Custom Reports: The ProPay Report Writer
Overview
The ProPay Report Writer is a native report writer, meaning no third-party software is required. Therefore, there are no compatibility issues with various software versions released periodically by third-party software providers.
The ProPay Report Writer enables you to design custom reports by selecting information from one or more databases and placing it on a report.
Report Capabilities
A ProPay custom report is limited to placing certain database fields into columns with page totals and grand totals. It is not a freehand type report where you can drag and place certain fields at any position on a page.
Each report designed can be used for one or all clients. The information in these databases is dynamically updated each time you select a particular report to print.
Types of Custom Reports
Payroll Processor Reports
Access: Client Functions > Custom Reports
These reports may encompass multiple clients in one report. They contain summary totals, such as total gross pay, total net pay, etc., for any period span.
Client-Specific Reports
Access: Payroll Functions > Reports > Custom Reports
Each report printed contains information for one client. These reports may be added to the standard reports and can be automatically printed with each payroll.
Setting Up Custom Reports
To set up a new report, click the New Report button from the custom reports dialog.
Report Name
Type the name and/or description of the new report. This will appear at the top of each report page. It is also used to identify which report to print from the program menus.
Page Headers 1-3
The page headers appear at the top of each report page. Each header is on a separate line. In most cases, one header line may be adequate. However, if additional headers are needed, they can be used.
Font Size
The default font size is 12. This can be changed according to the needs of a particular report. If the report has several columns, a smaller font may be used so the report fits on the page. A larger font may be used to make a report easier to read.
Left Margin
The default left margin is 8 characters. This can also be changed according to the needs of a particular report.
Lines Per Page
The lines per page depends on the font size. The larger the font size, the fewer lines can fit on a page.
Double Spaced Lines
This option can be used so the report looks less crowded.
Note: You may need to experiment with the font size, left margin, and lines per page of each report until the report prints according to your specifications. If some lines are overlapping or the report seems too congested, try changing the lines per page or the font size and print again.
Groups
Groups can be used on any report to create sub-totals by company name, company ID, and pay date. Double-click the appropriate field to select the group expression desired.
Summary Report Only
This option can be used to specify whether a report is printed in full detail or summary totals.
Page Eject After Group
This option can be selected to specify if a page eject is desired after each group is totaled.
Columns
Double-click the appropriate field to select the column contents desired. A report may consist of one or several columns. Each column may have its own heading. If the column contents or the heading is too long, the report will automatically wrap the excess characters on the next line.
On numeric fields, the length of the field as well as the number of decimal points may also be specified.
A numeric expression can be created using the keypad on the lower right corner of the dialog. For example, you may add Fed W/T + FICA Tax + Medicare Tax into one column called "941 Taxes."
Adding Custom Reports to Standard Reports
The standard reports for each client may be customized to include any of the ProPay standard reports plus any user-designed custom reports.
The standard reports dialog consists of two list boxes:
- Upper list box: Contains the ProPay standard reports
- Lower list box: Contains any user-designed custom reports
Any of these reports may be previewed by pressing the appropriate Preview button.
Custom reports can be added to a particular client by using the Select Custom Reports button and adding the desired report.
To save a standard reports package for a specific client, click the Save Report Options button. Thereafter, whenever you go to the standard reports menu, the same reports will be checked and ready to print.
Report File Types
Each custom report designed is saved into one of the following file types:
- .FRM - Processor reports (Example: 5500_001.FRM indicates a payroll processor report)
- .FRE - Employee master file reports (Example: 5500_002.FRE contains information from the employee master file)
- .FRD - Employee paycheck detail file reports (Example: 5500_003.FRD contains information from the employee paycheck detail file)
- .FRT - Company tax file reports (Example: 5500_004.FRT contains information from the company tax file)
- .JDT - Employee job cost reports (Example: 5500_004.JDT contains information from the company's job cost detail file, such as dates, check numbers, and amounts attributed to certain jobs)