Reports & exports

The Reports workspace is a read-only view of the records payIQ already owns: payroll results, statutory totals, advances, payments, accounting handoffs, attendance, leave, and payroll consequences. Reporting stores no business data of its own and never changes an operational record.

The workspace shows server-computed summary cards, a role-aware report catalogue, and a latest exports history.

The report catalogue

The reports available to you depend on your role. The catalogue is:

Report	Family	What it lists
Employee directory	Employees	Employees with employment and pay information.
Payroll runs	Payroll	Payroll runs with their status and totals.
Employee payroll results	Payroll	One row per employee result in a run.
Payroll components	Payroll	Payroll component definitions.
Payroll period summary	Payroll	Totals grouped by payroll period.
Statutory summary	Statutory	PAYE and SSNIT totals.
Advance register	Advances	Advances and their derived balances.
Advance repayment history	Advances	The event history behind advance balances.
Advances summary	Advances	Issued, repaid, and outstanding totals.
Payment instructions	Payments	Payment instructions and their positions.
Payment batches	Payments	Payment batches and their totals.
Payments summary	Payments	Payments grouped by status.
Accounting handoffs	Accounting	Handoffs offered to LedgerIQ.
Attendance register	Attendance	Attendance records.
Attendance period summary	Attendance	Attendance counts grouped by period.
Leave request register	Leave	Leave requests and their statuses.
Leave entitlement balances	Leave	Derived leave balances.
Leave entitlement history	Leave	The entitlement event ledger.
Leave summary	Leave	Leave counts and totals.
Payroll consequences	Payroll consequences	Approved deductions and their state.

Each report supports CSV and XLSX formats.

Previewing a report

1. Select a report from the catalogue.
2. Set the Filters you need. Filters are applied on the server: an ISO date range, a currency, a year, and where relevant an employee, payroll period, payroll run, or leave type. An unknown or foreign value is rejected rather than silently ignored.
3. Optionally choose Columns to include. The preview and export use the columns you select, in the order you select them.
4. Select Preview report.

The preview shows the true number of matching rows and displays at most the first 50. Changing a filter never starts a download; preview and export are always deliberate actions.

Exporting a report

1. With your filters and columns set, select Export CSV or Export XLSX.
2. payIQ generates the file and your browser downloads it, with a deterministic filename such as payiq-payroll-runs-2026-09-28.csv.
3. A confirmation names the file that was generated.

• CSV is UTF-8 with standard quoting and ISO dates.
• XLSX has a styled, frozen header row, an autofilter, fitted column widths, real number and date formats, and a small metadata sheet.
• If download fails, payIQ reports it without claiming the file exists.

Every generated file is recorded in the latest exports history — who generated it, for which report, with which filters and columns, how many rows, the filename, and generated time. The file itself is not stored, and only the most recent 100 exports are listed.

Reading the summary cards

The summary cards give a quick overview: payroll, statutory, advances, payments, attendance, leave, and accounting counts. Money is grouped by currency rather than summed across currencies. The payroll and statutory cards describe the latest run that actually has results and name the period and run they summarise. If no such run exists yet, the card says so instead of showing a misleading zero.

Large reports and the limits

Three practical limits keep a report request responsive:

Limit	Value	What happens at the limit
Preview rows	50	The preview shows the first 50 and states the true filtered count.
Export rows	5,000	A larger export is refused with a readable message and no file.
Aggregate source records	50,000	An aggregate report whose underlying source is larger is refused rather than totalled from a partial read.

When a report is too large, narrow the filters — for example, shorten the date range or choose a single employee or period — and try again. payIQ never returns a truncated total that looks complete.

Role-based visibility

The catalogue is filtered to your role, and some columns are restricted even within a report you can open:

Role	Reports
Payroll Operator, Approver	All twenty reports, including compensation columns.
Administrator	All twenty reports and every column.
Payment/Reconciliation Reviewer	Employee directory, payment instructions, payment batches, payments summary, and accounting handoffs — with payable amounts but not payroll/advance source linkage.
Read-only Reporter	Eight deliberately non-monetary reports: employee directory (without compensation), accounting handoffs, attendance register and summary, and leave requests, balances, events, and summary.

A report you cannot open does not appear in your catalogue and is refused if requested directly. Compensation and payroll/advance source-linkage columns are only available to Payroll Operator, Approver, and Administrator roles.

What you can and cannot do

You can: browse your catalogue, filter, select columns, preview, export CSV or XLSX, and review the export history.

You cannot: change an underlying record from here, run a report larger than the limits above, or generate a PDF. Payslips keep their own browser print workflow. See Roles & access.