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Run payroll reports in QuickBooks Online Advanced Payroll

by Intuit Updated 7 months ago

This article provides a step-by-step guide on accessing and running different payroll reports in QuickBooks Online Advanced Payroll.

By running these reports, you can gain a deeper understanding of your business's financial status and your employees.

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Deductions report

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

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

  1. Go to Payroll.
  2. Select the Reports tab.
  3. Under Payroll, select Deductions report.
  4. Select the following:
    • Date range. Or, if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter
    • Employees you wish to include in the report. Use to search field to search them by name, employee or payroll ID
    • Pay schedule
    • Deduction category
    • Location
  5. Select Run report. You can also Download the report if you need to.

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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. Go to Payroll.
  2. Select the Reports tab.
  3. Under Payroll, select Detailed Activity Report.
  4. Select the following:
    • Date range. Or, if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter
    • Pay schedule (weekly, fortnightly, monthly or a custom schedule)
    • Group by (earnings locations, earnings roll up reporting location or employee default location)
    • Earnings location.
  5. If applicable, select the checkbox to show post-tax deductions.
  6. Tick the checkbox to see location totals only.
  7. Select Run report. You can also Download the report if you need to.

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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.

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

  1. Go to Payroll.
  2. Select the Reports tab.
  3. Under Payroll, select Employee payment history.
  4. Select the following:
    • Date range. Or, if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter.
    • Location
    • 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.

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Expense reimbursement report

  1. Go to Payroll.
  2. Select the Reports tab.
  3. Under Payroll, select Expense reimbursement report.
  4. Select the following:
    • Date range. Or, if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter.
    • Pay schedule
    • Location
    • Employees you wish to include in the report. Use to search field to search them by name, employee or payroll ID.
    • Expense category.
  5. Select Run report. You can also Download the report if you need to.

You have the option to export this report in Excel, CSV or PDF format.

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Gross to Net report

Use this report to see a total breakdown of earnings, deductions and pensions for each employee over a given period of time.

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

  1. Go to Payroll.
  2. Select the Reports tab.
  3. Under Payroll, select Gross to Net report.
  4. Select the following:
    • Date range. You can filter for a the following date periods: this month, quarter or financial year or last month, quarter or financial year. Or, if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter.
    • Pay schedule
    • Location
    • Employees you wish to include in the report. Use to search field to search them by name, employee or payroll ID.
    • Pay categories
    • Group by
  5. Select the checkbox to include expenses.
  6. 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.

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Journal report

Use this report to download the journal for a finalsied pay runs.

  1. Go to Payroll.
  2. Select the Reports tab.
  3. Under Payroll, select Journal report.
  4. If you have more than once pay schedule set up, select the relevant Pay schedule.
  5. Select the Pay run. Only finalised pay runs will show in this list.
  6. Select Download journal.

If you have connected a journal service that generates export files, you can download the report in CSV or Excel format. The downloaded journals will contain a summary and detailed transactions per account, itemised per employee.

If you need to, you can schedule and send this report via report packs. Report packs are bundles of reports that can be generated at any time, or sent to a list of email recipients either at specific times or on a schedule. To do this:

  1. Go to Payroll.
  2. Select the Reports tab.
  3. Under Report, select Reports packs.
  4. Select Add a Report pack.

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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. Go to Payroll.
  2. Select the Reports tab.
  3. Under Payroll, select Leave balances.
  4. Select the following:
    • Date range. Or, if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter.
    • Group by Leave accrual location or Employee default location.
    • Select the employee location
    • Leave type (annual leave or company sick leave)
  5. Select Run report. You can also Download the report.

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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. Go to Payroll.
  2. Select the Reports tab.
  3. Under Payroll, select Pay run audit report.
  4. Select the following:
    • Pay schedule (weekly, fortnightly, monthly or any other default schedules that you have set up)
    • Pay run
  5. Select the Summary details and Employee details checkbox to include it in the report.
  6. Select Export options to show all employee details on one worksheet.
  7. 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:

  1. Open the pay run.
  2. Select Reports.
  3. Select Draft Audit Report.
    Note: You won't be able to see some payments in draft mode as these are only generated once the pay run is finalised.

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Pension contributions report

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

  1. Go to Payroll.
  2. Select the Reports tab.
  3. Under Payroll, select Pension contributions report.
  4. Select the following:
    • Date range. Or, if you want to select a specific pay run instead, select the arrow icon to switch to the pay run filter.
    • Employee (you can choose to run this report for all employees or for an individual employee)
    • Pay schedule
    • Location
  5. Select Run report. You can also Download the report.

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

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