Time Clock Reports provide information about labor use, wages, and an analysis of labor costs and net sales percentages for a particular job title or department. The following reports pertain to employees (in alphabetical order with a short description of use)
- Managers Menu > Reports Menu > Time Keeping
Average Hourly Rate Exception Report for Tipped Employees
This report is useful to ensure your employees are claiming enough tips for minimum wage.
Running the report:
- Select Average Hourly Rate Exception
- Select the desired dates
If any employees fall below minimum wage, the exceptions report lists the employees’ names.
The minimum wage is set in Managers Menu > Register Setup > Terminal Configuration > Register Options > Time Keeping
Break Report
It is helpful to use breaks instead of clocking in/out during break times. The break feature allows the option of paid or unpaid breaks and keeps the employees’ shifts consolidated.
The Break Report allows you to preview breaks for the current pay period. You can also view breaks on the “Preview Time Records” Report. Some states enforce breaks every 4 hours. This report will help you view your employees’ breaks at a glance.
The report is available in PDF view on a back office computer or any terminal that is connected to a reports printer. The report can also be printed on any terminal with a receipt printer attached.
Current Pay Period Punch Report
This report is useful for showing employee hours per department. It includes overtime, dollars spent, labor percentage, and regular hours. You can view this report in two different formats. When select date it will prompt you “Show Summary Only?” and you must choose Yes or No.
- Choosing Yes, generates a summarized labor report (by job title only):
- Choosing No, generates labor details for each employee and their assigned job title:
Daily Labor Report (Summary Only)
This report offers information for single days in the current (open) payroll period. The report is useful when you would like to see your labor dollars and percentages for a single day in your current pay period.
The report is available for print as a PDF (when connected to a Reports Printer) or will print on a 40 column receipt printer.
It provides information for the labor departments (or Job Codes) such as Manager, Cook, Cashier, Server, etc. To populate the Dollars and Percentage fields, you must have the employees’ wages inputted in the Employee Maintenance area.
Daily Labor Report (Detailed)
The Daily Labor Report shows previously closed days in the current payroll period.
The report shows employees on the clock for the day, the department name (job code) for all of the jobs he/she has worked for the day, the hours, over time (if applicable) and the sales rang in with his/her audit.
History Punch Report
This report shows a history of each time an employee has used the time clock; the date, time in, break out, break in, time out, total time, labor dollars, sales, tips, and how many breaks they have taken. This report is useful for viewing a historic total of how many breaks have been taken and time record information. It is only available after a daily close out is run and overtime is not shown on this report.
Hourly Labor Report
(first select a date range)
The Hourly Time report shows how much labor dollars and sales occurred per hour since the first order was taken. This is useful to control labor costs for the business. Labor Percentage is calculated by dividing Labor Dollars Spent by Sales Dollars.
Hours by Department Report
The Hours by Department Report will display each Employee’s time sorted by the department they are listed under. This is useful for quickly seeing which departments currently have the most hours worked. You can view this report for both closed and currently open time records.
Individual Daily Time and Sales Report
This report will display employee sales and time record information for a specific date or date range. It is useful for seeing total sales and labor dollars quickly. The data is updated as the employee clocks in/out and closes their audit so it is available to be viewed before a close out is ran.
Included data:
- Clock In/Out times
- Total Hours
- Total Labor Dollars
- Total Tips
- Total Sales
Individual Time Card Review Report
This report will allow you to review and print a specific employee’s time history for a specific date or date range. You can also select more than one employee at a time which gives you the ability to customize how your report will look. It includes a sign line for employees. This is printable on both a report printer and receipt printer.
Labor Cost (from History)
This report is useful when you want to know if your sales are outweighing your labor costs. This report is viewable after a Daily Closeout is performed.
Labor History
This report shows labor dollars spent during a selected day or date range. This report is useful when you want to know if your sales are outweighing your labor costs. This report is viewable after a Daily Closeout is performed.
Percentage = Total Department Labor Cost / Net Sales
Amount = Department Labor Pay Rate * Department Labor Hours
Overtime Watch
The Overtime Watch report is available in PDF view on a back office computer or any terminal that is connected to a reports printer. The report can also be printed on any terminal with a receipt printer attached.
The Overtime Watch Report shows employees that are near or at overtime for the open time period. The report can flag employees’ times for any number of hours. By default, the watch starts at 30 hours. This can be altered in Register Options.
- Managers Menu > Register Setup > Terminal Configuration > Register Options > Terminal Setup
Checking the option, Turn on Alerts, automatically emails all associated reports to management when the restaurant has met or gone above the set alert number.
Preview Current Time Records Report
It is useful for viewing current payroll information as well as viewing when the last payroll close out occurred.
Running the report:
- Select Preview Current Time Records
- Select a date by using the Calendar or use the drop-down fields for the Start and End date.
The dropdown fields are the currently open records that have yet to be closed out. Using the dropdown dates instead of selecting dates on the calendar is a quick way to see when the site’s last payroll closeout was performed.
This report allows you to preview open time records. It will list the following information: Name, SSN, Work Date, Time In/Out, Break In/Out, Regular Hours, Over Time Hours, Total Hours, Tip Sales, Total Tips, Job Title, Department Name, Gross Pay, % Sales, and a Sign line. If a time record was altered, it will be shown on this report. This report is populated with data as soon as someone clocks in for the day.
An altered shift is represented by an asterisk (*). Below the time records, it will say “Shift Edit By
Employee Name”. The name is recorded when the employee logs into the Managers Menu. In the employee’s shift for the week (where you clock in/out), altered shifts are shown in red.
Print Access Codes Report
This report is useful when you need to quickly find employees’ access numbers.
The employees will be listed in alphabetic order by the last name (first name, last name)
Print Time Records Report
The Print Time Records Report displays a historical record of time records that have been closed. It will list the following information: Name, SSN, Work Date, Time In/Out, Break In/Out, Regular Hours, Over Time Hours, Total Hours, Tip Sales, Total Tips, Job Title, Department Name, Gross Pay, % Sales, and a Sign line.
It is useful for viewing past payroll information. This report is populated with data after the time records are closed.
Print Phone List
This option prints out all employee’s phone numbers (must first be entered into the employee's profile on Employee Maintenance). The list will be automatically printed when the “Print phone list” button is selected. If the system is configured to print to an 80 column printer, the report is displayed on the screen for you to print and/or email.
Who’s on the Clock?
This report is available in PDF view on a back office computer or any terminal that is connected to a reports printer. The report can also be printed on any terminal with a receipt printer attached.
This report is designed to indicate which employees are clocked in at the time the report is generated. The report is useful to quickly determine if anyone is late, if there are too many people on the clock, and/or to verify that everyone is clocked out at the end of the day.
Print Time Records Report
This function is useful for viewing current or past payroll information.
It lists the following information: Name, SSN, Work Date, Time In/Out, Break In/Out, Regular Hours, Over Time Hours, Total Hours, Tip Sales, Total Tips, Job Title, Department Name, Gross Pay, % Sales, and a Sign line (if you require your employees to sign off on their worked time)
NEW! to Version 10.0.377+
You no longer have to manually close payroll
You no longer have to clear time records or run a payroll close. Previously, you had to run a payroll close in order to move active time records from one Access database (with live data) into another Access database (storing inactive data). Now, time records live in one, consolidated SQL database.
This change significantly improves the software across all facets.
It prevents corruption that may cause duplicate records, missing or invalid time records, and prevents multiple errors that can occur when time records are not regularly closed.
Easily edit times for employees who forgot to clock out
Incomplete records (where employees forgot to clock out) push to the top of the list of the time clock editor so managers can properly edit the time. The incomplete records never expire or disappear, giving you ample time to review and correct the issue.
Peace of mind with daily backups: MicroSale automatically backs up the time records every day after the nightly close.
You can still edit time records and send payroll to a third-party provider, however, the window for time record edits is now set in the register options. This option also controls how long employee records are shown in the time clock review (where employees clock in/out and view their worked shifts for the pay period).
To change the number of days to edit, go to Managers Menu > Register Setup > Terminal Configuration > Register Options > Time Keeping > ‘Allow time record edit for how many days’