Downloading Wagesheet Data

The wage sheet data can be downloaded in multiple formats. Most of the export formats require configuration to ensure they produce the correct data to be used by third-party services such as Sage Payroll or Pegasus Opera. The export formats marked with a * below will only be enabled if you require this format. You can have multiple formats enabled; please speak to us if this is required.

When downloading a file, the system will check to ensure that the correct information has been provided to populate the file. For example, the Sage Payroll file will check that all staff are in the wage sheet.

CSV

This format will produce a list of each staff member’s name with the number of hours they are owed per pay element. Each pay element will be listed on a different line so staff can appear in multiple rows. This is followed by the hourly rate in your currency and the total hours in decimal minutes.

Rob abashekh	TOFS rate 1	7.05	5.82
Joy Ashurst	TOFS rate 1	7.05	11.87
Stephanie Ashurst	TOFS rate 1	7.05	5.03
Stephanie Ashurst	Ents rate 1	7.05	5.55
Michael atkin	TOFS rate 1	7.05	10.12
Sara Bailey	TOFS rate 1	7.05	4.95
Heather Brandum	Ents rate 1	7.05	3.8
James Burtally	Ents rate 3	7.35	7.03
Joseph Camps	TOFS rate 1	7.05	10.25
Alice carstairs	TOFS rate 1	7.05	6.77
Emma Carter	TOFS rate 1	7.05	11.1

 

Sage 50 Accounts File*

This file is formatted for use with Sage. The file includes your staff member’s Employee number used in Sage followed by the Sage payment reference to use and the decimal hours and decimal hourly rate.

This format requires the Payment Reference to be set on the Pay Element Account plus the employee’s Sage reference being assigned.

Employee Reference	Payment Reference	Hours	Rate
3135	11	5.82	7.05
3157	11	11.87	7.05
3188	11	5.03	7.05
3188	21	5.55	7.05
3214	11	10.12	7.05
3225	11	4.95	7.05
3111	21	3.8	7.05
2856	23	7.03	7.35
3194	11	10.25	7.05
3120	11	6.77	7.05

 

Sage Payroll

We provide two different formats for Sage Payroll; both the official default format their documentation recommends and a custom format that can be used with a custom import template. This provides names of employees and removes their rate of pay so Safe Payroll will use the rates set on their account.

Sage Payroll File: Default Format*

This format is designed for Sage Payroll Column A is Sage Payroll employee reference, Column B is the pay element ID, column C is the decimal hours worked and column D is the hourly rate.

This format requires the employee’s Sage Payroll reference being assigned. This can be done via Staff > Staff Settings > Manage Staff.

You will also need to assign the payment reference (Pay Element ID) to each pay element. This is configured under the Payroll / Journal Reconciliation section of each Pay Element.

Employee Reference	Payment Reference	Hours	Rate
3135	11	5.82	1.00
3157	13	11.87	2.00
3188	11	5.03	1.00
3188	14	5.55	2.00
3214	11	10.12	1.00
3225	11	4.95	1.00
3111	11	3.8	1.00
2856	11	7.03	1.00
3194	12	10.25	1.00
3120	14	6.77	1.00
3134	11	0	1.00

 

Sage Payroll File: With Names*

This format is designed for Sage Payroll. It is similar to the default format but provides an employee name and drops the rate of pay column. This format can be imported to Sage Payroll using a custom import template you create within Sage Payroll.

Column A is the employee name, column B is Sage Payroll employee reference, column C is the pay element ID and column D is the decimal hours worked.

This format requires the employee’s Sage Payroll reference being assigned. This can be done via the Manage Staff page under Staff > Staff Settings.

You will also need to assign the payment reference (Pay Element ID) to each pay element. This is configured under the Payroll / Journal Reconciliation section of each Pay Element.

Name	Employee Reference	Payment Reference	Hours
James Andrew	3135	11	5.82
Andrea Franks	3157	13	11.87
John Hopkin	3188	11	5.03
James Edwards	3188	14	5.55
Stephanie Jones	3214	11	10.12
Tom Aindow	3225	11	4.95
Jennifer Jenkins	3111	11	3.8
Annabell Rice	2856	11	7.03
Thea Bolton	3194	12	10.25
Boris Hugo	3120	14	6.77
Peter Westwood	3134	11	0

 

Dealing with multiple rates per Sagepay Element ID

Sage Payroll badly handles multiple rates of pay per Pay Element Id. It will simply error or fail to import a second line for the same Sage Payroll Pay Element Id. This means that pay might be missed.

To resolve this issue, StaffSavvy will export just one line per SagePay Element Id. If there are multiple rates of pay for that Pay Element Id (e.g. the rate of pay changed mid-month), then the export will report the highest rate of pay.

We will then also add an “adjustment” line to that staff member. This adjustment line will contain a negative number to adjust the gross pay back down to the correct level for the wage sheet.

The Sage Payroll Element Id that you want the system to use for this adjustment line must be set under the Global Settings for Sage Payroll.

 

Sage Payroll Bureau File*

This is a human readable format designed to support a format used by external Sage Payroll Bureaus. The format includes full names, employee numbers, departments and holiday hours. The format also allows for manual edits to be made in pre-set columns.

This format requires the Sage Payroll Rule to be set in Pay Elements, plus the employee’s Sage reference being assigned.

 

Midland iTrent Export File*

This format is designed to be used with Midland iTrent and supports the iTrent employee numbers, Element codes and cost codes.

This format requires the Element code to be set on the pay element, the default Cost Code set per Venue plus the employee’s iTrent reference being assigned.

You can also decide on additional information and split the time entries per occupancy code or employee references based on how your iTrent system is configured.

Export per_ref_no (one reference per staff member)

This is the default option. Every employee has a single employee reference that is assigned via Manage Staff. This is used for all time entries)

 

Export occ_ref_no (one occupancy reference per staff member per venue)

This allows you to specify different occupancy references per staff member per venue. It allows you to assign the staff costs to different cost centres within iTrent. The default occupancy reference is still assigned via Manage Staff but other occupancy references can then be assigned for each employee for each of the venues where they work.

When this mode is enabled, an additional column is added to the Manage Venues page (under the employee’s profile page and click Actions menu to find this page).

Here you can then set the occupancy code per venue. If no code is provided then the system will use the employee’s default code set on the Manage Staff page.

 

Export reference per skill (one reference per staff member per skill)

This allows you to override the employee’s iTrent reference for particular skills so that they can be assigned to different cost centres in iTrent.

Cost codes can also be overwritten per day on Manage Shifts and on each time entry under Daily Shift Review or Unprocessed Pay.

 

StaffSavvy Simple One*

This format is designed to be the start of a manual process to provide hours to a third party. The export includes employee names, employee numbers, total pay, total hours and breakdowns of hours for holiday and sickness.

The export also breaks the hours per venue (not per venue export name but the actual venue name) and also per rate.

Total hours are shown along with a total cost per that rate.

Additional columns such as gratuity, additions and deductions can be edited/added outside of StaffSavvy.

8.9.3.7. Pegasus Opera 3*

This format is designed to create the standard import format used by Pegasus Opera 3.

To create the format, the system needs to know the Transaction Code on each pay element. Set this under the Pay > Pay Settings > Pay Elements. Any pay rates with the same Transaction Codes will be merged together in the exported file.

Each employee will also need their Opera Employee Reference number. Set this under Staff > Staff Settings > Manage Staff.

 

Exchequer Journal*

Contents and details to be confirmed following approval of this format.

 

ADP Freedom*

This format works with the ADP Freedom software. It allows for a staff employee reference, cost centre code and earn code to be assigned.

The format also includes GL BUS Code but this will use the cost centre code.

Employee_code	EARN_CODE	EE_EARN_AMT	EE_EARN_QTY	EE_EARN_RATE	COST_CENTRE_CODE	GL_BUS_CODE	TRANS_DATE
625833	TEAM	1	ENTS	ENTS	23/01/2017
485932	TEAM	1	ENTS	ENTS	06/02/2017
484932	TEAM	1	ENTS	ENTS	13/02/2017
484932	TEAM	1.42	SHOP	SHOP	15/02/2017
284921	FINANCE	3	OFFICE	OFFICE	15/02/2017
222374	ENTS	8.25	ENTS	ENTS	15/02/2017

 

Miracle*

This format works with the MircalePay NAV software. It allows for a staff employee reference, global dimension codes and job titles.

To configure this, you will need to assign each employee their Miracle reference under Staff > Staff Settings > Manage staff. To allow a MiraclePay reference number to be added go to Global Settings > Payroll.

Each venue will then need to have its Miracle Global Dimension 1 Code assigned. Go to System > Venues > Manage Venues and set the dimension 1 code as needed.

Finally the details about each pay element account needs to be set. Go to Pay > Pay Settings > Pay Element Accounts. Set both the Miracle Global Dimension 2 Code and the Miracle Column Title. The column title is used to determine which columns should be added to the Miracle export format.

 

Carval*

This format works with the Carval HR software and provides the correct payroll numbers and cost centres to export the data in an importable format.

All staff need their Carval employee references set. Do this under Staff > Staff Settings > Manage Staff. You should then see a column for each staff member's Carval Employee reference. Every staff member just needs to have their reference added. To allow a Carval reference number to be added go to Global Settings > Payroll.

The Carval cost centres are the codes used to link the hourly rates of pay to the department. These are managed via Pay Element Accounts (Pay > Pay Settings > Pay Element Accounts). You'll need a Pay Element account for each Carval cost centre.

 

 Detailed Wagesheet Export Format

The standardised export format replaces the Raw Export format. This Detailed Export is designed to contain all of the information you, or an external system, might need to correctly process pay.

The format automatically includes any IDs, references or cost codes from across staff, roles, venues, pay elements and more. It includes a detailed breakdown of each shift and pay item, along with who authorised it and when.

The format will automatically adjust and add columns based on the data enabled on the system. When integrating using this format, we strongly recommend using the column titles as these will remain constant, but the number and order of columns may change.

 

To use: Go to Pay > View Wage Sheets. Under the download option, choose Detailed Export.

 

Excel Export Format 1

Note: This format can be enabled under Global Settings.

Excel Format 1 is designed to provide a summary of all time entries to be transcribed to another system. It will also highlight staff on permanent and casual contracts.

Hours are shown as a total number of hours that includes holiday and sick pay. The notes column provides a breakdown of holiday and sick page hours.

Yellow rows denote staff on casual contracts, and white rows denotes everyone else.

 

Excel Export Format 2

Note: This format can be enabled under Global Settings.

Excel Format 2 provides a breakdown of hours per staff member per venue export name. It allows total costs (not hours) to be seen per cost centre and provides a breakdown of working, holiday and sickness costs.

The Venue Export Name is set under each venue and hours from venues with the same export name will be combined. This allows you to create your own cost centres covering one or more venues and have this export display them separately.

Each staff member will be listed with the venue export name and the total costs. If the staff member has worked in multiple venues that have multiple export names then they will be listed several times. If the venues all share the same export name then only one line will be shown.

 

Excel Export Format 3

Note: This format can be enabled under Global Settings.

Excel Format 1 is designed to provide a summary of all time entries to be transcribed to another system. It will also highlight staff on permanent and casual contracts.

Hours are shown as a total number of hours that includes holiday and sick pay. The notes column provides a breakdown of holiday and sick page hours.

 

Excel Export Format 4

Note: This format can be enabled under Global Settings.

Excel Format 4 is designed to provide a total cost per venue export name. This can then be used for journal entries.

The total is provided as a cost in pounds (£) for each of the different venue export names.

Any venue with the same export names will be combined into a single line in this export.

This allows different cost centres to be created that might include several venues under one export name.

 

Excel Export Format 5

Note: This format can be enabled under Global Settings.

This format is designed to provide wage sheet information in a format for import. This format includes the Sage Reference from each employee, their full name, hours to be paid, rate of pay and cost code.

The cost code is taken from the venue where the work was completed. You can set this per venue as the “title for exports”.

Shifts with the same venue, rate of pay and employee will be combined together into one row. Staff who work multiple pages or for different rates of pay will be listed multiple times.

 

Excel Export Format 6

Note: This format can be enabled and renamed under Global Settings.

This format simply includes your employee reference number, names, normal pay as a total, holiday pay (if included), an empty advance pay for manual editing and a final gross pay column.

 

Excel Export Format 7

Note: This format can be enabled and renamed under System > Configuration > Global Settings > Payroll.

This format provides a raw export of rates and decimal hours for each employee. The column names for the rates and hours can be edited under the settings.

In addition, a notes column can be added and automatic notes applied for different contract types.

Each of the employee’s rates of pay will be listed and the totals shown.

 

Excel Export Format 8

Note: This format can be enabled and renamed under System > Configuration > Global Settings > Configuration > Payroll.

This format provides a raw export of rates and decimal hours for each employee. The column names for the rates and hours can be edited under the settings.

Each of the employee’s rates of pay will be listed and the totals shown. The file will automatically adjust based on the rates that are included in the file. Only rates of pay that one of the staff members has been paid within that wage sheet will be included.

The file also includes a subtotal column, number of holiday hours and total holiday value. Finally, it also shows a total pay.

Excel Export Format 9

Note: This format can be enabled and renamed under Global Settings.

This format will provide a total number of hours per staff member including the rate of pay, total hours and a grand cost. Staff will have multiple lines if they have multiple rates of pay per wage sheet.

Reference	Staff	Rate	Hours after breaks	Row Total
230	James Bailey	7.35	422	3101.7
230	Jesica Bailey	7.05	528	3722.4
44	Sam barnsdale	7.05	403	2841.15
44	Sam barnsdale	7.35	407	2991.45

 

Excel Export Format 10

Note: This format can be enabled and renamed under Global Settings.

This format provides an export of all wage sheet costs grouped per venue, Cost Code 1 and Cost Code 2.

It is perfect to provide a total value of time sheet per cost code during the wage sheet.

WE 09.04.22
Venue	Cost Code 1	Cost Code 2	Total Expenditure
Example 1	3840.57
Example 2	3840.57

 

Excel Export Format 11

Note: This format can be enabled and renamed under Global Settings.

This format creates an Excel file with the following columns:

 

• Reference
• First name
• Last name
• Date Worked
• Pay Element (special reference on each pay element)
• Hours (decimal)
• Event Cost Code (if provided)
• Venue (Using the Title for Exports)
• Custom Field (Ability to add a custom field to the export)

There will be a single row for each combination of staff, date worked, pay element, cost code and venue.

Reference Number	First Name	Last Name	Date Worked	Pay Element	Hours	Event Cost Code	Venue	[Custom Field]
10302310A	James	Bilal	2019-05-29	GRADE C	3	Uno
10302310A	James	Bilal	2019-05-31	GRADE C	2.5	Uno
0023AA	Amy	Chalakova	2019-05-28	GRADE C	3.25	Uno
00013AM	Lara	Coull	2019-05-31	GRADE B U25	6.25	Uno

 

Excel Export Format 12

Note: This format can be enabled and renamed under Global Settings.

This is a cross-charge report that is designed to show the total cost per staff member where they have worked in a different venue from their home venue.

The report includes the employee name, their home venue and then a column for each venue in the system. The report will then include the value of hours under each column where they are not within the home venue.

Staff	Home Venue	Uno	CH	Office	VO
Jake Bailey	VO	234.56	0	0	0
James Bailey	VO	0	45.45	0	0
Peter Bollons	Uno	0	0	23.23	178.45

 

Excel Export Format 13

Note: This format can be enabled and renamed under Global Settings.

This format allows you to produce a report showing the “standard” hours for a staff member and a currency cost for any additional hours.

Once you’ve enabled the report, you will need to update the pay elements. Under the Payroll/Journal Reconciliation title, choose if that pay element will be exported as Hours or as Cash values.

Once set, this will tell the report format which pay items should be included in their regular hours or within the cash total.

This format creates an Excel file with the following columns:

 

• Staff Member’s Name
• Month that the item was earned (YY-MM format)
• Home Venue
• Rate of Pay (for standard hours)
• Number of standard hours
• Cash Addition
• Authorised (one of the authorising staff members)

Note: if the staff member has multiple pay elements that are marked as per hours OR standard rate of pay changes then they will have multiple rows in the file (one for each rate of pay for standard hours). Cash total will only be displayed on the first row for that staff member and won’t be repeated.

Name	Month	Venue	Rate of Pay	Hours	Cash Addition	Authorised
John Smith	21-02	Uno	10.00	50.25	25.00	James Smith
Adam Jones	21-02	Bilal	10.00	10.12	423.00	James Smith
Frank Clark	21-02	Coffee Hut	10.00	105.0	3.25	Anne Jones
James Bowen	21-02	Uno	15.00	80.50	60.75	James Smith

 

Excel Export Format 14

Note: This format can be enabled and renamed under Global Settings.

This export produces a summary sheet of employee, contracted hours, additional hours, national holiday hours, different hour rates and sick pay deductions.

It contains the following columns:

 

• EmpNo
• Name
• Contract
• Contract hours during period of wage sheet
• Total hours worked (includes all rates)
• Additional Hours
• Bank Holiday Hours
• Hours at enhanced rate
• Hours at different rate
• Hours at different rate
• Deduct at Half Pay
• Deduct at Full Pay

Excel Export Format 15

Note: This format can be enabled and renamed under Global Settings.

This export produces a sheet containing employee numbers, names, post id per employee, payroll date range, regular hours, time x 1.5 hours, time x 2 hours plus a cost centre per venue.

The 1.5x and 2x hour columns will have the hours assigned to the correct column automatically if the paid hours are 1.5x the worked hours or 2x the worked hours respectively.

• Payroll number
• First name
• Surname
• POST ID (reference set per staff member on profile page)
• Date From
• Date To
• Plain Time
• Time x1.5
• Time x2
• Cost Centre (reference set per venue)
• Holiday Column (separate out holiday pay from other pay)

Excel Export Format 16

Note: This format can be enabled and renamed under Global Settings.

This export generates a sheet with payroll number, name and number of hours per the overtime reference assigned to each pay element. It also shows sickness hours and reasons.

Export 16 requests a start week date before exporting and also will highlight any backdated pay.

On each pay element, you can set the column that the hours should be reported within; normal, overtime, 1.5x or 2x. This will split the hours into different columns automatically for you.

• Employee Number
• First name
• Last name
• Hours Columns
  • (multiple depending on the pay element codes set)
• Sickness hours
• Notes (includes breakdown of sickness hours)

Wage Sheet Upload: Azure Blob Storage

In this update Azure Blob Storage is now supported when you are uploading your Wage Sheets. This means that when enabled, the system will upload the export to the Azure Blob Storage destination when the wage sheet is archived. Updates to the progress of the upload will be displayed on the wage sheet page. This can be enabled when you go into Integrations under the General Settings tab.

Combining Wage Sheets

If you have created multiple wage sheets for any reason, then you are able to combine them into a single file and export them in your preferred format.

Simply use the checkboxes on the View Wage sheet page to select the required wage sheets. Then use the ‘Combine Selected Wage Sheets into Export’ option under the Actions menu to download your preferred format.