Apple American Group APPLEBEE’S TRAINING MANUAL
ROSnet PowerCenter Training Guide
ROSNET FORMS & TRANSMIT
What is ROSnet? ROSnet (ROSnet stands for Restaurant Operations Support network) provides leading edge information services for the restaurant industry. ROSnet is the main service offering of ROS Technology Services, Inc., and is an Internet-based enterprise data collection and reporting service. Your company has contracted with ROSnet to provide services for your restaurant. There are two major components of the ROSnet system, the ROSnet Forms & Transmit program and the ROSnet PowerCenter website. This section of the guide will concentrate on the ROSnet Forms & Transmit program.
ROSnet and your POS ROSnet is not replacing your existing POS system, nor is it eliminating any of the normal steps you currently perform on the POS system. ROSnet procedures are independent of the POS system, except that you must perform certain steps on the POS system before you can send data to ROSnet For example, at the end of the business day you must… Make necessary adjustments to timekeeping information on your POS system, and Complete the normal POS shutdown procedure …BEFORE transmitting your daily data to ROSnet.
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ROSnet PowerCenter Training Guide
ROSnet Login
PowerCenter Login Procedure
1. Navigate to your company’s ROSnet PowerCenter Homepage. 2. Enter the User Name and Password that has been supplied to you. 3. Your ROSnet PowerCenter homepage will appear in a few seconds.
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ROSnet PowerCenter Training Guide
ROSnet Alerts
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Launching Forms & Transmit Follow these steps to access the ROSnet Forms & Transmit program. Double-click the ROSnet Forms & Transmit icon.
F&T Icon
The ROSnet F&T program will be launched and the main menu will be displayed. Look at the business date displayed in the upper-right corner of the F&T screen. Every time you launch F&T, this date is automatically set to the business date that you will be customarily processing at the time.
Changing the Business Date On occasion, the date may need to be changed to a previous date. For example, if late corrections needed to be made to the previous day’s deposit, the date would need to be rolled back to that of the previous day. To do so: Click the DOWN-arrow key beside the date displayed to move to a previous date, – or – Click the UP-arrow to return to the current date. The screen will not allow advancing to a date in the future. A “friendly reminder” message will display when attempts are made to do so.
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ROSnet PowerCenter Training Guide A Brief Tour of ROSnet Forms & Transmit (F&T)
The ROSnet Forms & Transmit program is used to collect relevant information – sales, labor cost, deposit information and other data – from your restaurant and send it to ROSnet for processing. As the name implies, there are two parts to this program. Forms. Forms are provided for logging of daily information that is important to your company, but not available from the Point of Sale (POS) system. Transmit. A secure connection is made through the internet, and the transaction data from your POS system is encrypted and safely transmitted to the ROSnet Network Operations Center for further processing. One of ROSnet’s design goals is to NOT make you re-enter information that has been entered previously in your existing in-store information collection systems. But in the cases where instore systems don’t record all of the information that needs to be reported to your office, the top half of the screen, titled Daily Logs & Forms, allows you to fill in the gaps. Fortunately, the POS system provides most of the information. In fact, the only information that will need to be recorded in the Daily Logs & Forms is: Cash Deposits – record your AM deposits on the left side (Red Circled area) of the deposit screen and PM deposits on the right side (Green Circled area) of the deposit screen during the course of the day. Petty Cash Log – provides a place for you to record the paid out transactions that have occurred during the current business date for cash balancing purposes. Copyright © 1998 - 2009, ROS Technology Services, Inc.
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The bottom portion of the screen, titled Transmit to ROSnet, provides the ability for you to transmit your daily sales and labor cost information along with the log entries to ROSnet.
Logging a Cash Deposit: Step-By-Step This is the procedure for logging daily cash drops or deposits in ROSnet. 1. Launch the Forms & Transmit program. 2. Click the
button. The Deposit/Drop Log form will be displayed.
3. Ensure that the correct business date is displayed at the top of the form. NOTE: If the incorrect date is shown, refer back to the instructions on page 2 for instructions on changing the date. 4. Place a check-mark in the box corresponding to the first available line on the form. NOTE: the left side(Red circled area) of the form is for deposits/drops made during the AM or day shift and the right side (Green circled area) is for deposits/drops made during the PM or night shift. 5. Type your initials in the space provided, and then press the [Tab] key.
6. Type the amount of the deposit in the space provided and then press the [Tab] key. (Enter the amount in dollars, decimal and cents; no $-signs or commas are needed) 7. Double-check the amount that you just entered and the balance displayed to the right in the Balance column of either the AM or PM section of the log to ensure that the amount of the entry is correct. Copyright © 1998 - 2009, ROS Technology Services, Inc.
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ROSnet PowerCenter Training Guide 8. When satisfied that the entry is correct, left-click on the Close button. The deposit or drop entry will be saved. Once a number is entered on this log, it cannot be changed. If you make a mistake, enter a correction on the next line to reverse the mistake. For example, if you enter 12000.00 instead of 1200.00, enter -10800.00 (the minus sign must be entered) to correct the problem.
Paid Out – Paid In/Additional Deposit Procedures – A1POS 1) Paid Outs Step1 - POS The first step is to enter the paid out receipt into the POS system by selecting the AM or PM Bartender. (Remember for this card to be available in the drop down box, this card must be clocked in and must have sales registered.) Important note, if this employee did not use their own money, you must collect this amount from the employee as the cash due will be reduced.
**This is found in the Apple under Daily and then Add Cash Paid-Out. Step 2 - ROSnet The second step is to enter the amount of the paid out to the correct expense accounts in ROSnet under Purchase Entry or Beta Purchase Entry. Just like entering invoices, select the “Paid Out” vendor and enter the expense
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Attach the 7 days of Paid Out Receipt(s) to a print out of the Weekly Purchase History report shown below and place in the Paid Out envelope that was supplied to you by Accounting. (Do Not place Paid Out receipts in AP bag or with the 7 days of Sales bundles.
Also, you can print the Daily Cash Pay Out Detail Report from the POS to verify the amounts entered into the POS at the end of the day. You do not need to send to Accounting any longer. Important Note: This report does not populate with data until the server/bartender checkouts are ran.
How to run the Weekly Purchase History Report Select Purchase History from the Food Management Purchasing menu option
Selections should include… Vendor select: Paid Out Batch: select: All Batches Transaction Type: Paid Out List By: Account Account: All Date Range: Monday to Sunday Week ending dates
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It will display your totals disbursed by account for all Paid Out receipts for the week. This will reduce the amount of paper sent into the Support Center to one-two pieces of paper.
2) Paid-In (Misc Income) The Paid In process is a function you will use if you receive a rebate check from a vendor, cash from a guest or employee for product purchased or fundraisers where you collect money from guests. To do so, you will have to follow this 2 step process on any day you have a paid in.
Step 1 - POS Enter the additional deposit in POS by going to Daily>Add Misc Income. Enter the dollar amount, the vendor, any notes and assign to an employee, preferably the AM or PM Bar.
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Step 2 - ROSnet Just like entering invoices, select the “Paid In” vendor and enter the expense.
In this example, this will remove from inventory the 9oz sirloins (crediting meat) you sold to the guest so your product A vs T reports and food cost will be accurate. Once the week is final, Accounting will export the Paid Out/In file to our ledger for final P&L preparation. Important Note: The inventory validation screen has been changed so the amount you enter into POS and the amount you expense will have to balance before you can validate inventory on Monday for the week. A Few Helpful Hints:
You must click on the Full Transmittal button in the Forms/Transmit screen at End of Day for ROSnet to be populated with the Paid Out/In information you entered into POS. A Server/Bar checkout must be run first in order to view the paid outs/ins entered into POS on the Daily Cash Pay Out Detail Report. Do not enter a negative Paid Out in the POS to fix an error. Please contact your market Accounting Assistant for further instruction. Run the Paid Out/In Exceptions Summary report on a daily basis to ensure you are in balance once you have sent your sales to ROSnet by clicking on the Full Transmittal button and entered your Paid Out/In receipts into ROSnet Purchase Entry. If you are out of balance, troubleshoot the amount entered into POS and ROSnet to determine where the variance occurs.
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End of Day Transmittal ROSnet allows you and your supervisors to view operational reporting far beyond the capability of the POS system. Additionally, ROSnet data submitted by you can be interfaced directly into your corporate accounting and payroll systems. Before any of this can happen, your data must be transmitted to ROSnet on a nightly basis, by following this simple procedure. 1. 2.
Launch the Forms & Transmit Program. Ensure that the final cash deposit has been entered for the day, along with all paid-out/paid-in transactions. Refer back to the preceding pages for instructions on making entries in these logs, if needed.
3.
Click the
4.
Ensure that the correct business date is shown in the Current Business Day field of the form.
button. The Full Transmittal screen will be displayed.
4 5
6.
If the incorrect date is shown – for example, if you are transmitting a prior business day – click the white circle beside “Previous Day” and enter the correct date. Click the Go! button. ROSnet will now retrieve sales transaction data from your POS system. After a few seconds the Trial Balance screen will be displayed.
7.
Type your name in the box provided.
5.
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ROSnet PowerCenter Training Guide 8. Click the Send button. ROSnet will now prepare your data for transmittal, initiate a connection to the internet and transmit your data to the ROSnet Network Operations Center. Once that has happened, you will be presented with a screen prompting you to either go to the Homepage or Close. If you do nothing, the program will disconnect in 30 seconds.
Once your data has reached the ROSnet Network Operations Center, checks are performed to ensure the integrity of the data. The data is then loaded into the ROSnet system, and you can view reports. This verification and loading process usually completes in around 8 - 10 minutes… but obviously, the more sales data you send to ROSnet, the longer it will take to load this data. On busy days such as weekends and holidays, your data will take a little longer to load. On slow business days, your data will load in LESS than 8 - 10 minutes.
View/Print Your Location’s AAG Manager Report While dozens of reports are available in ROSnet PowerCenter, the AAG Managers’ report provides an excellent consolidation of sales, labor, discounts, voids, payments, and cash balancing information into a single report. ROSnet recommends viewing (and printing, if a print copy is desired) this report on a daily basis, after you transmit your data to ROSnet.
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ROSnet Safeguards to Prevent Inaccurate Reports It’s rare… but on occasion, ROSnet may not be able to load your sales data. ROSnet employs safeguards preventing incomplete or incorrect information from getting loaded into your reporting system. If ROSnet detects a problem with your POS data that might cause a reporting issue, your data will NOT be loaded. Instead, a message will appear on your ROSnet home page, describing the issue and the steps that you, or ROSnet, will need to take to resolve this issue. For example, if a new payment media key or new sales category is added into your POS system’s configuration, then your company’s ROSnet administrator will need to provide ROSnet with guidance on how this new data needs to be integrated into your ROSnet reporting.
Quick Reference This Getting Started Guide gives you all of the details – and lots of pictures – for using ROSnet Forms & Transmit… but many managers have asked for a quick reference page, listing each step as a single sentence, and with no pictures. The next page provides a quick daily outline in this format.
ROSnet Forms & Transmit Quick Instructions
During the Course of the Day:
Enter Cash Drops throughout the course of the day as required. Enter Paid In and Paid Out transactions.
Closing Procedures: 1.
Complete all closing procedures on the POS system following POS End of Day Procedures.
2.
Check employee timekeeping and make adjustments on the POS system if needed.
3.
Ensure all Paid in/out’s have been entered into POS.
4.
Ensure all deposits have been entered into ROSnet Forms & Transmit – Deposit/Drop Log.
5.
Perform the ROSnet Full Transmittal.
6.
Access your restaurant’s ROSnet PowerCenter home page and view/print the AAG Manager report found at Reports>Management Summaries>AAG Manager Report.
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ROSnet Login PowerCenter Login Procedure
AAG1801
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ROSnet Food Management Purchasing
Invoices are uploaded from major purveyors (Maines, Sygma, FSA, Restaurant Technologies (RTI), Edward Don Data Source…) The system allows the entry of invoices for those vendors unable to send the information to ROSnet. Paid outs can be entered using the “Paid Out Vendor”. Paid ins can be entered by using the “Paid In Vendor”.
Purchase Entry 1. From the ROSnet PowerCenter homepage navigate to Food Management >> Purchasing >> Purchase Entry screen. 2. Select the vendor that the invoice is for from the drop-down list.
3. Select the transaction type. 4. Enter the transaction number, date and total. (If a transaction type is not available that is needed you will need to contact your office to have the vendor updated.)
5. If the transaction was paid with a manual check, verify the check number, date and total check amount if there is a check number listed and you did not pay with a check, delete the check number. Copyright © 1998 - 2009, ROS Technology Services, Inc.
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6. Enter transaction detail and press [Apply] to save changes.
Transfers
Only the transferring out location enters detail. Select the location that you are transferring to and then enter detail.
Use of the blue calculator next to the Qty box to quickly calculate broken cases.) Copyright © 1998 - 2009, ROS Technology Services, Inc.
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Accepting Transfers In order to complete a transfer, the location receiving the goods must approve or “Accept” the transfer. 1. From the ROSnet PowerCenter homepage navigate to Food Management >> Purchasing >> Transfer Summary report. 2. Review the transfer, and if everything is correct, check “Accept” and click [Apply] to complete the transfer.
(Once a transfer has been accepted the status will display as “Approved”.)
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Inventory Generate Count Sheet The first step in taking inventory is to generate the count sheet. Generating the count sheet must be done every week. Generating the count sheet will check several inventory-related will run a series of checks o the inventory sheet for you to assist in ensuring that when you take inventory you have the most updated information possible when you count. 1. From the ROSnet PowerCenter homepage navigate to Food Management >> Inventory >> Generate Count Sheet. Depending on the results of the series of checks that are run, you may see the following : New Item Alert:
When this alert appears, select the count sheet(S) where the items should be inventoried and then click [Apply]. (remember to go to location inventory to properly sequence the new items. Unused Products Alert:
When this alert appears, the items listed have been inventoried at a zero count for the past three weeks. Clicking in the box next to Remove will remove that product from your count sheet. Don’t be afraid to remove items, they can easily be added again when they are purchased. Clicking Leave on Count Sheet will leave the product on the count sheet.
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Price changes greater than 25%:
Clicking on the Blue link with the product name will drill down to display how prices are calculated. Below is the drill down for LIMES Each in the previous example:
Once you have corrected pricing errors it is time to print the count sheet off and take inventory.
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Web Inventory Entry After counting, the next step is to enter your inventory into the system. 1. From the ROSnet PowerCenter homepage navigate to Food Management >> Inventory >> Inventory Entry. 2. Click [View] to display the inventory entry screen. 3. Enter the inventory counts. 4. Click [Apply] to save the entries. .
Note: This screen allows entry by case, partial case and smaller units. This screen will also alert to possible keying errors.
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Handheld Inventory – Alternative to Paper Inventory Hardware – Components pictured below are required to utilize the handheld inventory system
Handheld - The handheld computer device replaces the clipboard and paper when taking inventory. As you move about, the restaurant counts will be recorded in boxes that are provided. The device should be equipped with the Windows Mobile operating system and have the ROSnet Handheld Inventory program loaded on it.
Cradle – The cradle serves two purposes. When the device is “cradled” (seated in the cradle), the batteries of the device are recharged. More importantly, the computer must be cradled for it to communicate with ROSnet in order to download updated inventory sheets and upload your inventory counts.
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ROSnet PowerCenter Training Guide Downloading Count Sheets 1. Start the inventory process with the device cradled and displaying following screen:
IMPORTANT: Ensure that the device has established a connection with the PC. The ActiveSync icon that is located next to the time on the PC should not be spinning. If the ActiveSync icon continues to spin for more than 45 seconds, remove the device from the cradle, wait 5 seconds, and then cradle the device again. 2. 3. 4. 5. 6.
Tap Start on the device. Select ROSnetHH. Select Download Inventory Count Sheet. Ensure that the Period Date is for the current inventory period. Select the count sheet type: Gen:Combo.
7. Tap Count. 8. The handheld cursor will appear and spin until the count sheet has downloaded.
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ROSnet PowerCenter Training Guide Taking Inventory - Utilizing Handheld Device 1. Tap Count. 2. Select the storage area that you are going to count from the dropdown list at the top.
3. Select the item that you want to count. 4. Enter the count into the blue-highlighted box. 5. Count all storage areas. The search feature may be used to find products.
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Upload Counts to ROSnet 1. IMPORTANT: Cradle the device and ensure device has established a connection to the PC. 2. Tap ok in the upper-right corner of the device. 3. Tap Upload Counts to ROSnet. 4. Inventory counts will be uploaded once the handheld cursor stops spinning. 5. Complete inventory validation on the PC.
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Inventory Validation The ROSnet Food Management system utilizes the Inventory Validation Screen to identify possible errors prior to submitting inventory and generating your food cost reports. 1. Navigate to Food Management >> Inventory >> Inventory Validation. A screen similar to the following screen will be displayed:
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ROSnet PowerCenter Training Guide The system performs a lot of checks when this screen is generated. Among the checks it performs are the following: 1. Price check validation – this is the same check that is performed when the count sheet is generated. In the previous example, the errors were corrected when the count sheet was generated so none are showing. If there were errors the following box would appear at the top of the Inventory Validation Screen:
2. Usage Validation – Checks the product usages for products that have a negative usage for the week:
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3. Final Validation – a final series of checks and processes that must be complete n order for the inventory to be finalized:
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Food Management Reporting The ROSnet Food Management program provides a comprehensive set of reports that identify food cost issues and provide actionable information necessary to lower food cost. The following are just a few of the reports that managers find the most helpful when starting the system. Remember, ROSnet will not lower a restaurant’s food cost. ROSnet provide management with the necessary tools to identify and monitor food cost issues. However if the tools are left in the toolbox the results will not be dramatically different than current day results.
Food Management>>Product Usage>>Product Top X The Product Top X report is the most valuable tool in isolating food cost issues. The “X” is a variable that allows entry of a number. That variable may be 5…10…20, the number of items with the highest variance to the theoretical usage. For example, to display the top 5 variance items the number entered would be 5. Historically managers realizing the biggest impact on their food cost have monitored the top 5 variance items on a weekly basis. Careful evaluation of those items along with development of plans to eliminate variances, whether that be through better ordering, improved accuracy when pulling items from the freezer or proper portioning will lead to success in controlling costs. Product Top 5 Report
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ROSnet PowerCenter Training Guide Product Actual vs. Theoretical Report The Food Management>>Product Usage>>Product Actual vs. Theoretical report provides a detailed overview of all products that have been inventoried along with the actual product usage, the theoretical product usage based on the restaurant’s product mix multiplied by the recipes that are configured for each menu item, and the variance of the actual usage as compared to the theoretical. The Product Actual vs. Theoretical has several drill downs to greater detail that enable quick research of problem areas. Product Actual vs. Theoretical Report
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ROSnet PowerCenter Training Guide A vs. T Summary Report The Food Management>>Menu Item Cost>> A vs. T Summary report provides an overview of actual dollar costs and percentages, theoretical dollar costs and percentages and the variance between the two.
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ROSnet PowerCenter Training Guide Cost of Sales by Location Report The Food Management>>Financial Costs>>Cost of Sales by Location report provides the detail of how your actual food cost is calculated. The basic calculation is Beginning Inventory + Purchases – Ending Inventory = Usage. One additional calculation that is found on this report is Days On Hand. The Days On Hand calculation is the Ending Inventory divided by the average usage dollars per day of the most recent inventory period. Simply stated the equation is Days On Hand = Ending Inventory / (Actual Usage/7)
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Post Validation Inventory Count Adjustments Once a location has validated their inventory they can make inventory count changes by going to Food Management >> Admin Utilities >> Adjust Inventory Count screen. Step by step: First, you will want to select the inventory date that changes are needed for.
Next, you will select the product that needs to be adjusted. Then press [Apply].
The next window will display the current count. Adjust it and press [Apply] to save your changes.
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ROSnet Food management Cost Control Tools Soft Inventory In the event of a severe cost control issue the best course of action is to take daily inventories of the items with the highest inventory variances more frequently than on a weekly basis. ROSnet has a Soft Inventory system that allows for these sensitive or “key” items to be inventoried daily to assist in isolating what the issues may be that are leading to higher than normal variances. The Soft Inventory system works much the same as the weekly inventory system.
Generate Count Sheet The first step in taking inventory is to generate the count sheet. Generating the count sheet will run a series of checks on the inventory sheet for you to assist in ensuring that when you take inventory you have the most updated information possible when you count. 1. From the ROSnet PowerCenter homepage navigate to Food Management >> Inventory >> Generate Count Sheet. 2. Select the Soft: Key Inventory option from the drop down menu. 3. Click [View]. 4. Print the count sheet. 5. Inventory the items that you have configured.
Web Inventory Entry After counting, the next step is to enter your inventory into the system. 1. From the ROSnet PowerCenter homepage navigate to Food Management >> Inventory >> Soft Inventory Entry. 2. Select the ending inventory date. Soft inventory dates should always correspond with the last completed business date prior to the inventory being counted; i.e., if an inventory is taken prior to opening on 6/24, the inventory should be dated 6/23, the last complete business date.
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ROSnet PowerCenter Training Guide 3. The Food Management >> Inventory >> Soft Inventory Entry screen displays the ending inventory business day in RED at the top of the report. Make sure to double check that you are entering the correct date’s counts.
4. Once you have entered the soft inventory counts, you may use the Food Management >> Inventory >> Soft Inventory Summary report. Clicking on the Mon, Tues or Wed links will drill down to detailed information from each of those days.
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Inventory Configuration To modify weekly inventory count sheets or set up Soft Inventory count sheets, 1. From the ROSnet PowerCenter homepage navigate to Food Management >> Inventory >> Location Inventory. 2. Select the count sheet division to modify and click [View].
3. Products can be moved from one division to another by changing the count sheet division. 4. To change the order of appearance on the count sheet change the sort order column. For products that are in multiple count sheet divisions, a “Remove” option is listed. Products can be removed from the current count sheet by checking the box next to remove. 5. Press [Apply] to save all changes.
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Waste Entry In order to manage your food cost effectively, ingredient waste should be tracked and recorded daily. By keeping track of known waste and waste causes, you can more easily identify focus areas for lowering food cost, such as over prepping or over thawing, and eliminate waste as a cause for system variances. By eliminating known waste from variances, you will be able to more easily spot kitchen production problems and potential theft situations. 1. From the ROSnet PowerCenter homepage navigate to Food Mgmt » Waste Control » Waste Entry. 2. Enter the business date for which to enter the waste on the selection screen.
3. If you have configured a waste sheet, lines for all ingredients on the configured waste sheet will be displayed at the top of the entry screen, followed by additional blank lines for other ingredients or additional waste causes. If you have not configured a waste sheet, the screen will list only the blank lines. Each time the Waste Entry screen is submitted or generated, all currently entered waste lines will be displayed along with additional blank lines for new entries.
4. Find or select the ingredient that was wasted and the correct unit of measure then enter the Waste Count for the ingredient. Select the waste cause from the selection list. If there is more than one cause for the ingredient waste on the selected business date, the same ingredient can be entered on multiple lines with the waste count split out to reflect the correct quantity for each waste cause. Even though a waste cause entry may not be required by your company, we strongly recommend that you use this feature to assist you in identifying variances and opportunities to lower food cost. Copyright © 1998 - 2009, ROS Technology Services, Inc.
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ROSnet PowerCenter Training Guide Waste entries can be entered or modified until the General Inventory is validated at week’s end. When inventory validation occurs, the week is closed and further entries or modifications for the week are not allowed.
Order Recommendation The Order Recommendation feature is an excellent tool to assist in managing inventory levels. Research shows that excessive levels of inventory lead to increased spoilage and the possibility of product theft. When first utilizing the Order Recommendation in the store managers often think they will not have enough product to get them through to the next delivery, when in fact they have exactly what is needed plus a small cushion. What managers are missing is the “comfort food” that it was always felt was needed. 1. From the ROSnet PowerCenter homepage navigate to Food Management >> Purchasing >> Order Recommendation. 2. Select the vendor that for which you are ordering. 3. Then select the date that you will receive the goods that you are now ordering for delivery date. 4. The “Order Lasts Thru” is the date that the next truck will deliver an order following this order’s delivery. 5. As a manager you understand the local factors that can cause changes in your sales. If you believe that weather, school schedules or local events will increase sales by 20% at your location you might consider increasing the multiplier to 120%. Conversely, if the sales are going to be down 15% changing the multiplier to 85% might help you to forecast a more accurate usage.
6. The order recommendation report will display each product that can be purchased from the vendor. For each product ROSnet will display the values used to calculate the on hand. This is a calculated field based on the last inventory taken for the product, any purchases that have been made, waste that has been entered into the system and theoretical depletion based on your sales. If incorrect purchases, transfers, inventories or waste values are recorded in ROSnet the on hand value will not be accurate.
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ROSnet PowerCenter Training Guide We would recommend checking all of the on hand values with the actual physical inventory in your restaurant.
When forecasting usages ROSnet uses a four week weighted average. We use your locations theoretical usage to predict future sales and usage. For each product, you can view the forecasted usage and adjust that forecast based on your knowledge using the Adjust % column. Based on calculated on hand verse predicted usage the report will display the recommend order amount.
Note: To view more detail into how ROSnet calculated each field on this report you can you the blue product drill down links provided.
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ROSnet Payroll and Employee File Overview The maintenance of employee records and submission of payroll will now occur in screens found in your ROSnet PowerCenter system. By moving these steps out of the POS system and into the ROSnet PowerCenter centralized repository, your company will be able to get employees added into the payroll system, and your payroll processed every pay period, more easily and with fewer errors.
How This Guide Is Organized These payroll and employee file instructions are organized by the way you will use the system to perform common tasks.
The first section outlines steps that you will perform every day. The second section outlines steps that you will perform at the end of each pay week or period. Finally, a section is provided to describe the system’s reports and occasional maintenance tasks.
Steps That You Will Perform Every Day My Daily ROSnet Payroll and Employee File Checklist:
Use the Prehire Verification screen to check new employees prior to making a hiring decision.
Enter any new employees into POS and ROSnet. Process employee terminations, if any. Keep up with timekeeping and tips adjustments every day.
These steps are described in the sections that follow.
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Use the Prehire Verification screen to check new employees prior to making a hiring decision.
Payroll >> Employee Processing >> Prehire Verification
The Prehire Verification screen is one of the easiest screens to use, and also one of the most important functions within your ROSnet PowerCenter payroll solution. This screen allows you to enter the Social Security Numbers (SSNs) for prospective new employees. To make things faster, up to ten (10) SSNs can be verified at a time. Here are the results you will see.
If this person (or another one with the same SSN) is ACTIVE in any company location, you will be informed that this person is currently employed in another store. If this occurs, you should call that store’s manager for details before proceeding with hiring the person. The SSN will also be checked against a listing of previously terminated employees. If found, the screen will display as much information as is known about the termination.
The intent of this screen is to prevent hiring mistakes. For example, an employee may be terminated for dishonesty in one location, but submit an application at another company location without revealing this prior dismissal. Prehire Verification allows the termination details to be viewed. The reason for their termination – good or bad – and the terminating manager’s determination of whether the employee was “eligible for rehire” will be listed. The terminating manager’s comments about the termination will also be listed, if comments were provided.
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Enter any new employees into POS and ROSnet.
New Hire – Entry of Basic Information in POS You will still enter all new employees on the POS system. The one change is that ROSnet only requires entry of the “basics” in the POS system’s employee file record… information such as:
Payroll or badge number (employee number) assigned to the employee. Social Security Number (SSN). Name (first and last). Assigned jobs, and pay rate for each assigned job.
Your POS system also includes entry fields for other employee file information, such as address, city, state, zip, etc. It is no longer necessary to fill-in all of these fields on your POS system. These details will now be entered directly into ROSnet. When a new employee is entered in your POS system, this employee’s information will be communicated to ROSnet PowerCenter the next time that you perform ANY transmittal to ROSnet. After that, the next time you log in to ROSnet PowerCenter, an EMPLOYEE NOTIFICATION alert will automatically appear at the top of the home page.
Simply click the red Pending Employees Detected text in this notification, and all of the new employees that have been set-up on your POS system will be displayed, as shown at right. Click the BLUE UNDERLINED employee name to access the Modify Employee screen for that employee.
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New Hire – Modify Employee screen, Employee Identification section
This section is displayed when you first enter the Modify Employee screen, or when you click the “Identification” action button at the top of the screen. In this section, you will find: •
• • • •
• •
• •
Name to Display on ROSnet Reports. This initial name is generated from the last and first names entered in your POS system, but you may change this name in ROSnet to whatever you want it to be. This name field is NOT used for payroll purposes, but is ONLY for your use in identifying the employee in ROSnet reports. For example, you can now change “WILSON, ROBERT W” to “WILSON, BOBBY” if “Bobby” is the name commonly used by this employee. Location. Your location (store) number. This entry cannot be changed. POS Employee Number. The number entered for this employee in the POS system. Cannot be changed in ROSnet. SSN at POS. The social security number that was entered in the POS system. This must be correct! If it is not, change it in the POS system before doing anything else! Pay this employee? This allows you to set an employee as NO PAY, in situations where it is appropriate to do so. A section titled “Designation of NO PAY Employees” (later in this document) will outline HOW and WHY this capability is to be used. Current PAF Status. Indicates if the employee is in normal (active) status, terminated, or in PENDING status awaiting your completion. Assigned Jobs and Rates. Shows all jobs that have been set-up at POS for this employee, and the pay rates assigned at POS. You cannot change jobs or pay rates in ROSnet; this must be done at POS. Recent Activity. Indicates the most recent dates that certain activities occurred on this employee record. Init. Date. The date that the employee record was first detected from your POS system (in the beginning, this will show the date that the employee record was first recorded in your new ROSnet PowerCenter system).
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Payroll. The most recent date that any payroll (timekeeping) activity was detected for this employee. Sales. The most recent date that any sales (ringing of orders) activity was detected for this employee. Manager Functions. The most recent date that any manager functions (voids, discounts, etc.) were detected as being performed by this employee.
If a certain activity has never been detected, the letters “N/A” will be displayed in the appropriate Recent Activity field. For example, most cooks will never have “Sales” activity… and most servers will never have “Manager Functions” activity, unless servers are allowed to perform their own voids or discounts. The next steps to take will depend on whether the new employee record is…
a paid employee assigned to your location, or… an employee you’re borrowing from another location, or… a “no pay” record not assigned to a specific hourly employee, such as a card used for performing voids or ringing to-go orders.
Instructions for all three of these scenarios are provided in the sections that follow.
New Hire – Entering Information for a Paid Employee Assigned To Your Location When the new employee record corresponds to a paid, hourly employee assigned to your location, click the Payroll Info button at the top of the screen. The Payroll Information section will then be displayed. This section allows entry of the information required by the payroll processing system. This includes all identifying information (name, address fields) as well as tax status and exemption information required for withholding purposes. Every field marked with the letter (R) is REQUIRED and must be entered. Your screen may not look exactly like the one pictured at right. In fact, your screen might change from time to time, as your payroll department’s needs change. Most of these fields are self-explanatory. If you have a question about any form field, simply click the question mark [?] button beside the field for a quick explanation of the entry requirements.
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ROSnet PowerCenter Training Guide New Hire – Handling Employees that are Borrowed from Other Locations Employees who are being borrowed from another location must still be entered in your POS system’s employee file, just like the employees in your own location. They will show up in ROSnet PowerCenter as new employees… but you can then take a short-cut to get them on the clock quickly, without having to enter all of the payroll details. When you access the Modify Employee – Information screen for this employee, you should see a section on the screen that reads “Employee Works in Multiple Locations” as pictured.
Select the option that reads “we are borrowing this employee from store.” Then, select the employee’s home location (the location where their employee file is maintained) from the list provided, and click Apply. You’re finished! This employee is now completely set-up to work in your store.
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ROSnet PowerCenter Training Guide New Hire – Designation of NO PAY Employees “NO PAY” employees – badges that are set-up for training and “To Go” orders that are not assigned to a specific, actual, living and breathing HOURLY employee – cause problems for payroll. If punches accidentally get entered on these badges, in a worse case situation a paycheck might be generated for an employee named “To Go PM.” Designating these employees as NO PAY within ROSnet can help to prevent these problems before they happen. Setting an employee badge to NO PAY is now a very simple task. 1. Access the employee’s record on the Modify Employee – Information screen. 2. Look for “PAY this employee?” This field tells you if the employee is currently considered a paid employee. 3. If “PAY this employee reads YES, simply click the CHANGE button to change it to NO. 4. If ROSnet has received a time clock record for a no pay employee in scenarios such as a key employee promoted to Asst. Manager or a bar card accidentally transmitted with a clock record, then an AD will have to mark this employee as “Do Not Pay”
ROSnet will display a message asking “Are you REALLY sure you want to do this?” and requiring your confirmation before going forward. This is to prevent you from accidentally setting a real employee to NO PAY.
NO PAY means just that – NO PAYCHECK. Therefore, only the following types of employee records should be changed to NO PAY.
Manager “z-cards” that are used only for voids. In fact, any record for a salaried manager who is not paid based on time clock punches can be set to NO PAY. “To Go” badges or other generic badges used for ringing. “Fake” employee records that were added by your POS system programmer or support desk. Any other badge that is not used by an actual HOURLY employee for punching-in and punching-out.
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Process employee terminations, if any.
Terminated Employee – Terminate and Delete on POS System When an employee has been terminated, your first step must always be to terminate the employee from your POS system employee files. Terminating the employee in the POS system…
Removes the employee’s access to your POS system, which is very important, and… Starts the process of terminating the employee from ROSnet.
Information about terminated employees will be communicated to ROSnet PowerCenter the next time that you perform ANY transmittal to ROSnet. The next time you log in to ROSnet PowerCenter, an EMPLOYEE NOTIFICATION alert will automatically appear at the top of the home page, notifying you of the terminated employee(s) that need to be processed. Click the BLUE UNDERLINED employee name to access the Modify Employee screen for that employee.
Terminated Employee – Modify Employee screen, Termination section Enter all of the relevant details about the termination in the fields provided on this screen. Ensure you enter a check mark in the box beside “Terminate Employee”. This allows ROSnet to provide notification to your company’s payroll department regarding the employee’s termination. Termination dates in the past are not allowed if the termination date falls within a period that the employee was “active” in the restaurant. “Active” implies activity in any of these areas:
Employee shift records or tip declarations. Ringing of orders. Ringing of voids or discounts.
The earliest termination date that can be entered is one day following the last date that any of these activities was performed by the employee. Be sure to provide accurate and relevant comments in the Termination Comments field. These details will be available to you, and other managers within your company, on the Prehire Verification screen (described earlier) to determine whether an employee was previously employed anywhere within your company, and if the prior termination was under friendly circumstances; i.e. whether the former employee is qualified and eligible for rehire.
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Keep up with timekeeping and tips adjustments every day.
The procedures for performing these adjustments have not changed, but it is now more important than ever to ensure that the timekeeping and tips information in your POS system is accurate every day. Make corrections to employee punch-in and punch-out times as needed on your POS system’s punch adjustment screen. We strongly recommend checking punch times for recently hired employees AND employees who have a history of forgetting to punch-in or punch-out. Don’t forget the tips. If you have employees who receive direct or indirect tips, ensure that these tips are being properly declared throughout the week. If an employee forgets to declare their tips when clocking-out, make necessary adjustments in your POS system’s tip adjustments screen. ROSnet provides employee timekeeping and payroll summary reports (described later in this document), but it’s likely that your POS system already provides you with familiar reports and capabilities to check your timekeeping information on a daily basis. It is much easier to make corrections DAILY, than it is to wait until the end of the pay period and try to figure out how many hours a person worked a week or two ago.
Steps That You Will Perform At the End of Each Pay Week or Period My ROSnet End of Week/End Of Period Payroll Checklist:
Run a final check of timekeeping and tips
adjustments. Perform the End of Period Labor Transmittal to ROSnet. Review the ROSnet Payroll Summary report and Employee Punch Report. Correct any mistakes on the Payroll Validation screen. Finalize (release) your payroll.
These steps are described in the sections that follow.
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Run a final check of timekeeping and tips adjustments.
The procedures for performing these adjustments have not changed, but it is now more important than ever to ensure that the timekeeping and tips information in your POS system is accurate. Make corrections to employee punch-in and punch-out times as needed on your POS system’s punch adjustment screen. We strongly recommend checking punch times for recently hired employees AND employees who have a history of forgetting to punch-in or punch-out. With proper attention throughout the week – especially daily timekeeping and tips adjustments – the completion of payroll at the end of a pay period will be a very quick and easy task. Even with daily adjustments, a final verification must be completed before transmitting your payroll. Again, perform careful verification of recently hired employees, and employees who have a history of forgetting to punch-in, punch-out, or declare tips.
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Perform the End of Period Labor Transmittal to ROSnet.
A special transmittal of labor information is required at the end of the week. This transmittal provides added assurance that every timekeeping adjustment that has been performed on the POS system has been transmitted to ROSnet, and will be reflected in your payroll data. Follow these steps to perform the EOP Labor Transmittal. 1. Launch the ROSnet Forms & Transmit program.
2. Click the appear. 3. Enter your name in the space provided.
button. The End of Period Labor Transmittal screen will
4. Click Go! The Go button is not enabled until you have entered your name. 5.
Allow a few minutes for your information to be processed by ROSnet. The EOP Labor Transmittal may take slightly longer than normal transmittals, since all payroll data is being reloaded for the week.
When the transmittal finishes, you will be offered an on-screen choice of either closing the F&T program, or viewing your ROSnet home page. If you do not make a choice within 30 seconds, the program will close itself down as a security measure.
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Review the ROSnet Payroll Summary report.
Payroll >> Reports >> Employee Payroll Summary
Your employees will be paid based on the payroll information shown on the ROSnet Employee Payroll Summary report – NOT the POS system’s timekeeping reports. You may continue to view the POS reports during the week, and use them to keep up with corrections on a daily basis… but at the end of the pay period, if the ROSnet Employee Payroll Summary report is not correct, employee paychecks will not be correct.
The Payroll Summary is just that – a summary. If you want a more detailed look at employee timekeeping data, you can display the Employee Punch Report or the Declared Tips report. Payroll >> Reports >> Employee Punch Report Breaks-down each employee’s punch information into every shift worked by that employee. Regular and OT hours are listed on the report. Payroll >> Reports >> Declared Tips Report As the name indicates, this report displays all employees who have declared tips for this reporting period. Other information relevant to tips declarations – such as reported sales, and credit card tips if applicable – is also displayed on this report. (This report applies only to restaurant locations where employees customarily receive tips.) You may view these detailed reports if they are helpful to you… but remember, in the end, the information shown on the Employee Payroll Summary must be complete and correct! “OK, I’ve found a problem. How do I fix it?” Let’s say that, upon reviewing these reports, you find an employee who forgot to punch-in on a certain day, and another employee who has under-declared tips. When you find these errors, go back and fix them. All timekeeping and tips adjustments are performed on the POS system, the same way you have always performed them. Copyright © 1998 - 2009, ROS Technology Services, Inc.
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ROSnet PowerCenter Training Guide When you’re finished making these adjustments, perform the EOP Labor Transmit to ROSnet once again. Allow a few minutes for your changes to be processed by ROSnet, followed by checking the Employee Payroll Summary once again for total accuracy. You can perform this sequence of steps as many times as necessary, until payroll is 100% accurate.
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Correct any mistakes on the Payroll Validation screen.
Payroll >> Payroll Completion >> End of Period Validation
The End of Period Payroll Validation screen provides a wealth of information, and serves a very important purpose in payroll processing.
It’s your “last chance” to find certain types of payroll problems. It’s the place that you go to tell your office, “My payroll is complete, and accurate to use to generate employee paychecks.”
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ROSnet PowerCenter Training Guide The top section of this report provides simple summary totals of sales, labor dollars and labor percentages for each day. This simple summary is not intended or designed for use as a comprehensive labor cost report. It just provides a quick review of sales and labor cost numbers to ensure that they have been reported for every day of the week. If unusually low or unusually high numbers are displayed on any day of the week, this could be an indication of a problem, such as a POS data corruption that prevented a complete transmittal of sales or labor data for that day. The next section of this report provides details of the validations that have been performed to ensure accurate payroll. If you see a large red X beside any step, then this is an indication of a problem that must be corrected before you can submit your payroll. Follow the steps outlined on the screen to resolve these issues. When you have resolved them, return to this screen, and verify that the red X no longer appears on this step. Any other problems that are listed (without a red X) are issues that MIGHT require your followup. Review these issues, and make corrections as needed. Here are some of the validations that are performed on this screen, and how to correct any problems that might be displayed. Please note that some of the validations listed below may not be on your validation screen, or you may have additional validations not listed here. Validation Performed “Has the restaurant transmitted payroll information to ROSnet?”
“Are there any pending employee file actions that must be completed before payroll can be processed?” “Are all employees assigned a lawful CASH pay rate?”
How to Correct Problems Launch the ROSnet Forms & Transmit program, and perform a “Transmit Labor.” This validation may also display a red X if you have JUST transmitted labor, but have not yet allowed enough time for ROSnet to load this transmittal. Allow up to 15 minutes for ROSnet to process the information. If you have transmitted labor, but the red X is still displayed after 15 minutes, contact ROSnet Support. If any employees are displayed, click the employee number or name to complete the entry of required payroll information. If the CASH amount being paid to an employee (not including tips paid) is less than what federal or state law allows, a red X will be displayed here. To resolve this issue, increase this employee’s pay rate in your POS system to the correct rate, followed by performing another “Transmit Labor” to ROSnet.
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ROSnet PowerCenter Training Guide “Are all employees earning a combined wage rate (wages + tips) that meets or exceeds minimum wage/hour requirements?”
“Do all employees with payroll hours reported this pay period have Social Security Numbers entered in ROSnet that fall within a valid range?”
“Do any employee shifts overlap?”
“Do any employees have unusually long shifts (12 hours or longer)?”
Unlike the previous validation, this test checks to see that the combined wages PLUS tips is at least equal to what federal law (or your state law) says MUST be paid to an employee. Employees are usually listed here because of under-declared tips. Double-check employee tip declarations, and if necessary, make adjustments in your POS system’s tip adjustments screen, followed by performing another “Transmit Labor” to ROSnet after these corrections are made. This validation performs a simple pattern check on the SSN entered in ROSnet. If the SSN does not appear to be accurate (if it is a nonsensical number such as “1234” or “999999999”, or is outside of the normal range of SSNs) the employee will be displayed here. To resolve this issue, modify this employee’s SSN in your POS system to correct, followed by performing another “Transmit Labor” to ROSnet. If the employee has two or more shifts where any part of these shifts occurred during the same time period, this validation will find it. In most cases, overlapping shifts are caused by mistakes made when entering punch adjustments. To resolve this issue, make corrections to the punch-in and punch-out times on the overlapping shifts in your POS system’s punch adjustment screen, followed by performing another “Transmit Labor” to ROSnet after these corrections are made. This validation simply informs you of long shifts. Sometimes, employees do work long shifts; at other times, long shifts result from entry mistakes when adjusting timekeeping. If adjustments need to be made, make them in your POS system’s punch adjustment screen, followed by performing another “Transmit Labor” to ROSnet after these corrections are made. For the long shifts on this report that ARE correct, just ignore them.
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ROSnet PowerCenter Training Guide “Have any employees reported tips for a nontipped job, or reported an unusually-large declared tips total for the week?”
“Has the restaurant verified that all employee labor and tips information is complete and accurate?”
Some POS systems do not block non-tipped employees, such as cooks, from being able to declare tips on the system… and sometimes, these employees will “play around with the system” and declare super high tip amount. This validation check for both situations – unusually large tips, and tips declared by employees who should not be declaring tips. To resolve this issue, make corrections to tip declarations in your POS system’s tips adjustment screen, followed by performing another “Transmit Labor” to ROSnet after these corrections are made. This VERY IMPORTANT step is described in the section that follows.
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Finalize (release) your payroll.
Releasing your payroll is the way of telling your office, “OK, I have checked my payroll reports, I have made all necessary corrections, and my payroll is now accurate… go ahead and generate paychecks.” If this important step was not in place, your office might retrieve your payroll information and generate paychecks BEFORE you have had a chance to verify it and make corrections… and employees would receive incorrect paychecks. When all of the red X’s have been cleared from the Payroll Validation screen, a SUBMIT button will be displayed as the last step on this screen. Click this Submit button to send your payroll to the office.
This final step is a very important one. If you do not release your payroll, the office will not be able to transfer it to the payroll system and generate paychecks.
If you are not sure whether payroll has been released, you can always return to the End of Period Validation screen and check… the last step will indicate whether or not payroll has been released.
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Tasks That You May Perform As Needed Other ROSnet Payroll Tasks That I Can Perform When Needed:
Modify information for an existing employee (legal name changes, withholding changes, etc.). Enter leave of absence or vacation requests. View a simple history of actions taken on an employee. View employee reports and listings. These tasks are described in the sections that follow.
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Modify information for an existing employee.
The routine maintenance of employee records will now occur in screens found in your ROSnet PowerCenter system. This section contains a brief discussion of the Modify Employee screen – the screen where you will perform almost all employee maintenance tasks. Payroll >> Employee Processing >> Modify Employee Select the employee record you want to modify from the list provided, and click “View.”
The “Modify Employee” screen for the selected employee will be displayed, as shown.
The screen has three sections, as identified by the yellow boxes above. •
• •
The Information/Entry Section. Displays information about the employee, and the task currently being performed. This area of the screen changes when any of the “Action Buttons” are clicked. Action Buttons. Click these buttons to go to a different area of the screen to perform the listed task. The Comments Section. Includes an area for entry of comments about the employee.
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ROSnet PowerCenter Training Guide To change an employee’s name, address, withholding information, or any other details that might be required by your payroll department, click the Payroll Info action button at the top of this screen. Modify Employee Screen – Payroll Info Section
This section allows entry of the information required by the payroll processing system. This includes all identifying information (name, address fields) as well as tax status and exemption information required for withholding purposes. Your screen may not look exactly like the above picture… and in fact, your screen might change from time to time, as your payroll department’s needs change. Every field marked with the letter (R) is a REQUIRED entry. Enter any changes that are needed for the employee record, followed by clicking the Apply button at the bottom of the screen. Your changes will be reported to the payroll department.
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Enter leave of absence or vacation requests.
The entry of vacation requests or leaves of absence will also occur on the Modify Employee screen. Payroll >> Employee Processing >> Modify Employee Followed by clicking the Leave Req action button.
As the name implies, this section allows you to enter employee leave requests into the system. Three types of employee leave can be entered on this screen.
Standard Leave. Routine, short-term leave requests (i.e. Vacation). Leave of Absence. Longer-term leave, due to reasons of military service, maternity, family leave, etc. Time Off Requests. We will discuss this during ROSnet labor scheduling training.
Enter the details of the vacation or leave request in the spaces provided, and click the Apply button to send it to your payroll office. You will not be able to change any of the leave details (dates, hours, rates, reasons, etc.) after it has been entered, except for the “Expected Return” date on LOA requests.
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Enter employee bonus and deductions.
Entry of employee payroll bonuses and deductions is accomplished in ROSnet PowerCenter by going to the Employee Bonuses and Deductions screen. Employee Deduction Step-By-Step 1. From the ROSnet Homepage go to Payroll>>Employee Processing>>Employee Bonuses and Deductions. The following screen will appear:
2. Select Deduction and the following screen will appear:
3. Select the employee’s name from the drop-down, select the type of deduction from the drop down in the second column and then enter the amount of the deduction. Up to 5 deductions may be added on the screen. The Add button should be clicked at the bottom of the screen to save the entries.
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Employee Bonus Step-By-Step 1. From the ROSnet Homepage go to Payroll>>Employee Processing>>Employee Bonuses and Deductions. The following screen will appear:
2. Select Bonus and the following screen will appear:
3. Select the employee’s name from the drop-down, select the type of bonus from the drop down in the second column and then enter the amount of the bonus. Up to 5 bonuses may be added on the screen. The Add button should be clicked at the bottom of the screen to save the entries.
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View a simple history of actions taken on an employee.
Payroll >> Employee Processing >> Modify Employee Followed by clicking the Activity Log action button. This screen displays a history of payroll actions that have occurred on this employee record. Actions are listed in reverse order, with the most recent actions appearing at the top of the list. During the first few weeks on the new system, this log screen will be of little benefit, as it will simply state “Employee record added at ROSnet system activation” for all employees. But as you use the system to perform employee file actions; this log will become a valuable tracking and troubleshooting tool. The “who, what and when” questions about every significant employee file action are listed in this log. This screen is only a log; nothing needs to be changed or updated on this screen.
View employee reports and listing.
Payroll >> Reports >> Employee Reports & Lists Whether you need a printout of all employees who work at your location, or a listing of employees who work the server job position only… including details or perhaps just a simple phone list for call-ins… the Employee Reports & Lists feature will likely provide what you need. This single ROSnet menu function actually generates several versions of employee listings, depending on the list option chosen. The available formats include:
Simple Phone List – as the name implies, a very simple listing including phone numbers. Address Listing – a more detailed report. Jobs & Pay Rates – a means of listing all employees who are assigned to specific job(s) in your location. Birthday List – if you want to make your employees’ birthday a special occasion, this report can provide the birthday reminder that you need. A separate version of this report is also available listing minor employees only, for use as a follow-up tool in ensuring that minor labor practices are followed. POS Badge Activity Report – this report version is relevant only in situations where separate or multiple POS badges are used by a single employee for ringing items. No Pay Employees – lists all employee records that have been designated as NO PAY in ROSnet. (Refer back to the new employee section of this document for details about NO PAY status.) Annual Review Report – for companies that perform employee evaluations or reviews on an annual basis centered on the employee’s hire date, this option provides a list of employees who are due for a review.
Other report versions may be available, or may be made available in future ROSnet releases.
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ROSnet PowerCenter Training Guide Getting Help If you have difficulty with performing payroll steps in ROSnet PowerCenter, feel free to consult any of the following sources.
Use this document as a reference guide. You may find answers too many of your questions in the procedures outlined in this document. You can email questions to this email address:
[email protected]. You can call ROSnet by telephone – see phone guidelines below.
Support assistance is available 24 X 7 X 365 for errors and critical support issues. Keep in mind, however, that only a small support staff is available during the overnight and weekend hours. For all general questions, non-critical and non-support situations, please email us at
[email protected], or call (866)746-4100 during normal office hours of 8 am to 7 pm Eastern Time, Monday through Friday.
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ROSnet Budget System Overview The ROSnet budget system is designed to provide you with a weekly snapshot of each restaurant’s performance from the perspective of profitability. There is nothing that must be entered ROSnet gathers all of the information from the data that is already resident in the system. The ROSnet budget system is not designed to replace the Profit and Loss statements that are generated by your company’s corporate accounting department.
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ROSnet PowerCenter Training Guide Budget to Actual Report The Budget to Actual Report is the report card for how you have managed controllable costs in your restaurant. Budget to Actual Report Example
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The P&L report will display sales from POS, Labor from POS through ROSnet, invoices entered into ROSnet and invoices that AAG paid for you. Sometimes the invoice that loads into the system is larger than you want to see hit one week such as a utility bill or a refuse invoice. When you have this, you can spread the invoice across the weeks in the month by using the Period expense form.
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Here is the electricity line before we spread the invoice, the entire invoice is hitting week 2.
Use the period expense entry screen to spread the invoice
Once you spread the invoice, you have to remove 4/5 or ¾ of the total invoice on the week that the total invoice hits.
The net effect of the auto-load invoice and the unit access line is the amount that will hit each week, which ultimately spreads the invoice. Please note that some invoices arrive late in the month and have high dollar amounts, there are 5 accounts that we will auto-populate with the budget amount, electricity, fuel, water and sewer, refuse and contract cleaning. When you are finished making adjustments to the P&L, send the budget flash found at Budget>Reports>Send Flash. Insure the date is Sunday’s date and full period must be selected, then hit view.
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Manager Log Reports Manager Log Entry Once the logs have been set up under the “Configuration” section (please see the documentation on Division Configuration and Element Configuration), the Manager Log module is ready for use by members of your management staff. To make an entry into a Manager Log, or to view entries in a Manager Log for a particular day, use the Manager Log >> Reports >> Manager Log Entry screen. You will be prompted to select the “Location” and the “Report Date” for the log entry that you want to create/edit:
Upon clicking the “View” button, you will be taken to a new window containing the requested Manager Log, where you may edit all entries, or click the “Prev” or “Next” links to view/edit the previous or next day’s logs, respectively. Click the “Apply” button to apply any changes made:
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ROSnet PowerCenter Training Guide Manager Log Search As a manager, you also have the ability to search existing Manager Logs for keywords, and filter by which dates, locations, divisions, and elements you wish to search. To search existing Manager Logs, use the Manager Log >> Reports >> Manager Log Search screen. You will be prompted to select the “Location(s)” and the “Report Date(s)” that you wish to begin your search in. Multiple locations and date ranges can be selected here:
After selecting the preferred options, and clicking “View,” you will be taken to a screen that looks similar to the following, where you may select additional filters:
Descriptions of these filters are as follows: Divisions to Search:
The divisions available to all Manager Logs for the selected concept (allows multiple simultaneous choices).
Elements to Search:
The elements available to all Manager Logs for the selected concept (allows multiple simultaneous choices).
Keywords:
Holds a space-separated list of up to 10 different keywords to look for in the existing elements.
An example on how to search: Copyright © 1998 - 2009, ROS Technology Services, Inc.
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ROSnet PowerCenter Training Guide Location 1’s DM, Eric Brown, remembered that there was a complaint about a leak during the town Annual River Fest music festival, but he can’t remember what was leaking. The River Fest took place sometime between 7/5/09, and 8/5/09, and he remembers that Amy Adams was the late shift manager. He enters these criteria:
…and he gets the following results:
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ROSnet PowerCenter Training Guide From here, Eric is able to see from the “Maintenance Notes” that the leak in question was actually two leaks, one in the restroom faucet, and one in the pipes under the bar. As you can see from the results screen, any entries that contain text/numbers/selection options that match any of the keywords entered will be highlighted with a green background for identification purposes, and the total number of matches will show in the bottom left of each log entry, to the left of the “Apply” button. While this screen is primarily used for viewing, it can also be used for editing; all of the element entry boxes can be edited to the desired values. To save these values after edits are made, click the “Apply” button. For the purposes of the example, let’s say that Eric wants to change the “Events Impact on Sales” element to “Positive” for the “AM” and “PM” divisions for this day (because sales actually went up), and he wants to remove “River Fest 2009” from the “Local Events” element since the event was actually over before the Late Night shift started. The result after the edit looks like this:
Notice that the “Local Events” element for the Late Night division is no longer highlighted, the match count in the bottom left has gone from “6 Matches” to “5 Matches,” and a confirmation appears to the left of the “Apply” button. You can also export the results to a CSV file by clicking the button at the bottom of this page. Corporate Entry Corporate level users have the ability to append to and overwrite existing log entry elements for any number of locations for a given date range. This report is available at Manager Log >> Reports >> Corporate Entry. You will first be prompted to select any number of Locations and a date range (Start Date and End Date). Then, you will be taken to a screen where you can select the division and the element that you wish to append to/overwrite for the selected location and the selected date ranges:
Before division selection
After division selection, before element selection
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After element selection
At this screen, enter the information that you wish to append to/overwrite to the log in the box marked “Entry.” This box is automatically limited to the number of characters available for the selected element (in the example shown, the “Manager(s)” element has a limit of 100 characters), so you will be allowed to type up to 100 characters in this box. You will also select a “Method” on this screen – here, you specify whether or not you would like the text in the “Entry” box to append to any existing entries with the selected locations and date range (the text will be added to the end of any entries that have previously been made) by selecting “Append to existing entry.” Also, you can completely overwrite the values for all existing entries for the selected locations and date range by selecting the “Overwrite existing entry” option. Once you have entered the text and made your “Method” selection, click the “Apply” button to apply the changes, and you will receive a confirmation message similar to the ones shown on other screens.
IMPORTANT NOTE: If you use all the maximum allowed characters, then all entries that have previously been made at the selected locations in the given date range will be automatically overwritten, regardless of Copyright © 1998 - 2009, ROS Technology Services, Inc.
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ROSnet PowerCenter Training Guide whether or not you pick the “Append to existing entry” option, as this screen has higher priority! Our example updated entry now looks like this (the original value of “Manager(s)” for this day and location was “Paul”)
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ROSnet PowerCenter Training Guide
ROSnet Manager Scheduling Module Overview The ROSnet Manager Scheduling Module allows managers to enter schedules for the management team online. Those schedules are then validated against policies that have been configured by your company to ensure that all schedules meet your company’s expectations.
Manager Processing – AD Function Manager processing is where new managers are entered into the system and changes to managers occurs. To add a new manager follow these steps: 1. From the ROSnet PowerCenter homepage go to Mgmt Scheduling>>Manager Processing>>Modify Manager. 2. If adding a new manager, leave the –New Manager Record— selection highlighted and click View.
3. When the following screen appears, make the proper entries in the fields the screen that displays. Currently the only required field is the Name field. The POS Badge drop down list is populated by No Pay badges picked up from the POS system.
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Modifying Active Managers Most Modification to manager records occurs above the restaurant level. However, manager records may be viewed in the system and requests for vacation, Leave of Absence (LOA) and time off may be entered at the restaurant level so that managers are not scheduled during their time off. 1. From the ROSnet PowerCenter homepage go to Mgmt Scheduling>>Manager Processing>>Modify Manager. 2. Select the manager’s record that you want to display and click View.
3. When the screen below appears, these options are available: Identification Tab – Displays current information about the selected manager.
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Leave Request – The Leave Request tab allows managers to enter three types of leave requests so that when approved, it will display on the Schedule Entry screen. The three types that may be entered are Vacation, Leave of Absence and a Time Off Request if a manager simply needs a certain day off during a schedule period.
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Termination – The Termination Tab displays termination information on termed managers.
Scheduling The scheduler will allow management schedules to be populated for a period, one week at a time, for all configured managers. The process for initially generating schedules is as follows: 1. From the ROSnet PowerCenter homepage go to Mgmt Scheduling >> Scheduling>>Scheduler. 2. When the schedule is initially generated, two options “Start from scratch” or “Copy prior period schedule” will display. If they copy the prior period, at the top of the scheduler, there will be a “Copied Schedule Exceptions” box that will display the following information: Termination dates for any managers that were active in the prior period but whose termination has resulted in unfilled shifts. Date ranges not scheduled because a manager was on leave during that time frame in the prior period. Date ranges not scheduled because a manager has approved leave during the current period. Shifts worked by a borrowed manager during the prior period (these aren’t copied) 3. Some additional notes about the Scheduler Screen: When a borrowed manager is scheduled, one zero-hour record will be generated.
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Any week on the schedule can be copied from any other week on the schedule. At the bottom of the schedule form, Recurring or One-Time notes to be added at the bottom of the Schedule Viewer can be added.
Schedule Validation The Validation screen for management schedules will ensure there are no mistakes in the schedules by checking the schedules against a set of rules. The rules are segregated into two types: information steps – steps that point out problems in the schedules; and, stop steps – those checks that will not allow the schedule to be published without approval from a multi-unit supervisor. The standard system rules that are checked are:
Borrowed manager shifts (Information Step). Manager scheduled at different locations on the same day (Stop) Leave requests pending (Stop). Managers on leave (Information Step). Scheduled during approved leave (Stop).
Other validation policies are defined by company and can be location-specific. When the policy is created, the user designates whether this violation constitutes a validation stop. If scheduled shifts are to be used instead of actual log entries, schedule records will be copied as actual records when the schedule is validated.
Validation Status The Validation Status screen lists the status of manager schedule validation for all selected locations.
Schedule Viewer The manager schedules print-out in Excel. Selection options include Display {Time, Type, Both}—Indicates whether the schedule should display the scheduled in and out times, the shift type instead of one or the other, or both
Event Calendar Updates Clicking on the Mgrs button from the Event Calendar will generate a pop-up window with the managers scheduled for a particular day. All locations’ event calendars will be viewable under Reports >> Management Summaries >> View Event Calendar. If the manager button is clicked on for a day in the past and the schedule and actual shift data is not identical, actual shift worked information will be displayed.
Home Page Reportlet A Manager Schedule reportlet will be available to all site users that lists the current day’s manager schedule. For non-restaurant users, the reportlet will list schedules at all locations in the user’s default region (as defined in Your ROSnet). Copyright © 1998 - 2009, ROS Technology Services, Inc.
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You also have to have the manager schedule enabled, go to Settings>User Settings>Home Page Setup to
Performance Reports Copyright © 1998 - 2009, ROS Technology Services, Inc.
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ROSnet PowerCenter Training Guide Schedule Exceptions The Mgmt Scheduling>>Performance Reports>>Schedule Exceptions report highlights exceptions between scheduled and actual shifts worked for multiple locations and dates:
Mismatches between the schedule and the daily work log Badge activity at times outside of hours logged Badge use on an unassigned non-payroll badge Management activity on a badge not marked as non-payroll
Schedule Summary The Mgmt Scheduling>>Performance Reports>>Schedule Summary report displays an overview of management scheduling including total hours, total shifts and shifts broken down by type (open, mid, close, etc), and by weekend vs. weekday shifts.
Schedule-to-Actual Detail The Mgmt Scheduling>>Performance Reports>>Schedule-to-Actual Detail report displays sideby-side comparison of individual location’s manager schedule vs. actual work hours for a selected location and date range. The report can be grouped by manager or by day.
Shift Strength The Mgmt Scheduling>>Performance Reports>>Shift Strength report displays manager hours worked, sales, and SPH by manager with SPH graph.
Rankings Report The Mgmt Scheduling>>Performance Reports>>Rankings Report ranks managers based on the following criteria:
Sales Covers Check Average Item Discount % Check Discount % Total Discount % Void % Labor % + optional labor category by shift type breakdowns Sales Per Hour + optional labor category by shift type breakdowns KDS Average Ticket Time in minutes (based on tickets closed during shifts) NPS Score % (based on check close time) Schedule-to-Actual Hours Variance (if Advanced ROSnet Employee Scheduling is active) + optional labor category by shift type breakdowns
All calculations on this report are based on shift times (NOT badge assignments).
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Apple American Group
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ROSnet Labor Scheduling Overview
ROSnet labor-scheduling program is a highly configurable scheduling program that will allow a user to forecast sales, enter and cost a schedule, enforce POS clock in-out, provide staffing and schedule recommendations based on a matrix and provide a manager with numerous reports to create a schedule and track results. The matrix is configured using food and or bar sales, whether in house or to go, or based on customers or seated customers. Your markets current matrix is below. Bar sales are used to calculate the necessary number of bartenders, we use seated customers to calculate the number of host, servers and kitchen employees to negate the effect of discounted sales such as happy hour or the current 2-4-$20 program. Carside recommendations are based on total to go sales. Pre-Shift hours are hours necessary for set-up. We did not configure any setup hours as this would be applied to all workers instead of the few that actually set up the restaurant each day. Post Shift hours are hours necessary for side work or cleanup at the end of the day. Hours Offset is the amount of time we bring people in prior to the anticipated rush. Benefits include…
Staffing based on the GM’s forecast and the AD service guidelines. Improved efficiency and service to our guests. Employee start and end times are based on customer flow. Servers have better shot at making money. Often early out servers make similar money to closers. Very easy for a remote user to see schedules verify data and offer assistance. Ease of schedule creation. Enhanced OT alerts. Employee site where employees can request days off, advertise shifts and request to pick up shifts from other employees, receive messages from managers, request changes to availability and schedule preference and many more features.
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Apple American Group
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Initial Setup
Minimum and Maximum staffing – AD function Location Sections Employee availability Employee ranking Cascade training for other managers
Minimum and Maximum Staffing (Proforma Matrix) AD function Labor Mgmt>Configuration>Proforma Configuration This allows the manager to insure we do not under staff a position when we have sales gaps for example slower stores might have gaps in bar sales on a slow afternoon. These gaps would allow the system to show gaps in scheduling, but minimum staffing would insure one employee was scheduled at all times during the day part. Maximum staffing should only be used when under any situation you would not schedule any higher than the number entered. For example, you might set the maximum staffing as the highest floor plan you would ever run, or the maximum number of employees you could fit behind the bar.
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These settings must be entered by role and daypart. A suggestion is to set maximums, but only set a minimum of 1 for kitchen and server. This will allow the Matrix to identify when you do not need staff.
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Location Sections Labor Mgmt>configuration>Location Section Configuration
Location sections are the stations the employees work such as fry, host coordinator or section 5. Just type the sections into the blank boxes and hit apply
Enter Employee Availability Payroll>Employee Processing>Modify Employee using the Scheduling tab
This will allow a manager to enter the employee’s availability and their preferred schedule as well as the minimum and maximum number of hours the employee would like to work and the maximum number of days they want to work in a week. This step is important to help catch issues with scheduling. You can also enter an employee rank on this page, but sometimes is easier to use the employee rankings report. When using the system as a basic schedule system ROSnet will check the schedule against this availability when the schedule is validated and alert the manager if a schedule is created when an employee is unable to work. When allowing ROSnet to create a schedule, ROSnet will plug employees based on their availability as well as their system rank. One important note, the system will use the system rank first if the role rank is zero.
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Employee Ranking
Labor Mgmt>Performance Reports>Employee Rankings Report
This is a nice tool because the employees that have job codes associated with a Role will appear so the manager can rank all employees with the same job code at the same time. Role rank is the rank for the Job code and overall rank is their ranking in the restaurant.
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First Schedule – October 20, 2010 For your first schedule you will follow these basic steps. Enter or accept a forecast - GM Function Enter your schedule as written from Oscar- All Managers Validate the schedule - All Managers Publish all schedules - GM Function
1-Forecast Labor Mgmt>Forecasting>Forecaster
After you have completed the initial setup steps, the first step each week is to enter a forecast.
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ROSnet PowerCenter Training Guide Enter the percentage change into the green circled area if you want to adjust just an individual day’s daypart, or enter the percent change into the yellow circled area if you want to adjust the entire day. Hit the button to spread your adjustment to the 15 minute increments. This adjustment will affect both sales and covers equally. You have the ability to adjust the entire day or an individual daypart. Adjusting an individual daypart allows you to plan for a dining to donate without changing sales for the entire day for example.
Once you are happy with your forecast, hit apply.
We suggest this is a GM function only; forecasting is the most important step in the scheduling process.
2-Schedule Entry Labor Mgmt>Scheduling>Scheduler Basic Entry Form
Once you have AD approval for you forecast, have two options for schedule entry. The fastest entry screen for your first schedule is to use the Scheduler – Basic Entry Form found under Labor Mgmt>Scheduling>Basic Entry Form. The second option is the Scheduler found under Labor Mgmt> Scheduling> Scheduler. Instructions for the scheduler are found in the “Go Live” section.
The first screen allows you to choose the schedule you want to work on and the number of extra or new lines each day will have. Since you are making the first schedule, enter at least the maximum number of employees you will schedule on one day in the “New Lines per Day” box. Copyright © 1998 - 2009, ROS Technology Services, Inc.
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You will then have multiple options to choose from, since this is your first schedule, choose “Start from scratch” and hit next.
Choose an employee from the employee drop down box, enter the start and end time from Apple and choose a section or station the employee will work from the Section drop down box.
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You can hit apply after each section or when you are finished or wait until you have entered the entire schedule. If you have an error, you should hit the back arrow to go back to the prior screen and to correct
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3-Validating a schedule
When you have finished entering our schedule, hit apply prior to hitting save; save will take you to the employee validation screen (below). As with inventory and payroll, the validation screen is designed to identify issues with the schedule such as overtime or overlapping shifts.
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Once you have validated all of the schedules you started you need to publish the schedule. This will create a file that is sent to POS to enforce clock in – out restrictions and will also send text messages and e-mails to your staff as well as offer enhance the OT alerts. Publishing the schedule is a “GM function only” and should only be done after the all of the validation screens are viewed at the same time for potential issues.
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ROSnet PowerCenter Training Guide Here is an example of the enhanced OT alert. Note that since we know the employees schedule we can now alert the manager earlier than the current setting of 28 hours. This alert was from a Thursday morning.
To receive this alert, insure the overtime alert is enabled.
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4-Print a Schedule
Labor Mgmt>Scheduling>Schedule Viewer You have two options for printing a schedule; one is by role which will only list employees scheduled to work by role similar to Apple and will not consolidate all of their scheduled shifts. The second option is to print by employee. This is the default setting; all you have to do is select all schedules and print. This will consolidate all shifts an employee works on one line. This will eliminate the employees need to check multiple schedules to see their complete schedule.
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5-Print Daily Staff Cards
Labor Mgmt>Scheduling>Daily Staff Card Please print daily staff cards each day (do not print staff cards for the week) as they will update anytime you use the shift swap which we will discuss later. The staff cards will show the employees scheduled in and out time as well as the section the employee is working grouped by role similar to the current labor card from Apple but it will also suggested phase time or cut time and when the employee will start overtime as well as identify employees that need to take a break.
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Employee Schedule Summary
Labor Mgmt>Scheduling>Employee Schedule Summary
Another report that is helpful is the Employee Schedule Summary, this is a summary of the employee’s hours, shifts, days and consecutive days scheduled all designed to give a quick recap of the employee’s schedule.
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Schedule to actual comparison
Labor Mgmt>Performance Reports> Schedule to Actual Comparison
The schedule to actual comparison allows you to see the information below for Hours, cost, Sales per man hour, covers per hour, % of sales, Overtime hours, Sales and covers. Schedule-to-Actual Comparison for Applebees for 7/29/2009 for All Dayparts 433433433Avon Avon Avon Total Total Sched Actl Var Sched Actl Gross Sales Total Covers
5,147
5,413
267
5,147
5,413
Total Var 267
436
449
13
436
449
13
Check Average
11.80
12.06
20.73
11.80
12.06
20.73
Bartender
0.95%
0.96%
(0.01%)
0.95%
0.96%
(0.01%)
Carside
0.76%
0.66%
0.10%
0.76%
0.66%
0.10%
Foh Trainee
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
Host
2.75%
2.72%
0.03%
2.75%
2.72%
0.03%
Server
4.14%
4.37%
(0.23%)
4.14%
4.37%
(0.23%)
8.60%
8.71%
(0.11%)
8.60%
8.71%
(0.11%)
Boh Trainee
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
Cleaning
0.35%
0.35%
0.00%
0.35%
0.35%
0.00%
FOH
Kitchen BOH Direct Labor Total
9.43%
10.18%
(0.75%)
9.43%
10.18%
(0.75%)
9.78%
10.53%
(0.75%)
9.78%
10.53%
(0.75%)
18.38%
19.23%
(0.85%)
18.38%
19.23%
(0.85%)
Key
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
Key
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
Asst Mgr
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
Asst Mgt
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
Gm
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
GM
0.00%
0.00%
0.00%
0.00%
0.00%
0.00% 0.00%
H Ast Mgr Hourly Mgr All Labor Total
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
18.38%
19.23%
(0.85%)
18.38%
19.23%
(0.85%)
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ROSnet PowerCenter Training Guide Day – by – Day Schedule - to – Actual
This report is similar to the Schedule to Actual Comparison, but this report will show the user a daily variance for a selected date range.
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Schedule to actual Detail
Labor Mgmt>Performance Reports>Schedule-to-Actual Detail
The schedule to actual detail will show each employees scheduled shift and the shift they actual worked as well as similar information for hours worked and cost. It is important to use shift swap when ever possible to keep this report as an accurate representation of the shift.
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During the week
Labor Mgmt>Scheduling>Shift Swap Evaluator Shift Swap
The employees will undoubtedly trade shifts with each other, approving these trades is made easier by using Shift Swap found at labor Mgmt>Scheduling>Shift Swap Evaluator. The screen will display the employee and shift that needs picked up in the left drop down box, and the employee that wants the shift in the drop down box on the right.
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ROSnet PowerCenter Training Guide When you hit Check Swap, the system will display the before and after affects on the schedule. If you approve the swap, just hit the Swap button so that the staff cards, the schedule, the clock in restrictions and reports will update.
On Call If your store uses the on call program, please enter the same time for the Start and End time. ROSnet will identify it as an on call shift and note this on the schedule.
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