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How to make a report using Payroll export
How to make a report using Payroll export
Follow these step-by-step instructions to make payroll data export easier.
Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🎯 For advanced admins. Before performing an export, see what to consider before preparing for payroll.

What is a Payroll export?

A Payroll export is a file summarising the values you need to generate payroll. A report is generated based on the data in your Planday, such as approved shifts, assigned pay/salary, pay supplements, breaks and more.

A payroll data export can be generated at any time and done individually per employee or for the entire Department or Employee group. The end of a month or pay period is a typical time to do this but you can export this report anytime as it does not modify or change any data.

How to export a Payroll report

To do this, navigate to Payroll > Payroll export.

Here you can select from a date from payroll interval, select which employees to include in your report and set advance export options to customise your report.

Set Payroll interval data

  • Select which Pay periods to include in your report. You can choose Monthly, Fortnightly, Weekly or Four-weekly. By default, all will be included in your report.

  • Select a period from the Date interval to run your report.

  • Under Salaries, select how you want to calculate fixed salaries in the export if the dates do not fit the specified period.

Planday EN Screenshots for HC.001.png

Select employees to include in your report

  • Filter by Departments or Employee types to be considered for the report.

  • By default, all employees will be part of the report, but you can filter for individual employees by selecting Custom selection of employees > Select employees button. Here you can search for an employee or filter based on Employee groups.

Planday EN Screenshots for HC.002.png

Select optional Advanced export options

  • Define further export options such as shift status (approved / unapproved / all shifts),

  • Sorting of the export data (by Employee name, Salary identifier or username)

  • Set a format to generate the report as a CSV, Microsoft Excel file, or any payroll integration file format.

  • Select how you would like to preview the file as a PDF or HTML file.

Planday EN Screenshots for HC.003.png

Once you have made your settings, click on Prepare report button in the top right. You will then receive a preview and an option to download the file in your selected file format.

Checking the downloaded payroll data report before processing them in the final payroll is advisable to spot any undesirable data.

Need more help?

Please search for answers in the 🔍 Help Center or watch our ▶️ video tutorials.

Contact our support team via the blue icon at the bottom if you have more questions.

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