Configuring Payroll Export File Setup

To export a payroll file from Aloha Insight, you configure only the import options that pertain to your individual needs or restaurant environment on the Payroll Export File Setup screen. For an overview on configuring your payroll interface, refer to Payroll Interface.

Consult your representative for the codes you enter on Payroll Export File Setup screen

Payroll Company Code

— Designates the system-defined payroll code for your company. The codes entered in Company Setup apply to all stores; however, you can enter a store specific code on the Site Setup > Store Setup > Advanced Settings tab that overrides the Payroll Company Code entered in Company Setup.

Employee Shift Options

The Employee Shift Options group box enables you to select the employee data options you want to include in the payroll export file. If you select an option, it activates the corresponding text box where you can enter codes associated with specific employee data, such as employee sales, employee declared tips, employee credit card tips, employee credit card sales, or percentage of employee sales in the text boxes.

Entering a code in each of these text boxes is optional, and not required.

Employee Sales

— Allows you to include employee sales information in the export file. If you select this option, enter the payroll earning code associated with employee sales.

Employee Declared Tips

— Allows you to include employee declared tip information in the payroll export file. If you select this option, enter the user-defined code for employee declared tips. You can enter any alphanumeric value with a maximum length of five characters.

Employee Credit Card Tips

— Allows you to include employee credit card tip information in the payroll export file. Enter the user-defined code for employee credit card tips. You can enter any alphanumeric value with a maximum length of five characters.

Employee Credit Card Sales

— Allows you to include employee credit card sales in the payroll export file. If you select this option, enter the user defined code for employee credit card sales. You can enter any alphanumeric value with a maximum length of five characters.

Percentage of Employee Sales

— Allows you to include a percentage of employee sales, as defined in the Tip% Threshold text box in Company Setup. If you select this option, enter the payroll code associated with the percentage of employee sales. You can enter any alphanumeric value with a maximum length of five characters.

Employee Earnings Codes

Entering a code in any of the Employee Earnings Codes text boxes allows you to export employee hours in the export report.

Employee Regular Hours Earning Code

— Specifies the payroll code associated with regular hours for employees.

Employee Overtime Hours Earning Code

— Specifies the payroll code associated with overtime hours for employees.

Tipped Employee Overtime Earnings Code

— Specifies the payroll code associated with the tipped overtime code. Selecting ‘Tipped Employee Overtime Earnings Code’ requires you to enter a code in the adjacent text box. The value entered in the text box appears on the payroll export report. Consult your specific payroll report for more information.

Paychex Division/Branch Options

Paychex enables you to break your stores into divisions and branches. For example, your stores in Dallas are in the “Dallas” division, but each store can be a different branch number. If you had three stores in Dallas:

Store Name	Division	Branch
North Dallas	Dallas	200
Highland Park	Dallas	201
M-Streets	Dallas	202

Configure the ‘Payroll Store Setting 1’ for each store as Dallas and the ‘Payroll Store Setting 2’ as the corresponding branch number. Next, on the Payroll Export Setting screen in Company Setup configure the ‘Division’ text box with the ‘Payroll Store Setting 1’ keyword and the ‘Branch’ text box with the ‘Payroll Store Setting 2’ keyword.

Division

— Specifies the payroll store setting code you want to associate with the division. Click the key next to the text box to insert either the “Payroll Store Setting 1” keyword or “Payroll Store Setting 2” keyword.

Branch

— Specifies the payroll store setting code you want to associate with the branch. Click the key next to the text box to insert either the “Payroll Store Setting 1” keyword or “Payroll Store Setting 2” keyword.

Job Code and Pay Rate Options

Include Aloha Job Code in Export File

— Includes the job code worked for an employee in the export file.

If the job codes in the Aloha system do not match the job codes in Paychex, select ‘Use Job Code Export ID.’ If the job codes in the Aloha System match the job codes in Paychex, you do not need to configure the ‘Export Code’ in Aloha and can skip this procedure.

Use Aloha Job Code Export ID

— Includes the job code export value defined in Aloha Manager to

The Aloha Job Code Export ID is a secondary identifier for an Aloha Job Code defined within the POS System.

Generally, this is used when the ID for job functions (such as server/cashier, etc.) in the Aloha system do not match the IDs that are stored in your payroll processing system.

By selecting this feature, the payroll export file will use the `Job Code Export` value as defined within Aloha Manager as a means to denote the job code worked for an employee.

To configure Aloha to export the job code:

1.	Log in to Aloha Back-of-House (BOH).

2.	Select Maintenance > Labor > Job Codes.

3.	Select a job code from the ‘Number’ drop-down list.

4.	Type the job code ID that identifies the job code to your payroll system in the ‘Export Code’ text box. The job code must correspond to the Paychex department ID in your payroll system.

5.	Click Save.

6.	Continue repeating steps 3 through 5 until all job codes have an ‘Export Code.’

Include Other Wages

— Includes other wage data in the export file. Currently, Paychex supports other wage data in the export file. You configure other wage data in the Aloha system Maintenance > Labor > Other Wages. You can enter other wage data for an employee in either the Front-of-House (FOH) or in the Back-of-House (BOH) in Edit Punches. Refer to the following:

•	Refer to Configuring an ADP Payroll Export File for configuring Aloha insight to export a time and attendance file to import into ADP PC/Payroll for Windows™.

•	For detailed information on configuring Aloha Insight to export a time and attendance file to import into Millennium for Windows™, refer to Configuring a Millennium Payroll Export File.

•	For detailed information on configuring Aloha Insight to export a time and attendance file to import into Paychex Payroll™, refer to Configuring a Paychex Payroll Export File

Include Job Code Pay Rate in Export File

— Includes the pay rate for the job code worked by the employee in the export file.

Do Not Include Employees with Pay Rate of Zero

— Allows you to exclude employee records with a pay rate of zero dollars in the export file. Select this option if you use a fake employee ID number on shared cash drawers. For example, the bartenders all use the same cashier code to enter a sale, but use separate login codes to clock in to the Aloha POS Front-of-House. If you select this option, the export file does not report the fake employee cashier code, because the fake employee ID number is not associated with a pay rate.

Use Master Store for Other Wages

— Indicates the ADP Payforce Other Wage Codes list contains only the other wage codes defined at the master store. You define your master store in Company Setup > Data Management Controls tab.

‘Use Master Store for Other Wages’ and ‘ADP Payforce Other Wage Codes’ only applies to the ADP Payforce Export file.

ADP Payforce Other Wage Codes

— Contains the available ‘Other Wage Codes’ defined for your ADP Payforce Export file. The list contains the standard other wage codes plus any codes defined at the store level POS in Maintenance > Labor > Other Wages. Other Wage codes enable you to define different wage types to report in the payroll file. Aloha POS versions 6.4 and later contain the following standard other wage types:

ID	Name
900	Split Shift Premium
901	Worked < Half Scheduled
902	No Schedule Minimum
903	2nd shift Minimum
904	Rest Period Minimum
905	Meal Period 1 Consent
906	Meal Period 1 Mandatory
907	Meal Period 2 Consent
908	Meal Period 3 Mandatory
909	Paid Break Consent
910	Paid Break Mandatory
911	Unpaid Break Consent
912	Unpaid Break Mandatory
913	Spread of Hours Premium

The first other wage code defined for your ADP Payforce Export file appears in the ‘Earnings 4 Code’ column on the first line of the export file and any subsequent other wage codes appear on additional lines. The amounts appear in the ‘Earnings 4 Amount’ column.

Consult your ADP Payforce representative for the proper code required for each unique Other Wage type. If a Payroll Other Wage Code is not entered, the payroll export file will pass a code of ‘OW,’ by default.

Cancel Button

Click Cancel to close the Payroll Export File Setup screen without saving changes or information entered and return to the Company Setup screen.

Save Button

Click Save to save the changes or information entered in the Payroll Export File Setup screen and return to the Company Setup screen.