Food & Beverage Timekeeping 101: A Guide to Effective Scheduling and Improved Accuracy

Transcription

1 Food & Beverage Timekeeping 101: A Guide to Effective Scheduling and Improved Accuracy Webinar Topics Employee Maintenance... 3 Pay Classes... 3 Modifying Employees... 5 Clearances... 6 Pay Rates... 7 Delete an Employee... 9 Timekeeping Functions Clock-In/Out... 11

2 Manual Entry Modify Time Clock Post Time Clock Daily Labor Reports from the Point of Sale Overtime Calculation Setup

3 Employee Maintenance To begin using the timekeeping features in Food & Beverage, you should first review your pay classes to make sure they meet your needs for payroll reporting. Pay Classes Pay classes are a way in which you can group your employees. For example: Dining Room Server, Dining Room Bartender, Banquet Server, etc. The software tracks up to 30 different pay classes; therefore you can have up to 30 different pay rates per employee. Many employee reports are sub-totaled using pay class. Creating a New Pay Class 1. From the menu bar, select Employee and then select Modify Pay Classes. The Modify Pay Classes dialog box appears. NOTE: To modify an existing pay class, select the item from the list and click Edit. The Modify Pay Class dialog box appears. 3

4 2. Click Add. The Modify Pay Class dialog box appears. 3. In the Name field, type a short description of the pay class. NOTE: The pay class name can be nine characters or less. 4. The Tip Flag % field is not used. 5. If the employees in this pay class will not be using the point of sale, select No- POS. 4

5 Modifying Employees The next step is to modify the pay rates and security clearances for each employee that will clock in and clock out. Modifying Employees 1. From the menu bar, select Employee and then select Modify Employees. The Select Employee window appears. 2. From the Display Key drop-down list, select the first letter of the employee s first name. A list of employees with first names starting with that letter appears. 3. From the list, select the employee to be modified. NOTE: You cannot modify the ID number, employee name, or pay rate of a clocked-in employee. 5

6 4. Click Modify Emp. The Modify Employee window appears. 5. Modify the necessary information. NOTE: Refer to the Adding an Employee section of this manual for details on Options button usage. 6. Click OK. 7. Click Exit. Clearances The Select Employee window closes. Clearances are used to assign System Manager and POS function permissions to individual employees. Two of these clearances are used with timekeeping: Modify Time Clock allows the manager to view and make changes to employee clock-in and clock-out records. Post Time Clock allows the manager to post the time clock at the end of the payroll period. This function clears the time clock records so the next payroll period starts with zero totals. 6

7 Setting up Employee Clearances for Timekeeping 1. In the Options section, click Clearances. The Employee Clearances dialog box appears. 2. Select Modify Time Clock and/or Post Time Clock, as appropriate. Pay Rates Food & Beverage allows you to have up to 30 pay classes; therefore you can have up to 30 different pay rates per employee. NOTE: For an employee to clock-in, you must enter a pay rate for at least one class. If you are not using Food & Beverage for timekeeping, you must still enter a pay rate of at least $0.01 for at least one pay class. If you don t, the employee is not able to access the POS. If you have multiple pay rates entered for an employee, the employee is prompted to enter the class in which he will be working during that shift. 7

8 NOTE: If the employee is currently clocked-in, the PayRates button is inactive. Changes to the employee pay rate can only be made if the employee is clocked-out. 1. Click PayRates. The Employee Pay Rates dialog box appears. 2. In the appropriate Pay Class field, type the hourly pay rate. In the previous example, the employee has pay rates entered for both Server Dining Room and Bartender Dining Room. When clocking-in, this employee is prompted to choose whether he is working as a Bartender or a Server during this shift. 3. Click OK. The Modify Employee dialog box appears. 8

9 Delete an Employee Once you begin using Food & Beverage s timekeeping features, it is important to mark an employee as terminated for the remainder of your fiscal year rather than delete them from the system immediately. Terminated employees will no longer have access to a POS register. Deleting an employee removes not only their name from the system, but all their payroll history as well. When your end of year reporting has been completed, terminated employees from previous years can be deleted. Marking an Employee as Terminated 1. From the menu bar, select Employee and then select Modify Employees. The Select Employee dialog box appears. 2. From the Display Key drop-down list, select the first letter of the employee s first name. A list of employees with first names starting with that letter appears. 3. From the list, select the employee to be terminated. 4. From the Employment Info section, select Terminated. 5. In the Date Term field, type the employee s termination date. 6. Click OK. The Select Employee dialog box appears. Deleting an Employee 7. From the menu bar, select Employee and then select Modify Employees. The Select Employee dialog box appears. 8. In the Employees section, deselect Active. 9. In the Employees section, select Terminated. 10. Click Refresh. Only terminated employees appear in the Display Key list. 11. From the Display Key drop-down list, select the first letter of the employee s first name. A list of employees with first names starting with that letter appears. 12. From the list, select the employee to be deleted. 9

10 13. Click Delete Emp. A message verifying the deletion of that employee appears. 14. Click Yes. The employee and all their payroll history data is deleted without further warning. NOTE: Be very careful when deleting an employee. This action cannot be undone. 15. Click Exit. The Select Employee dialog box closes. 10

11 Timekeeping Functions Food & Beverage allows you to quickly and easily make changes to employee clock in and clock out records. Clock-In/Out Food & Beverage allows the manager to clock an employee in or out and to modify the time record of an employee who incorrectly clocked-in or out. Using Clock-In/Out 1. From the menu bar, select Employee and then select Clock In-Out. The Clock Employees In/Out window appears. 2. To clock-out an employee, select the employee from the Users Clocked In list. 3. Click Clock Out. The employee is clocked-out and the name is removed from the Users Clocked In list. 4. To clock-in an employee, select the employee from the Users Clocked Out list. 11

12 NOTE: From the Display Key drop-down list, select the first letter of the employee s first name. A list of employees with first names starting with that letter appears. 5. Click Clock In. The employee is clocked-in and the name is removed from the Users Clocked Out list. 6. To modify an employee s clock-in information, select the employee from the Users Clocked In list. 7. Click Modify Clock In. The Employee Clock In dialog box appears. 8. If necessary, in the Date In field, type the correct date. 9. If necessary, in the Time In field, type the correct time. NOTE: Remember to use military time when entering time in the system. 10. If necessary, from the Pay Class drop-down list, select a new pay class for this shift. 11. If necessary, from the Dining Room drop-down list, select a different dining room for this shift. 12. Click OK to save the changes. The Clock Employees In/Out window appears. 13. When your changes are complete, click Exit. The Clock Employees In/Out window closes. 12

13 Manual Entry The Manual Entry feature is used by a manager to add a clock-in, clock-out, sales, commission, or adjustment record to the system. NOTE: Always double-check the date field so the new record is correctly posted in the system. Adding a Clock Record 1. From the menu bar, select Employee and then select Manual Entry. The Manual Time Clock Entry window appears. 2. From the Display Key drop-down list, select the first letter of the employee s first name. A list of employees with first names starting with that letter appears. 3. From the list, select the employee. 13

14 4. Click Add Clock Rec. The Time Clock Record dialog box appears. 5. In the Report Date field, type today s date. 6. In the Date In field, type the date the shift started. 7. In the Time In field, type the time the shift started. 8. In the Date Out field, type the date the shift ended. 9. In the Time Out field, type the time the shift ended. 10. From the Pay Class drop-down list, select a pay class. 11. In the Pay Rate field, type the pay rate for this employee on this shift. 12. In the Tips Dec field, type the tips declared on this shift. 13. Click OK. The Manual Time Clock Entry window appears. 14. Click Exit to close the window. 14

15 If you want to assign sales to an employee who did not ring any sales, use the following procedure: Adding a Sales Record 1. From the menu bar, select Employee and then select Manual Entry. The Manual Time Clock Entry window appears. 2. From the Display Key drop-down list, select the first letter of the employee s first name. A list of employees with first names starting with that letter appears. 3. From the list, select the employee. 15

16 4. Click Add Sales Rec. The Employee Sales Record dialog box appears. 5. In the Date field, type the date of the sale. 6. In the Sales field, type the amount of the sale. 7. In the Covers field, type the entrée count for that sale, if applicable. 8. In the Guest field, type the number of guests contributing to that sale, if applicable. 9. In the Spiffs field, type the flat dollar amount awarded to servers on the sale of specific items. 10. In the Credit Sales field, type the amount of sales charged to credit cards. 11. In the Credit Tips field, type the amount of the tips charged to credit cards. 12. Click OK. The Manual Time Clock Entry window appears. 13. Click Exit to close the window. Adding an Adjustment 1. From the menu bar, select Employee and then select Manual Entry. The Manual Time Clock Entry window appears. 16

17 2. From the Display Key drop-down list, select the first letter of the employee s first name. A list of employees with first names starting with that letter appears. 3. From the list, select the employee. 4. Click Add Adjustment. The Employee Adjustment dialog box appears. 5. In the Date field, type the date of the adjustment. 6. In the Note field, type a short description of the adjustment. 7. In the Amount field, type the amount of the adjustment. 8. If the adjustment is to be deducted from the employee s paycheck, select Deduct From Pay. 17

18 9. Click OK. The Manual Time Clock Entry window appears. 10. Click Exit to close the window. Modify Time Clock The Modify Time Clock feature allows a manager to view and adjust any time clock record from the current pay period. Modifying the Current Day s Time Clock 1. From the menu bar, select Employee and then select Modify Time Clock. The Modify Time Clock window appears. 2. From the Display Key drop-down list, select the first letter of the employee s first name. A list of employees with first names starting with that letter appears. 3. From the list, select the employee. 18

19 4. Click Display to view time records from the current pay period. The Time Clock Records window appears. 5. In the Display section, select the check boxes for those items to appear on the record you are viewing. 6. Click Refresh to update record with any Display section changes. 19

20 7. Double-click any record line to open the item and modify the information. The Time Clock Record dialog box appears. 8. Modify the record. 9. Click OK. The record is updated and the Time Clock Records window appears. 20

21 10. Click Refresh to update the information. 11. Click Print to print the employee time record information. 12. Click Close. The Modify Time Clock window appears. 13. Click Close to exit the window. 21

22 Modifying a Past Day s Time Clock 1. From the menu bar, select Employee and then select Modify Time Clock. The Modify Time Clock window appears. 2. From the Display Key drop-down list, select the first letter of the employee s first name. A list of employees with first names starting with that letter appears. 3. From the list, select the employee. 4. Click Past Jor to view a past time record in the current pay period. The Enter Cut-Off Date dialog box appears. 5. In the blank field, type the date to review. 6. Click OK. The Time Clock Records window appears. 22

23 7. In the Display section, select the check boxes for those items to appear on the record you are viewing. 8. Click Refresh to update record with any Display section changes. 9. Double-click any record line to open the item and modify the information. 10. Modify the record. 11. Click OK. The record is updated and the Time Clock Records window appears. 12. Click Print to print the employee time record information. 13. Click Close. The Modify Time Clock window appears. 14. Click Close to exit the window. 23

24 Post Time Clock Posting the time clock removes all the records from the current pay period file. These records are saved to new permanent files elsewhere on the system. This action clears the current pay period file, making it ready for the new pay period. Once Post Time Clock has been run, the removed records cannot be changed. NOTE: Before running Post Time Clock, print and verify the payroll reports. Once the time clock is posted, the report totals are zero. Running Post Time Clock 1. From the menu bar, select Employee and then select Post Time Clock. The Time Clock Post Warning dialog box appears. 2. Click OK. The Post Time Clock dialog box appears. 3. Click OK. 4. The current pay period file is emptied and ready for the new pay period. 24

25 Daily Labor Reports from the Point of Sale Up to the minute labor reports are available from the Manager Menu at the Point of Sale register. Displaying Labor Report Data 1. From the point of sale User ID screen, touch your management ID number. 2. Touch Done. The Manager Menu screen appears. 25

26 3. Touch Labor Report. The Pay Classes screen appears. 4. All the Pay Classes default as selected. If this is not what you want to report on, touch the appropriate pay classes for your report. 26

27 5. Touch OK. The Select Cost Centers screen appears. 6. All the Cost Centers default as selected. If this is not what you want to report on, touch the appropriate cost centers for your report. 7. Both open and closed checks default. If this is not what you want to report on, touch either Closed Checks or Open Checks for your report. 27

28 8. Touch OK. The Time Periods screen appears. 9. Touch the time period button on which to report. The Selected Pay Classes report appears. NOTE: Touch the Enter Time button to enter a unique time not available on one of the other buttons. 28

29 In addition to generating a unique time period, the Enter Time button can be used to generate a report of all available time. To do this, touch the Enter Time button and then touch Done without making any changes to the Start Time dialog box. A report of all time periods appears. 10. After reviewing the labor report information, touch Cancel. The Manager Menu dialog box appears. 11. Touch Done to exit the Manager Menu. 29

30 Overtime Calculation Setup Food and Beverage allows you to set up pay cycle information and to select how your employee overtime is calculated, if you are using the system for timekeeping. Setting Up Overtime Calculations 1. From the menu bar, select General and then select Overtime Calculation Setup. The Overtime Setup dialog box appears. 2. From the Starts On drop-down list, select the day of the week your pay period begins. 3. In the Length field, type the number of weeks your pay cycle runs. 4. From the Current Ends On drop-down list, select the date your current pay period ends. 5. Select Tip Credit to activate the calculation of tips required to make minimum wage. Please contact csg Support to assist with this feature. 6. Select the appropriate Overtime check box(es) based on your current overtime rules. 7. Click OK to save you changes. 30