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Merging Aloha Payroll Exports

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zachdrescher

Technical User
Jul 24, 2018
2
US
Hello everyone,
I am the F&B Director of a restaurant group. We have 4 restaurants all running Aloha. Each location has a different version of Aloha. Our biggest location has a pretty old version running because we have a massive 14 terminal network and encountered issues with upgrades because of all the patch work NCR had done on it.
Anyway, we have about 300 employees and a lot of them work in various locations throughout the week. So, our payroll process is not very efficient. We basically hand write each employee's additional hours from other locations onto the payroll paperwork from our largest location. We use a pencil and a calculator and add those hours up. Then it is handed off to our Admin Assistant. She then goes through manually and has to calculate the exact point in which over-time begins for each employee and has to make a manual adjustment to the pay rates on all 4 of the separate pages, depending on the hours worked for the remainder of that week.
So I am wondering if there is anything on the POS side of things, or any available application that can merge Aloha payroll export files. Paychex is who we use to input all the data and pay the employees. I was hoping there is something out there that enables us to merge the payroll files, while keeping the location data intact. So based on a 40 hours work week, then overtime activating, the master payroll file would just combine all dates and hours for each employee's data from the 4 separate files, thus making an accurate calculation of OT based on the merged data. The key would be retaining the locations of each clock in, so labor can be charged properly from an accounting standpoint. We use the same POS #'s for each employee at each location and have the names spelled exactly the same etc. for the purposes of the paychex inputting.
Does anyone have any advice on this?
 
How are you getting the data out of Aloha? If you can export the data to Excel you could combine it there.

Do you use the Aloha Insight? If so, you can run reports there and put them in Excel to do the combining.
 
We are currently printing the reports by hand, tallying everything on paper and handing it to our HR department.

Yes, we have Aloha Insight. No, I have never used it. I have worked with Aloha systems for about 15 years now, but I have generally worked for larger restaurant groups where we have a corporate presence that handles the payroll processing.

So, what I think you are suggestion is, and tell me if I am wrong: I export the 4 restaurant payroll files to excel spreadsheets. Then I combine them, via copy and paste or what have you, then I do a sort by last name and a sort by date. That would get everything arranged properly, but it would still have the raw data mixed up with the OT rates etc. I am not sure how to set an excel spreadsheet to know when the 40 hours was hit and then re-calculate the wages.

It just seems like there should be a simple answer here. For instance, I use the Pulse app on my phone to get notifications and check sales data from home if im not on site. The system recognizes all 4 locations within the app. Again, Im not familiar with insight, but I would think there would be a "combine all" feature of some sort to generate one master report.

I actually have a service ticket it with NCR to get back to me, but its been a couple of days and have heard nothing.
 
The problem you are having is each of the locations have a separate timekeeping system, you need to join them at a higher level. Each location can calculate the OT, just not collectively. When we process our payroll, we have to do a similar process in order to pay correct OT and put the costs to the correct location.

In AlohaEnterprise (Insight), I ran the Labor Data Export report for all locations, put it in Excel.
With a pivot table, you can keep a running total, so you can see when they crossed the 40 hr mark. The last column shows the running totals.
LaborExport_fnmh8q.jpg
 
Check out these guys, They have a payroll interface you can use that will create a Paychex output file from each store. you could probably copy and paste the data from each into one file if you need to merge them.
 
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