What it is
Payroll Reports is where you read your payroll back. The Staff Register, Pay Run, Advances and Leave tools are for keeping the records day to day; this is for answering a question about them — what does payroll cost a month, who still owes me money, how much leave does everyone have left. Find it under Payroll, in Reports.
Wage Bill, Leave, Leave Owed and Advances are each their own screen, not tabs on one page — every one has its own 📄 PDF and 📊 CSV / Excel buttons at the bottom. The PDF comes out on your letterhead, so it is the copy to send to your accountant or keep for your records.
Everyone on the books — on the Staff Register
The list of everyone on your register prints from the Staff Register itself: the 📄 PDF and 📊 CSV / Excel buttons under the list give each person's worker type, pay type and rate, days and hours a week, when they started and how many months that is, an estimated cost per month, and whether they have left. Above the buttons is your estimated monthly wage bill — what payroll costs you a month. It counts only people still employed, so someone who has left stops adding to it. It used to be a report of its own here, called Staff.
- Whatever the list shows is what prints. Use Show ▾ → Status → Active to leave out people who have left, or Type for one kind of worker — the counts and the wage bill follow.
- Someone on a fixed-term contract shows their contract end date, so you can see who needs a decision soon.
- Anyone who has left shows the date they left and the reason you recorded.
Wage Bill — what payroll actually cost
Wage Bill shows what your team actually cost, month by month, from your pay runs rather than the Staff Register's estimate — so overtime and one-off payments are in it. Pick This month, This year or All time at the top. This year runs from January to December.
- Three tiles total the Gross wages, the PAYE + UIF, and the Net paid.
- Under By month, each month shows how many people were paid, the PAYE and UIF, the gross wages and the net paid.
- Runs still waiting as Prepared count, as they do on the EMP201. Rejected runs don't.
Advances — who still owes you
Advances has a card per person showing what they were advanced in total, what they have paid back — taken off their wages by Pay Run, or paid back in cash or by EFT — and what is still outstanding. Where you set up a repayment plan, it also shows the amount coming off each pay run and roughly how many runs are left before it is settled.
The three tiles across the top total the advances given, the repayments taken back, and the amount still outstanding across everybody. The band underneath counts how many people still owe you something.
- Under each person, the last few entries are listed — an advance given, an amount repaid from wages, or one paid back — so you can check a balance without opening the Advances tool.
- Where somebody has more entries than fit, the report says so. The PDF has every one of them.
- Tap "Including people who have repaid in full" to hide anyone whose balance is back to zero.
Leave — where everyone stands
Leave gives each employee a card with their three BCEA balances: annual leave, sick leave and family responsibility leave. Each one shows the days left and the days already taken. Annual also shows how many days have accrued so far.
- Annual leave is three weeks of the person's working days a year, from the Days/week on their staff record: 15 days on a five-day week, 18 on six. It builds up for every full month worked (1.25 days a month on a five-day week), from their start date, for as long as they work for you. There is no ceiling: leave not taken in one year carries into the balance, because it is still owed if they leave.
- Sick leave is six weeks of their working days over a three-year cycle that starts when they do: 30 days on a five-day week, 36 on six. In their first six months it builds up at one day for every 26 days worked, so a sick day is checked against the days worked before it — even when you record it later.
- Family responsibility leave is 3 days in each leave year, counted from the anniversary of their start date rather than from January. It applies once they have worked for you for more than four months, on a week of at least four days.
- A balance that has reached zero is shown in red.
The three tiles at the top total the days taken across everybody, split by annual, sick and family. By default the report covers the people currently employed — tap "Currently employed only" to include anyone who has left, which is useful when you are working out a final payout.
Leave Owed — what untaken leave is worth
Leave Owed puts a rand value on the annual leave your employees have built up and not taken — what it would cost to pay it all out today. Each employee still working for you shows their days owed and a day's pay, and three tiles total the Liability, the Days owed and the People.
Print it or send it
- Open the report you want, under Payroll Reports in Reports.
- Set the toggle the way you need it — for example, include the people who have left before working out a final payout.
- Tap 📄 PDF for a letterheaded copy with the full detail, including every advance entry or leave entry behind the balances.
- Or tap 📊 CSV / Excel for the same figures as a spreadsheet. On a phone, each button opens your phone's share menu with the file attached, so you can send it on WhatsApp or email, or save it to your files. On a computer it downloads.