Which payroll maps exist and where they are

What is it for?

It answers one question: “which payroll maps and reports exist, what are they for, and can I already open them?”. The Payroll reports and maps screen is a list of 19 maps. Each line shows the code, the name, the Nature, whether it is Available, in which menu it opens and which profiles see it.

It is a reference list: it does not create or calculate anything. To see the figures of a map, open the menu shown on its record.

When to use it?

• You are looking for a map (for example the garnishments one or the payroll for the insurer) and do not know which menu it is in.
• You want to know whether a map required by law or by the accountant already exists in fiscaldoo.
• You want to keep the list of maps for a meeting or for an audit.

It is not for viewing the figures of a map (for that, open the map itself) nor for an employee's health data: sick leave, accidents and strikes are not in this list and can only be seen on each employee's file.

Where to find it?

Payroll › Close and review › Payroll reports and maps.

Before you start

• Your profile is Payroll Processor or Payroll Administrator: both see the list and can do every step. The “No access” window also mentions the Declaration submitter and the Certified Accountant / Fiscal Manager, but the menu only appears to the profiles in the Open to column. The HR profile does not see this menu.
• You do not need to have processed any month: the list is the same in any company.

How to use it

1. Open Payroll › Close and review › Payroll reports and maps. The list opens grouped by Nature, with four groups: Legal (6), Tax (4), Operational (5) and Accounting (4).
2. Click the name of each group to see its maps. Each line has Code, Map or report, Nature, Available and Open to.
3. Read the line: a line with a tick in Available already has a menu. A faded line with no tick does not exist as a map yet (in the demo, REP-003, REP-007, REP-010 and REP-012).
4. Click a line to open its record. The Menu field shows the path that opens the map, for example “Salários/Preparar/Descontos e empréstimos/Quotas sindicais a entregar” for union dues, and Open to lists the profiles that see it.
5. To keep the list, tick the header box (it selects the lines) and click Export to XLSX. The file Mapas de salários.xlsx is downloaded.

Expected result

• The list has 19 maps, 15 of them with a tick in Available.
• The Nature says what the map is for: Legal (required by law), Tax (feeds a return to the Tax Authority or Social Security), Operational (the team uses it every month) or Accounting (links payroll to the accounts). Pending validation by a certified accountant: the classification of each map as “Legal” or “Tax” is the product's, not an opinion on the obligation.
• The Export to XLSX file has 20 lines (the header and the 19 maps), with the same columns as the screen (Code, Map or report, Nature, Available with “Yes” or “Not yet” and Open to) and no formulas.
• The list does not create journal entries or change data.

The maps the demo has today, by nature:

Nature	Available maps (menu)
Legal	Holiday map and balances (Prepare › Absences and attendance › Holiday balances); Overtime (Prepare › Work time › Overtime; this map's record shows “Salários/Preparar/Registar trabalho suplementar”, a path the menu bar does not show); Absences (Prepare › Absences and attendance › Absence requests); Garnishments (Prepare › Deductions and loans › Garnishments); Payroll for the insurer (Close and review › Payroll for the insurer); Documentary proof of labour claims (Close and review › Human resources maps › Documentary proof of labour claims)
Tax	Remunerations declared to Social Security (Declare › Monthly declaration to the Social Security); Monthly remuneration statement, DMR (Declare › Monthly remuneration statement (DMR)); Travel and subsistence allowances (Prepare › Work time › Trip maps). No menu yet: IRS withholding map by worker and period
Operational	Payslips and payroll sheet of the month (Process › Payslips); Payroll batch (Process › Process the month); Payments and bank transfers (Pay › Salary payments); Union dues (Prepare › Deductions and loans › Union dues to deliver). No menu yet: Net pay of the month
Accounting	Total cost of the company (Close and review › Total cost of the company); Payroll reconciliation (Close and review › Payroll reconciliation). No menu yet: Provisions for holiday pay and holiday and Christmas allowances; Cost by department and by worker

For the amounts to declare, open the DMR and the monthly declaration to Social Security. For month-end closing, see How to process the month's payroll.

Important notes

• “Available” is read from the menu. If the map has a menu, it shows as available; nobody ticks it by hand. The list says the menu exists, not that your profile sees it: check the Open to column.
• The list does not see what is not there. A map the company needs and the product does not have (for example a list required by a collective agreement) does not appear: the list only shows the 19 the product knows.
• The profiles in the “Open to” column are those of the menu. To get access to a map, ask the system administrator for the profile; this list does not grant access.

Common problems

“No access” when opening the list

• Symptom: the No access window opens with “You have no access to “Inventory of payroll maps and reports (PT)”. Who does this: Payroll Processor, Payroll Administrator, Declaration submitter, Certified Accountant / Fiscal Manager.” and who assigns the profile (the system administrator, in Settings › Users & Companies › Users).
• Cause: your user has none of those profiles. Without them, the menu does not appear (as with the HR profile); the window appears if the list is opened another way, for example a saved link.
• What to do: ask the system administrator for the profile, or ask one of the profiles in the message to give you the information you need.