Configuring the Generic Payroll Export File

The Generic 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 payroll system.

Generic Export File Notes

The system generates a separate record in the 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 BOH on the 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, 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 payroll representative.

Not all fields are required and only complete the options needed for your payroll.

Generic Field Values

A Generic 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 Generic 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 Generic Payroll Export file, unless noted.

Generic Payroll Export Fields
Generic Payroll Field Name	Aloha Insight Location
(1) Social Security Number	The Social Security number for the employee being reported.
(2)Employee Name	The last and first name of the employee being reported.
(3) Regular Hours Deduction Earning Type/Overtime Hours Deduction Earnings Type	The deduction earnings type code associated with the employee’s regular hours or overtime hours. Overtime and regular hours appear in the file as separate records.
(4) Regular Hours/Overtime Hours	The regular or overtime hours for the employee being reported.
(5) Job Code	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.
(6) Store ID	Uses 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.
(7) Company Code	(Optional Field) The Payroll Company Code associated with the payroll processing system. Type your company code in the Payroll Company Code text box. If you would like to associate a different company code with one or more specific stores, you can enter the code in the “Payroll Company Code” text box on the Advanced tab within Site Setup. All stores that are not assigned a store-specific company code will use the company code assigned in Company Setup.
(8) Declared Tips Code	The declared tips code that matches your payroll processing system’s setup information. Select ‘Employee Declared Tips’ and type the code in the ‘Payroll Declared Tips Code’ text box to enable the system to report the declared tips for the employee.
(9) Declared Tips Amount	The total declared tip amount for the employee during the report range.
(10) Employee Sales Code	The employee sales code that matches your payroll processing system’s setup information. Select ‘Employee Sales’ and type the supplied code in the ‘Employee Sales Code’ text box.
(11) Employee Sales Amount	The employee sales amount for the employee during the report range.
(12) Credit Card Tips Code	The employee credit card tips code that matches your payroll processing system’s setup information. Select ‘Employee Credit Card Tips’ and type your credit card tips code in the ‘Payroll Credit Card Tips Code’ text box.
(13) Credit Card Tip Amount	The employee credit card tip amount for the employee during the report range.
(14) Credit Card Sales Code	The employee credit card sales code that matches your payroll processing system’s setup information.
(15)Credit Card Sales Amount	The employee credit card sales amount for the employee during the report range.
(16) Percentage of Employee Sales Code	The percentage of employee sales code that matches your payroll processing system’s setup information. Select ‘Percentage of Employee Sales’ and type the code in the ‘Percentage of Employee Sales Code’ text box.
(17)Percentage of Employee Sales Amount	The percentage of employee sales amount for the employee during the report range. 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) Pay Rate	The ‘Include Job Code Pay Rate in Export File’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen. The export file uses the pay rate set up in Aloha Table Service or Quick Service. As long as the correct pay rate is in Aloha Table Service or Quick Service it is the “final say” in an employee’s pay rate.

To set up a Generic 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 payroll system.

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 your provider. 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 store 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. If the store ID is over eight characters, this field displays as “Batch”.

12.	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.

13.	Click Save.

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.