# Employee Wise Pay Run Report
Pay-run summary grouped by employee for a date range. Shows salary payable, expense reimbursements, deductions, total payable, and outstanding balance — with optional filtering to employees who still have a balance due.
Overview
Go to Payroll → Payroll Reports → Employee Wise Pay Run.
What it shows. One row per employee (or one summary row plus detail lines when Show Detailed is on) for pay runs whose period overlaps the selected date range. Totals include payment, expense, deduction, net payable, and balance still owed.
When to use it. Bulk payment processing, bank transfer preparation, and reviewing outstanding pay-run balances before creating payment vouchers. Finance cards on the Pay Run Dashboard open this report for the same dates (Unpaid balance turns on Balance Only).
Use Cases
- Payroll accountant — Which employees still have an unpaid pay-run balance? Turn on Balance Only and select rows to create payment vouchers.
- HR manager — What were total earnings and deductions per employee this month? Generate for the month and export.
- Finance — Need bank details for NEFT? Use More → Show Bank Details from the toolbar.
Filters
| **Filter** | **Description** |
|------------|-----------------|
| Date range | Pay runs whose from/to period overlaps this range (default: current month). |
| Employee | Optional — limit to one employee. Respects user employee filters for the payroll module. |
| Pay Run Type | Regular, Bonus, or All. |
| Balance Only | When on, shows only pay runs with balance > 0. Toggle label switches to Show All when active. |
Columns
| **Column** | **Description** |
|------------|-----------------|
| Emp Code | Employee code. Click for employee quick view. |
| Employee | Employee name. |
| Bank Account / IFSC | Shown when Show Bank Details is on. |
| ID / Period / Notes / Status | Shown in detailed mode — individual pay-run bill number, month/year, notes, and status. |
| Salary Payable | Sum of payment category lines (earnings). |
| Expense Total | Expense reimbursements on the pay run. |
| Deduction Total | Deductions including cash advance recovery. |
| Total Payable | Net amount payable (payments + expenses − deductions). |
| Balance | Amount still unpaid on the pay run. |
Actions
- Generate — run the report for the selected filters
- Balance Only — toggle to show only rows with outstanding balance
- Sort — by employee name or employee code
- More — Show Detailed (individual pay runs per employee), Show Bank Details
- Export — export to Excel
- Print — print the report
- Create Consolidated Payment Voucher — from selected employees (max 20), opens a multi-line payment voucher for pay-run balances
- Create Individual Payment Vouchers — from selected employees (max 20), opens multi-new payment vouchers
FAQ
What does Balance Only do?
Filters pay runs to those with balance greater than zero — useful when preparing batch salary payments.
Why don't I see an employee?
User-level employee filters for the payroll module may restrict visible employees. Check user settings or select a specific employee you have access to.
How is balance calculated?
Total payable minus payment vouchers already linked to the pay run.
What pay-run statuses appear?
Typically Approved and Closed — draft pay runs are excluded unless your filter includes them.
Can I export for bank transfer file?
Export to Excel from the report, then format for your bank — no native NEFT file is generated from this report alone.
Why is Net Payable zero but Balance positive?
Payment Out vouchers may not yet cover full payable — Balance is amount still owed to the employee.
How is this different from Employee Wise Salary?
This lists pay-run headers per employee. Employee Wise Salary aggregates salary components and deductions across the period.