Effective accounting and transparency in payroll are key components of managing a team and a company’s finances. To facilitate the analysis of data already calculated in the system, a new “Payroll Report” has been introduced, which consolidates information from the calculation and Payroll Accruals modules into a single interface.
The updated “Payroll” report is a tool for quickly analyzing the company’s calculated and accrued payroll. Owners and managers receive both an overall summary (base salary, commissions, bonuses, penalties) and flexible breakdowns—down to a specific rule, document, or position—while maintaining the familiar data verification logic (employee → rule → document → amount). At the same time, the finance department can easily switch between “live” calculations and a fixed historical view for past periods, and flexible role settings allow for local restrictions on data visibility by employee or location.
Important note: This report focuses exclusively on calculated and accrued amounts and does not reflect actual payments or cash disbursements.
In this article, we’ll take a detailed look at how to configure access levels for the report, apply filters correctly, and export the finalized data.
How to Configure Access to the Report
Access to the report is configured separately for each role on the Settings → Employee → Roles page within the window for the desired role.
First, in the “Reports” section, enable the “Payroll” permission. This determines whether the user can open the “Payroll” report.
Next, in the “Access” section, specify which employees’ data the user can view in the report:
My payroll only— the employee sees only their own data;
All employees — full access to data for the entire staff;
Selected employees — access only to payrolls from a specified list of people.
These settings apply exclusively to the new report and do not affect other sections of the system.
How to Generate a Report
The report is available on the Reports > Finance > Payroll page.
To display the desired data, use the filters:
Period (required) — defines the time range of the report. In “Calculated” mode, it specifies the period for which calculations are shown, and in “Accrued” mode, it specifies the period covered by the recorded accruals.
Source (required) — specifies where the system retrieves information from:
Calculated — the report displays current data, which may change as the calculations themselves are updated;
Accrued — the report displays accruals that have already been finalized.
Location — allows you to select specific locations. This filter is available only in Calculated mode, since Payroll Accruals are not tied to a location.
The list includes:
Company - records not tied to a specific location, including Base salary, penalties, bonuses, and commissions based on events or documents without a location;
Locations available to the user - bonuses calculated based on documents for the corresponding location.
For example:
If you select only “Company” — the report will include only general accruals not tied to a location: Base salary, penalties, bonuses, and commissions that are not location-specific.
If you select a specific location — the report will display only those commissions generated based on documents for that location.
If you combine “Company” with multiple locations—the report will combine general data with details for each selected location.
If you select “All”—the report will include all data, regardless of location.
Employees — allows you to select one, several, or all available employees. The contents of this filter automatically adapt to the access rights of the employee role generating the report:
if access is limited to their own payroll, the filter is unavailable;
in “Selected Employees” mode, only employees from the approved list are displayed;
in “All” mode, all employees available to the user within this report are displayed.
Position – allows you to limit the report to employees with one or more selected positions. Only those positions that correspond to employees within the configured report access permissions are available in the filter;
if multiple positions are selected, the report shows employees who hold any of the selected positions;
if an employee’s position is not specified, that employee is placed in the “Not Specified” group.
For example, suppose a company has 10 employees in the positions “Manager,” “Cashier,” and “Administrator.”
“Employees” filter:
If a user’s role has “My payroll only” access, the “Employees” filter is unavailable, and the report immediately displays data only for that user.
If the role is set to “Selected employees” with a list of, for example, 4 people (Harrisson, Korniezhko, Milton, Miller)—you can select one, several, or all four of them in the filter; the other 6 employees will not appear in the list.
If the role has access to “All employees”—all 10 employees of the company are available in the filter.
“Position” filter:
For a user with access to 4 selected employees (2 “Managers” and 2 “Cashiers”), only the options “Manager” and “Cashier” will appear in the “Position” filter—“Administrator” is not displayed because none of the available employees hold that position.
If you select both “Manager” and “Cashier” at the same time, the report will show all employees in both positions (i.e., all 4 available employees).
If a position is not specified in the system for one of the employees, they will be placed in a separate “Not Specified” group, which will also be available for selection in the filter.
After configuring the filters, click “Apply.”
What the report shows
The report displays information about the payroll calculation or payroll accruals for the selected employees for the selected period.
Total summary per employee
The following fields are displayed for each employee:
Position
Base salary
Commissions
Penalties
Bonuses
Total
Calculation formula:
Total = Base salary + Commissions + Bonuses − Penalties
In Calculated mode, “Total” is the current amount of the calculated payroll for the selected period.
In Accrued mode, “Total” is the sum of payroll accruals already recorded that fall within the selected period.
Breakdown by Employee
When you expand an employee’s card, two sections are available:
1. Base salary, Penalties, and Bonuses. This section contains records for base salary, penalties, and bonuses that fall within the selected reporting period. For each record, the date and time, document, and amount are specified. These may be base salary accruals, penalties, or bonuses.
2. Commissions. This section contains all commissions based on configured rules/events for the selected period. Entries are grouped by commission rule or event—the name of the rule or event used to calculate the commission.
Click the question mark to view the rule used for the calculation.
Within each accrual group, the following information is displayed:
Date and time;
Document—the document on the basis of which the commission was accrued; click on the number to open it;
Product or service name—the specific item (product, service, or work) for which the commission was calculated; this field is blank if the commission was calculated at the document or event level;
Amount—the commission amount.
The total commission amount for each specific group is displayed below that group.
Printing and Exporting
You can conveniently print a new payroll report directly from the system or save it as a PDF. The printed version displays the title, period, location, selected employees, data source, as well as the date, time, and name of the person who created the report at the top.
The print layout exactly mirrors the screen: detailed payment blocks for each employee, totals by block, and the grand total. The system enforces access rights, so only those employees the user is authorized to view will appear in the printout.
For more in-depth analysis or work in Excel, you can download the report as a spreadsheet. The exported file contains comprehensive details: employee information, position, payment types (Base salary, commissions, penalties, or bonuses), dates, rules/events, comments, and specific amounts. All data in the file strictly corresponds to the filters you’ve set and your personal access rights to the payroll report.