All Collections
Payroll & Revenue
Payroll reporting
Customise your payroll data fields
Customise your payroll data fields

Use payroll prints to customise your Microsoft Excel or CSV payroll export file by adding or removing data fields.

Patrick Gruhn avatar
Written by Patrick Gruhn
Updated over a week ago

🎯 For admins with full access. See Preparing for payroll.

What are Payroll prints?

Payroll Prints can add extra columns of information to the Microsoft Excel payroll export file. This data can either be taken from the Employee profile, or the Schedule.

For example, you may need an employee's email address on your payroll export so your accountant can send out e-payslips. Your payroll export can include this, customised through payroll Prints.

⚠️ The customisations you add with payroll Prints only apply to the payroll export's Microsoft Excel and CSV format. Payroll prints do not affect PDF, Dynamic, or Integration payroll reports.

How to view your existing Payroll data fields

To see existing Payroll prints, navigate to Settings > Payroll > Prints > CSV/Excel data fields

💡You need to have admin privileges to make changes to Prints. If you are an admin and cannot find the Prints tab, contact our support team to have this enabled on your Planday.

Planday EN Screenshots for HC.192.png

Each entry on the list displayed here represents a column on your current payroll report (only for Microsoft Excel format).

The Name of the field is customisable and will show as the column header on the payroll report, while the Standard CSV/Excel data field is the type of data that will be brought into this column.

Through Sort order, you can organize how the columns will appear on the report, on the smallest number first and largest last basis. We recommend adding increments of 10 so that you can easily edit the order in case you need to change it in future.

How to create a new Payroll data field

To create a new entry in the Payroll prints, navigate to Settings > Payroll > Prints > CSV/Excel data fields and press Create. Choose from the Excel data field dropdown list the field you need to create. This will show all the information you can bring into your payroll report.

In this example, an Email address field needs to be added to the payroll export file.

Any Data field marked with a person icon will contain personal data from the employee profile, while the other type will be scheduling data (marked with a board-like icon). This allows you to create a comprehensive payroll report with both employee and schedule data.

Select the data field you need, give it a name (so you can easily find it later), and type the sort order number (a small number would be displayed before a larger one, in the report).

Press Save and your new field should appear in the Prints list and on your Excel payroll report from the next export.

Here's how an Excel payroll report header looks when exported with additional fields set up, from payroll Prints:

Screenshot 2022-03-31 at 15.44.56.png

How to display the hours for Supplements

If you want to display the hours corresponding to Shift types or Supplements on separate lines, you would need to do the following:

  • assign a Salary code to the relevant Supplements

  • add the data field Salary code in the Payroll prints

💡You can also assign Salary codes to Shift types if for example you want to distinguish the hours as training, sick, or absence.

How to display the hours by Employee group

Suppose, an employee works in different Employee groups. You’d like the hours for each group to be displayed on separate lines. To achieve this:

  • assign a Salary code to each of your Employee group (link to section in article How to set up Salary codes in Planday).

  • add the data field Salary code in the Payroll prints

  • you can additionally add the data field Employee group name in the Payroll prints to identify the groups or job roles better

An example of Excel file with the hours per Employee group and the hours per Supplement will look like this:

Screenshot 2023-03-10 at 08.47.12.png

Ignore salary codes in Excel or Csv exports

Sometimes, you need to apply a holiday shift type on top of the holiday booked if you're in at least one of the following situations:

  • You want the holiday hours to count towards the contracted hours

  • You're using the Xero integration and you're transferring the holiday date ranges to your Xero organisation. You can find more information about this in Map your Planday leave shift types to your Xero Leave types.

  • You would like to apply a holiday cost to your payroll costs in the schedule.

If you're using the shift type on top of the holiday request, the holiday will show twice in the payroll report, once for the shift type and another time for the holiday request. To avoid this, you should do the following:

  • Apply a salary code to the holiday shift type

  • Go to Settings > Payroll > Prints > Ignore salary codes and insert the shift type's salary code that you'd like to ignore.

Note:This would only work for the csv and Excel formats of the payroll report.

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.

See related articles:

Did this answer your question?