Table of Contents TRIM-P.O.S. Software Corp. (519) FLASHPOINT P.O.S. Software

Transcription

1 Table of Contents TIME CLOCK...2 PUNCH IN / OUT...2 CLOCK IN / OUT BREAK...2 DAILY WAGE COST...3 Wage Cost Log...4 Wage Cost Setup...4 TODAY S TIME TOTALS...5 PAY PERIOD REPORT...5 PAY PERIOD SUMMARY REPORT...5 MINOR PAY PERIOD REPORT...6 MINOR PAY PERIOD SUMMARY...6 HOURS WORKED REPORT...6 MINOR HOURS WORKED REPORT...6 ACCOUNTANTS REPORT...6 DRIVER OUT REPORT...7 EDIT TIME...7 EDIT DRIVER TIME...7 CLOCKED IN...7 TIME CLOCK SET UP...8 Start Times...8 Clock Setup...9 Set Employee Types...11 Set Pay Rates...12 Delete Past Data...13 EXPORT...13 PRINT TIME CARD...13 GENERATE PAID HOLIDAY REPORT...13 SCHEDULES...14 Delete Schedule...15 Add / Edit Schedule...15 Edit Schedule...16 Add or Edit Employee Delete Employee from Schedule Change Employee Projecting the Wage Cost for the Schedule Copy in Schedule Printing a Schedule View Overlapping Upload to Cloud SELECT PAY PERIOD...20 EDIT LOG...20 RE-EXPORT CORPORATE PAY PERIOD TOTALS

2 Time Clock Once the Time Clock button has been selected, the following screen will appear allowing you to clock in/out, edit an employee s time, edit a drivers time, set up the time clock package, and print/view time clock reports. Punch In / Out The punch in / out button will clock you in or out for your shift. Once selected, Flashpoint will verify if you are clocking in or clocking out. If you have selected this option in error, you may select No otherwise select yes. Flashpoint will clock you either in or out depending on you status. If you have any messages waiting for you, the system will inform you when you clock in. Employees may clock in by logging in with their Id, selecting the System button and selecting the Punch In / out option from the employee system screen. There is also an option that you can add to the Other Functions screen (order entry) that allows employees to clock in. If you forgot to clock in and are just clocking in now, you may fix your time by going to the Edit Time section and fixing the time. Clock In / Out Break The clock in / out for break button will clock you in or out for a break. This is for recording breaks only; if you are clocking out for a lunch, use the regular punch in/out option. Once you have selected Punch In/Out Break. The system will prompt you to verify that you are clocking in or out for your break. If you have selected this option in error, you may select No otherwise select yes. Flashpoint will clock you either in or out for your break, depending on you status. Note: The clock out for break option will only display if you have already clocked in for the day

3 If you forgot to clock out or in and are just clocking out or in now you may fix your break time by going to the edit Time section and fixing the time (if you have access). Daily Wage Cost Once you have selected the Wage Cost button, the following screen will appear, allowing to view/print or setup a wage cost report. The wage cost is an essential report for the store. By running the report you will know the exact wage cost at that time, allowing you to send employees home when the store is not busy. Daily Wage cost Gives you a wage cost report, in graph format. If you wish to just have a summary of the wage cost for the day, select Summary (will not break out employee types); otherwise the graph will break down the wage cost by the employee type. Select the period to base the report on and Flashpoint will display the following graphical report. In this report screen, you have the following options: You may change the look of the graph by selecting one of the many graph icons displayed. If you wish to switch from 3D to standard graph just select the 3D icon. On the bottom of the graph is the overall wage cost as well as a print button, which allows you to print the graph NOTE The wage cost will only report on sales made during the current day. Checks left open from previous days will not be included in the total. If you have Do not Print Total Pay with Time Clock Reports activated (employee setup->time clock), the system will not show the total wages

4 To print the graph select button. (the graph will print based on the size specified with the If you wish to change, the overall look of the chart or add a background image select (you may also right click on the screen to display the menu) You may change the look of the graph by selecting one of the many graph icons displayed ( ). To toggle the 3D effect on or off select If the graph spans across multiple screens, select If the graph spans across multiple screens, select If the graph spans across multiple screens, select If the graph spans across multiple screens, select Selecting the button will rotate the graph 90. If you wish to remove, some columns from the screen select If you wish to have more columns displayed on the screen, select To remove or add a fill to the graph, select. To exit the graph, select the button. to display to the first column. to jump to the last column. to view the previous screen (pan left). to view the last screen (pan right). to zoom in. to zoom out. Wage Cost Log The wage cost log ensures that managers are routinely checking the wage cost. Once selected a report will be displayed that includes the employee that took the wage cost report, the time it was taken and the wage cost at that time. Wage Cost Setup If selected, the following screen will appear allowing you to setup all of your salaried employees for the wage cost reports

5 Number of salary hours per period - Enter the number of hours that there are employees clocked in for each period. Example - If the first employee starts work at 7:00 am, and the last employee leaves at 1:00 am, the setup would be 5 hrs for 5am to 12 Noon (7:00-12:00), 5 hrs for 12 Noon to 5pm., 3 hrs for 5pm to 8pm., 4 hrs for 8pm to 12 Midnight and 1 hr. for 12 Midnight to 5 am. (12-1:00). Only enter in the number of hours that there is employees working for each period otherwise the wage cost report will not function properly. Gross Salary Paid Weekly - The gross salary paid to the employees on the schedule. Only enter the wages for salaried employees, the system will use the hourly wages and the number of hours worked for employees paid by the hour. Employer Contribution as % Set Pay Rates - This is the percentage of wages that you must remit to the local tax office. This figure should come from your accountant. Today s Time Totals The Time Totals report displays the Clock In and out times, by employee, for the current day. Once selected, the Report Function will display the report, allowing you to view or print the report. Pay Period Report The pay period report displays the Clock In and out times, by employee, for the pay period. Once selected, the system will prompt you for pay period to base the report on. Select the appropriate pay period and the Report Function will display the report, allowing you to view or print the report. Flashpoint bases all time clock data on a weekly basis. If you pay your employee s by-weekly you may print the first weeks report then skip to next pay period and print the second weeks report. The Time Clock feature will not work for you if you use bimonthly pay periods. Note: If you have Do not Print Total Pay with Time Clock Reports activated (employee setup->time clock), the system will not show the total wages. Pay Period Summary Report Displays summarized weekly totals of hours worked, by employee, for the pay period. Once selected, the system will prompt you for the pay period to base the report on. Select the appropriate pay period and the Report Function will display the report allowing you to view or print the report. Flashpoint bases all time clock data on a weekly basis. If you pay your employee s by-weekly you may print the first weeks report then skip to next pay period and print the second weeks report. The Time Clock feature will not work for you if you use bimonthly pay periods. Note: If you have Do not Print Total Pay with Time Clock Reports activated (employee setup->time clock), the system will not show the total wages

6 Minor Pay Period Report This report displays the Clock In and out times for the pay period (minors only). Once selected, the system will ask you for the pay period to base the report on. Select the appropriate pay period and the Report Function will display the report allowing you to view or print the report. Flashpoint bases all time clock data on a weekly basis. If you pay your employee s by-weekly you may print the first weeks report then skip to next pay period and print the second weeks report. The Time Clock feature will not work for you if you use bi-monthly pay periods. Minor Pay Period Summary This report displays summarized weekly totals of hours worked, for minors only, for the pay period. Once selected, the system will prompt you for the pay period to base the report on. Select the appropriate pay period and the Report Function will display the report allowing you to view or print the report. Flashpoint bases all time clock data on a weekly basis. If you pay your employee s by-weekly you may print the first weeks report then skip to next pay period and print the second weeks report. The Time Clock feature will not work for you if you use bimonthly pay periods. Hours Worked Report This report displays summarized totals of hours worked, by the day, by employee, for the pay period. Once selected, the system will prompt you for the pay period to base the report on. Select the appropriate pay period and the Report Function will display the report allowing you to view or print the report. This report will be based on the setting under Time Clock Setup If set to bi-weekly payroll, the system will print the report for a 2-week period, otherwise it will be based on a one week period. The Time Clock feature will not work for you if you use bimonthly pay periods. Minor Hours Worked Report This report displays summarized daily totals of hours worked, for minors only, for the pay period. Once selected, the system will prompt you for the pay period to base the report on. Select the appropriate pay period and the Report Function will display the report allowing you to view or print the report. This report will be based on the setting under Time Clock Setup If set to bi-weekly payroll, the system will print the report for a 2-week period, otherwise it will be based on a one week period. The Time Clock feature will not work for you if you use bimonthly pay periods. The Time Clock feature will not work for you if you use bi-monthly pay periods. Note: If you have Do not Print Total Pay with Time Clock Reports activated (employee setup->time clock), the system will not show the total wages Accountants Report This report is the same as the Hours Worked Report except that it also contains the employees SSN and address. Once selected, the system will prompt you for the pay period to base the report on. Select the appropriate pay period and the Report Function will display the report allowing you to view or print the report. This report will be based on the setting under Time Clock Setup If set to bi-weekly payroll, the system will print the report for a 2-week period, otherwise it will be based on a one week period. The Time Clock feature will not work for you if you use bi-monthly pay periods

7 Driver out Report The driver out report will print a report on the driver out time for the pay period. Use this report if you pay your drivers by the hour while in house and by the delivery when out on deliveries. The report will include the driver out times, the number of deliveries, the pay for each delivery and the total due to the driver. Edit Time The edit time button allows you to edit an employee s time if they forget to clock in or clock in as the wrong employee type. Before editing the time, you must first select the date and the employee that you wish to edit (by using the UP PG and DN PG Buttons and touching the appropriate employee to edit). Select the Edit button and Flashpoint will display the following screen. Note: Flashpoint will only display the current pay period on the edit time screen. If you need to edit the time from a different pay period, go to select pay period from the main time clock menu and change the pay period. If you have Do not print Total Pay with Time Clock Reports activated (employee setup->time clock), the system will not show the rate of pay or the shift pay. To edit a time select the In At or the Out at button and a calculator type screen will appear allowing you to enter the appropriate time. Once Flashpoint displays the times, select the Finished button. You may also edit an employees break times and the employee type that the employee clocked in as, from the same screen. Edit Driver Time Use this option to edit the drivers Out Time (time the driver was out on delivery). If you are paying your driver by the hour when he / she is in the building and by the delivery when he/she takes deliveries, then you must edit the drivers time if they forget to return from their deliveries. Edit the driver s time in the same manner as you would edit an employee s time. Clocked In The Clocked in report displays a list of all the employees currently clocked in

8 Time Clock Set Up Set Up allows you to setup the wages, employee types, start times etc. for the store. Once Time Clock Setup is selected, the following screen will be displayed allowing you to select the areas to setup: Start Times This is a great money saving feature for the store. If an employee clocks in early and does not start work, the time clock will clock him/her in for the correct starting time. You have the capability of setting up to 10 separate start times. Once selected, Flashpoint will display the following screen allowing you to setup the start times

9 To change a time, select the white area beside the time that you wish to change and enter the new time from a standard keyboard. If you were to enter 9:00 as the starting time, 10:00 as the ending time and 10:00 as the clock in time than anyone who clocks in between 9:00 and 10:00 will be clocked in for 10:00. Enter all times in Military Time (00:00 23:00). Clock Setup Clock Setup allows you to setup the first day in the current pay period, skip to the next/last pay period (used for pay period reports) and the overtime information. Once selected Flashpoint will display the following screen: Touch the white area beside the Last Day of the Pay Period and enter the current pay period ending date (this must only be entered once, the system will automatically select the appropriate pay period ending dates at the store as reports are run). Use the Skip To Next Pay Period and Skip to Last Pay Period buttons at the store level to switch between pay periods. Touch the white area beside the Number of Hours to Work Prior To calculating daily and weekly Overtime fields and enter the appropriate number of hours for this location. Touch the white area beside the Enter Overtime Factor field and enter the rate used to calculate overtime pay (Ex for time and ½ select 1.5). Touch the white area beside the Set Number of Hours per Shift Required For Paid Break and enter the number of hours employees must work before getting a paid break. If the employee clocks out for a break, but has not worked the selected number of hours, the system will automatically deduct the amount of time the employee was on the break from the employee s time clock totals. If you do not wish to use the automatic deduction, enter 0.00 as the number of hours

10 Touch the white area beside the Enter Decimal Portion of Hr. for Paid Break and enter the number of minutes (in decimal format) that the employee receives for his/her break. Example - If an employee is allowed 15min. for breaks, enter. 25 for the decimal portion (15min. divided by 60min [1 hour] =.25). If the employee s break lasts longer than the time allowed here, Flashpoint will automatically deduct the amount of extra time taken from the employee s clock totals. If you do not want to use the automatic deduction of time, enter 9.99 here. If you select Round Clock Times Down on 7 and up on 8 min. intervals, the system will automatically round the number of hours worked to the quarter hour (if the employee works 1hr 7min. the system will record 1 hr, if the employee works 1hr 8min. the system will record 1 hr 15 min.). If you select Average Employee Pay by Type of Work for Overtime Rate of Pay, the system will use the average pay as the overtime rate (if paid different rates for different jobs). If you do not select Average Employee Pay by Type of Work ; the system will use the pay rate that the employee is clocked in as at the time of receiving overtime. If your restaurant located in California check off the Use California Time Keeping Laws for Overtime field. If you do not select manager not required for clock in, a manager s id will be required for an employee that is within 8 hour of overtime, to clock in. If you have bi-weekly payroll, select the Bi-Weekly Payroll Option. If set, the Hours worked report, Accountants report and Time Clock export will include Bi-weekly data. If a day of the week is selected under the "Auto Advance Time Clock to Next Pay Period on Closing of" heading, Flashpoint will automatically adjust the pay period ending date (for pay period reports) to the next pay period, on the date specified. If you do not wish to use this feature, you may select Disabled to disable it. Time Clock Setups for Minors Touch the white area beside the Set Number of Hours per Shift Required For Paid Break and enter the number of hours minors must work before getting a paid break. If the minor clocks out for a break, and but not worked the selected number of hours, the system will automatically deduct the amount of time the employee was on the break from the employee s time clock totals. If you do not wish to use the automatic deduction, enter 0.00 as the number of hours. Touch the white area beside the Enter Decimal Portion of Hr. for Paid Break and enter the number of minutes (in decimal format) that the minor receives for his/her break. Example - If an employee is allowed 15min. for breaks enter. 25 as the decimal portion (15min. divided by 60min [1 hour] =.25). If the minor s break lasts longer than the time allowed here, Flashpoint will automatically deduct the amount of extra time taken from the employee s clock totals. If you do not want to use the automatic deduction of time, enter 9.99 here

11 Enter the Maximum # of hours a minor 14 and 15 is allowed to work per week (if applicable) by touching the white area of the screen and entering the information using a standard keyboard. Enter the Maximum # of hours a minor 16 and 17 and under is allowed to work per week (if applicable) by touching the white area of the screen and entering the information using a standard keyboard. Set Employee Types These are the different employee types that may be at the store (cook, counter help, manager etc.). Flashpoint uses the employee types for pay rates as well as many different reports. Once selected the following screen will appear: Select the first employee type to change and the following screen will appear Enter in the name you wish to call the employee type (touch the white area of the screen and enter the information using a standard keyboard) and touch the Finished Button. Continue changing employee types until you have entered all appropriate employee types. The remainder of the settings is custom settings made for specific people. Below is an explanation of the settings. "Move to adjusted wages...", if selected, will cause the employees pay totals to not show up in the wage cost report. Instead it will be included in the "Adjusted Wages" section of the daily and weekly doc. The "Maximum hours per week" is the maximum number of hours the employee is permitted to work. Once the employee reaches the number of hours set, he/she will no longer be able to clock in

12 If the employee type is going to be included in the salary section of the wage cost report, but you wish to remove the wages from salary and add to hourly while clocked in, enter the pay rate by the hour in the "$ value to..." section. Set Pay Rates The Set Pay Rates option allows you to set the pay rates for each employee at the store, by the employee type. If you add pay rates to more than one employee type, the system will force the employee to select the type of work he/she is clocking in (bus person, waitress, cook, etc.). If an employee does not have a pay rate set, the system will not allow that employee to clock in. Once selected, the following screen will appear: If the correct employee is not listed on the screen, use the Up Pg and Dn Pg buttons to display the employee on the screen, and touch the employee for which to set the wage (only employees selected to be included in this location s data set will be displayed. Flashpoint will display all employees, if you are setting up the Master data set. The following screen will then appear: Touch the white area beside the employee type(s) that this employee works as and enter the wage for each employee type (using a standard keyboard). When all of the employees have the wages set, select the Finished button to return to the Time Clock Setup screen

13 Delete Past Data Use the Delete Past Data function at the store level to delete past pay period data. CAUTION: YOU CANNOT RESTORE THE TIME CLOCK DATA ONCE YOU HAVE DELTED WITHOUT THE AID OF A BACKUP. BE SURE YOU HAVE PAY PERIOD REPORTS FOR ALL DATA YOU ARE DELETING. Export If you are using the export function, you may export the current pay period (in comma delimited ASCII). Once you have selected the export button, the following screen will appear allowing you to set the pay period to export. The export data will generate once you have chosen the appropriate pay period and have touched the select button. Flashpoint will create the export based on the setting under Time Clock Setup. If set to bi-weekly payroll, the system will export the data for a 2 week period, otherwise it will be based on a one week period. The Time Clock feature will not work for you if you use bi-monthly pay periods. Print Time Card The Print Time Card selection allows you to print a time card for an employee. Once selected, a list of employees will display, prompting you to select the employee to print the time card. Select the appropriate employee in order to print the employee s time card to the local check printer. Generate paid Holiday Report Use the paid holiday report to generate a report for employee eligibility of statutory holidays. Before generating the report, you must enter the date of the statutory holiday. You must then enter the number of days that you wish Flashpoint to go back in order to figure out the number of days employees during that span that an employee worked

14 The next step to setting up the report is to enter the number of days that an employee must work in order to be eligible for the paid holiday. The final step to setting up the report is to enter the number of days (prior to the holiday) that you wish Flashpoint to go back, in order to calculate the employee s average days pay. In our example above, the holiday is on September 6, According to the local laws, we must go back 28 days, and the employee must have worked at least 12 days during that span in order to be eligible for the paid holiday. In order to calculate the employees average days pay, we are having Flashpoint go back 92 days. The report will include: The employee s name, Eligibility for the holiday, The employee s average days pay, The number of days he/she worked in the last 4 weeks, The number of days he/she worked in the last 4 months, The employees gross wages in the last 4 months, If the employee has been employed over 3 months and, Worked the required number of hours required. Schedules The schedule maker is a great feature that allows you to create a weekly schedule for your staff, project what the wage cost will be based on past sales and upload the schedule to the web (if using the online reporting feature). Once you select the Schedules button, the following screen will appear allowing you to create / print or view your schedules

15 Delete Schedule Flashpoint will delete the currently highlighted report if you select the Delete button. You cannot restore the schedule once deleted. Add / Edit Schedule Once the "Add New" or "Set Percentage" button is selected, you will be prompted with the following screen allowing you to setup the name of the schedule as well as the percentage of sales to apply to the schedule. Percentage of Sales to Include - Enter the percentage of sales to apply for this schedule. The system will use the percentage of the total daily sales entered to base the wage cost for the schedule (Ex. If you have two schedules, one for cooks and one for drivers, you may want 60% of your sales to go to cooks as there are more cooks working and 40% to go to the driver s schedule). Name - Enter the name for the schedule

16 Edit Schedule Flashpoint will display the following screen once you have selected the Edit Schedule button, allowing you to create or edit the actual schedule. Add or Edit Employee If you add an employee to the schedule, you will first be required to select the employee to add. Once you have added the employee, or if you edit the employee, the following screen will appear. From this screen, enter the times and days that the employee will work

17 Shift 1 & Shift 2 - This is the hours for the employee. If the employee is working a split shift, you may also enter the hours for the second shift. (You must enter all hours in Military Times). Calculate - This will calculate the total hours for the week as well as the total pay for the employee for the week. This is help with the balancing of hours between employees as well as stopping overtime from being scheduled. When you are done adding this employee, select the "Finished" button. Delete Employee from Schedule Select this option to delete the highlighted employee from the schedule. Change Employee Use this option along with the "Copy in Schedule" to create rotating schedules. To create a rotating schedule first create the schedule for week one, this will be your base. Next, add a new schedule for week two and copy in the schedule from week one. Finally, once copied in change each employee you wish to rotate (moving names down one). Once you select "Change Employee" you will be prompted with a list of employees to change to. Projecting the Wage Cost for the Schedule If selected, the schedule maker will calculate the hours, wages, projected sales and the wage cost by the day and week. Flashpoint bases the wage cost projected on the percentage of sales to apply, the gross sales, the wages on the schedule as well as the salaried employees and employer contribution (setup under the wage cost setup). You may also change the amount of sales to base the projections on, by the day, by entering a new amount under the % field. Copy in Schedule This will allow you to copy multiple schedules into one, or as explained earlier, create a rotating schedule. By copying schedules for all employee types into one, you can still have individual schedules for each employee type as well as have another schedule for figuring out the wage cost for the week. Once selected, Flashpoint will display a separate screen allowing you to select the schedule to copy into this one

18 Printing a Schedule If you select print small or print large, the system will ask for the last date of the schedule. You may use this to calculate the approximate wage cost for the schedule as well as print the days at the top of the schedule in the proper order. - Year will make the calendar go back one year. + Year will add one year to the calendar - Month will make the calendar go back one month +Month will add a month to the calendar Once Flashpoint displays the correct year and month, you may touch the date then accept the date. Flashpoint will display the schedule allowing you to view or print the report. If you select Print small, the schedule will be printed in portrait mode with a small font. If you select "Print Large", the schedule will print in landscape mode with a larger font. If you select "Print with Weekly Totals" the schedule will print along with the projected sales, labor, wage cost and number of hours for every day as well as for the week

19 The following buttons are available in the report engine window - - Will display the next page of the report - Will display the previous page in the report - Will display the last page for the report - Displays the first page in the report. - Prints the report to the default report printer. - Creates a.pdf file and prompts for an address, subject and message to send the.pdf file to an address. - Creates a.pdf file from the selected report and places it in the \\flashpoint1\trimpos\flash\mypdf folder with the current date and store # as the file name - Creates a CSV (comma separated value) file and saves it in the \\flashpoint1\trimpos\flash\data\csv folder with the name of the report, the current date and store # as the file name. The file will be an exact replica of the report you are taking. You can then take this CSV file and modify/re-print the report using a program like excel. - Exits the report. View Overlapping The "View Overlapping" report is used to quickly view how many staff you have working at a given time. Use this report to ensure that you do not have too many employees working at once. The following is an example of the report: The report is broken down by the part hour and has an "x" for every employee working at that time. You can scroll through the report with the Up/Dn page and Left/Right buttons. You can also change the day that you are viewing with the radio buttons at the bottom of the screen. Upload to Cloud If you are using the online reporting feature, you can upload the report to the web and make it available for viewing. The cloud based schedules are available for viewing by the week period. In order to work, you must create one schedule per week; with all employees on the schedule

20 (See the Copy in Schedule and "Change Employee" sections for more information on making a rotating schedule that includes all employee types). When an employee goes online to view the schedule, they will have the option to choose the week for the schedule to view. NOTE: If you upload a previously uploaded schedule, and any shift changes occurred, all shift changes online will also be overwritten. You must have the ESM reports setup before uploading. For More Information, see the "ESM Online Reports" manual. Select Pay Period If editing time from a previous pay period, you will need to change to that pay period before editing the time (Flashpoint only displays the current pay period). To change the pay period (temporarily, select the Select Pay Period button, touch the white area beside the Last Day of the Pay Period and enter the current pay period ending date (this must only be entered once, the system will automatically select the appropriate pay period ending dates at the store as reports are run). The Skip To Next Pay Period and Skip to Last Pay Period buttons are used at the store level to switch between pay periods. Edit Log Any time you edit a clock time, Flashpoint records the details in a log file. You van view the log file at any time using the Edit Log button. Once selected, Flashpoint will display the following screen: The log file shows the name of the manager that edited the time, the date the time was edited, the time the edit was completed, the date of the clock in/out, the name of the employee, the in time and the out time. If you would like to create a filter (used to filter out unwanted records), select the Set Filter button and Flashpoint will display the following screen:

21 Select the appropriate options, then the Set Filter button. The log will now display only times that fall into the filter set. Once the filter is set, you can print the report using the Print button. Re-Export Corporate Pay Period Totals Although clock totals are automatically sent to Corporate with closing (when the next time period starts), if changes are made afterwards, you may need to re-export the totals. To reexport totals for a pay period, simply select this option then the pay period to export. An export will be created and sent to Corporate