Custom Daily Payroll/Batch Report

The Custom Payroll Report allows you to define and customize reports for daily payroll or batch check entry data.  The Custom Report has no defined report specifications, so no report will be generated until you have set up and customized your selections.  This report provides a wide range of selection criteria and lets you select the ordering of the report, which subtotal(s) will be printed, and whether the report is printed in summary or detail mode.

In addition to selection criteria, ordering and subtotals, this report also allows you to select the columns that appear on the report.  This means this one report can be used to obtain payroll entry data in many ways.  For instance, you may want to proof your payroll sorted by field or job.  Another time, you may have deductions entered through Daily Payroll and need a report to check your deduction totals.  You may also just want to see summary totals of all the crews that worked.  This one custom report will allow you to review your payroll entries in numerous ways.

Go to Payroll > Daily Payroll Entry > Custom Daily Payroll/Batch Report.

Starting Date / Ending Date

Enter the starting and ending date range for your payroll entry dates.  In order to use this report with Batch Check Entry data, you must enter the numerical day in the Day column.  Click on the lookup button or press [F4] to select a date from the calendar popup.

The Following Entries are Optional.  Selecting more criteria will narrow your report results. 

Starting Time Sheet # / Ending Time Sheet #

Enter the time sheet range you want the report to print.

Crew ID

If you only want employees on a specific crew printed, enter the crew number here. (All other checks will not be printed or finalized and can be printed later.) Otherwise, leave this entry blank to print all crews.

You can also select multiple crews by clicking the button to the far right of the Crew ID entry. Select your crews and click Ok. The entry will then show ‘Mult’.

Created On

Select the checkbox next to Created On to use this entry. This option allows you to select records from Daily Payroll based on when they were originally created, whether the entries are imported or entered manually.

When including data from the Current Batch (checks already created) the Created On entry selects records based on the creation date of the check header, not the line items. 

Department

Enter the Department to print.  Click on the lookup button or press [F4] to select a department from the list.

Operator

You can print the report for the Daily Payroll entries made by an individual operator, or leave this blank to include all entries in the Daily Payroll file.

G/L #

Enter a labor expense account to select for this report. Press [F4] or click on the lookup button to use the lookup to select an account. Leave this entry blank to select all detail lines.

Cost Center

Enter a cost center to select for this report. Press [F4] or click on the lookup button to select a cost center from the lookup. Leave this entry blank to select all detail lines.

Job ID

Enter a job code to select for this report. Press [F4] or click on the lookup button to select a job code from the lookup. Leave this entry blank to select all detail lines.

Grower #

If you are a farm labor contractor, you can enter a grower account number here to select for this report. Press [F4] or click on the lookup button to select a grower account from the lookup. To select detail lines for all growers, leave this entry blank.

Wage Type

If you want to print the details lines for a specific wage type, enter the wage type here. Click on the lookup button or press [F4] to select a wage type from the lookup. Leave it blank to select detail lines for all wages types

Employee #

Enter the Employee Account # to print.  Click on the lookup button or press [F4] to select the Employee from the lookup.

Print Sub-Minimum Wage Lines Only

Selecting this checkbox will print only line items for piecework wage types that do not make minimum wage.

Generate Minimum Wage Adjustments

When this checkbox is selected, the program will print the amount of the minimum wage adjustment needed for each line item.

Summary Report

Select this checkbox if you only want the subtotals and do not want to see all of the detail lines on the report. Leave it unchecked to see all of the detail on the report.

Double Space Report

Select this checkbox if you want a double space between lines on the report.

Print Selection Criteria at End of Report

Select this checkbox if you want the selection criteria to print at the end of the report.

Ordering

Click on this button to select the order that you want to print the report in.  When you click on the Ordering button, the following window will appear:

The list on the left side of the window shows you the fields that are available for ordering the report. The list on the right side of the windows shows you the fields that are currently selected for ordering the report.

To add a new field to the selected list, first highlight it, and then click on the Add button. To remove a field from the selected list, highlight it and then click on the Remove button.

If you want to change the order of the fields in the selected list, highlight a field in the list and then click on the Move Up and Move Down buttons.

Customize

Click on this button to tell the program which columns you want to see on the report.  See the section below for more details about selecting the columns and changing the appearance of the report.

Employee Selections

You can use the Employee Selections window to further filter employees, including H-2A if you have H-2A employees.

Subtotal Level

This setting allows you to pick which field(s) the report will print subtotals for. Each field that has been added to the ordering sequence for the report will appear here, in the order that you selected.

The report always includes subtotals for any fields that come before the field you select as the Subtotal Level. For example, if the report order is Crop Center, Job ID, Check Date and you select Job ID as the Subtotal Level, the report will print subtotals by Job ID and by Cost Center.

If the report order is Crop Center, Job ID, Wage Type, Rate and you select Wage Type as the subtotal level, you will get a report with subtotals for Wage Type, Job ID, and Cost Center.

Daily Payroll/Current Batch

These checkboxes determine the source of the data for the report.  This report can print information that is entered in the Daily Payroll file and/or the Batch Payroll Check file.  At least one checkbox must be checked for the report to run.

Excel Filename

Customizing Report Settings

The Custom Daily Payroll/Batch Reports does not have a predefined report set up.  This means that the first time you select this option, you will need to add columns to print on the report, or nothing will be printed at all!

Click on the Customize button to add columns to your report.  This option is designed to save your selections when you give the program a title for the report that you are setting up.  You can set up and save multiple reports definitions.  At the present time, the report definition only includes the ordering and column information.  In the future, you will be able to customize report settings for sub-headings and sub-totals.

When you click Customize the following window will appear:

Title

Enter a name for the report.  If you are setting up a new report and there is already a title appearing, click on the New Report button to clear the selections and start a new report.  The Title that you enter here will appear at the top of each page.

To select an existing report definition, click on the lookup button or press [F4] to select the report title from the lookup list.

Columns

When setting up a new report you will need to select the information that will appear in columns on the report.  When you click on the Columns button the following window will appear: 

    

Double click on the field name in the Available Fields list to add it to the Selected Fields list.  You may also highlight an available field and click Add or press Ctrl+A to add it to the list of Selected Fields.

The order you select the fields will determine the order they will appear on the report.

If you want to change the order of the fields in the selected list, highlight a field in the list and then click on the Move Up, Move Down, Move to Beg., or Move to End buttons.

Column Properties

Click on the Properties button to edit the settings for the currently selected column.  In the Properties window you can control the appearance of each column on the report.  The following window will appear:

Description

The Description field will start out blank.  The Description does not appear on the report, but if you enter something here it will be used to label this column.  When the description is blank, the Heading text will appear for the description for this column in the list of Available and Selected Fields.

For instance, if you want to use “Code” for the heading for the Wage Type field, you might want to put “Wage Type” in for the description, so it is obvious what information prints in this field.

Heading / Heading 2

The Heading is the column description that will appear on the report.  For longer headings, use the Heading 2 entry to print part of the heading on a second line.

Width

The width is the number of characters the column will use.  The program will default the width based on the standard width for a particular selection.  If you need to increase the column width you can increase this entry.

The actual space used on the report depends on the font size used for the report and the total width of all of the columns that appear on the report.

Alignment

Left Padding / Right Padding

The padding entries will provide additional blank space between the columns.  The report will automatically provide a standard amount of space between columns.  These entries can be used to increase that blank space.  For instance, you might want to set off a group of columns by adding more blank space before and after them.

Bold/Italic/Underline/Strikeout

These options are font settings that you may select.

Click Ok when you have completed your Column settings.

Wrap Text to Next Line

This box can be used for description fields.  When it is not checked, a description that is too long to fit in the space allocated by the Width will simply be truncated.  If you check this box, the description will wrap to a second line so the entire description can be read on the report.

Checkbox

The Checkbox option enables a printed checkmark for fields that may be a Yes or No setting.  (This is not currently used for any fields on the Custom Payroll Batch Report).

Percentage

The Percentage will print the value as a percentage.  There are currently no columns on the custom payroll batch report that would use a percentage.

Suppress Zeros

For numeric columns, check this box if you don’t want anything to appear in this column when the number is zero.

Decimals    

The Decimals is the number of decimals that appear at the end of a numeric field.  For Hours, Pieces, Rate and Amount columns  you may need 2 to 4 digits depending on your entries.

Total This Column

For numeric amounts, check this box to print a subtotal on both subtotal lines and at the end of the report.  You may want subtotals on Piecework Hours, Hours/Units and Amount.