ADP Export for Tipped Employees
Before setting up your FOCUS ADP Integration, you must have the following values (provided by ADP):
- ADP Restaurant Code
- ADP External Job ID (the ADP Job Code for each Job in your system)
- ADP Employee IDs (the ADP ID for each of your employees)
Prepare your FOCUS System to integrate with ADP
- Enter the ADP External Job ID into your Job Setup
- Go to FOCUS Setup > Employees > Jobs > Timekeeping
- Enter the ADP Job ID into the ADP External ID field.
- Enter your ADP Restaurant Code into your core FOCUS Setup
- Go to Miscellaneous > General > Restaurant
- Locate the ADP Restaurant Code field and enter the restaurant code provided to you by ADP
- Setup your FOCUS System to accept ADP Employee IDs
- ADP should provide you with ID codes for each of your employees. These codes will be entered into the ID2 field for each employee in your FOCUS system.
- We strongly suggest that you make ID2 mandatory, so that future managers will not forget to enter the ID2 when bringing on-boarding a new employee.
- Go to Miscellaneous > General > Timekeeping
- Check the box ID2 Mandatory
- Add the ADP Employee ID to each of your employees
- Go to Employees > Employees
- Locate the ID2 field and enter the code provided by ADP for each employee
- Note: Salary employees may not need a code depending on your ADP setup.
Create your ADP Export Report & File
Once your FOCUS System is prepared (outlined above) you will need to create a FOCUS Report that will be used to integrate to ADP.
- Go to FOCUS Setup > Reports > Setup
- Locate an unused Report field
- Unused reports are typically blank report spots that do not have a Name
- Use the following settings:
- Reports Tab
- Name:
- ADP Payroll
- Type:
- Payroll Report
- Payroll Report Options:
- Check each job that will be exported.
- Note - only export jobs that are set to be imported by ADP. If you are unsure what jobs these are, contact ADP
- Detail:
- Individual Times
- Sort
- Employee
- Payroll Format
- ADP
- Revenue Centers
- Do not check any revenue centers, as you will not be filtering by revenue center.
- Name:
- Output Tab
- Destination
- E-mail Attachment Name
- ADPPayroll.csv
- Note - you must append the filename with .csv for the export to be received properly by ADP.
- E-mail Address (To)
- Enter your email address, or the email address provided to you by ADP.
- Format Options
- Leave as default
- Security Code
- Any number between 4 and 7
- ID
- Blank
- File Option
- Overwrite
- Screen Options
- Display
- Checked
- Screen Format
- Any
- Sort Position
- Any
- Image File Name
- Any
- Display
- Destination
- File Format Tab
- The file format tab is where you link ADP info to specific FOCUS info.
- You may need to contact ADP support to properly link FOCUS fields to your specific ADP configuration
- Below is a description of each ADP Field and each Payroll Field
- ADP Field
- Earning 3
- The 3rd ADP Earnings option.
- Typically this will correlate to Cash Tips, Charge Tips or Gratuity depending on your configuration
- Earnings 4
- The 4rd ADP Earnings option.
- Typically this will correlate to Cash Tips, Charge Tips or Gratuity depending on your configuration.
- Note this earnings field may not be used by all ADP clients.
- Memo Code
- A generic Memo Field provided by ADP.
- Most commonly this field is mapped to "TIpped Sales" so that ADP can import in what the employees total sales were
- Earning 3
- Payroll Field
- Declared Tips
- The total tips declared by the employee upon clock out.
- Do not confuse this with Total Tips as total tips is the sum of Declared Tips + Charge Tips.
- % Tips
- The percentage of tips calculated by FOCUS based on Tipped Sales multiplied by the Tip % located in Miscellaneous > General > Timekeeping
- Charge Tips
- The total of all credit card tips received by the employee.
- Tipped Sales
- Total amount of Tipped Sales generated by the Employee.
- Tipped Sales are controlled by the individual Order Type which are enabled in FOCUS Setup > Order Entry > Order Types > Tipped Sales
- Gratuity
- Total of all automatic gratuities received the employee.
- Typically referred to as "Auto-Grats"
- Total Tips
- Total Tips received by the employee. This is the sum of Gratuities, Charge Tips and Declared Tips.
- Declared Tips
- ADP Batch Identifier
- This identifier is provided by ADP and is only necessary if ADP indicates you need it.
- ADP Field
- Reports Tab
Generating the ADP Export
Now that all components of the Setup have been performed, you're ready to generate your first ADP Export.
- Go to FOCUS Setup > Reports
- Locate the Report Button labeled ADP Export
- Click on the Report Button
- Enter the date range that you want to export.
- If your Payroll Periods are programmed into FOCUS properly, the default date range should be your current pay period.
- Press OK
- The report will be emailed to the email address specified above in the step: Create your ADP Export Report & File 3.2.3
- Once you receive the report, you will need to import it into ADP's system.
- Instructions for importing the report can be obtained from ADP.
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