Run payroll reports in QuickBooks Online Advanced Payroll

This article explains how to access and run the different payroll reports in QuickBooks Online Advanced Payroll. Get a closer look at your business' finances and see useful information about your business and employees.

Access reports in Advanced Payroll

1. Go to Business overview.
2. Select Reports.
3. Find Payroll to see a list of the following reports:
   • Deductions report
   • Detailed activity report
   • Employee payment history
   • Expense reimbursement report
   • Gross to net report
   • Journal report
   • Leave balances report
   • Pay run audit report
   • Pension contribution report

Deductions report

Use this report to get a breakdown of deductions for each employee over a given time period. To run this report:

1. Select the date range, or if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter.
2. Select the employees you wish to include in the report. Use to search field to search them by name, employee or payroll ID.
3. Select the pay schedule.
4. Choose the deduction category.
5. Select the default location.
6. Select Run report. You also have the option to Download the report if you choose to.

Note: The deductions report results will be based on the date when you last paid your employees.

Back to top

Detailed activity report

Get a breakdown of activity by location for each employee over a given time period. The report's results will be based on the date when you last paid your employees.

1. Select Detailed Activity Report.
2. Select the date range, or if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter.
3. Select the pay schedule (weekly, fortnightly, monthly or a custom schedule).
4. Select the group by (earnings locations, earnings roll up reporting location or employee default location).
5. Select the earnings location.
6. Tick the checkbox to show post-tax deductions if applicable.
7. Tick the checkbox to see location totals only.
8. Select Run report. You can also Download the report if you need to.

Back to top

Employee payment history

This report is handy because you can quickly use it to reconcile payments against a bank account, give a copy of the report to your employee upon request, and answer any queries your employee may have about their payment history. To run the report:

1. Select Employee payment history.
2. Select the date range, or if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter.
3. Select the default location.
4. Select the employees you wish to include in the report. Use to search field to search them by name, employee or payroll ID.
5. Select Run report. You can also Download the report if you need to.

You'll see a report summary with the employee name and the total amount paid for the selected period. To see the full payment details for each employee, select their name.

Note: The results of this report are based on the date when you last paid your employees.

Back to top

Expense reimbursement report

Use this report to find all the difference expenses processed in a pay run. The results of this report are based on the date when you last paid your employees. To run this report:

1. Select Expense reimbursement report.
2. Select the date range, or if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter.
3. Select the pay schedule.
4. Select the default location.
5. Select the employees you wish to include in the report. Use to search field to search them by name, employee or payroll ID.
6. Select the expense category.
7. Select Run report. You can also Download the report if you need to.

This report can be exported as an Excel, CSV or PDF.

Back to top

Gross to Net report

For a total breakdown of earnings, deductions and pensions for each employee over a given period of time, use the Gross to Net report.

Note: Only data from finalised pay runs will be included. The results of the report is based on the date you last paid your employees.

To run this report:

1. Select Gross to Net report.
2. You can filter for a the following date periods:
   • this month, quarter or financial year
   • last month, quarter or financial year
3. If you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter.
4. Select the pay schedule.
5. Select the default location.
6. Tick the box to include expenses.
7. Select the employees you wish to include in the report. Use to search field to search them by name, employee or payroll ID.
8. Select the pay categories and group by.
9. Select Run report. You can also Download the report.

The report will show the total hours, gross earnings, taxable earnings, PAYE, loans, pensions, net earnings, National Insurance Contributions and more.

Back to top

Journal report

If you have more than once pay schedule set up, select the relevant Pay schedule. You can filter the list of pay runs in the next filter.

Next, select the Pay run. Only finalised pay runs will show in this list.

If you have connected a journal services that outputs export files, download the report in either a CSV or Excel format.

You can export the journal if you have connected via an integrated service. For downloaded journals, these files include a summary and detail of transactions per account and itemised per employee.

If you need to, you can schedule and send this report via Report Packs.

Back to top

Leave balances report

This report shows the current leave balances for each employee.

Note: Make sure you have no unfinalised pay runs as this may affect this report.

1. Select the date range, or if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter.
2. Group by Leave accrual location or Employee default location.
3. Select the employee default location.
4. Select the leave type, for example, annual leave or company sick leave.
5. Select Run report. You can also Download the report.

Back to top

Pay run audit report

A pay run audit report shows the full pay run details for a given pay run. Includes earnings, super payments, bank payments, leave and deductions.

1. Choose the pay schedule (weekly, fortnightly, monthly or any other default schedules that you have set up).
2. Select the pay run from the dropdown box.
3. Select the summary and employee details to include in the report by ticking the box.
4. Tick Export options to show all employee details on one worksheet.
5. Select Run report. You can also Download the report.

If you want to run the pay run audit report for any pay runs that have no been finalised yet, select Reports and then Draft Audit Report from within the pay run. However, you won't be able to see some payments in draft mode as these are only generated once the pay run is finalised.

Back to top

Pension contributions report

Use this report if you need to see a breakdown of employer and employee contributions to pension schemes.

1. Select the date range, or if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter.
2. Select the employee (you can choose to run this report for all employees or for an individual employee).
3. Select the pay schedule.
4. Select the location.
5. Select Run report. You can also Download the report.

Back to top

For more help articles, check out the Advanced Payroll hub.

Content sourced from KeyPay.