Toast Payroll: Optimize the Report Library

 In this Article:

• Report Library Overview
• Management Reports
• Standard Reports
• Custom Reports
• Tax Filing Reports

Report Library Overview

Begin by navigating to Reports. You have five options here:
 

• Management: The default page. These are some of the most popular reports customers use to manage their business.
• Standard: Choose from various of reports that pull in real-time data
• Custom: Create and add various fields to build your own report
• Favorite: Flag reports from the Management, Custom, and Standard reports tabs to run on a regular basis
• Tax Filing: Find Form W-2 information, see who's opted-in to electronic Form W-2s, and locate year-end documents

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Management Reports

A variety of reports live under this tab. From TAFW (time away from work) to preparing a payroll to demographic and emergency contact information, you can find pertinent information about several aspects of restaurant management here. Each of these reports also lives in the Standard reports tab, but these are hand-selected for easy access. If you don't see what you're looking for, check out the Standard reports tab or build a custom report.
 

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Standard Reports

Toast Payroll offers a wide variety of reports covering all aspects of an employee’s lifecycle, various HR topics, historical payroll data, and other tax, payroll, and finance needs. These are known as standard reports and can be found by navigating to Reports > Standard. Search for keywords in the search box at the top or use the gray tabs at the top to quickly filter to specific report categories. Select the arrow icon to queue up the report or select the view icon for a description of it. Check out Toast Payroll: Review Common Payroll Reports for the most popular reports in this area. Also, don't forget about the reports automatically generated with each payroll.

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Custom Reports

Common reasons customers use a custom report are:

• Manage benefit deductions
• Overtime analysis
• Validating employee email addresses
• 401(k) census reporting
• YTD (year-to-date) gross wage reporting

For existing custom reports, select the name of the report to edit its settings or select the blue arrow on the right to run it.

To create a custom report:

1. Navigate to Reports > Custom.
2. Select the Add+ button on the left to begin.
   
   
   
   
3. Name your report, add a Description (optional), and choose one of the following Templates before selecting Save:
   1. Employee Attributes: Includes all information related to an employee such as personal information, hire date, status, hourly rate, termination date, etc.
   2. Employee Deductions: Includes a summary of employee deductions.
   3. Employee Earnings: Includes a summary of employee earnings.
   4. Payroll: This allows you to pull data from submitted payrolls that fall within the calendar year. If you select this template, see more information below. 
4. There are data boxes at the top of the Report Creator:
   1. Report Name: Edit the report's name here.
   2. Security level: If this report should only be accessible by HR+ users, you can set that here. It is not possible to make a report available to users with an Employee security level.
   3. Description: Edit or add a description to your report. This can make it easy to identify the goal of the report in the future.
      
      
      
      
5. Now you can start adding information to your report by selecting the + icon for a field.
   
   
   
   
6.  The fields will appear on the report in the order they're listed, but you can click and hold to drag a field up or down the list. Fields on the report can have a header assigned, a filter applied, or can be removed.
   1. A header is the label that appears in row 1 of the generated report. If one is not assigned, the caption (field name) will be used.
   2. A filter can be applied to sort the data based on certain criteria that you will set up on the next page. See step 7 below.
   3. To remove a field, select the red - icon on the right.
      
      
      
      
7. Once the report is fully customized, select Save to only save the report to the Custom Reports list or select Queue to save and immediately run the report.
8. If you selected Queue and you have a filter applied to one of your fields, your last step asks you to filter the report before running it (if you didn't select a filter, move to step 9). Select the type of data you want to appear on the report. For instance, if you choose to filter Earning Name and then choose SALARY and REGULAR from the list, you will generate a report with only SALARY and REGULAR earning codes on it. You can select more than one data type from the filters list. Select Queue up to generate your report.
   
   
   
   
9. You will be taken to the Document Courier where your report will be available for download once it has been processed. If your report's status says Queued or Processing, give the system a moment to gather your data; this page automatically refreshes every 30 seconds. Once available, press Download to receive your report.
   
   

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This content is for informational purposes and is not intended as legal, tax, HR, or any other professional advice. Please contact an attorney or other professional for advice.