Configuring a Millennium Payroll Export File

The Millennium 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 file into your Millennium for Windows software.

Millennium Export File Notes

The system generates a record in the Millennium 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 separate records for an employee and are denoted with an identifier in the preceding field. You configure how Aloha Table Service or Quick Service reports overtime and regular hours in the BOH in Maintenance > Business > Store > Store Settings > Labor group.

Millennium Field Values

A Millennium export file contains the following field codes in the order listed. The actual values returned in the export file make up the body of the file. 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 Millennium export file and Aloha Insight:

Millennium Payroll Export Fields
Millennium Field Name	Aloha Insight Location
Field 1 (Employee ID)	The Social Security number for the employee as entered in Aloha Table Service and Quick Service. Millennium uses the Social Security number as the employee ID.
Field 2 (Employee Name)	The last and first name of the employee.
Field 3 (Regular Hours Deduction Earnings Type)	The ‘Employee Regular Hours Earning Code’ text box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen. Type the code associated with the regular hours deduction earnings code.
Field 4 (Regular Hours)	Total hours less overtime hours worked by the employee.
Field 5 (Overtime Hours Deduction Earnings Type)	The ‘Employee Overtime Hours Earning Code’ text box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen. Type the code associated with the overtime hours deduction earnings code.
Field 6 (Overtime Hours)	Total overtime hours worked by the employee.
Field 7 (Job Code)	(Optional) The ‘Include Job Code in Export File’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen.
Field 8 (Store ID)	(Optional) The ‘Batch ID’ text box located in Site Setup > Advanced Settings tab. If your store ID is over eight characters, the value returned on the export file is “Batch.”
Field 9 (Company Code)	(Optional) The ‘Payroll Company Code’ text box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen, or the optional Payroll Company Code text box located on Site Setup > Advanced Settings tab.
Field 10 (Declared Tips Code)	(Optional) The ‘Employee Declared Tips’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen.
Field 11 (Declared Tips Amount)	(Optional) The Employee Declared Tips check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen.
Field 12 (Employee Sales Code)	(Optional) The ‘Employee Sales’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen.
Field 13 (Employee Sales Amount)	(Optional) The ‘Employee Sales’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen.
Field 14 (Credit Card Tips Code)	(Optional) The ‘Employee Credit Card Tips’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen.
Field 15 (Credit Card Tip Amount)	(Optional) The ‘Employee Credit Card Tips’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen.
Field 16 (Credit Card Sales Code)	(Optional) The ‘Employee Credit Card Sales Code’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen.
Field 17 (Credit Card Sales Amount)	(Optional) The ‘Employee Credit Card Sales Code’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen.
Field 18 (Percentage of Employee Sales Code)	(Optional) The ‘Percentage of Employee Sales’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen. Uses the ‘Tip Threshold’ text box percentage defined in Company Setup > Sales Calculations.
Field 19 (Percentage of Employee Sales Amount)	(Optional) The ‘Percentage of Employee Sales’ check box located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen.
Field 20 (Pay Rate)	The ‘Include Job Code Pay Rate in Export File’ located in Company Setup > Sales Reporting Modules > Payroll Export Settings screen.

When setting up your payroll export file, select only the options that apply to your company.

To set up a Millennium for Windows export file:

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

2.	Type your company 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.	Select the appropriate employee shift options that apply to your company. For Millennium, you only need to select the option to activate it. A corresponding code is not required.

4.	Type the Deductions Earning Type code associated with the regular hours worked by the employee.

5.	Type the Deductions Earning Type code associated with the overtime hours worked by the employee.

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

7.	Click Save.

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

9.	Click Next.

10.	Select the store from the list box.

11.	Click Edit.

12.	Select Advanced Settings.

13.	Type the store ID in the Payroll Batch ID text box to identify the store on the payroll export file.

14.	Type the payroll company code, if different from the company code as defined in Company Setup.

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.

15.	Click Save.

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.