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Reports & Analytics

Exporting and printing the Employee Ledger report

Download or print the Employee Ledger report in PDF or Excel format for archiving and employee record-keeping.

Jul 11, 2026
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After generating the Employee Ledger report, you can save it as a PDF or Excel file to archive, share with employees, or provide to auditors and tax authorities.

Before you start

  • Generate the report with the filters you need (employee, date range, department, etc.).
  • Ensure the data is correct and complete before exporting.
  • Decide on your export format based on how you'll use the file (PDF for archiving, Excel for further analysis).

Steps

  1. From the Employee Ledger report page, review the data to ensure it is accurate. Open in Usystems

  2. Look for the Export or Download button, typically at the top right of the report.

  3. Choose your export format:

    • PDF – creates a formatted, print-ready document with the employee ledger, headers, and all columns. Best for archiving and sharing with employees.
    • Excel – saves the data as a .xlsx file with full formatting, ready for sorting, filtering, or creating pivot tables.

  4. The file will download to your default download folder. Name it clearly using the employee name and period, e.g., Ledger_Rashid_2026.pdf or Ledger_June_2026.xlsx.

  5. (Optional) To print directly, use your browser's Print option (Ctrl+P or Cmd+P), then select your printer and paper size.

Accounting impact

Exporting the ledger does not affect your general ledger or any accounting records—it is purely a reporting function to preserve and share employee compensation history.

Tips & common mistakes

  • Sensitive data: Employee ledgers contain personal financial information. When emailing or sharing, use a secure channel or password-protected file.
  • Naming convention: Include the employee name and period in the filename to avoid confusion when managing multiple exports.
  • PDF vs. Excel: Use PDF for official records and employee statements; use Excel when you or an accountant needs to analyze further or create pivot tables.
  • Year-end compliance: Export full-year ledgers in December for tax filing and audit support. Keep these files in your compliance archive.

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