Master Pay File report templateLast updated on 03/22/2022
Use the Master Pay File report template to create reports on all paid activities including hourly pay, performance pay, and payroll adjustments. Each line in the report represents an employee’s gross pay item.
Example Master Pay File reports:
See how many hours each employee worked per month
Schedule email delivery of total payroll for each pay period
Compare gross pay by business unit (BU)
Things to know
Bonus and commission items appear in reports only if the job invoice is in Posted or Exported status.
Master Pay File reports include paid activities for all employees including technicians and office employees. Note: Office Timesheets requires account configuration. Please contact Technical Support for details.
Paid non-job events are assigned business units (BUs) based on the BU of the technician. If a technician does not have an assigned BU, the non-job event is assigned the BU of the job of the technician’s previous job timesheet activity.
Create a Master Pay File report
Follow the steps to create a custom report based on the Master Pay File template and select the columns to include in your report.
Note: If your account has Persistent Payroll enabled, you have the option to use the Master Pay File By Pay Period template.
The template has the following columns selected by default:
Employee Name—Name of the technician or office employee
Activity—Type of paid activity
Date—Date of the paid activity
Invoice #—If the activity is tied to a job, the job invoice number
Employee Business Unit—BU of the technician or office employee
Paid Duration—Duration of the activity
Reg Hours—Number of regular paid hours
OT Hours—Number of overtime hours
DT Hours—Number of double overtime hours
Gross Pay—Dollar amount of the paid activity
Customer Name—If the activity is tied to a job, the name of the customer
Project Number—If the activity is tied to a job that is part of a project, the project number
Zone—If the activity is tied to a job, the zone of the job
Tax Zone—If the activity is tied to a job, the tax zone of the job
Location Zip—If the activity is tied to a job, the ZIP code of the service location
Location Name—If the activity is tied to a job, the name of the contact at the service location
Location Address—If the activity is tied to a job, the service location address
You can customize the report by selecting and deselecting columns.
Tip: Hover over the name of the column to see a short description.
Run a report
Before you run your report, set filters to focus your results:
Click the From - To field to select a date range to report on. You can:
Use the calendar to select a specific date range and click Apply.
Use the left menu to select a preset date range:
Today—From 12:00 AM to the current time
Yesterday—Previous day, from 12:00 AM to 11:59 PM
Last 7 Days—Previous seven days, including the current date
Last 14 Days—Previous 14 days, including the current date
Last 30 Days—Previous 30 days, including the current date
Month to Date—From the first of the current month to the current day
Last Month—Entire month before the current month. For example, if the date is February 5, the entire month of January.
Last 90 Days—Previous 90 days, including the current date
This Quarter—Current quarter, including future dates. For example, if the date is April 25, from April 1 - June 30.
Last Quarter—Entire quarter before the current quarter. For example, if the date is April 25, from January 1 - March 31.
Quarter to Date—From the first day of the current quarter to the current day
Year to Date—From January 1 of the current year to the current day
Last 365 Days—Previous 365 days, including the current date
From the Technician Business Unit dropdown, select the technician BUs you want to report on. By default, the report runs for all BUs. You can filter your report by business units or business unit categories:
Click the dropdown to select individual BUs.
To report on BU categories, click Filter , select the BU categories you want to include, and click Filter.
Use the Technicians dropdown to filter by individual technicians.
Note: If you add BU filters, make sure the technicians you select are assigned to those BUs.
From the Employee Business Unit dropdown, select the office employee BUs you want to report on.
Use the Employees dropdown to filter by individual office employees. Note: If you add BU filters, make sure the office employees you select are assigned to those BUs.
Use the Filter for only dropdown if you want to report on only technicians or only office employees.
When you're done setting filters, click Run Report.
Tip: Click Edit Columns to add and remove columns. For further customization, you can arrange and filter your results.
Read report results
Each line of the Master Pay File report represents a gross pay item based on the filters you set.
Understand paid activities
The Activity column of the Master Pay File report details the type of pay the employee is receiving:
Labor pay activities—Activities paid by the hour, including driving, working, paid idle time, and paid non-job events. Note: Non-job events are identified by their timesheet code.
Performance pay activities—Bonus pay and commissions, including invoice specific bonuses
Payroll adjustments—Direct adjustments or commission base adjustments
Group pay items by employee
To more easily review payroll, you can group pay items by employee and date:
Click and drag the Employee Name column header to the bar above the report results. The report automatically groups pay items by employee.
Click and drag the Date column header to the same bar.
The report automatically groups pay items for each employee by date.
Update payroll data
If you have Persistent Payroll enabled, you can manually refresh Master Pay File reports for the most up-to-date data by clicking Refresh Payroll Data.
Note: Persistent Payroll requires account configuration. Please contact your success or implementation manager for details.
Export Master Pay File reports
You can export Master Pay File reports that you can use with a third party payroll processor.
After you run a report, click the Export dropdown and select Export to XLSX.
An XLSX version of the report downloads to your computer that you can edit in a spreadsheet application like Microsoft Excel or Google Sheets.
Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.