Produce a report of all employees paid last financial year including terminated employees
For your end of financial year reporting, you can generate an export of employees paid last financial year based on the last pay cycle processed date.
To produce this report you'll need to run two exports one in Approved People and one in Archived People and then combine the data in Excel so that you can further sort as required.
In this article, we will cover:
- Running the 2 exports in Approved & Archived people with the correct field selections
- Combining the data into one report in Excel
Please note: As an alternative method, you can use the STP report which provides a detailed view of pay allocations submitted through STP for each employee. This report also includes year-to-date information, allowing you to easily track pay allocations over time.
Looking for more information on exporting information from your People Menus? Please refer to our guide on Using people and operation filters and exports.
Using the People menus to filter and export data is a powerful tool to extract data from your platform. You can filter to a group of your desired employees, and then export this information along with other chosen data to a CSV file.
To obtain the data for all employees paid last financial year, you'll run 2 exports. These include:
- An Approved people export (with key export options selected)
- An Archived people export (with key export options selected)
Let's produce these 2 exports now.
To produce your Approved people export:
- Navigate to People > Approved people (to produce a list of your existing employees).
- To select all employees, you can select the tickbox in the headings section. For the export to be accurate, you'll need to select all employees on all pages.
- Next select Bulk Actions select Export Selected. As only a few fields are required for this export, start by choosing the Deselect all button.
- Select your desired fields in the export options. For this export, we recommend the below fields:
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Basic Info
- Employee ID
- Full name
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Additional Info
- Last Declined/Archived time
- Days worked FY ending 2024
-
Work
- Last worked
- Termination date
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Other
- Archive Date
- Last pay week ending
-
Basic Info
- Once complete, select Export CSV.
Your Approved people export will look like the example below.
We will now produce the exact same export from our Archived people so that we can merge the data.
To produce your Archived people export:
- Navigate to People > Archived people (this is where your past employee's details are held).
-
Repeat the same export in Archived people using the exact same method and selections as above.
- Once complete, select Export CSV.
Your Archived people export will look like the example below.
In order to produce the final report, you'll need to merge the data from the 2 exports.
To produce the final report:
- Open your Approved People report and add an extra column for employee status.
- In the new column of Employee status, add the status of 'current' for all your Approved people. Save the csv and name your report e.g. 'Employees paid this year report'.
- Next, copy the relevant data from your Archived people report and copy it at the bottom of the 'Employees Paid this year' report that you created.
- In the Employee status column, update the status of the archived employees to 'past' and then save the changes.
Your final report should look like the below with your current employees at the top and past employees at the bottom.