Payroll Summary Report
The Payroll Summary report shows a complete breakdown of payroll totals for a single pay date, month, quarter, or year. You can generate this report for one client or for multiple clients at once.
Service bureaus and accounting firms use the multi-client version to review payroll totals across all their companies in a single combined PDF.
Accessing the Report
Single client
- Go to Payroll Functions and select a client.
- From the Payroll Main Menu, click Reports > Payroll Summary.
Multiple clients
- From the ProPay Main Menu, select Multi-Client Payroll Summary. [UNVERIFIED] The exact menu location may vary — check under Client Functions or Payroll Functions.
- Select the clients to include from the client selection dialog.
> Tip: Use Client Groups to pre-define sets of clients for faster multi-client report generation.
Generating the Report
- Select the reporting period:
- Single Pay Date — one specific pay date
- Monthly — all pay dates within a calendar month
- Quarterly — all pay dates within a calendar quarter
- Yearly — all pay dates within the calendar year
- Enter the start and end dates for the selected period.
- Click OK to generate the report.
- The report opens in print preview. Click Print to send it to the printer or save as PDF.
- Print preview — view on screen before printing
- Print — send directly to the printer
- PDF — save as an encrypted PDF file
- Display Payroll Totals — Pre-print verification of payroll totals
- Standard Reports — Print the standard reports package after payroll
- Taxable Wages Report — Detailed wage breakdown by tax category
- General Ledger Report — GL journal entries for accounting
- Custom Reports — Design your own reports with the ProPay Report Writer
- Client Groups — Define groups of clients for multi-client operations
> Tip: When generating for multiple clients, ProPay creates a separate summary for each client and combines them into a single PDF for easy viewing and printing.
Report Sections
The Payroll Summary contains 8 sections:
| Section | What It Shows |
|---|---|
| Company Header | Client ID, Federal ID, State ID, SUI ID, period dates |
| Hours/Units | Regular, overtime, double time, custom pay types, holiday, vacation, sick |
| Pay Amounts | Dollar amounts for each pay type category |
| Deductions | Active deductions only (up to 18 deduction types) — rows with zero amounts are hidden |
| Tax Withholdings | Federal, state, FICA, Medicare, Additional Medicare, SDI, SUI, local taxes |
| Employer Taxes | FICA match, Medicare match, FUTA, SUI |
| Net Pay | Total net pay, check count, breakdown of checks vs. direct deposits |
| Tax Liability | Summary of all tax liabilities for the period |
> Note: The deductions section automatically adjusts to show only deductions that have dollar amounts for the selected period. Unused deduction types are hidden to keep the report concise.
Multi-State Clients
For clients with employees in multiple states, the report includes separate tax withholding and SUI lines for each state (up to 5 states). Massachusetts EMAC and New York MCTMT taxes appear as additional line items when applicable.
Output Options
Tips
> Tip: Use the quarterly period at the end of each quarter to verify totals before filing Form 941.
> Tip: The multi-client version is especially useful for service bureaus that need to review all clients' payroll totals before processing direct deposits or printing checks.
> Tip: Compare the Payroll Summary totals against the Display Payroll Totals screen to verify your payroll before printing.