Export for Audit

Provide auditors with comprehensive, clear payroll statements by exporting and formatting relevant payroll data from the CGIC App—ensuring transparency, compliance, and a complete audit trail.

What it does

• Exports payroll registers, payslips, and journal entries for a specified audit period.
• Consolidates salary totals, deduction details, and employer contributions.
• Packages supporting documents (bank files, approval logs) to demonstrate completeness.

Prerequisites

• All relevant Payroll Entries and Salary Slips for the audit period are in Closed/Paid status.
• Deduction and allowance entries for that period are finalized.
• Supporting files (e.g., bank transfer CSV, approval emails) are attached to their respective payroll records.

Step 1: Identify the Audit Period

1. Determine Start and End Dates
   • Confirm the exact dates auditors need (e.g., January 1, 2025 – December 31, 2025).
   • Note any mid‐period adjustments (retroactive pay, loan corrections) so you include them separately.
2. List Relevant Payroll Entries
   • Go to HR > Payroll Entry > Payroll Entry List.
   • Filter by Start Date ≥ audit start and End Date ≤ audit end.
   • Confirm all entries in that range have status Closed/Paid.

Step 2: Export the Payroll Register Report

1. Navigate to Payroll Register Report
   • Go to HR > Reports > Payroll Register Report.
2. Apply Date Filters
   • Set From Date = audit start (e.g., 2025-01-01).
   • Set To Date = audit end (e.g., 2025-12-31).
   • (Optional) Filter by Department or Cost Center if auditors request segmentation.
3. Refresh and Review
   • Click Refresh. The report displays each Payroll Entry and associated salary components, including gross, deductions, and net pay for every employee.
4. Export to CSV and PDF
   • Click Menu > Export > CSV to download a detailed spreadsheet.
   • Click Menu > Export > PDF to generate a formatted version for auditors.

Step 3: Export Individual Payslips (Optional)

1. Download Payslips in Bulk
   • Navigate to HR > Salary Slip > Salary Slip List.
   • Filter by Payroll Entry Date ≥ audit start and Payroll Entry Date ≤ audit end.
   • Click Download Payslips. The CGIC App packages all payslip PDFs into a ZIP file.
2. Verify File Completeness
   • Extract the ZIP locally and confirm every employee’s payslip for each payroll period is present.
   • Check for file naming conventions (e.g., “SL-2025-01-EMP1023.pdf”) for easy reference.

Step 4: Export Deduction and Contribution Reports

1. Deduction Register Report
   • Go to HR > Reports > Deduction Register Report.
   • Filter by Period ≥ audit start and Period ≤ audit end.
   • Click Refresh, then Export > CSV and Export > PDF.
   • This shows every deduction type (tax, pension, loans) per employee, per period.
2. Contribution Report
   • Navigate to HR > Reports > Contribution Report (if configured).
   • Set the same date range.
   • Export to CSV/PDF and include employer and employee contributions (social security, health insurance, etc.).

Step 5: Export Journal Entries or GL Report

1. Accounting Journal Report
   • Go to Accounts > Reports > General Ledger.
   • Filter by Account = “Salary Expense,” “Deductions Payable,” “Employer Contributions,” etc.
   • Set From Posting Date = audit start; To Posting Date = audit end.
   • Click Refresh, then Export > CSV and Export > PDF.
2. Payroll Journal Entry List
   • In Accounts > Journal Entry > List, filter by Reference = Payroll Entry and date range.
   • Export matching entries that debit salary expense and credit payables or cash disbursement.