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.
Staff, Wage Bill, Advances, Leave and Leave Owed are each their own screen, not tabs on one page — every one has its own Download PDF and Share 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.
Staff — everyone on the books
Staff lists everyone on your register grouped by worker type — Permanent, Fixed-term, Casual and Contractor — with a count next to each group. For each person it shows their pay type and rate, their days and hours a week, when they started and how many months that is, and an estimated cost per month.
Three tiles across the top count who is employed, how many are contractors, and how many have left. Below them, in the dark blue band, 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.
- Tap "Including people who have left" to switch between everyone and only the people currently employed. The counts and the wage bill follow whichever you pick.
- 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.
Advances — who still owes you
Advances has a card per person showing what they were advanced in total, what Pay Run has already deducted from their wages, 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, or an amount repaid from wages — 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 builds up at 1.25 days a month from the person's start date.
- Sick leave is 30 days over a three-year cycle that starts when they do.
- Family responsibility leave is 3 days a year.
- 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.
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 "Download PDF" for a letterheaded copy with the full detail, including every advance entry or leave entry behind the balances.
- Or tap "Share" for a short text summary you can paste into WhatsApp or an email.