Data Tool (Custom Reports)

Overview

The purpose of this program is to create custom reports for clients to pull specific information inside CertiPay.

DataTool Report Categories

General – All Payroll general information is reported from this section.

Employee Info - General employee demographic information.

Earnings (Period Aggregate) - Earning check history amounts summed by date range set on report.

Earning Setup - Earning attributes setup on the employee’s profile

Earning Components (Period Aggregate) - Earning attributes from check history summed by date range set on report.

Deductions (Period Aggregate) - Deduction check history amounts summed by date range set on report.

Deduction Setup - Deduction attributes setup on the employee’s profile

Deduction Components (Period Aggregate) - Deduction attributes from check history summed by date range set on report.

Custom Fields - Client specific fields that are assigned to the employees.

Custom Dates - Client specific dates that are assigned to the employees.

Accrual Balances - Current accrual balances by employee.

Calculated Fields - A calculated field is used in Data Tool to allow the inclusion of data which is based on a formula utilizing one or more of the other fields included in the report.

Certificates - Report on specific certificate fields by employee.

Property - Report on specific property fields by employee.

General Ledger - Report on General Ledger data summed by date range set on report.

Export Fields – The from Date and To Date that the report is using as the current date range.

Accrual Details – Details on accrual earnings, taken, adjusted and prior balances.

Check Detail – Check detail allows for reporting of check information without automatically summing the data. Each row of data is for a specific check in history.

Check General Info - Check detail information from history by date range set on report.

Check Earning Details - Earning check detail history amounts by date range set on report.

Check Earning Components - Earning attribute details from check history by date range set on report.

Check Deduction Details - Deduction check detail history amounts by date range set on report. 

Check Deduction Components - Deduction attribute details from check history by date range set on report. 

Check Allocation – Distribution detail on account, routing type, and amount.

It’s important to know if you’re wanting a total of earnings throughout the year, you’ll want to use the Earnings (Period Aggregate). If you’re wanting a break down per check period, you’ll want to use the Check Detail Earnings. You can’t have both Earnings (Period Aggregate) and Check Detail Earnings pulled into a single report as this will cause errors.

 

HR – All Human Resources data is reported from this section that has been assigned to employees profile. HR fields can contain multiple date fields, so all date range filtering must be done through the filter section of Data Tool.

Applicants

Benefits

Certificates

Cobra

Custom Fields

Dependants

Disciplinary Action

Education

Emergency Contacts

Employee History

Employee Reviews

I-9 Info

Pay History

Property

 

Creating a Custom Report

First, you will select the fields from the Category that you’re wanting to pull into report.

Next, after you have your data fields selected, you will select “Format Report”.

FIELD OPTIONS is where you can adjust column widths, sorting order, border style, font size and ordering of your fields.

REPORT OPTIONS is where you can format your report to have a custom Title, Adjust Header options, and page orientation.

DATA OPTIONS is where you can create custom filters to have your report show specific data. In the example I’ve provided, I’ve created a filter to only show Employee Profiles with an “Active” status.

Once you’re finished formatting your report, you can review the report to ensure the data that was selected is being pulled into your report.

Basic Filter Strings

It is important to remember when applying a custom filter string that you must also have the field pulled into your report. You can use “Filter Builder” when you’re wanting to setup and apply a filter string. This can be a helpful tool to use as it will have the Field Names that have been pulled into the report, and the Field Values.

Below I’ve provided some easy-to-use filter strings that can be used to pull specific data in the reports.

Active within a date range (generalized) - [Gross Wages] <> 0

Active within a date range (Only Employees) - [Is Employee] = True AND [Gross Wages] <>0

Active Employee list – [Is Employee] = True AND [Employee Status] = "Active"

Terminated Employee List - [Is Employee] = True AND [Employee Status] = "Terminated"