Getting Started with Report Center

Transcription

1 Getting Started with Report Center 1

2 Getting Started with Report Center Data and reports are key when it comes to audit trails and managing employee and company information. Paycom s Report Center has everything you need to track any information. Need to double-check tax profiles? We ve got a report for that. Want to see how much paid time off your employees have accrued? We ve got you covered! And since we know your company s needs are unique, we even have an advanced reporting tool that let s you create your own custom reports. It s called Advanced Report Writer, and it s just one of the many things we ll discuss today. In this training course, we ll cover everything you need to know about your Report Center, including how to: view the Report Center (Page 3); pull standard reports (Page 5); and use the Advanced Report Writer (Page 8). 2

3 Viewing the Report Center First, let s see where you need to go to access the Report Center. To get there, you ll simply select Report Center from the Reports tab or tile on the Main Menu. Keep in mind that what you see on this screen depends on your user access and the features you have with Paycom, so it may look a little different. Each tab on the left-hand side represents a group of reports that you can choose from. Simply click on a tab, and you ll see the reports for that category. 3

4 We ll begin by covering the basics of navigating around the screen, and then we ll jump in to the different types of reports and how to pull them. Let s start by discussing the Search Reports bar. You can use this tool to find any report in the Reports Center. Simply enter what you re looking for, and a list of related reports displays in the drop-down menu. Below that, you ll see your available reports. If you re a little unsure what a report s for, don t worry. You can simply hover over a green question mark, called a Tool Tip, to see what a report contains. See that section on the right-hand side of the screen? You ll find several helpful options here, the first of which is your Client Inbox. This is what we ll use to send you payroll reports shortly after you ve processed a payroll transaction. To choose from the reports available, all you ll need to do is select the arrow drop-down menu. 4

5 If you have our push reporting feature, which lets you schedule reports to run on a regular basis, you ll see that tab next. You also can use the last two tabs to view recent or saved advanced reports, which we ll discuss a little later. Pulling Standard Reports Now that we ve discussed some of the options available on this screen, let s talk about the some of the reports you can pull, and we ll start with what we call standard reports. We created these reports based on some of your most common and important reporting needs. You can find them in the HR Reports, Audit Reports and Payroll Reports sections. Our HR Reports allow you to gather sensitive information specific to employees, such as accruals, earnings and deductions; while our Audit Reports provide information on anything from employee changes to logins. Finally, you can use our Payroll Reports to make sure everything s running smoothly with one of your business s most important functions your payroll. 5

6 Now, let s talk about how to run a standard report, using the Add Employees report as our example. To run this report, click on the Audit Reports tab, and then select Add Employees Report. 6

7 We ll begin by choosing the format that we d like the report to display in. This can be HTML, Excel or PDF. Next, we ll choose the date range of the changes that we d like to view. Here, it might be beneficial to include your first day with Paycom through today s date, so you can make sure you re able to view all of your employees in the system. Below that, you can choose the users that you d like to filter the report by. So if you want to only see employee profiles added by a specific user, you could check the box by their name. Finally, you can use the advanced filters below to narrow the list. Let s say you only want to see recently added employees within a certain department. You could use Labor Allocation filter for that. But since we want to see all of the employees added to the system, we ll just leave our filters blank. Now, we ll click Generate Report. If you generated the report in Excel or PDF format, you ll need to click Download in order to view it. Otherwise, the HTML report will automatically display once it s loaded. 7

8 From here, you can see a list of all recently added employees, who added them and when. Using the Advanced Report Writer The last piece we ll discuss today is our Advanced Report Writer. This handy tool allows you to create customized reports that can include employee and payroll information, and it s found at the top of your reporting options. Below that, you ll see product-specific versions of the report writer for any of the features you have with Paycom. So if you have our Benefits Administration feature, you ll see the Benefits Administration Report Writer, and so on. 8

9 Keep in mind that in order to have access to our advanced reports, you ll need to have access to them. If you re a client administrator, you can give your managers access through their Permission Profile. As a refresher, all you ll need to do is navigate to the Modify Users screen under User Access and Security. Then, select the right profile from the Permission Profiles tab. 9

10 Once you re in the profile, you ll want to go to the Reports tab and check the box next to Enable Advanced Reports. If you want to give your managers access to the product-specific advanced reports, check the boxes next to them and then click Update at the bottom of the screen. Now that we ve discussed how you can grant users access to advanced reports, let s actually see what it s like to pull a report using this method. To do that, we ll need to go back to the Report Center. Once we re there, we ll click Advanced Report Writer. 10

11 From here, you can quickly access any recent or saved reports. Since we want to create a report from scratch, we ll select Create New Report. Once you ve done so, a drop-down menu will appear, and you can choose from any of the productspecific reporting options. If you are pulling a report for general information, or one that is not product information specific, just choose the Payroll option. 11

12 After that, you ll see the first step in what we call a guided setup. Each of the steps in the guided setup allow you pull specific details into the report. So in Step 1. Employee Information, you ll place a check next to any of the employee-specific details that you d like to see in the report, like names, employee codes and pay frequencies. Once you ve included a piece of information, it will display in the Selected Fields section on the right-hand side. When you re done with a step, simply click Next to move forward. 12

13 While the first step allowed you to choose which employee-specific fields you want to include, the next gives you the option to include payroll-specific details, like earnings, accruals and deductions. Keep in mind that when you re reporting payroll earnings, you can report on hours and dollars separately. All you ll need to do is select your preferred format from the Display Earnings As drop-down menu at the top of the screen. The third step of the guided setup allows you to filter information by both employee and payroll. All you ll need to do here choose which one you want to narrow the scope of the report by using the first drop-down menu. Then, from the Filter Type menu, select how you want to filter it. When you re finished, don t forget to click Add. 13

14 On the fourth step, you can choose how you want the information fields in report to display. The Sort By drop-down menu will display all of the information fields you chose during the first few steps. The Ascending drop-down menu determine how the information will display on the report. So if you want the report to be filtered by employees names alphabetically, you d choose the Employee Name and Ascending options from the drop-down menus. After you ve selected a filter, click Add, and it will appear in the Selected Sorts section. From here, you can click and drag them in to the order you d like them to display in on the report. You can continue this process for each item you want to order. 14

15 During the final step of the guided setup, you ll choose the report format and the dates of the payrolls that you want to include in the report, or the specific transactions, from the drop-down. You can also include active employees who haven t been paid in a payroll using the Show Zero Payroll option. If you want to save the report, you can use the Save Options on the left-hand side. If everything looks correct, go ahead and click Generate Report. You ll find the new report in the Recent Advanced Reports tab, and you can take a glance at it by selecting View. 15

16 You ll then be able to see the payroll report with the information that you chose to include. You can use the formatting options at the top of the screen to save it how you d like. In Conclusion Now you know how to find and pull standard reports and our Advanced Report Writer to gather the information you need. After you ve watched the training video, don t forget to take the quiz so you can earn your certification. 16