Employee Summary — Complete User Guide — Two Accounts Web

Comprehensive guide for the Employee Summary report — enabling, creating, reading, and validating one employee's payslip breakdown (earnings, deductions, net pay, and contributions) for a period

Table of Contents

1. What Is the Employee Summary Report?
2. Prerequisites — Enabling via the Customize Menu
3. Navigating to the Report
4. The Report List
5. Creating a Summary — Field-by-Field
6. Report Output Structure
7. How the Summary Is Calculated
   • 7.1 Which Payslips Are Included
   • 7.2 Earnings Items
   • 7.3 Deduction Items
   • 7.4 Net Pay
   • 7.5 Contribution Items
   • 7.6 Currency Handling
8. Related Settings and Configuration
9. Sample Data and Report Output
   • 9.1 Sample Setup
   • 9.2 Report Output
   • 9.3 Calculation Verification
10. Reporting and Accounting Impact
11. Accounting Regulation Validation
12. Common Notes and Best Practices

1. What Is the Employee Summary Report?

The Employee Summary report shows the complete payslip breakdown for one selected employee over a date range you choose. It groups the employee's payslip amounts into:

• Earnings — grouped by earnings item (e.g. Basic Salary, Overtime), with a Gross Pay total,
• Deductions — grouped by deduction item (e.g. Income Tax, Insurance), with a Total Deductions figure (shown as less),
• Net Pay — the calculated net amount for the period, and
• Contributions — grouped by contribution item (employer cost), with a Total Contributions figure.

Because the report is per-employee, it answers questions such as "what did this employee earn in gross, net, and employer cost over the quarter?" It is the payroll-side companion to the Payslip Summary (which covers many employees).

2. Prerequisites — Enabling via the Customize Menu

The report appears under Reports only when the Employees area is enabled for the business. Employees (and Payslips) are not shown by default in a brand-new company.

How to Enable

1. Open the Customize Menu from the navigation bar (the hamburger / menu icon).
2. Turn on the Employees tab (and, if you use them, the Payslips tab). This enables the Employee list, the Payslip tab, and the Payslip Earnings/Deduction/Contribution item settings the report reads.
3. Once enabled, the report is available under Reports → Employees → Employee Summary.

3. Navigating to the Report

From the main navigation bar:

1. Open Reports.
2. Go to the Employees category.
3. Click Employee Summary.

This opens the report list — every summary you have created (and saved) appears here, sorted by its From Date.

4. The Report List

The list shows one row per saved summary, with three columns:

Each row is clickable:

• Click the row to open the summary output (the employee's payslip breakdown).
• Edit opens the summary form.

A New Report button at the top creates a fresh summary.

5. Creating a Summary — Field-by-Field

Click New Report to open the summary form. It contains four fields:

1. Select the Employee.
2. Enter a From Date and a To Date.
3. Optionally set Exclude Zero Balances.
4. Click Save.
5. The report opens showing the employee's summary for that period.

6. Report Output Structure

The summary opens with two subtitles:

{Employee Name}

For the period from {From Date} to {To Date}

It has a single Total column and is organised into the following blocks:

7. How the Summary Is Calculated

7.1 Which Payslips Are Included

Every Payslip whose employee matches the selected employee and whose date falls within the From–To range. Payslips for other employees, or outside the range, are ignored.

7.2 Earnings Items

For each earnings item (e.g. Basic Salary), the report sums the amount across all included payslips. On a payslip, an earnings line is the Units × Unit Price for that item, rounded to the currency's decimal places.

Earnings (item) = Σ over the period of (Units × Unit Price) for that item
Gross Pay       = Σ of all earnings items

7.3 Deduction Items

For each deduction item (e.g. Income Tax), the report sums the deduction amount across all included payslips and shows it as a negative (reducing) figure.

Deduction (item) = − Σ over the period of the deduction amount for that item
Total Deductions  = Σ of all deduction items (shown less)

7.4 Net Pay

Net Pay = Gross Pay − Total Deductions

7.5 Contribution Items

For each contribution item (e.g. Employer Social Security), the report sums the contribution amount across all included payslips. These represent the employer's cost on top of the payslip (e.g. employer social-security expense) and are shown as a separate block after Net Pay — they are not deducted from the employee's net pay.

Contribution (item) = Σ over the period of the contribution amount for that item
Total Contributions  = Σ of all contribution items

7.6 Currency Handling

Amounts are displayed in the employee's currency (the employee's configured currency, or the base currency if none), and rounded to that currency's decimal places. A base-currency employee (e.g. BDT) totals in BDT; a foreign-currency employee (e.g. USD) totals in USD.

8. Related Settings and Configuration

9. Sample Data and Report Output

9.1 Sample Setup

January 2026 payslip lines for John Smith:

9.2 Report Output

John Smith

For the period from 1-Jan-2026 to 31-Jan-2026

9.3 Calculation Verification

Gross Pay = Basic Salary (30,000) + Overtime (5,000) = 35,000.00
Total Deductions = Income Tax (5,000) + Health Insurance (1,500) = (6,500.00)
Net Pay = Gross Pay − Total Deductions = 35,000 − 6,500 = 28,500.00  ✓
Total Contributions = Employer Social Security = 6,000.00  ✓

Multi-payslip note: If the reporting period covered several payslips (e.g. Jan–Mar), each item total would be the sum across all of those payslips — e.g. Basic Salary across three months, and Net Pay would be the period's cumulative net. This report aggregates, it does not average.

10. Reporting and Accounting Impact

• Profit & Loss: The earnings items (Basic Salary, Overtime) and contribution expense post to their configured P&L expense accounts (Salaries Expense, Overtime Expense, Social Security Expense) when each payslip is saved. This report shows the expense-side breakdown per employee.
• Balance Sheet (Employee Clearing): Payslips credit the employee's clearing account for the net pay owed. The employee's unpaid-balance position is tracked there (not in this report).
• Balance Sheet (Liabilities): Deduction items (Income Tax Payable, Health Insurance Payable) and contribution liabilities post to their liability accounts; they are settled when paid.
• Payslips tab: The source documents; this report is a read-only roll-up of their lines.
• Payslip Summary report: The multi-employee view. Employee Summary is the one-employee drill-down of the same payroll figures.

11. Accounting Regulation Validation

12. Common Notes and Best Practices

• Select the right employee. The report is per-employee — confirm the correct employee is selected before generating.
• Use it as a payroll control. Check that Net Pay equals the amount actually paid to the employee (or owed through the clearing account) for the period.
• Align the period to your payroll cycle. Use the same From/To as your pay period (e.g. a single month) so the totals equal that month's payslip.
• Understand employer contributions. Contributions appear after Net Pay and are the employer's cost — they increase total payroll cost but not the employee's take-home.
• Review deductions. A deduction row shows what was withheld (tax, insurance); ensure these match the liabilities you later remit.
• Use Exclude Zero Balances to declutter. Enable it to hide items with no amount in the period (e.g. Overtime on a month with none).
• Check the currency. Foreign-currency employees total in their own currency (e.g. USD), not the base currency.

End of Employee Summary Guide