Answer
Use the Allowances Report. It is the report that totals a named allowance across every employee for a date range.
The Report Builders and the Year To Date Summary cannot do this. The Report Builders only offer a combined Total Allowances figure covering every allowance at once, and the Year To Date Summary itemises allowances but covers one employee at a time.
Open the report
In the desktop app, go to Reports >> Pay >> Allowances.
In the online (web/mobile) app, go to Reports and choose Allowances Report under the Pay category.
Set it up for one allowance across all staff
- Set the Start Date and End Date to cover the period you want. There is no financial-year shortcut on this report, so enter the dates yourself, for example 1 July to 30 June.
- Leave every employee selected. All employees are selected by default, so you do not need to pick them one by one.
- Tick Show Terminated Employees? if anyone left during the period. Terminated employees are otherwise left out of the list, and their allowances with them.
- In Selected Pay Item Rows, select just the allowance you want to total.
- Leave Group Details By: set to Allowance.
- Tick Show Totals Only? if you want the totals without every individual line.
The report prints a Total for line for each allowance you selected and a Grand Total at the end. With a single allowance selected, that Grand Total is the whole-of-company figure for the period.
If the same payment was set up under more than one name
The report matches on the allowance description exactly as it was entered. If the same kind of payment exists under two or three different names, select all of those names in Selected Pay Item Rows so they are counted together.
For the same report on deductions, use Deductions in the same place. To build a report with your own choice of columns, see How Do I Create a Custom Report?
