishment authority to have their pay garnished, you can apply the garnishment payroll control. This control enables you to define the dollar amount by which the employee’s wage is being garnished.
  • Running the report

For information on setting up the fields for enabling the garnishment report, see Reviewing the Payroll Controls Assigned to an Employee.

To create a Garnishment report:

  1. Access the HR Employees list. In the Search field, type HR Employees and then select the page from the drop-down list.
    The HR Employees list displays.
  2. Select the employee that you want to generate the Garnishment report for and from the Ribbon click Edit.
    The HR Employees Card displays.
  3. In the Payroll Details Fact Box section (right side of page), click the linkable number associated to Payroll Controls.
    The Employee Payroll Controls page displays.
  4. Select the Garnishment payroll control and complete the following:
    • In the Garnishment Acct. No. field, enter the garnishment account number assigned to this employee’s file by the garnishment authority.
    • In the Contact Name, Contact Phone, and Contact Extension fields, provide the name and contact details of the garnishment authority’s representative. This individual serves as the contact for the garnishment arrangement.
    • In the SIN No. Suffix field, provide the SIN No. Suffix (For example, CRA garnishments contain the suffix value ‘RI’.). This is printed following the SIN number for the external authority associated with a garnishment.
    • In the Garnishment Description field, provide the garnishment details.
    • In the File/Reference No. field, enter the reference number assigned to the employee’s garnishment file. Used to link the payment to the appropriate file. Enter the file/reference number provided by the garnishment authority.
  5. Click OK.
  6. Access the Payroll Controls. In the Search field, type Payroll Controls and select the page from the drop-down list.
    The Payroll Control List displays.
  7. Select the Garnishment payroll control, and from the Ribbon click Edit.
  8. Expand the General FastTab.
    garnishment_control.png
  9. Make sure that the Garnishment Control checkbox is enabled. 
  10. Add a checkmark to the Include SIN No. Suffix to specify if the SIN No. Suffix is to be printed following the SIN number for the Payroll Control associated with the given garnishment.
  11. Click OK and then click Close.
  12. Access the Garnishment Report page. From the Payroll menu, select Reports > Garnishment Report, or in the Search field type Garnishment Report and select the page from the drop-down list.
    The Garnishment Report page displays.
  13. From the Garnishment Control Filter drop-down list, select the garnishment payroll control.
  14. (Optionally), select the appropriate filters for the Reporting Authority in the Payroll Reporting Authority FastTab.
  15. At this point you may choose to Preview the details to your screen and then whenever you are ready you can choose the Print options.
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