Payroll is one of the busiest periods of the month. It is important not only to run the calculation correctly but also to prepare a reporting package for accounting and department heads. And the more reports there are, the higher the risk of errors when they are exported manually from the payroll and HR system. In this case study we explain how we set up bulk report export from 1C:ZUP.
The hotel management company outsourced payroll in 2018. The calculation took the specifics of the hotel business into account: shift and night schedules, distribution of employees across departments, specific accrual types and meal accounting.
With around 50 employees, the client requested more than 30 reports for each month-end close. Separate payslips and statements were required for each hotel department. Consolidated reports were also produced for the whole company: accruals and deductions, taxes and insurance contributions, payroll reserves and average earnings.
To produce each report, a specialist opened a form in 1C:ZUP, selected the period, department, export format and the correct file name. The main risk of manual export was not the time spent but the likelihood of errors:
UCMS Group payroll specialists caught errors before the reports went to the client. But the team understood: if reporting is produced regularly and from an approved list, the process can be automated.
UCMS Group specialists developed a tool for automatic report export in 1C:ZUP on their own initiative.
Svetlana Petrova, project manager at UCMS Group:
“Our 1C development team was working on HR verification reports - quality control tools that automatically find errors and discrepancies in data. In the process, the team had a brilliant idea: automate bulk report export for the client as well.”
The list included reports for management control, reconciliation with accounting, tax and contribution checks, and reserve control. The list of reports is built for each client and adjusted when needed.
Examples of reports for this project:
Now, at the month-end close, a specialist selects the reporting period and starts the process. The system automatically generates all reports with the correct parameters: it selects the right departments and employees, applies the correct export format and assigns the correct file names.
If the client's department structure or reporting requirements change, the list is easy to edit without changing the automation logic.
The solution was first tested on several client databases and then gradually rolled out to all payroll specialists.
Automating repetitive operations matters both for an in-house team and for outsourcing or outstaffing arrangements.
Report export is just one example of how small improvements make processes more stable. The UCMS Group team constantly looks for ways to simplify routine operations: bulk recalculations of documents in 1C:ZUP, automatic top-ups to salary, a four-eyes control system - all these solutions reduce dependence on manual work and improve process quality.
