Payroll Reports
Payroll Reports help you track, analyze, and stay compliant with payroll data. From high-level summaries to department breakdowns, this module ensures your HR and finance teams always have the right insights at hand.
What You’ll Learn
By the end of this guide, you’ll know how to:
-
- Access and navigate payroll reports
- Generate and configure different report types
- Export and share reports in multiple formats
- Schedule recurring reports
- Analyze trends and compliance data
- Troubleshoot common reporting issues
Getting Started
Prerequisites
-
- HR Admin or Payroll Manager access
- Processed payroll data (for the period you want to report on)
- Report permissions enabled in your role
- Validated data (ensure salary, tax, and deduction entries are accurate)
Types of Reports Available
- Payroll Summary → Overview of payroll totals
- Employee Salary Reports → Individual salary details and payslips
- Tax Reports → TDS, tax compliance, refund summaries
- Department Reports → Payroll by department
- Custom Reports → Build your own views
- Compliance Reports → Legal and regulatory reporting
Accessing Payroll Reports
Step 1: Navigate to Reports
-
- Go to Payroll from the main menu
- Select Reports
- Browse Report Categories
- Click on the report type you need
Step 2: Reports Interface
On the Reports page, you’ll see:
- Categories → Payroll, Tax, Compliance, Custom
- Report List → Available reports within each category
- Quick Actions → Generate, export, or schedule reports
- Recent Reports → Your last generated reports
- Favorites → Pin frequently used reports
Payroll Summary Report
Generate a Payroll Summary
-
- Select Payroll Summary
- Pick a Period (month/year)
- Apply filters (Department, Employee, Currency)
- Click Generate Report
Report Output
-
- Total Employees processed
- Gross Salary (before deductions)
- Total Deductions
- Net Salary (take-home)
- Department-wise breakdown
- Component analysis (HRA, PF, TDS, etc.)
Employee Salary Reports
Generate an Employee Report
- Click Employee Salary Reports
- Select an Employee
- Choose a Period
- Click Generate
Available Report Types
- Payslip → Monthly payslip for an employee
- Salary History → Track salary changes over time
- Component Breakdown → Detailed salary structure
- Tax Summary → Tax deducted for the employee
Tax Reports
Generate Tax Reports
- Go to Tax Reports
- Select a Report Type (TDS Summary, Compliance, Refund, etc.)
- Set the Period
- Click Generate Report
Report Output
- Employee-wise tax deductions
- Total tax deducted in period
- Tax slabs and calculations
- Compliance status
Department Reports
Generate Department Reports
- Select Department Reports
- Choose a Department
- Set the Period
- Click Generate
Report Features
- Department payroll overview
- Employee count and salary totals
- Salary distribution within department
- Cross-department comparison and trend analysis
Custom Reports
Create a Custom Report
- Go to Custom Reports
- Choose a Template or start from scratch
- Select fields (Employee ID, Department, Deductions, etc.)
- Apply filters, sorting, and grouping
- Preview → Save → Generate
You can also schedule custom reports to run automatically.
Scheduling Reports
- Go to Schedule Report
- Select the report you want to schedule
- Set Frequency (Daily, Weekly, Monthly)
- Add Recipients (emails)
- Confirm delivery format (PDF, Excel, CSV)
Manage schedules:
- Edit or pause existing schedules
- Delete outdated schedules
Exporting & Sharing Reports
- Export Options → PDF, Excel, CSV, HTML
- Email Reports → Send directly from system with message note
- Download Reports → Save to local storage
Analytics & Insights
- Trend Analysis → Track salary/expense growth over time
- Comparison Charts → Compare months, employees, or departments
- Distribution Analysis → Salary ranges or deduction spread
- Forecasting → Predict upcoming payroll costs
Best Practices
- Schedule reports → Avoid last-minute rush
- Validate data before running reports
- Standardize formats (PDF for sharing, Excel for analysis)
- Archive old reports for audits and compliance
- Restrict access to sensitive payroll reports