Introduction
There are two methods to get the data your need from Cloudpay, the Report screen or the Data Extract screen. The report screen has a wide selection or pre-written reports that you can use. If you can not find the report you are looking for in the Report screen, then you can create your own output using the Data Extract screen.
The Data extract screen can save up to ten report layouts and data is exported using the CSV file format. This can be opened in spreadsheet applications, like Excel.
The Report screen has many pre-written reports that you can save as PDFs.
This guidance shows you how to use the Reports screen.
Reports Screen
The report screen has a list of reports. When a report is selected, it appears below the list of reports. You may have to scroll your browser screen to see it.
Select the pay date in the Calendar displayed next to the report to see the data for that pay date. If you have selected a Payment Frequency, Cost Centre and/or Department at the top of the reports screen, this may filter the data that is displayed for some reports.
Reports with a Date Range
Some reports have the facility for you to enter a date range. Typically, these have [range] written after the report name in the list. You can select the following:
- Pay date
- Year to Date
- Date Range
Alternatively, the Start Date and End Date can be overwitten to whatever range you would like to report on. Click 'OK' to display the data
Grouping and Totals
Range reports can be grouped by either Pay Date or Employee. A report that is grouped by Employee will look like this:
Employee: Boris Leffler
3 Jan 2022 200.00
7 Feb 2022 150.00
7 Mar 2022 300.00
Total for Boris Leffler 650.00
-----------------------------------
Employee: Edd Barton
3 Jan 2022 200.00<
7 Feb 2022 250.00
7 Mar 2022 350.00
Total for Boris Leffler 800.00
--------------------------------------
If the grouping was by Pay Date, it would look like this instead:
Pay date 3 Jan 2022
Boris Leffler 200.00
Edd Barton 200.00
Total for 3 Jan 2022: 400.00
---------------------------
Pay date 7 Feb 2022
Boris Leffler 150.00
Edd Barton 250.00
Total for 7 Feb 2022: 400.00
----------------------------
Pay date 7 Mar 2022
Boris Leffler 300.00
Edd Barton 350.00
Total for 7 Mar 2022: 650.00
If you tick the 'Show Totals' check box, only the group totals are displayed and the details are hidden.
Saving Reports
Reports can be saved in many different formats. On the report menu bar, at the top left, next to the print icon is the Export button. Click this to expose the export blade.
Please refer the image opposite to see where the Export button is, circled in red.
The most common format to export the report in is Adobe PDF. Excel can also be selected, but the report may not be formatted very well as the export tries to preserve the design of the report. Column headings may now align correctly. To export the data in the report to Excel, use the Data Extract facility instead.
Click the Export button at the bottom to save the report. You may have to scroll down to see this.
