Configuring an ADP Canada Payroll Export File

The ADP Canada payroll export file compiles employee time and attendance information into a single file that you export from Aloha Insight as a comma separated value (CSV) file. You then import the export file into your ADP Canada Payroll software.

ADP Canada Export File Notes

The system generates a separate record in the ADP export file for each job code worked and each pay rate earned by an employee. For example, when an employee works in the morning as a server, and works later that evening as a bartender, the system adds two separate records to the export file, one for each job code. This is also true when an employee works the same job code, but at two different pay rates. For example, when an employee works as a server in the morning at 4.50 per hour, and as a server later that night at 5.50 per hour, the system adds two separate records to the export file, one for each pay rate. Overtime and regular hours report in the same record for an employee. You configure how Aloha Table Service or Quick Service reports overtime and regular hours in the Back-of-House (BOH) in Maintenance > Business > Store > Store Settings > Labor group.

When setting up your payroll export file, select only the options that apply to your company. For example, predetermine the optional data you want to import into ADP, such as employee sales, employee declared tips, employee credit card tips, and/or employee credit card sales. Coordinate all codes associated with this optional data with your ADP representative.

ADP Canada Field Values

An ADP Canada export file contains a header record followed by records containing the actual values passed from Aloha Insight. If you are not using a field in the export file, it is delimited with a comma in the body of the file. The following table shows the relationship between the ADP Canada export file and Aloha Insight:

Select Company Setup > Sales Reporting Modules > Payroll Export Settings screen to access the Payroll File Setup screen to complete the following options for your ADP Canada Payroll Export file, unless noted.

ADP Canada Payroll Export Fields
ADP Canada Field Name	Aloha Insight Location
(1) Company Code	The ‘Payroll Company Code’ text box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen. If you need to associate your stores with a separate ADP Company code, this can be set up in the Payroll Company Code text box located on Site Setup > Advanced Settings tab, which overwrites the value in Company Setup.
(2)Batch ID	The ‘Batch ID’ text box located on the Site Setup > Advanced Settings tab. If the Batch ID is more than eight characters, the system populates it with Batch.
(3) File #	The ‘Export ID’ text box in the Aloha Table Service or Quick Service software application > Maintenance > Labor > Employees.
(4) Temp Dept	Select ‘Include Aloha Job Code in Export File’ check box and select ‘Use Aloha Job Code Export ID’ to use the job code defined in the Aloha system. ADP mandates that the ‘Temp Dept’ field must contain either three or six digits. To make this flexible for all users, Aloha Insight returns a six-digit value that concatenates the value in ‘Batch ID’ with the job code of the employee.   If you use a three-digit number for your job codes, the value returned includes the three-digit store ID. For example, if the Store ID is 003 and the Job Code is 204, the ‘Temp Dept’ field is 003204. If the job code is a four-digit number, two leading zeros are added to the job code, etc.
(5) Temp Rate	The ‘Include Job Code Pay Rate in Export File’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen. The pay rate as set up in Aloha Table Service or Quick Service for the employee by the job code worked appears in the export file. It is not necessary to notify ADP when the pay rate and/or primary job code for an employee changed. As long as it is correct in Aloha Table Service or Quick Service it is the “final say” in the pay rate for an employee, as opposed to allowing ADP to calculate the pay based on the hours and pay rate for the primary job code for an employee as set up in ADP.
(6) Regular Hours	The total hours less overtime hours worked by the employee. The total number of regular hours passes automatically to the export file. You do not set this up in Aloha Insight.
(7) Overtime Hours	The total overtime hours worked by the employee. The total number of overtime hours passes automatically to he export file. You do not set this up in Aloha Insight.
(8) Batch Description	The ‘Payroll Batch Description’ located on the Site Setup > Advanced Settings tab. If left blank, it is hard-coded to return EPIPBATCH.
(9) Hours 3 Code	The other wage code for each employee. Export codes appear for each Other Wage for the employee for the report date range when you select ‘Include Other Wages.’ You define all other wage codes in your POS system.
(10) Hours 3 Amount	Contains all other wage types defined as hours.
(11) Earnings 3 Code	Contains the associated other wage payroll code from the other wage code column. If there is not a payroll other wage code, the system uses ‘OW’ in this field.
(12) Earnings 3 Amount	The other wage amount.
(13) Tax Frequency	Blank
(14) Pay #	Hard-coded to “1.”
(15) Assessment Week	Blank
(16) Earnings 4 Code	The declared tips of the employee. Select ‘Employee Declared Tips’ and type the ADP supplied code in the ‘Payroll Declared Tips Code’ text box to enable the system to report the declared tips for the employee.
(17) Earnings 4 Amount	The declared tip amount the employee is reporting. Select the ‘Percentage of Employee Sales’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen. This is calculated by multiplying the amount defined in the Company Setup > Sales Calculations > Tip Threshold text box times the total sales. For example, .08 x 400.00 = 32.00.
(18) Memo Code	Select ‘Employee Sales’ and type the ADP supplied code in the ‘Employee Sales Code’ text box.
(19) Memo Amount	Contains the employee sales as reported by the Aloha POS system.
(20) Memo Code	Select the ‘Payroll Credit Card Tips Code’ check box and type the ADP supplied code in the ‘Payroll Credit Card Tips Code’ text box.
(21) Memo Amount	Contains the credit card tips for the employee.
(22) Memo Code	Select the ‘Employee Credit Card Sales’ check box and type the ADP supplied code in the ‘Payroll Credit Card Sales Code’ text box.
(23) Memo Amount	Contains the credit card sales for the employee.
(24)Earnings 5 Code	Select ‘Percentage of Employee Sales’ and type the ADP code for employee sales in the ‘Percentage of Employee Sales Code’ text box.
(25) Earnings 5 Amount	Provides a percentage of employee sales based on the value stored in Company Setup > Sales Calculations > Percentage of Tippable Sales text box. The amount rounds up to the nearest whole dollar.

To set up an ADP Canada export file:

1.	Select System Setup > Company Setup > Sales Reporting Modules > Payroll Export Settings.

2.	Type your Payroll Company Code. This is the code that identifies your company. If you have a specific code for a store, enter the code in Site Setup > Advanced Settings Tab. Entering a code in Site Setup overrides the company code entered in Company Setup.

3.	Select the appropriate employee shift options that apply to your company.

When you select Employee Sales, Employee Declared Tips, Employee Credit Card Tips, Employee Credit Card Sales, or Percentage Sales, you activate the corresponding text box where you enter the code prearranged with ADP. Refer to Company Setup for additional information.

4.	Select the job code and pay rate options that apply to your company:

5.	Click Save.

6.	Select System Setup > Site Setup > Add/Modify Stores.

7.	Click Next.

8.	Select the store from the list box.

9.	Click Edit.

10.	Select Advanced Settings.

11.

Type the payroll batch ID to identify the payroll for the store. The ‘Payroll Batch ID’ defaults to the store ID entered in Site Setup. You only need to change this if you want something different than the default Store ID. When ADP encounters a batch ID, it creates a new batch. This enables you to sort the various batches by store. This step is optional

12.	Type up to a 20 character batch description for the store if you want to provide an additional identifier on the report, such as a descriptive city location. For example, you could use the following descriptions ‘Dallas-North’ or ‘Dallas-East.’ A batch description is optional.

13.	Type the payroll company code, if different from the company code.

Only enter a ‘Payroll Company Code’ in Store Setup, if the store payroll company code is different from the code entered in Company Setup. If you enter a payroll store code in Store Setup, it overrides the code entered in Company Setup.

14.	Click Save.

Configuring the Export ID in Aloha Table Service or Quick Service

ADP requires an employee to have a unique ID. The export file obtains this unique ID from the ‘Export ID’ text box in Aloha Table Service or Quick Service. Your store managers must configure each employee to have their own unique ‘Export ID’ in Aloha Table Service or Quick Service.

To configure Aloha to export the employee export ID:

1.	Log in to the Aloha BOH.

2.	Select Maintenance > Labor > Employees.

3.	Select an employee from the ‘Employee’ drop-down list.

4.	Click Edit.

5.	Type the export ID that identifies the employee to your payroll system in the ‘Export ID’ text box. The employee Export ID must correspond to the employee number in your payroll system.

6.	Click Save.

7.	Repeat steps 3 through 6 until all employees have an Export ID.

8.	Click Close to exit the Employees function.

Updates do not take place until you process an end-of-day. If you need to force the update, you can select Utilities > POS > Refresh POS & All Installed Products. Remember, this brings down the Front-of-House (FOH) until the refresh completes.

After entering your payroll codes, use Reports Viewer to generate a test export file for your payroll processing software. Continue to Testing the Export File.