Generating the Export File and Scheduling Audit Reports

After testing your payroll settings, you can schedule the export file to generate on a defined interval, such as every week, to coincide with your payroll schedule, or you can generate the export file and additional reports on demand. In addition, you select who will receive the reports and the export file. After scheduling the export file, you can schedule the following two audit reports to verify you have a complete set of data:

Stores Missing Sales Data

— Reports missing sales data by store for the scheduled dates. You can determine if there are any stores missing data from the report.

Payroll by Emp SSN, Job Code - Exception

— Reports all employees that do not have an ‘Export ID’ in Aloha Table Service or Quick Service. When an employee does not have an ‘Export ID,’ the employee name appears on the report. If you are an ADP or Paychex user, run this report to determine if there are employees without an ‘Export ID,’ as this is required information. This report is not necessary for Millennium users, because Millennium does not use the ‘Export ID’ in the Aloha system.

Refer to the individual payroll processors for more information on configuring an export ID.

The Stores Missing Sales Data, and the Payroll by Emp SSN, Job Code - Exception reports are optional. They enable you to verify you have a complete set of data, before importing it into your payroll processing program.

When you schedule a report or an export file, you perform the following:

•	Establish the stores, regions, areas, or store groups to include in the report, on the Store Selection screen.

•	Create the schedule for the report.

Establishing Stores, Regions, Areas, or Store Groups on the Store Selection Screen:

1.	Expand Aloha Insight on the main Aloha Insight Welcome screen.

2.	Select Reports Viewer.

3.	Select the report category from the ‘Category’ drop-down list. The following list indicates the report category and the corresponding report name.

•	Export > ADP Export

•	Export > ADP Export - Canada

•	Export > Generic Payroll - AR

•	Export > Heartland Export

•	Export > Millennium Payroll

•	Export > Paychex Export

•	Audit > Stores Missing Data report

•	Sales & Labor > Payroll by Emp SSN, Job Code - Exception report

4.	Select the report you are scheduling in the ‘Reports’ list box.

5.	Click Next.

6.	Select Use Selected Stores. Refer to Store Selection for more information.

7.	Select All Stores to include all stores in the report; otherwise, select My Home or Selected.

‘My Home’ and ‘Selected’ require you to select one of the following: Store, Region, Area, or Store Group, in accordance with your security access. For example, if you only have access to Store, you are unable to select another option. Refer to Store Selection for more information.

8.	Click the Report Settings tab.

9.	Select a date range for the report, such as ‘Last Pay Period.’

To create a delivery schedule for the report:

1.	Click Schedule Report on the Final Settings screen.

2.	Select Schedule this as a New Report on the Schedule Report screen.

3.	Type a name, up to 50 characters, for the report in the ‘Schedule this as a New Report’ text box.

4.	Click Next.

5.	Select Report is Enabled on the Report Schedule screen.

6.	Enter the start date and end date for the report to run. Type a date well into the future in the ‘End Date’ text box, because this is the last date you want to run the report.

7.	Select the hour and minutes for the report to run, using a 24-hour clock, from the ‘Run Report at’ drop-down lists. Set the time to generate the report after Aloha Insight polls the data.

8.	Select a time zone. This setting overrides the ‘Default Time Zone’ setting in Company Setup.

9.	Select the delivery frequency of the report from the ‘Deliver this Report Every’ inset. For example, select ‘End of Week’ to receive the report at the end of your fiscal week. Refer to Report Schedule for more information on delivery frequency.

10.	Click Subscribers to display the Subscriber Group and define the subscriber groups to receive the report.

11.	Select the subscriber group from the drop-down list.

12.	Select the subscribers that receive the report in the ‘Subscriber not in this Subscriber Group’ list box and use the arrows to move the subscriber to the ‘Subscribers in this Subscriber Group’ list box.

13.	Click Save to return to the Report Schedule screen.

14.	If you are scheduling the payroll export file, click Export Report; otherwise, continue with step 18.

15.	Select Comma-separated Values from the drop-down list. If you are scheduling a Paychex Export file or Heartland Export file, select ‘Fixed Length Text’ from the drop-down list.

You can optionally select Excel; however, when you save the report in Excel you must select .csv as the file format. Excel provides you with a spreadsheet view of the file, and may be easier to read.

16.	Click OK on the Change Default Export Type confirmation prompt.

17.	Click Save to return to the Report Schedule screen.

18.	Click Save.

19.	Click OK on the Confirmation screen.

20.	Repeat until you schedule all reports.

You must schedule each report separately.

You have successfully configured Aloha Insight to export a payroll export file and the corresponding reports with the payroll file. You should check with your payroll software vendor for information on naming conventions and importing the file into the payroll software.