When you select a report, Sage HRMS provides various criteria by which to generate the report. For example, if you want to sort the Employee Profile report by employee number rather than employee name, you can choose employee number as one of your sort criteria. The Reports dialog box lets you limit the data appearing on a report. If you do not limit the data, the report includes all the records. Make selections to indicate only those records meeting your specific criteria.
The information on the tabs of the Reports dialog box enable you to tailor the output of your report. Using sorting options and selection criteria, you can produce a variety of different reports to meet your specific needs. You can:
- Use standard selection criteria such as employer, organization levels, and exempt status.
- Enter your own criteria to select information to include in the report.
- Select specific employees to include in the report.
- Select report-specific options including (among others) the effective date or date range, a grouping by organization level, a sort order by employee name or ID, or form alignment options.
- Save default report options for the next time you use the same report.
Note: After you generate a report by printing, previewing, or exporting it, Sage HRMS saves your selection criteria. The next time you select that report, the saved options appear in the fields. Change the selection criteria as necessary for your new report.
Report List Tab
Use the Report List tab to select a report, set the number of copies to print, and save the current report options.
Select a Report
From the list of reports, find the report you want and highlight it (click once). Sage HRMS enables all buttons and tabs to start defining the report options.
Specify a Print Range
The Print Range enables you to print all the pages of the report or only a specific range of pages.
To print the whole report, click the All radio button. To print a specified page range, click the Page radio button and enter the first and last page numbers.
Save Report Options
The Save Defaults button lets you save report options that you regularly use. Then the next time you generate the report, the settings are already defined for you. This feature comes in handy when you frequently generate a particular report.
If you have entered new settings for a report and want to return to the last settings you saved, click Restore Defaults.
Standard Criteria Tab
The Standard Criteria tab lists the general selection criteria that apply to all reports in a report group. You use these selection criteria to determine which employees will be selected for inclusion in the report.
Select the Employer
Using the Employer field, you can choose to include in your report employees in the Enterprise, in an individual employer or in multiple employers.
Do one of the following:
- Select Enterprise to include all the employees in all the employers you have set up in Sage HRMS.
- Select an individual employer to include only the employees in that employer.
- Select Multiple to include the employees in more than one employer. When you select Multiple, a two-list chooser opens for you to select employers.
For each employer you want to include in your report, double-click the employer name to move it to the Selected list. Click .
Select Organization Levels
After you select the Enterprise or one or more employers, select the specific organization levels on which to report. The names of the organization levels are the same as the titles defined when you set up the Enterprise (up to five levels).
The organization descriptions included in each list depend on two factors: the employer selection and how you set up your organization codes. For example, if you select Enterprise as your employer and all your employers are using Enterprise level organization codes, the lists contain the organization descriptions you set up for the Enterprise.
Alternately, if you select Enterprise as your employer and you set up organization codes for each employer at the employer level (that is, you set up different codes for each employer), the lists include every employer’s organization descriptions. If you change your employer selection, Sage HRMS clears all organization levels. You can then reselect your organization levels.
Note: If you see duplicate entries in the list, this means you set up different organization codes at the employer level, but the descriptions you set up for the codes are the same.
Select Employees
To further limit your report results, you can select specific employees within the employers you selected. Using the buttons adjacent to Employee, specify which employees you want to select.
If you are using Sage HRMS Train, you can also use the buttons to specify which courses or classes you want to include, depending on the type of training report you are running. For example, you can select classes for Class Administration reports and courses for most Training Analysis reports.
Select One Employee
Click the Employee Find button (
)
to search for and select an employee. For more information about using Employee Find,
see Finding an Employee.
After you find the employee, Sage HRMS displays the selected employee’s name, employee number, and employer ID.
Note: When you select
one employee, Sage HRMS disables all other selection criteria on the tab. To reset your selection criteria, click the Update button (
).
Select Multiple Employees
To select multiple employees, click the Multiple button (
). The Employee Selection page opens. Select the employees you want to include. If you have already selected a single employee, it automatically appears in the list of selected employees.
The Available list includes all employees in the employers selected and displays the employee’s name, number, and employer ID. Double-click to select an employee name and move it to the Selected list. Similarly, double-click an employee name in the Selected list to move it back to the Available list.
After selecting, click to return to the dialog box.
Note: When you select
multiple employee, Sage HRMS disables all other selection criteria on the tab. To reset your selection criteria, click the Update button ().
Points to Consider When Selecting Specific Employees
When you are defining your report selection criteria by selecting employers, organization codes, and specific employees, note that if you have already selected the employer or organization codes and then attempt to select a specific employee, you might receive a message that there are no employees matching your selection. This is because the employee you tried to select does not belong to the employer or the selected organization codes.
If you want to run the report for a specific employee, select blank for all your organization codes and then select the employee.
Select Employees by Employee Status
Each employee you enter in Sage HRMS has an employee status.
When you generate a report, you can include employees who have an employee status of Active, Leave of Absence, or Terminated. Use the check boxes to select one or more employee statuses.
When you run reports in Sage HRMS Train, you can select employees who are Active, Terminated, on Leave of Absence (LOA) and Non-employees.
Select Employees by Exempt Status
When you run reports in Sage HRMS or Time Off, use the Exempt field to generate a report to include employees by their overtime exempt status. Select Exempt or Nonexempt from the list. If you leave the field blank, the report includes both exempt and nonexempt employees.
Select Employees by a Changed Since Date
When you run reports in Sage HRMS or Time Off, you can choose to include in your report only those employees whose information has changed since a specific date. Enter the date in the Changed Since field.
Select Classes by Status
When you run reports in Sage HRMS Train, you can select classes that are Open, In Progress, Completed, and Canceled.
Define Custom Criteria
To generate reports using criteria other than what is already provided in Sage HRMS’s standard selection criteria, use the Custom Criteria function.
Specific Criteria Tab
The Specific Criteria tab presents options you can set for the report you selected. Sage HRMS generates the report using these settings and the selection criteria you defined on the Standard Criteria tab.
The options on this tab vary from report to report within the report category you selected. Some examples of options specific to a report are date range, sort order, and effective date.