Configuring a Heartland Payroll Export File

The Heartland payroll export file compiles employee time and attendance information into a single file that you can export from Aloha Insight as a fixed length ASCII text file. You can then import this file into the Heartland Payroll system.

Heartland Export File Notes

The system generates a fixed length ASCII text file 80 characters in length. Each value in the file has a fixed length totaling the 80 characters. If a value is optional and or blank, the system inserts the correct number of spaces in the file. Companies that contain more than one store can create a single consolidated file; however, this is not common with the Heartland Payroll system. The file can contain multiple records per employee. For example, an employee works as a server several shifts during a pay period and also takes vacation. This employee would have three records, one for the hours worked as a server, one for the tip dollars earned, and one for the vacation pay. The export file does not contain the hourly wage data for an employee; therefore, the correct wage data must reside in the Heartland system.

The Heartland system reserves earning codes ‘01’ and overtime hours code ‘02’ for employees that do not receive tips, such as cooks and your host staff. The earning codes of ‘61’ and ‘62’ are for employees that receive tips either directly or indirectly. Indirectly tipped positions do not receive tips from customers, but from employees tipped by customers. Aloha Insight uses the ‘Indirectly tipped’ setting in Maintenance > Labor > Jobcodes > Financial tab to determine which employee job codes are tipped.

If a job code receives tips, whether they are directly tipped by customers or indirectly tipped by employees, clear the ‘Indirectly tipped’ check box in Maintenance > Labor > Jobcodes > Financial tab. If this check box is enabled, Aloha Insight assigns the earning codes ‘01’ and ‘02’ for overtime that does not receive tips to the job code.

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

Heartland Payroll Export Fields
Heartland Field Name	Field Position	Aloha Insight Location
Heartland store identifier	1-4	The company code in the ‘Payroll Company Code’ text box. If you need to associate your stores with a separate Company code, this can be set up in the Payroll Company Code text box located on Site Setup > Advanced Settings tab, which will overwrite the value in Company Setup.
Employee number	5-8	The Aloha POS system export ID. This is the export ID as entered in Aloha Manager > Maintenance > Labor > Employee Maintenance > Employee tab > Export ID text box.
Employee Division Number	9-10	The Heartland employee division number in the Paychex Division/Branch Options text box. If you do not have an employee division number, the export file contains blank spaces.
Earnings code	11-12	The earnings code based on the job code. Tipped employees have the earnings code 61 and non-tipped employees have the earnings code of 01. The job code determines the earnings code on the payroll export file. For job codes that receive tips clear ‘Indirectly tipped’ in Maintenance > Labor > Jobcodes > Financial tab. All other job codes that do not receive tips select ‘Indirectly tipped.’   If an employee has other earning codes associated with them, each earning code appears on a separate line. Select ‘Include Other Wages’ on the Payroll Export File Setup screen to include other wages in the export file.
Amount type	13	Contains either and ‘H’ for hours or ‘$’ for a specific dollar amount.
Amount of dollars or hours	14-23	Contains the number of hours worked. Depending on the earnings code this can be either regular hours worked or overtime hours worked. If the earning code is another wage such as, vacation pay or sick pay this may contain a dollar amount. This field always has a decimal place of two characters.
Positive sign	24	Hard coded to always be a positive sign.
Rate of pay	25-32	The Aloha POS rate of pay for the employee. Always contains a decimal in the fourth spot. For example, a rate of $10.00 per hour appears 010.0000.
Department Code	33-44	The ‘Include Aloha Job Code in Export File’ on the Payroll Export File Setup screen indicates the department code is included on the export file.
Employee Clock Number	45-50	The Aloha POS system export ID. This is the export ID as entered in Aloha Manager > Maintenance > Labor > Employee Maintenance > Employee tab > Export ID text box.
Employee Name	51-80	The first and last name of the employee. The total number of characters allowed is 29 and a space between the first and last name. If the first and last name exceeds 30 spaces, the first name is shortened to reach the 30 space limit If the name is shorter than 30 characters, the name is padded with spaces to the right as needed.

To set up a Heartland export file:

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

2.

Type your Heartland store identifier code in the ‘Payroll Company Code’ text box. 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.	Type the Heartland employee division number in the ‘Paychex Division/Branch Options’ section. This is optional and only required if you have an employee division number from Heartland.

4.	Select Include Aloha Job Code in Export File to include the job code as a department code in the export file. (Optional)

5.	Click Save.

Configuring Aloha for the Heartland Export File

Heartland requires you to set up the employee number, earnings code, employee clock number, and indicate if an employee receives tips or does not receive tips in the POS. The employee number and employee clock number are mapped to the ‘Export ID’ in the POS and only need to be configured once. The Heartland export file bases the earnings code off the ability of the employee to earn tips or not earn tips. This is required to enable any makeup compensation to be distributed, if an employee does not earn minimum wage.

To configure Aloha for the Heartland export file:

1.	Log in to the Aloha BOH.

2.	Select Maintenance > Labor > Employees.

3.	Select an employee from the 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 and continue with the following steps.

To configure Aloha Table Service for tipped and non-tipped employees:

1.	Select Maintenance > Labor > Jobcodes > Financial tab.

2.	Select a job code from the ‘Jobcode’ drop-down list.

3.	Click Edit.

4.	In the Tips group bar, locate and select Indirectly tipped for all job codes that receive tips either directly from customers or indirectly from tip outs. For job codes that do not receive tips, clear the ‘Indirectly tipped’ check box.

5.	Click Save.

6.	Repeat steps 2 through 5 until all job codes are configured.

7.	Click Close to exit the Jobcodes 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.