FAQ: Payroll Payments Report

Q: Why is an employee missing from the report?

An employee may not appear if:

• They were marked inactive during the selected date range.
• No payroll was processed for them in that period.
• They were hired after the start date of your filter.

Check the employee's status in the HR module and verify their hire date matches your report period.

Q: Can I export the report to Excel?

Yes. After running the report, click the Export button and choose Excel format. The file will include all visible columns and can be edited further in a spreadsheet application.

Q: What is the difference between "Gross Pay" and "Net Pay"?

Gross Pay is total compensation before any deductions (salary, bonuses, allowances). Net Pay is what actually reaches the employee after taxes, social security, insurance, and other mandatory or voluntary deductions are withheld. Always use the Net Pay figure for your bank transfer amount.

Q: How do I reconcile the payroll report to my general ledger?

The Payroll Payments report shows the cash amount that left your organization. In your general ledger:

• Debit the salary expense account(s) for the gross amount.
• Credit the bank account for the net amount paid.
• Credit the deductions payable accounts (taxes, insurance) for amounts withheld.

Total debits should equal total credits on both the report and ledger.

Q: Can I filter the report by cost center or project?

If your organization uses cost centers or projects, you can often filter by Department. If a more specific cost center filter isn't visible, contact your HR administrator to enable cost center reporting.

Q: Why do totals on my export not match the report screen?

Ensure you are using the same filters on both the report and the export. If the numbers still differ, refresh the page and re-generate the report to confirm the data.

Q: Who can access the Payroll Payments report?

Users with HR read permission or higher can generate the report. Viewing payroll data may require additional compliance approvals depending on your organization's policies. Ask your HR administrator if you believe you should have access.

Q: Can I schedule the report to run automatically?

Currently, you must run the report manually through the Reports section. Your system administrator can set up alerts or reminders to generate the report on a regular schedule if needed.