When you select a report, Sage HRMS provides various criteria you can use to generate the report. The information on the tabs of the Reports window 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 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 selection criteria displays, but you can always change it as needed for your new report.
| Item | Description |
|---|---|
|
<report list> |
Highlight the name of the report that you want to generate. |
|
Print Range |
Select either:
|
|
Restore Defaults |
Click to return to the last settings you saved. |
|
Save Defaults |
Click to save the current report options for future use. The next time you choose this report, these settings are already selected for you. This feature comes in handy when you frequently generate a particular report. |
This tab lists general selection criteria that apply to all reports in a report group. Use the selection criteria to determine which employees to include in the report. Not all of the following items are available for all reports.
| Item | Description |
|---|---|
|
Employer |
Choose one of the following:
|
|
<organization levels> |
You can limit the report to employees who only belong to one group at a particular organization. Note: The number of organization levels (1-5) and names of the levels were defined when the Enterprise was set up. The organization descriptions included in the list for each level depend on two factors: the Employer selection and how the organizations were set up. 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. If you change your employer selection, Sage HRMS clears all organization levels. You can then reselect your organization levels. |
|
Changed Since |
(Certain reports) You can limit the report to include only employees whose information changed since a specific date. |
| <course options> | (Certain Training reports) Select from options such as the course type, class description, certification, instructor, location, and date range. |
|
Employee |
Select the Active, LOA (leave of absence), and/or Terminated check boxes to include employees with those statuses in the report. You can also click one of the following icons to limit the employees included in the report:
For more information, see Selecting specific employees for a report. |
|
Individual Classes |
(Certain Training reports) Select the Open, In Progress, Completed, and/or Canceled check boxes to include classes with those statuses in the report. You can also click one of the following icons to limit the classes included in the report:
|
|
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. Select one of the following methods to use:
For more information, see Defining custom criteria. |
|
Exempt |
You can limit the report to include only employees with the Exempt or Nonexempt overtime exempt status. If you leave this item blank, the report includes both exempt and nonexempt employees. |
| Class Status |
(Certain Training reports) You can limit the report to classes with a status of Open, In Progress, Completed, or Canceled. |
This tab lists options for the specific report you selected. The options on this tab vary from report to report within the report category you selected. Some examples of options are a date range, sort order, and effective date.
Selecting specific employees for a report
To further limit your report results, you can select specific employees within the employers you selected. Using the buttons adjacent to , specify which employees you want to select.
If you use 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.
- Click
(the Employee Find icon). - In the Employee Find window, find and select the employee you want to include.
-
Click OK.
After you find the employee, Sage HRMS displays the selected employee's name, employee number, and employer ID below Employee on the Standard Criteria tab.
Note: When you select one employee, Sage HRMS disables all other selection criteria. If you want to cancel your employee selection, click 
(the Undo icon) to re-enable all selection criteria.
- Click
(the Multiple icon). - On the Select Employees page, the Available list includes all employees in the employers selected—and displays each employee's name, number, and employer ID. If you already selected a single employee, they automatically appears in the list of selected employees. 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 them back to the Available list.)
-
After selecting all employees to include in the report, click .
Note: When you select multiple employees, Sage HRMS disables all other selection criteria. To cancel your multiple employee selection, click
(the Undo icon) to re-enable all selection criteria.
When you are defining your report selection criteria by selecting employers, organization codes, and specific employees, note that if you 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.
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, LOA (leave of absence), or Terminated by selecting the appropriate check boxes on the Standard Criteria tab.
When you run reports in Sage HRMS Train, you can select employees who are Active, Terminated, on LOA (leave of absence), and Non-Employees.
When you generate a report, you can include employees who have an overtime exempt status of Exempt or Nonexempt. If you do not select an exempt status (the item is blank), the report includes both exempt and nonexempt employees.
When you generate a report, you can limit the report to only include employees whose information changed since the date you specify for Changed Since.
When you generate a report in Sage HRMS Train, you can select classes that are Open, In Progress, Completed, or Canceled.