Contents of this article are applicable to the following users
Tier: NA
Product: PayrollAny
Platform: Web
Access Level: Owner
Information: This feature is currently only available to organisations using Indonesia Payroll. We will rollout to SG & MY Payroll in the future
In StaffAny, you can create custom payroll report templates to control which columns appear in your Monthly Payroll Report download. Templates let you include, exclude, and rename columns to match your organisation's reporting needs — for example, showing only the fields required for a PPh21 report or a BPJS report. This feature is available to organisations using Indonesia Payroll.
This guide will cover how to:
Set Up Payroll Report Templates
Go to Settings > Payroll Report Template to manage your templates. You will see a built-in template (the default Monthly Payroll Report) and any custom templates your organisation has created.
The built-in template can be viewed and duplicated, but cannot be edited or archived.
Create a Template
To create a template:
Go to Settings > Payroll Report Template and click Create Template.
Enter a unique Template Name. Template names must be unique within your organisation. If a name is already in use, saving will be blocked and a validation message will appear.
Under Template Settings, use the column picker to select which fields to include in the report. Use search box to help find the column. Drag the column from excluded tab to the included tab.
Notes:
Legal Name is included by default in every new template and cannot be removed, though its display label can be renamed.
All active pay items, as well as archived pay items already used by a payroll, are available to add.
Columns in excluded tab are grouped by category (e.g. Basic Information, Work Information, Payroll). You can reorder fields within the same category; the system will not allow a field to be placed outside its original category.
Available column categories in the Excluded list:
Category | Examples of columns |
Basic Information | Name, Legal Name, Date of Birth, Gender, Marital Status, Religion, Address |
Work Information | Employee ID, Contract Type, Teams, Roles, Sections, Home Section, Business Entity, Join Date, Confirmation Date, Contract End Date |
Wage Setup | Job Title, Department |
Identity Information | Citizenship, KTP Number, Passport Number, NPWP |
Payment | Payment Method, Bank, Bank Account Number, Bank Account Holder Name |
Statutory (ID) | PTKP Status, Tax Calculation Method, BPJS Kesehatan Number, BPJS TK Number |
Payroll | Every pay item final amount, Total Gross Addition/Deduction, Total Net Addition/Deduction, Total Employer/Employee Statutory, Total Taxable Income (Monthly), TER%, PPh21 Allowance/Deduction/Payment, DTP Settings & Allowance, Take Home Pay, Gross Annual Income, Position Allowance, Iuran Pensiun, Annual Taxable Employee Statutory, PTKP Value, Annual Taxable Income (PKP), Annual PPh21 calculated/deducted/remaining |
Custom Employee Fields | All custom employee fields defined in your organisation |
Understanding system-calculated Payroll columns:
Some Payroll columns are system-computed values derived from the payrun and cannot be directly edited. Common ones are explained below:
Column | What it shows |
DTP Settings | Whether the Ditanggung Pemerintah (government-borne tax) scheme applies to the employee |
DTP Allowance | Amount of PPh21 borne by the government under the DTP scheme |
Total Employer Statutory | Total employer-side statutory contributions (e.g. employer BPJS share) |
Total Taxable Employer Statutory | Portion of employer statutory contributions that forms part of the employee's taxable income |
Total Taxable Income (Monthly) | Monthly income subject to PPh21, after applicable deductions |
TER% | Effective tax rate (Tarif Efektif Rata-rata) applied to monthly income under the TER method |
Gross Annual Income | Projected full-year gross income used as an input in the annual PPh21 calculation |
Position Allowance | Statutory deduction of up to 5% of gross income (max IDR 500,000/month) in PPh21 calculation |
Annual Taxable Employee Statutory | Cumulative employee statutory contributions that are tax-deductible for the year |
PTKP Value | Non-taxable income threshold (Penghasilan Tidak Kena Pajak) based on the employee's PTKP status |
Annual Taxable Income (PKP) | Penghasilan Kena Pajak — annual income subject to PPh21 after PTKP and annual deductions |
Annual PPh21 Calculated | Total annual PPh21 based on PKP and applicable tax rates |
Annual PPh21 Deducted | Total PPh21 already withheld from payslips up to the current month |
Annual PPh21 Remaining | PPh21 still to be withheld for the rest of the year (Calculated minus Deducted) |
4. Rename column name by clicking on the label and rename. A column can only be renamed while it is included in the report. If you move a renamed column to Excluded, its custom label is retained.
5. Click Save to save the template.
Edit a Template
To edit a template:
Go to Settings > Payroll Report Template and click on the template name you want to edit.
Make changes to the template name or column settings.
Click Save to apply the changes. If you leave the page with unsaved changes, a warning will appear asking if you want to leave.
Duplicate a Template
To duplicate a template:
Go to Settings > Payroll Report Template and click the action menu next to the template you want to duplicate, then select Duplicate. You can also duplicate the built-in template.
A copy of the template opens with the name [Template Name] (Copy). Rename the template and adjust columns as needed.
Click Save to create the duplicate. The duplicate retains all renamed column labels from the source template.
Archive a Template
To archive a template:
Go to Settings > Payroll Report Template and click the action menu next to the template, then select Archive.
Confirm the action in the dialog. Archived templates are moved to the Archived tab and will no longer appear as options when downloading the Monthly Payroll Report. Archived templates cannot be edited.
Download a Custom Monthly Payroll Report
To download a Monthly Payroll Report using a custom template:
Go to Reports > Payroll > Monthly Payroll Report
Under Template, select the custom template to use. The dropdown shows all active templates. Selecting a template changes which columns appear in the downloaded report.
Select the month and year for the report period, payrolls to include using the Payrolls filter and employees to include using the employee table. You can search and filter employees in the table.
Click Download. A dialog will appear to configure grouping.
In the download dialog:
Under Group Report By, select the primary grouping: Entity, Department, or Home Section.
Optionally, select an Additional Grouping for a second layer. Select None to skip.
Note:
How two-layer grouping works:
When you select both a Group Report By and an Additional Grouping, the Excel file groups rows by the primary layer first, then by the secondary layer within each group.
Example — Group Report By: Entity + Additional Grouping: Department:
Entity A
Department 1 — all employees in Entity A, Department 1
Department 2 — all employees in Entity A, Department 2
Entity B
Department 1 — all employees in Entity B, Department 1
Each group is visually separated in the Excel file, similar to how the standard Monthly Payroll Report separates entities.
Click Download to export the report as an Excel file.
Notes on downloaded data:
If an employee changed Entity, Department, or Home Section mid-month, the latest data from My Team is used. No separate row is created.
If an employee is missing payroll data for a selected pay item, this is not a blocker. The report shows available data from the payrun result.
If multiple selected payrolls have conflicting data for the same employee, payroll amounts are summed; employee profile data defaults to the most recent snapshot.
FAQ
Q: Who can access Payroll Report Templates?
A: This feature is gated by the View Payroll permission. By default, Owners with View Payroll = Allow can view, create, and edit templates and download custom reports. Managers with View Payroll = Deny cannot access the template settings or download custom reports.
Q: Why can't I see the Template dropdown on the Monthly Payroll Report page?
A: The Template selector is only available to organisations with Indonesia Payroll enabled. If you don't see it, contact your administrator or StaffAny support.
Q: Can I edit the built-in template?
A: No. The built-in template reflects the default Monthly Payroll Report and cannot be edited or archived. You can duplicate it to create a customisable copy.
Q: What happens if I archive a template that was used in a previous download?
A: Archiving a template removes it from the download dropdown going forward. It does not affect previously downloaded reports. Archived templates can be viewed under the Archived tab.
Q: Can changes to templates be tracked?
A: Yes. Template creation, edits, and downloads are recorded in Settings > Log Audit.
Q: Are timesheet variables (e.g. Total Paid Hours, Scheduled Hours) available in the template?
A: No. Timesheet variables are not part of the Custom Payroll Report Template. The template covers My Team employee profile data and payroll run variables only. To view timesheet data, use the Reports > Timesheet section.
Q: What file format is the downloaded report in?
A: The custom Monthly Payroll Report downloads as an Excel file (.xlsx). CSV format is not available for custom templates. The standard Monthly Payroll Report (built-in template) also supports PDF.
Related Articles
Download Monthly Payroll Report — download the standard Monthly Payroll Report.
StaffAny User Access Levels — understand Owner and Manager permissions.