Employee List

Each employee's shift activity for the day is tracked by the PrISM system.  This includes clock in and out times as well as cash accountability, if applicable.  Employees who carry their own personal banks must be reconciled at the end of each shift for accurate store sales reporting.

 

The Employee List option will bring up a selection box listing all the employees in the system.  To the right of the name is the Crew ID/Employee Number, as well as the Time In/Time Out by shift for each employee.  Highlighting and selecting an employee will bring up the employee balance screen.  This screen allows you to manually clock the employee in and out, as well as balance the employee's personal bank for the shift.

 

 

 

Time Out

This is the time at which the employee clocked out.  This is in a modified 24-hour time format.  For example, 2:30 p.m. would be entered 14:30.  For a time past Midnight, enter the time as normal.  The system will detect this and ask if the time is for the next day.

 

Time In

This is the time at which the employee clocked in.  This is in a modified 24-hour time format.  For example, 2:30 p.m. would be entered 14:30.  For a time past Midnight, enter the time as normal.  The system will detect this and ask if the time is for the next day.

 

Breaks

This shows the total time of the employee's breaks for the day.  Details of the individual breaks can be viewed with the 'Breaks' button at the bottom of the screen.

 

Hours

This is the total hours worked for the day.  This field is calculated when a time-out value has been entered.

 

Pay Rate

This is the pay rate for the Job Class the employee used for this shift.

 

Bonus

You may freely enter a bonus amount given to the employee.  This money is not accounted for anywhere else in the system.  If you are taking this Bonus money from a drawer, use a Cash Paid Out instead.

 

Labor Cost

This is the cost of the employee's labor for this shift.  This is calculated using the Pay Rate and Hours above.

 

No. of Orders

This is the total number of orders assigned, or routed, to this employee.  This field will only be populated when the employee is using a personal bank rather than settling all orders to a physical cash drawer.

 

Total Order Amount

This is the sum of the totals for all orders settled to this employee.  This field will only be populated when the employee is using a personal bank rather than settling all orders to a physical cash drawer.

 

Cash Drops

If this employee performs cash drops, this field will list the total dollar amount of those drops.

 

Amt. Collected

This is where you'll input the total amount collected from the employee when checking out.  This includes cash and checks, and depending on your system's setup may include credit receipts, gift certificates, and/or account sales as well.  For more information, see the Balance Over/Short section below.

 

Cash Short/Over

This figure is derived by subtracting the Amt. Collected from the Total Order Amount.  If the amount collected is lower than the total order amount, this will reflect cash short.  Conversely, if the amount collected is higher than the total order amount, this will reflect cash over.  Note: This number does not account for Driver Reimbursement, the number used for actual employee balancing is Balance Short.

 

Claimed Tips

You may freely enter the total amount of tips the employee is claiming for the day.  However, it is advisable that the employee enter this amount in their Time Clock screen as this field will be automatically populated with that amount.

 

Reimbursement Type:  Depending on your business type, you may choose to reimburse your delivery drivers in different ways; Per Order, Per Mile, Sector/Streets Reimbursement, Percentage of Total Sales, or Percentage of Pre-Tax Sales.  The information for the type being used by your system will be displayed here.  The name of this field will differ depending on the reimbursement type being used:

For more information about reimbursement types, see the Driver tab in Location Maintenance.

 

Amount

This is the actual rate of reimbursement.  For example, if you were to use Per Order reimbursement and give the driver one dollar per order, the Amount would be "1".  If you used Percentage of Total Sales and gave the driver 5%, the Amount would be "0.05".  This value is set on the Driver tab in Location Maintenance.

 

Driver Reimbursement

This is the cash value of the driver's reimbursement for the current shift.  This is calculated by multiplying the Reimbursement Type field by the Amount field.

 

Balance Over/Short

This is the total of an employee's cash and check orders plus their personal bank.  It may also include Credit Card, Gift Card, and/or Account sales, depending on your system's current setup.  Also driver reimbursement and/or credit card tips may be deducted from this number (again dependant on your system setup), meaning you would be paying out the employee's reimbursement and tips in cash each night rather than in their paycheck.  This number represents the amount of tender that you should collect from any given employee for their shift.  For more information about changing which numbers are used to calculate Balance Over/Short, contact Microworks Tech Support.

 

Reimb. Percent

This percentage shows how large the driver's reimbursement is compared to the Total of the orders that the driver delivered.

 

Coupon Percent

This percentage shows how large the Cash Coupons value is compared to the Total of the orders that the driver delivered.  This field is only used if the Cash Coupons field is active (see below).

 

Tender Type Breakdown

The top section of the right-hand column shows the totals for all orders settled to this employee, broken down into the various tender types; Cash, Check, Charge, Account, and Gift Card.  These fields will only display orders that are settled to an employee who uses a personal bank, such as a delivery driver or a table server.

 

Tip Breakdown

This section details the total amount of tips that are added to orders which have been assigned to this employee.  They are broken down by tender type; Cash, Check, Charge, Account, and Gift Card.  These fields automatically update when the Add Tips function is performed.  These fields will only display tips added to orders that are settled to an employee who uses a personal bank, such as a delivery driver or a table server.

 

Total Hours Today

This calculates the total number of hours this employee has worked across every shift on the current day.

 

Total Hours Week

This calculates the total number of hours this employee has worked across every shift on the current business week.  To change your business week, contact Microworks Tech Support.

 

Starting/Ending Odometer

If your business uses the Per Mile reimbursement type, you can enter your driver's odometer readings here.  The system will use these values to calculate the reimbursement amount.  These fields are only active is Per Mile reimbursement is enabled.

 

Cash Coupons - This field is where you'll enter the dollar value of any coupons given to a driver by a customer who did not indicate, when placing the order, that they are using a coupon. This is necessary as the driver would be cash short if this amount is not entered.  This field is optional; it must be activated by Microworks Technical Support.

 

Ins. Exp. Date

This will display the expiration date for a delivery driver's car insurance policy.  This is an information-only field.  The insurance expiration date can be set in the Employee File.

 

Personal Bank

This displays the personal bank given to an employee at the start of their shift.  This is an information-only field.  For more information about personal banks, see the Driver Tab in Location Maintenance.  

 

Average Run Time

A "Run Time" is the amount of time that elapses from when a driver takes an order out the door to when the driver returns.  This field gives you the average of every run the driver went on during that shift.

 

Job Class

An employee may have multiple job classes available.  For example, an employee may work one shift as a server, and then work another shift as a driver.  The employee has the ability to clock in and out for each class.  When this field is changed, all of the totals in this screen change based on the selected class. For more information, see Jobs.

 

Time In

This button changes the Time In value for this shift to the current time.  This is most often used when clocking in an employee at the start of their shift.

 

Time Out

This button changes the Time Out value for this shift to the current time.

 

Breaks

This button opens a window which displays the details of each unpaid break taken by the employee.

 

Print

This option will print a report with detailed information about the shift in question.  This report can also be printed from the Ordering Module.

 

Drops

This option allows you to view each cash drop made for this employee.  The screen displayed provides general information as to amount, who processed the drop, and at what time the drop occurred.

 

Orders

This option will display a summary of all orders assigned to this employee.  You also have the option of printing out this summary.

 

Cash

You may balance an employee by either entering a lump sum into the Amt. Collected field or choosing this option.  This option will allow you to balance an employee's cash by entering specific denomination amounts as well as checks collected.

 

Shift

This option allows you to create a new shift for the employee.  Generally, this is done through the Time Clock function of the Ordering Module.

 

List

This returns you to the Previous menu, allowing you to view a different shift or employee.