Reports¶

Reports in paiyroll® support a variety of functions including:

The electronic equivalent of a paper report. Examples:
- Payslips
- Pre-approval reports showing summary information about a pay run.
- Analytic reports covering, for example multiple pay runs.
Automated sending of information. Examples:
- Sending information about a pay run to the tax authority.
- Sending information about pension contributions to a pension provider.
Automated receiving of information. This is covered in more detail under Data Feeds, but examples include:
- Updating company or worker tax information using information fetched from the tax authority.
- Uploading worker’s Pay Item values using information fetched from an external file or system.

Reports can have upto two aspects which reflect this diversity:

submission aspect

The submission aspect performs the automated sending or receiving of information using Workflow Definitions to handle the automated steps involved.

view aspect

The view aspect is typically invoked by clicking on a document name on the My Documents page or the history of an entry on the My Data Feeds. Depending on the type of report, the report can be viewed in (or saved or printed from) the browser, or can be downloaded as needed. For convenience, additional links are provided which can download multiple related documents in one step:

An administrator can fetch all the pre-approval reports for a pay run before it is approved, or all reports for a pay run afterwards.
A worker can fetch all their pay slips for a tax year.

Report Definitions¶

At configuration time Report Definitions instantiate Report Templates for use by a Company, and the available choices are by the governed by the Company’s country.

Note that any password settings are stored in encrypted form. However, unlike user passwords, they must be decrypted for use, so it is recommended that the browser is exited after any interaction with passwords in Report Definitions.

Report Templates¶

Reports Definitions are based on Report Templates which fall into Categories which define when they are invoked:

Report Template Categories¶
Category	Notes
Analytics	See Analytics.
Data feed using APIs	See Data Feeds.
Data feed requiring manual input	See Data Feeds.
Pay run review	Invoked after a pay run to provide information relevant to approval of the run.
Pay run approved	Invoked after a pay run is approved. (Also invoked where possible before approval as a dry-run to verify credentials and, in some cases, even content).
Employee pay run	Invoked by a worker in order to view information about a pay run, notably their pay slip.
Employee end tax year	Invoked on each worker at the end of the tax year. For example, in the ‘GB’ country, this includes P60 generation.
Employee end employment	Invoked on each worker at the end of their employment. For example, in the ‘GB’ country, this includes P45 generation.

Report Templates are associated with a country, and a Company can only use those matching its country, or “Universal”, from the table below.

Report Templates and their Countries¶
Name	Description	Country
Analytics
Finance Journal	Financial rollup of pay runs	Universal
Data feed pay run
GB HMRC DPS	HMRC Data Provisioning Service	GB
GB NEST Opt-Out	AE NEST web services opt-outs	GB
GB People’s Pension opt-outs	Fetch pension opt-outs	GB
Data feed start tax year
GB PAYE tax code changer (P9X)	Pre-start of tax year processing	GB
Data feed end tax year
Data feed daily
Data feed requiring manual input
GB Upload workers CSV	Add or update workers	GB
Upload shift CSV	Uses PayPer-based shifts	Universal
Pay run review
Pre-approval summary2	Pre-approval summary spreadsheet	Universal
Timesheets	Timesheets in period	Universal
Worker payment (PDF)	Worker payment PDF file format	Universal
Pay run approved
GB BACS Barclays	Barclays BACS File Format	GB
GB BACS Santander	Santander BACS File Format	GB
GB NEST Enrol and Contribute	AE NEST web services contribution and enrollment	GB
GB NEST contribution	AE NEST contribution schedule	GB
GB NEST member	AE NEST member enrolment	GB
GB Pension letters	GB Pension letters	GB
GB People’s Pension contributions	Submit pension contributions	GB
GB People’s Pension full file	GB People’s Pension full file (csv)	GB
GB RTI EPS	HMRC Employer Payment Summary	GB
GB RTI FPS	HMRC Full Payment Submission	GB
GB SmartPension PAPDIS	AE SmartPension PAPDIS 1.0	GB
GB Wage analysis	GB Wage analysis	GB
GB Xero journal	Submit payroll journal	GB
Worker payment (txt)	Worker payment text file format	Universal
Employee pay run
Jinja (Employee pay run)	Jinja Template - Employee pay run category	Universal
Payslip	Payslip	Universal
Employee end tax year
GB P60	Annual tax summary	GB
Employee end employment
GB P45	Employment end summary	GB

Reporting engines¶

Report Templates are implemented using different engines depending on the nature of the report. These engines form the basis of the customisability (for text-based reports), behaviour of the report (for network-centric reports) and so on as described here.

Text files, flat¶

Flat text files can be specified using the following settings:

Header template: Header
Row template: Body specification
Trailer template: Footer
Filename: Output filename

Pre-defined templates using this engine are provided for common GB usage, and Universal usage, but definitions using these templates can be easily repurposed to generate any text output using the Header, Row and Trailer settings. Each setting is a string written using a macro language. The macro language can specify:

Fixed text.
Data items specified using the notation {dot.qualified.name}. Any part of the content of a Pay Run snapshot can be selected in this way. Generally the prefix of the name is just the key hierarchy in the snapshot, though for the “Row template”, the current employee is implicitly selected.

In addition, some predefined dot.qualified.names are added by the engine itself for each template:

actual_t

Header and Footer.

pay_pence

Row

count

Footer.

total

Footer.
Formatting options.

For example “Row template” might be set to:

{bankdetail.sort_code}/{bankdetail.account_number} <- {pay_pence:>011}{company.legal_name:<18.18}{actual_t:%d%m%Y}

to produce output like this:

200103/12345678 <- 00123456789Acme Shift Work Lt01021952
452212/23456789 <- 00000002323Acme Shift Work Lt01021952

Text files, general¶

More complex text-based files including HTML, CSV, XML and so on are supported using the Jinja system. Jinja-based Report Templates have the following settings:

Filename: Output file (.html, txt, csv, xml, …)
Template: Jinja2 template text

Separate Universal Report Templates are provided for each of several report categories, along with sample Jinja2 template text in the Universal Jinja (Employee pay run) section and following sections.

PDF JasperReports¶

PDF Report Templates based on JasperReports have one standard setting:

Locale: Specifies a POSIX Locale for the report, e.g. en_GB, en_US or de_GE.

Networked submissions¶

This supports the electronic submission of data to external agencies. Reports Definitions using these templates typically have some kind of credential settings; where needed these are stored in encrypted form.

These reports also have both a submission aspect and a view aspect.

GB Accounting Reports¶

GB Xero Journal¶

Support for Xero Journal accounting. Each report definition specifies:

Xero authorisation: Enable delegated access
NIC Company: Debit account for NIC Company
Pension Company: Debit account for Pension Company
Gross Pay: Debit account for Gross Pay
Total NIC: Credit account for Total NIC
Total Pension: Credit account for Total Pension
PAYE: Credit account for PAYE
SL/PGL: Credit account for SL/PGL
Debt deductions: Credit account for Debt deductions
Other deductions: Credit account for Other deductions
Net: Credit account for Net

GB Banking Reports¶

GB BACS Barclays¶

Support for BACS transfers to Barclays bank. Each report definition specifies:

Header template: Header
Row template: Body specification
Trailer template: Footer
Filename: Output filename

Report Definitions can be tailored as needed, see Universal text file.

GB BACS Santander¶

Support for BACS transfers to Santander. Each report definition specifies:

Header template: Header
Row template: Body specification
Trailer template: Footer
Filename: Output filename

Report Definitions can be tailored as needed, see Universal text file.

GB Pension Reports¶

GB NEST¶

Notes:

Reports are generated/ submitted for Scheduled pay runs. Custom or OnDemand pay runs will not include any report content – instead all associated data will be included in the next Scheduled pay run report/submission.

Support is provided for NEST integration using both CSV files and Web Service APIs.

GB NEST contribution¶

Text-based support for NEST Automatic Enrolment payments. Each report definition specifies:

Format: csv
Scheme names: Scheme names, comma separated

Report Definitions can be tailored as needed, see Universal text file.

Notes:

Text reports assume that only a single AE Pay Item is connected to the Pension contributions (worker) [report buss]. If other Pay Items are also connected, then these values be included in the report and therefore invalidate the expected output.

GB NEST member¶

Text-based support for NEST Automatic Enrolment enrolment. Each report definition specifies:

Format: csv
Scheme names: Scheme names, comma separated

Report Definitions can be tailored as needed, see Universal text file.

GB NEST Enrol and Contribute¶

Web-services-based support for NEST Automatic Enrolment enrolment and payments. Each report definition specifies:

Scheme: Name of NEST scheme definition
NEST username: Credentials
NEST password: Credentials

GB NEST Opt-Out¶

Data feed for NEST Automatic Enrolment opt-outs. Each report definition specifies:

Dry run: If set, discard results and some errors become warnings
Scheme: Name of NEST scheme definition
NEST username: Credentials
NEST password: Credentials

GB The People’s Pension¶

Notes:

Reports are generated/ submitted for Scheduled pay runs. Custom or OnDemand pay runs will not include any report content – instead all associated data will be included in the next Scheduled pay run report/submission.

GB People’s Pension Enrol and Contribute¶

Support for The People’s Pension Automatic Enrolment enrolment and payments. Each report definition specifies:

People’s Pension authorisation: Enable delegated access
Scheme: People’s Pension scheme definition

GB People’s Pension Opt-Out¶

Data feed for NEST Automatic Enrolment opt-outs. Each report definition specifies:

Dry run: If set, discard results and some errors become warnings
People’s Pension authorisation: Enable delegated access
Scheme: People’s Pension scheme definition

GB People’s Pension Full File CSV¶

A full file contains both employee data and contribution amounts to be uploaded every pay period in CSV format. All schemes which relate to a single reference must be specified in the report definition settings:

Format: A string.
Scheme names: Scheme names, comma separated

GB SmartPension PAPDIS¶

Notes:

Reports are generated/ submitted for Scheduled pay runs. Custom or OnDemand pay runs will not include any report content – instead all associated data will be included in the next Scheduled pay run report/submission.

Text-based support for SmartPension PAPDIS Automatic Enrolment enrolments and payments. Each report definition specifies:

Format: A string.
Scheme names: Scheme names, comma separated

GB Statutory Reports¶

GB P45¶

A formal report of the leavers in a pay run. Each report definition specifies:

Locale: Locale, e.g. en_US, de_GE
employee_id: Employee database id to generate report for; empty means all employees

GB P60¶

A formal summary of the payments to each worker in a tax year. Each report definition specifies:

Locale: Locale, e.g. en_US, de_GE
employee_id: Employee database id to generate report for; empty means all employees

GB Wage Analysis¶

Spreadsheet-based pivot-table friendly report which provides National Minimum Wage (NMW) analysis. The following must be configured according to the type of pay for each worker:

Hours. The number of hours per day/ hours per week is specified in the time-based timesheet scheme. See Universal Time-of-Attendance-based timesheets.
Annual salary. The number of annual hours each year in the workers contract is specified via the Salary Scheme. See Universal Salary.
Piece (output). The benchmark average rate of pieces completed per hour is specified on the piece based timesheet scheme. See Universal Piece-based timesheets.

If workers are provide with accommodation, then an appropriate Pay Item deduction needs to be added to each worker, regardless of whether a deduction is actually made. A comma separated list of all such deduction Pay Definitions must also be specified in the settings of the Wage Analysis report definition.

Each report definition specifies:

Format: A string.
Accommodation names: Pay Item deductions (if used), comma separated

More information

GB Taxation Reports¶

GB HMRC DPS¶

See GB HMRC DPS Data Feeds.

GB PAYE tax code changer (P9X)¶

See GB PAYE tax code changer (P9X) Data Feed.

GB RTI EPS¶

HMRC Employer Payment Summary. Each report definition specifies:

Small Employer’s Relief: Claim Small Employer’s Relief on benefit recovery
Agriculture: Claim Employment Allowance, when agriculture
Fisheries and aquaculture: Claim Employment Allowance, when fisheries and aquaculture
Road transport: Claim Employment Allowance, when road transport
Industrial: Claim Employment Allowance, when industrial
Rules do not apply: Claim Employment Allowance, for rules do not apply
RTI Name: Credentials
RTI Password: Credentials

Notes:

See the Small Employer’s Relief guidance for the NIC-based rules on getting additional recovery for stautory benefits such as SMP, SPP, SSP etc.
See the state aid rules for claiming NIC-based Employment Allowance that apply from April 2020.

GB RTI FPS¶

HMRC Full Payment Submission. Each report definition specifies:

RTI Name: Credentials
Late reporting reason: HMRC reason code if FPS sent after payday
RTI Password: Credentials
Scheme ceased date: Only enter if PAYE scheme ceased

GB Upload workers CSV¶

See GB Upload workers CSV Data Feed.

Universal Reports¶

Universal Finance Journal¶

See Universal Finance Journal Analytics.

Universal Pre-approval summary2¶

Each report definition specifies:

Warn on unbalanced journal: If clear, error on unbalanced journal
Format: Format (csv, ods, xlsx)

Universal Payslip¶

Each report definition specifies:

Locale: Locale, e.g. en_US, de_GE
employee_id: Employee database id to generate report for; empty means all employees
omit_zero_payslips: Set to ignoreable [[buss…],[pay item…]] to omit zero payslips

Universal Timesheets¶

This summarises the Timesheet schemes in use, and all approved Timesheets in a pay run. Each report definition specifies:

Locale: Locale, e.g. en_US, de_GE
employee_id: Employee database id to generate report for; empty means all employees

Universal Upload shift CSV¶

See Universal Upload shift CSV Data Feed.

Universal Worker payment (PDF)¶

A summary of the payments to each worker in a pay run. Each report definition specifies:

Locale: Locale, e.g. en_US, de_GE
employee_id: Employee database id to generate report for; empty means all employees

There is also a configurable text version.

Universal Worker payment (txt)¶

A summary of the payments to each worker in a pay run. Each report definition specifies:

Header template: Header
Row template: Body specification
Trailer template: Footer
Filename: Output filename

There is also a PDF version.

Report Definitions can be tailored as needed, see Universal text file.

Universal Jinja (Employee pay run)¶

A Jinja template is a text file which can be used to generate any text-based output file (txt, html, csv, xml). Example templates are available below which can be downloaded and tailored as required. Select the Jinja Report Template and add an output file name and a custom template to the settings using copy/paste to create a custom Report Definition.

GB payslip HTML Jinja template