# Employee Statement Report

<p class="doc-lead">Full payroll ledger for one employee. Lists every pay-run credit, payment voucher debit, cash advance, receipt on advance, and deduction on expense with running balance.</p>

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<p class="doc-toc-title">On this page</p>
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<a href="#/payroll/reports/employee-statement-report?id=overview">Overview</a>
<a href="#/payroll/reports/employee-statement-report?id=use-cases">Use Cases</a>
<a href="#/payroll/reports/employee-statement-report?id=filters">Filters</a>
<a href="#/payroll/reports/employee-statement-report?id=columns">Columns</a>
<a href="#/payroll/reports/employee-statement-report?id=transactions">Transaction Types</a>
<a href="#/payroll/reports/employee-statement-report?id=actions">Actions</a>
<a href="#/payroll/reports/employee-statement-report?id=faq">FAQ</a>
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<h2 id="overview">Overview</h2>

Go to <b>Payroll → Payroll Reports → Employee Statement</b>.

<p><b>What it shows.</b> Chronological transactions with debit, credit, and running balance. Opens with an <b>Opening</b> row for the balance before the period.</p>

<p><b>When to use it.</b> Reconciling an employee's full payable account, investigating balance discrepancies, and audit trail review.</p>

<p><img src="payroll/images/empl-statement.webp" alt="Employee Statement Report" loading="lazy"></p>

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<h2 id="use-cases">Use Cases</h2>

<ul>
<li><b>Payroll reconciliation</b> — Trace how opening balance moved to closing through pay runs and payments.</li>
<li><b>Advance recovery</b> — See cash advances (Dr) and receipt vouchers (Cr) affecting net payable.</li>
<li><b>Drill-down</b> — Click a transaction to open the source voucher (pay run, payment voucher, cash advance, etc.).</li>
</ul>

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<h2 id="filters">Filters</h2>

| **Filter** | **Description** |
|------------|-----------------|
| Employee | Select the employee (required for meaningful output). |
| Date range | Transaction dates to include (default: today). |

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<h2 id="columns">Columns</h2>

| **Column** | **Description** |
|------------|-----------------|
| Date | Transaction date. |
| Transaction | Narration — e.g. "Payrun for Jan 2026", "Payment for Payrun - PR-001", "Cash Advance". Click to open source document. |
| Bill No | Source document bill number. |
| Dr | Debit amount (increases amount owed to employee from payments out, advances issued, deductions on expense). |
| Cr | Credit amount (pay-run earnings, expense reimbursement, receipts on cash advance). |
| Balance | Running balance after each line. |

<p>First data row shows <b>Opening</b> with the balance before the from-date.</p>

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<h2 id="transactions">Transaction Types</h2>

| **Type** | **Dr/Cr** | **Description** |
|----------|-----------|-----------------|
| Pay Run | Cr | Net earnings (payments − LOP/other deductions category ≥ 3) for the month. |
| Pay Run (Expense Reimbursement) | Cr | Separate line when expense total &gt; 0. |
| Payment Voucher | Dr | Salary payment against a pay run. |
| Employee Cash Advance Voucher | Dr | Cash advance issued. |
| Receipt Voucher | Cr | Repayment/receipt against a cash advance. |
| Deduction on Expense | Dr | Standalone deduction voucher. |

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<h2 id="actions">Actions</h2>

<ul>
<li><b>Generate</b> — run the statement</li>
<li><b>Export</b> — export to Excel</li>
<li><b>Print</b> — print the statement</li>
</ul>

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<h2 id="faq">FAQ</h2>

<p><b>How is opening balance calculated?</b><br>All pay-run credits, expense reimbursements, payment debits, cash advances, receipts on advances, and deductions on expense before the from-date.</p>

<p><b>Why are some pay-run deductions not shown as separate lines?</b><br>Cash advance and standard pay-run deductions are netted into the pay-run credit line. Category ≥ 3 deductions (e.g. LOP) reduce the credit amount.</p>

<p><b>Can I open this from Employee Wise Salary?</b><br>Yes — click the employee name on <a href="#/payroll/reports/employee-wise-salary-report">Employee Wise Salary Report</a> to open Employee Statement for the same period.</p>

<p><b>Does the report include cash advance requests?</b><br>No. It shows vouchers, pay runs, receipts on advances, and deduction on expense — not unvouchered requests.</p>

<p><b>What date range should I use for monthly reconciliation?</b><br>Set from/to to the calendar month — opening balance includes all activity before from-date.</p>

<p><b>Why is a pay run shown as one line?</b><br>Net pay-run credit aggregates salary, expenses, and embedded deductions — expand detail on the pay run view or payslip.</p>

<p><b>Can I export Employee Statement?</b><br>Yes. Use Export and Print when your role grants report export permission.</p>

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