Available to Basic Payroll, Full Service Payroll

The Payroll Details report provides a full overview of payroll activity for all employees. This includes past payroll history, payroll updates, and paychecks processed through Patriot Software. You can use this report to break down employee taxes, view year-to-date totals, or get a summarized report by employee.

You can tailor the report to display one employee or all employees within a specific pay date range. By default, all payroll activities are included, but you can also filter by:

Employee: Select specific employees to view their payroll details.
Date Range: Set a custom start and end date for the report.
Source: Filter by payroll activity type, such as Paycheck, Payroll History, or Tax Rate Change.

💡 Looking for year-to-date totals? Check out our help article, “How to Find Year-to-Date Payroll Totals.“

Need to view quarterly payroll tax liabilities? Use the Payroll Tax Liabilities report under Reports > Payroll Tax Reports > Payroll Tax Liabilities to generate tax-specific summaries.

How to Run the Payroll Details Report

Go to: Reports > Payroll Reports > Payroll Details
Select the start date and end date of the report.
Choose your Locations – (available if there are more than one work location) By default all locations are selected.
Select your Sources – This is the payroll activity in your account. Think of it as how we received the data.
1. Paycheck: Shows paychecks processed in payroll.
2. Voided Paycheck: Displays paychecks that have been voided. When a paycheck is voided, the original entry is updated to show as a negative amount, effectively zeroing it out. A separate voided entry also appears with the date the void occurred. You do not need to uncheck the Voided Paycheck source — leaving all sources checked will not create a double negative or skew your totals.
3. Payroll History: Includes year-to-date history for checks processed before using Patriot Software.
  💡 Use the "Payroll History" source to view payroll entered as history (not processed through Patriot Software). Set the date range and group by Employee to see totals by employee.
  
  ⚠️ Important: Payroll history must be approved before it will appear in this report. If you've entered history but the report shows nothing, verify that the history has been approved first. To review your entries before approving, navigate back to the payroll history screen.
4. Payroll Update: Reflects edits or corrections made to paychecks.
5. Tax Rate Change: Displays payroll adjustments made due to tax rate changes.
6. System Edit: This indicates a back-end adjustment, usually to adjust tax calculations.
7. Prior Payroll Tax Adjustment: Shows tax adjustments based on prior payroll history from another provider.

Select Employees – by default, all employees are selected. Select/deselect employees you want to view in the report by checking/unchecking the box next to their name.
Select group options for the Payroll Details Report. You can group your report data in several ways:
1. Check: Displays details for each paycheck, payroll update, or prior payroll history, including the transaction date and time (in your company’s time zone).
2. Pay Date: Groups all paychecks by pay date for the selected date range.
3. Employee: Shows total paychecks per employee, useful for viewing year-to-date earnings.
  💡 Use the "Employee" option to generate gross wages by employee for a specific policy period. Optionally, group by Location or Pay Schedule for additional insights.
4. Totals: Aggregates paychecks for all employees to display the overall total. 💡 Use the "Totals" option to create annual or quarterly payroll summaries by entering the desired date range.
5. Location: If you have multiple company locations, this option allows you to view totals by location.
6. Pay Schedule: If you set up a pay schedule, you can group by the pay schedule.

Common Use Cases for the Payroll Details Report

Payroll Summary for a Specific Date Range: Set the start and end dates to generate a summary for a specific period.
Payments to a Specific Employee: Filter by employee and set a custom date range to view payments.
Payroll Entered as History: Use the "Payroll History" source and group by Employee to view totals for historical payroll data.
Gross Wages by Employee for a Policy Period: Set the date range and group by Employee, Location, or Pay Schedule to generate gross wages.
Annual or Quarterly Payroll Summaries: Use the "Totals" Group By option to create summarized reports for annual or quarterly periods.

Exporting the Payroll Details Report

You can easily export your report to a PDF or CSV file. Just click “Download Spreadsheet” or “Print PDF” at the top of the report. The export will include all earnings, taxable wages, taxes, deductions, and net pay based on your selected filters.

For more information, check out our Year-To-Date Payroll Earnings article.