Employee Report

Details Overview

The Employee report within the Administration menu of the SapphireOne Payroll/HR mode is the major reporting area for all employee pay information. Reports may contain a single line for each employee, to a full A4 page of details. The user also has the option of using the quick report or custom report functions built into to SapphireOne. 

The user should retain your employee summary reports after each pay period run for future reference. You are then able to refer to period figures for every employee through their Historical details.

When printing employee reports, the user should be aware that SapphireOne will assume that it is to print the selected report on all Employees that are currently active in SapphireOne. This may be from just a few employees but could extend to hundreds or even thousands of them.

When the Employee report is selected from the Administration menu, SapphireOne will present a print dialog screen named ‘Employee Details Reports’. The user may then select and customise the criteria and data they would like included within the report. This screen is displayed immediately below and note carefully the Report Selection option by default is set as Active Only. If you have 1000 employees SapphireOne will print the report for all 1000 employees.

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for anybody doing data entry within SapphireOne. Any data entry field that the user can type into using a keyboard, they can use this feature.

They can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client and they have just made a phone call to that particular client using the Softphone technology, this will automatically date and time stamp the contact and the phone number you called to. As soon as the call is completed or finished, the user has the ability to use the Speech to Text (Windows) function or Dictation (MacOS) function and dictate into the memo field of the CRM contact, adding as much description as they require.

This functionality applies across every single Data Entry screen. For example, if the user is entering a Vendor Invoice (VI) and they want to add a memo within the Vendor Invoice (VI), the user can simply dictate the memo. Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account when the user is completing data entry using a General Ledger, there’s always a unique memo field for each General Ledger account line, the user can utilise this feature to quickly add the information they need to add. Additionally, if you’ve got an interview with an employee and after the interview process is completed the user is able to make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool and it’s something that we at SapphireOne as well as our clients utilise daily. It is a massive timesaver. 

Print Destination Menu

The Print Destination Menu allows the user to select the destination for the Report as follows.

Printer  Tells SapphireOne to send the report straight to the Printer. 
Custom Report  This allows the user to create a custom designed report. Once it has been created the user will be able to use this option from the Print Destination menu.
Quick Report  Selecting this option will open the Sapphire Quick Report function. 
Labels Selecting this option will open the Sapphire Label Design Report Editor, allowing the user to design Labels as required. Labels can be designed and printed on a sheet or roll.

Report Type Menu

Selecting from the Report Type Popup Menu option will enable the user to print different amounts of data for each employee.

One Liner This is a simple report giving contact information on a single line for each employee.
Two Liner This expands on the above report with additional basic address details across 2 lines.. 
Four Liner This report gives full address details expanding each employees details to 4 lines.
Full Details This report gives even more details about each employee. There are two Employees to a page. 
Direct Print Allows for the use of Direct Print layouts, as set up in the Utilities Mode. 
One Page This report gives the most comprehensive report for each employee as there is a single employee to each A4 page.
Super Remittance This report Prints out a Superannuation Contribution Remittance Slip. 

Report Sort Order Menu

The Report Sort Order Menu allows the user to select from various sorting methods and criteria to organise data in different sequences while still maintaining the same fundamental report format. The user can sort data by:

No Sort This will display the Details Report in the order they are displayed.
By ID  Selecting this option will tell SapphireOne to sort the report by Employee ID
By Surname Selecting this option will tell SapphireOne to sort the report by Employee surname
By Pay Frequency Selecting this option will tell SapphireOne to sort the report with the weekly pays first.
By Class This will sort the order of the data by Employee Class.
By Department This will sort the order of the data by employee department.

Report Selection Menu

Active Only Default and will print the report by all active employees and note all.
Active This Year Selecting this option will tell SapphireOne to only print the report for employees that were only active in the current year.
All Records  When this option is selected SapphireOne will print the report for all employees including those that have been terminated or have stopped working for the company.

Report Buttons

Print button Select this button to send the report to the Printer.
Cancel button Select this button to Cancel the Report.
Record List Button Selecting this button brings up a list of all employees that will be included in the current employee report. The user can then use the ‘command/F’ and ‘ctrl/F’ search function to selected of filter the employees that are to be included in the report. Once the list of employees has been filtered select the button on the main toolbar.
Options Button When active, the Options Button allows for even further customisation of the Employee Report.
Queue Button Selecting this button will put the report in a Queue, allowing the user to select the time and day for the report to run and print.
Background Button Selecting this button allows the user to run the report in the background of the SapphireOne server, allowing the user to continue with other tasks while the report is generating.

As documented before, the user also has the option to create custom reports using SapphireOne Quick Reports or Custom Reports. 


You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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