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The weekly payout, step by step

Most venues run a week from Monday to Sunday and pay it early the following week. This is the order that avoids surprises. Everything here happens in the venue view unless it says otherwise.

1. Check the tips came in​

Open Tip Collection and pick the week.

  • If a banner says N POS tips are not in a service period yet, so they are left out of the tip sheet, choose Show them. Choose Allocate on each one, and give it a date and a service period. You can't lock the week while any tip is left out, and a tip that's left out is paid to nobody.
  • Enter Cash Tips for each day, and service charges if your venue enters those by hand.
  • Glance at the Summary. If a day looks light, check your POS connection before going further.

Tip Collection has the detail.

2. Sort out the people​

Open Staff Management.

  • Incoming: anyone new from your timesheet system. Set each one up with a department and tip points, or decline them. Nobody leaves this tab on their own.
  • Waiting Room: use Approve Now if someone should be paid this week.
  • Banking: anyone marked Missing will stop the bank file later. Send them the bank details invitation now; it needs their email and mobile, and they have seven days.

On the Tip Sheet, a yellow banner lists anyone who worked but isn't Active. Choose See details to see who.

The yellow banner on the tip sheet with See details open: Not active this week, with one person under Inactive

See Approve new starters.

3. Fix the sheet​

Open Tip Sheet.

  • A row marked Unapproved Timesheet earns nothing for that day, and its share goes to colleagues. Approve the shift where you roster, then import timesheets.
  • Correct hours, tip points, departments or amounts while the week is still In progress. See Fixing a tip sheet.

4. Import timesheets, then lock​

Right before you lock, choose the status button at the top right of the sheet, then Import Timesheets. It picks up any shift changed at the last minute in your timesheet system that hasn't come through yet. When Last calculated updates, give the sheet one more look. See Import timesheets before you lock.

Then choose the status button again, and Lock, at the top under This week.

The status button's menu on a week in progress: Lock under This week, then Import Timesheets and the other actions

Tip Sheet warns you about unapproved timesheets, and about Incoming or Inactive staff who worked that week. Read the warnings: they're the last chance before the figures are fixed. See Lock, pay and unlock a week.

Dependent venues lock last

A dependent venue can only be locked once every frontline venue it draws from is locked. Do the frontline venues first.

5. Pay​

Choose one of these, from the status button's menu.

Bank file. Choose Download ABA File. Check the description and reference, tick Mark this Tip Sheet as paid if you want the week marked paid in the same step, and choose Download. Upload the file to your bank. If you didn't tick the box, choose the status button and Mark as Paid once the payment has gone.

The Download ABA File box: Description, Reference, Remember for all future exports and Mark this Tip Sheet as paid, with Cancel and Download

Through your timesheet system. If your business pays tips through Tanda or Humanforce, choose Push Tips to Tanda (or Humanforce) instead. Payroll pays them out from there.

Hand it to payroll. If several venues are paid together, choose Add to Pay Run and let the admin side take it from there. See Pay Runs.

Bank details stop the file

If anyone who is owed money has no bank details, the bank file won't download at all. The message names them. Get their details in first, then try again. People owed nothing are simply left out.

See Pay tips out.

6. Send the payout emails​

Choose the status button, then Send Payout Email. Tip Sheet says how many people will get one; choose Send to N people. Each person with tips and an email address gets a link to their own payout report. The email says the tips have been paid, so send it after the payment has gone, not before.

If something needs changing after locking​

Unlock the week from the status button. If it's already Paid, choose Revert to Locked first. Unlocking recalculates the week, so amounts may change. It also cancels every payout email link already sent, and takes back any tips pushed to your timesheet system. Download the sheet first if you need the old figures, then lock and send again when you're done.

If Unlock is refused, the week is in a pay run. Ask whoever runs pay runs to remove it.