Configuration

Calendars

Calendars are used;to define fiscal, payroll, and reporting periods date ranges as well as setup time definitions for holidays, missing POS data and shifts.

This activity is available on the Smart Client ONLY.

Why are Calendars Entered?

Calendars are applied to stores to define fiscal periods, applied to payroll groups to define payroll periods and applied to report parameters to define calendar groupings for reporting and report distribution.

What are the Different Calendar Types?

Calendars define fiscal, analytical or franchise calendar dates, whereas Payroll calendars define dates by pay period.

Update Calendars

Fiscal and Payroll calendars are generated for a few years at most. Calendars must be updated to extend into the future. This commonly occurs at the end of the calendar year for many businesses. This may occur on a different timeline if your fiscal calendar is set up differently.

The following video will lead you through the steps of updating your calendar to extend into future dates.

What is a Sub Period?

The sub-periods are when one full fiscal period is broken up into little pieces called sub-periods. Depending on the fiscal calendar, the sub-periods are sometimes the first 2 weeks and the last 2 weeks of a period. In other cases, the sub-periods may be weeks in the period.

The ‘Adj’ option tokens – This option can be used to make sure that reports are not sent blank. If a report is scheduled to be sent daily, it will happen that the report is sent on the first day of the period or sub-period when there is no information yet to report on for the current period. Using the token with Adj in it tells PAR OPS that if the report will be sent with no information for current period we should instead send the report for the previous period.

Fiscal Calendars

Dates in a future working period can be adjusted. Any historical or current working period cannot be adjusted by clients. Contact PAR OPS support directly. This will result in billable work.

Column Explanations

  • 'DETAILS' : Opens the selected calendar to view the Period Calendar sub-tab with calendar date details

  • 'CALENDAR NAME': The name of the calendar viewed in other forms and/or report parameters

  • 'TYPE': ‘Business’ or ‘Payroll’

  • 'HIDE': Put a check in this box if the calendar should no longer be viewable in other forms and/or report parameters

    Calendars may only be deleted if they are not currently in use in other forms

  • 'USE FOR SDLY': Put a check if this calendar should be used for Last Year comparisons for trend reporting.

    When this flag is checked, PAR OPS will find the same day last year using the same period, same sub-period, and same number of days into the sub-period. If no calendar has a check in this column, last year comparisons will used the current date minus 364 days.

  • 'DEFAULT': Put a check in this box to have this calendar defaulted for MU reports.

    Enter any notes that would be helpful information for this calendar

  • 'CALENDAR EXPIRES': This is the last day entered in the details for this calendar

How Do I Create A Fiscal Calendar?

  1. Select Calendars tab
  2. Click  Add
  3. Enter the Calendar Name
  4. Select Business from the lookup list for Type
  5. Click Save

How Do I Create Fiscal Calendar Dates?

  1. Select the calendar
  2. Click Actions
  3. Select Generate
  4. Enter the details in the Define Parameters window
    1. Calendar: Sets the calendar as a monthly calendar with two sub periods (1 – 15, 16 – last day of the month)
    2. 13 Period: All periods will consist of 4 weekly sub periods.
    3. 4-4-5 Week, 4-5-4 Week and 5-4-4 Week: Sets the period with the weekly sub period pattern indicated.
  5. Enter Parameter information including:
    1. Fiscal Start Date: Enter the first day of the year
      1. Calendars must be created for an entire year. If an entire year is not desired, once the calendar has been created, lines can be deleted.
    2. Number of Fiscal Years: Enter the amount of years for which the calendar should be created
    3. Fiscal Year: Enter the year for this calendar
    4. Period Name Mask: Define the label masks using the legend in the Info section at the top of the window
    5. Sub-Period Name Mask: Define the label masks using the legend in the Info section at the top of the window
  6. Verify the calendar information in the Period Calendar sub-tab
  7. Click Save

How Do I Adjust A Fiscal Calendar's Dates?

Only dates in a future working period can be adjusted

  1. Select the calendar to be adjusted
  2. Expand the details for that calendar
  3. Navigate to each line to be adjusted
  4. Make the necessary corrections
  5. Click Save

How Do I Add An Additional Week To A Fiscal Calendar?

  1. Select the calendar to be adjusted
  2. Expand the details for that calendar
  3. Navigate to last row of the calendar to verify the new week to be added belongs at the bottom
  4. Click Add
  5. Enter all information
  6. Click Save

How Do I Adjust A Fiscal Calendar Format Type?

  1. Click the "+ ..." next to the calendar to expand details
  2. Navigate to each line that is part of the current year
  3. Enter the necessary date adjustments
  4. Delete all lines for all future sub periods
  5. Select all lines to be deleted
  6. Click Delete
  7. Click Save
  8. Generate the calendar for future years
  9. Click Save

How Do I Adjust Period Name And Sub-Period Name Values?

  1. Select the calendar to be adjusted
  2. Expand the details for that calendar to review the current names entered
  3. Click Actions
  4. Select Re-label Periods and Sub-Periods
  5. Define the label masks using the legend in the Info section at the top of the form
  6. Click Ok
  7. Verify the calendar information in the Period Calendar sub-tab
  8. Click Save

How Do I Apply A Fiscal Calendar To A Unit?

  1. Navigate to Restaurants
  2. Select the appropriate unit
  3. Navigate to the Fiscal Calendar column
  4. Select the correct calendar from the look up list
    1. Only calendars that do not have the check in the Hide box will show in this list
    2. Easy mode does not have an option to show hidden rows. Carefully consider this before selecting the Hide option
  5. Click Save

How Do I Delete Future Periods?

If this correction requires deleting future periods to recreate a calendar then perform the following.

  1. Select all lines to be deleted
  2. Click Delete
  3. Click Save
  4. Generate the calendar for future years
  5. Click Save

Payroll Calendars

Dates in a future working period can be adjusted. Any historical or current working period cannot be adjusted by clients. Contact PAR OPS support directly. This will result in billable work.

Payroll Calendar Column Explanations

  • 'DETAILS' column: Opens the selected calendar to view the Period Calendar sub-tab with calendar date details
  • 'CALENDAR TYPE' column: The name of the calendar viewed in other forms and/or report parameters
  • 'TYPE column: ‘Business’ or ‘Payroll’
  • 'HIDE' column: Put a check in this box if the calendar should no longer be viewable in other forms and/or report parameters
    • Calendars may only be deleted if they are not currently in use in other forms.
    • Easy mode does not have an option to show hidden rows. Carefully consider this before selecting the Hide option
  • 'USE FOR SDLY' column: Put a check if this calendar should be used for Last Year comparisons for trend reporting.
    • When this flag is checked, PAR OPS will find the same day last year using the same period, same sub-period, and same number of days into the sub-period. If no calendar has a check in this column, last year comparisons will used the current date minus 364 days.
  • 'DEFAULT' column: Put a check in this box to have this calendar defaulted for MU reports.
    • Enter any notes that would be helpful information for this calendar
  • 'CALENDAR EXPIRES' column: This is the last day entered in the details for this calendar

Explanation of Period Calendar Columns

  • 'NEW FISCAL YEAR START' column: A check in this box indicates the start of a new fiscal year
  • 'FISCAL YEAR' column: Indicates the fiscal year
  • 'PERIOD NAME' column: The value shown in reports for Period Name columns
  • 'PERIOD NUMBER' column: The period number
  • 'SUB-PERIOD NAME' column: The value shown in reports for Period Name columns
  • 'SUB-PERIOD NUMBER' column: The period number
  • 'SUB-PERIOD NAME' column: Start date
  • 'SUB-PERIOD END' column: End date
  • 'NEW PERIOD START' column: A check in this box indicates the start of a new period

How Do I Create A Payroll Calendar?

Once you have opened Calendars, perform the following

  1. Select Calendars tab
  2. Click Add
  3. Enter the Calendar Name
  4. Select Payroll from the lookup list for Type
  5. Click Save

How Do I Create Dates For A Payroll Calendar?

Once you have opened Calendars, perform the following

  1. Select the calendar
  2. Click Actions
  3. Select Generate
  4. Enter the details in the Define Parameters window

    • Calendar Type: Weekly, Biweekly or Semi Monthly

    • Fiscal Start Date: Enter the first day of the year

      Calendars must be created for an entire year. If an entire year is not desired, once the calendar has been created, lines can be deleted.

    • Number of Fiscal Years: Enter the amount of years for which the calendar should be created

    • Fiscal Year: Enter the year for this calendar

    • Payroll Batch Name Mask: Define the label masks using the legend in the Info section at the top of the window

    • Period Name Mask: Define the label masks using the legend in the Info section at the top of the window

  5. Click Ok
  6. Verify the calendar information in the Period Calendar sub-tab
  7. Click Save

How Do I Adjust A Payroll Calendar's Dates?

Only dates in a future payroll period can be adjusted.

Once you have opened Calendars, perform the following.

  1. Select the calendar to be adjusted
  2. Expand the details for that calendar
  3. Navigate to each line to be adjusted
  4. Make the necessary corrections
  5. Click Save

How Do I Add An Additional Week To A Payroll Calendar?

Once you have opened Calendars, perform the following

  1. Select the calendar to be adjusted
  2. Expand the details for that calendar
  3. Navigate to last row of the calendar to verify the new week to be added belongs at the bottom.
  4. Click Add
  5. Enter all information
  6. Click Save

How Do I Adjust A Payroll Calendar's Format Type?

Once you have opened Calendars, perform the following

  1. Click the "..." next to the calendar to expand details
  2. Navigate to each line that is part of the current year
  3. Enter the necessary date adjustments
  4. Delete all lines for all future sub periods
  5. Select all lines to be deleted
  6. Click Delete
  7. Click Save
  8. Generate the calendar for future years
  9. Click Save

How Do I Apply A Payroll Calendar To A Group?

  1. Select Payroll Groups
  2. Click Next
  3. Select the appropriate group
  4. Select the correct calendar from the look up list in the 'CALENDAR' column
    1. Only calendars that do not have the check in the Hide box will show in this list.
  5. Click Save

How Do I Adjust Period Name And Sub-Period Name Values?

  1. Select the calendar to be adjusted
  2. Expand the details for that calendar to review the current names entered
  3. Click Actions
  4. Select Re-label Periods and Sub-Periods
  5. Define the label masks using the legend in the Info section at the top of the form
  6. Click Ok
  7. Verify the calendar information in the Period Calendar sub-tab
  8. Click Save

Holidays

Holiday calendars are entered for Payroll and Forecasting reasons ONLY. They define holiday payroll dates and overtime rules for payroll processing as well as how to forecast.

Holiday Column Explanation

  • 'COUNTRY' column: Country of which store(s) this holiday is to be applied

  • 'DESCRIPTION' column: Holiday name

  • 'REPEAT EACH YEAR' column: Put a check in this box if this holiday is repeated every year

  • 'HOLIDAY DATE' column: Enter holiday day/date information in the Recurrence window

  • 'APPLY OVERTIME RULE' column: Put a check in this box if the Payroll Holiday Overtime rule entered in Payroll Rules to be applied for this holiday

  • 'START DATE' column: Date of the year this holiday should start

  • 'END DATE' column: Date of the year this holiday should end

  • 'HIDE' column: Put a check in this box if the holiday should no longer be applied

    • Easy mode does not have an option to show hidden rows. Carefully consider this before selecting the Hide option

  • 'EXCLUDE FROM FORECAST' column: Put a check in this box if this holiday should not be used for forecasting

How Do I Enter Holidays?

Once you have opened Calendars,

  1. Select the Holidays tab
  2. Click Add
  3. Enter the holiday details
  4. Click Save

How Do I Adjust Holidays?

Once you have opened Calendars, perform the following

  1. Navigate to the row to be adjusted
  2. Enter the necessary corrections
  3. Click Save

How Do I Delete A Holiday?

Once you have opened Calendars perform the following

  1. Navigate to the row to be deleted
  2. Click Delete
  3. Click Save

Missing Unit Data

Lines are entered for units and dates who will not have information to be imported into PAR OPS. This information tells PAR OPS to not expect information for this unit(s) for this date(s) and therefore, the POS Data Import Status report will not show as missing and the auto import will not automatically go back and look for previous day from this list.

This entry does not stop an import from happening. If an import runs for the date entered and there is information in the POS, it will be imported into PAR OPS.

Missing Unit Data Columns Explanation

  • 'UNIT' column: The unit this entry applies to
    • If an option has been selected here, nothing is selected in Group.
  • 'GROUP' column: The group of units this entry applies to
    • If an option has been selected here, nothing is selected in Unit.
  • 'MISSING STATUS' column: Select either ‘Closed Store’ or ‘No POS Data’
  • 'GROUP CODE' column: The value automatically populates from the information entered in the 'GROUP' column. If nothing is entered in the 'GROUP' column this column is empty
  • 'REASON' column: The reason this data is missing
  • 'FREQUENCY' column: Select Daily, Weekly, Monthly, or Annual
  • 'FREQUENCY OPTION' column: Depending on the option selected in the 'FREQUENCY' column.
    • Daily: defaults to every day
    • Weekly: Select the day of week
    • Monthly: Select the date of the month
    • Annual: Select the date
  • 'START DATE' column: The first day this entry is valid
  • 'END DATE' column: The last day this entry is valid
  • 'HIDE' column: Lines may be deleted or a check can be put in this box.

How Do I Enter Missing Unit Data?

  1. Select the Missing Unit Data tab
  2. Click Add
  3. Enter the details
  4. Click Save

How Do I Adjust A Missing Unit Data Line?

  1. Navigate to the row to be adjusted
  2. Enter the necessary corrections
  3. Click Save

How Do I Delete A Missing Unit Data Line?

  1. Navigate to the row to be deleted
  2. Click Delete
  3. Click Save

Day Part Calendars

Day Parts provide the ability to report numbers and enter waste for specific parts of the day.

Where Are Day Parts Assigned?

Waste and Waste Templates and Configurable Linking

Day Parts Column Explanation

  • 'DESCRIPTION' column: The row name
  • 'START TIME' column: The time this day part begins. The day part continues until the next day part entered.
    • Entries will encompass a 24 hour time frame. Best practice is to enter the first day part to start at the same time as the value entered in the 'ADJUSTED MIDNIGHT FOR BUSINESS' column.
  • 'SALES DAY PART' column: These are the values seen in Configurable Linking.
  • 'INVENTORY DAY PART' column: These are the value seen in Waste and Waste Templates.
  • 'CUSTOM' column: A custom value entered for this day part.
  • 'HIDE' column: A check in this box deactivates this day part.

How Do I Enter Day Parts?

  1. Select the Day Parts tab
  2. Click Add
  3. Enter the details
    1. Entries will encompass a 24 hour time frame. Best practice is to enter the first day part to start at the same time as the value entered in the 'ADJUSTED MIDNIGHT FOR BUSINESS' column in Restaurants.
  4. Click Save

How Do I Adjust A Day Parts Line?

  1. Navigate to the row to be adjusted
  2. Enter the necessary corrections
  3. Click Save

How Do I Delete A Day Parts Line?

  1. Navigate to the row to be deleted
  2. Click Delete
  3. Click Save

How Do I Open Shifts Tab?

  1. Open Calendars
  2. Select the Shifts tab

Why Are Shifts Entered?

Use This Tab To Enter Multiple Shifts For Cash-Out Servers And/Or Distribute Tipshare.

What Forms Are These Shifts Used?

Cash-Out Servers And Distribute Tipshare.

Explanation Of Columns

  • ‘DESCRIPTION’ column: The description seen in Cash-Out Servers and Distribute Tipshare.
  • ‘ START TIME’ column: The time this shift begins
  • ‘ HIDE’ column: A check in this box deactivates this shift

How Do I Enter Shifts?

  1. Select the Shifts tab
  2. Click Add
  3. Enter the details
  4. Click Save

How Do I Adjust A Shift Line?

  1. Navigate to the row to be adjusted
  2. Enter the necessary corrections
  3. Click Save

How Do I Delete A Shift Line?

  1. Navigate to the row to be deleted
  2. Click Delete
  3. Click Save
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