Custom payroll report templates
A custom payroll report lets you build your own payroll export once — the columns you want, in your order, with your own names and formulas — and run it against any batch in a few clicks. Use it when finance, a client or an auditor wants the same layout every month, combining payslip, attendance and employee profile data in one file.
Where: Payroll › Dashboard › View Reports › Create Report › Custom Payroll Report
You need: the Batch Creator payroll right. Read access lets you open templates and download reports; write access lets you create, edit, duplicate, delete and run them.
Which report, when
| You want | Use |
|---|---|
| Your own column list and formulas, the same every period | Custom Payroll Report |
| Every payslip field for one or more batches, picked at export time | Payroll Report — see Payroll reports |
| A report emailed automatically | Report Scheduler — see Scheduling payroll reports |
| Journal lines for your ledger | The accounting journal |
How to create a template
- Select View Reports › Create Report › Custom Payroll Report. The Custom Payroll Reports page opens in a new tab.
- Select New template.
- Under Template Settings, enter the Template Name (required) and a Description. Leave Show Grand Total on to add a totals row to the Excel file.
- In the Field Library on the left, search or browse the categories and select + on each field you want. Each one is added as a column.
- On the Columns tab, for each column:
- type over the label to rename it, for example "Basic pay" instead of "Basic Salary"; - choose its format: Currency, Number, Percent, Text or Date; - use the up and down arrows to reorder it, or the delete icon to remove it.
- To add a calculated column, select Add Formula Column (see below).
- Select Save Template.
How to add a formula column
- Select Add Formula Column. The Formula Editor opens.
- Choose Arithmetic to combine fields and numbers. For each term, pick Field or Number, then an operator: + Add, − Subtract, × Multiply or ÷ Divide. Select Add Term for more. Multiplication and division are worked out before addition and subtraction.
- Or choose Conditional to return different values: IF a field is greater than, less than, equal to or not equal to a number, THEN a field or a number, ELSE a field or a number.
- Select Apply Formula, then rename the column on the Columns tab.
Formulas can only use Currency and Number fields. They cannot use another formula column or the Other Payments fields. A division by zero gives 0. If you cancel a new formula, delete the empty column before saving, or the template will not save.
How to run a report
- On Custom Payroll Reports, select the template's card, or Generate →.
- In the Payroll Batch Selector, tick one or more batches. You can search, and each row shows the Payroll Month, pay and attendance Period, Total Payable and Status.
- Select Run Report. KAMI builds the report in the background and opens the preview, showing "Generating report…" until it is ready.
- Check the preview. It shows the batches, the number of employees and up to 200 rows, with a totals row.
- Select Excel or CSV to download the full report.
You cannot select batches whose attendance periods overlap, such as two runs of the same month. The report includes every payslip in the selected batches, whatever its status.
The field library
| Category | Examples |
|---|---|
| Profile | Employee ID, Full Name, Department, Position, Branch, Cost Centre, Manager, Employee Status, Hire Date |
| Batch | Payroll Batch, Payroll Month, Paid Date, Payslip Status, Pay Frequency |
| Earnings | Basic Salary, Basic Monthly, Daily or Hourly Wage, Allowances (Total), De Minimis (Total), Overtime Pay, Holiday Pay, Leave Pay, Commissions, Bonus, 13th Month (Accumulated), Gross Pay |
| Deductions | Total Deductions, Loans, Union Dues, Attendance Deductions, Deductible Expenses |
| Other Payments | Other Payments - by name and by type, which add one column for each name or type found in the batches |
| Contributions | Contributions EE and ER totals, and in the Philippines SSS, SSS EC, PhilHealth and Pag-IBIG |
| Tax | Withholding Tax, Tax Payable, Tax Adjustment, Bonus Tax, Annual Taxable Income, Non-Taxable Income |
| Net | Net Pay, Total Payable |
| Attendance | Scheduled Work Days, Days Worked, Absent Days, Leave Days, Overtime Hours, Late (Minutes), Undertime (Hours), Attendance Rate (%) |
The chips above the library filter to Profile, Payslip or Attendance. Payslip figures sit in the Batch, Earnings, Deductions, Contributions, Tax and Net categories, so use All or search to find them. Attendance figures are counted over each batch's attendance period.
What Happens Next
- A report keeps the columns it was generated with. Editing or deleting the template later does not change it.
- The Excel file has the totals row when Show Grand Total is on. The CSV has no totals row.
- Download links last one hour; select Excel or CSV again for a fresh one.
- Filters and Sorting tabs are saved with the template, but generated reports list every employee in the selected batches, ordered by batch and then surname. Filter or sort the downloaded file if you need a subset.
- Every Currency, Number and Percent column is totalled. Currency in Template Settings does not change the figures, which come out as on the payslips.
Tips
- Name columns the way finance reads them. The label you type is the heading in the file.
- Build one template per audience. HR and finance want different columns.
- Run closed batches. Open or Pending payslips will change after you download.
- Use Duplicate (the copy icon on a card) to make a variant without touching the original.
- Delete with care. The delete icon on a card removes the template at once, without asking.
Troubleshooting / FAQ
Q: Save Template is greyed out. Enter a Template Name.
Q: Saving fails with "A formula column needs a formula." A formula column is empty. Open it with Edit formula, or delete it.
Q: "Selected batches have overlapping attendance periods." Two batches cover the same attendance dates. Run them separately.
Q: The preview shows only 200 rows. The preview is capped. Download the file for every row.
Q: My filter didn't remove anyone from the report. Saved filters are not applied when the report runs. Filter the downloaded file.