Employee Payroll Summary Report

Overview

The employee payroll summary report provides a quick snapshot of details such as total salary, attendance, leave balance, tips, and commissions earned by all employees of a given center. 
Note: You can click the name of any employee in this report to view the corresponding employee's detailed report (Employee Payroll Details Report).  

This article covers the following sections:

When to Use this Report?

You can run the employee payroll summary report to check the:

  • Leave balances and attendance details of all employees in your center. 
  • Commissions and tips earned by employees.
  • Number of service and other invoices (such as selling products, memberships, packages) employees have closed. 
  • Salary details and the number of times a guest requested for an employee and the bonus earned as a result.


Important Notes

  • You must first run the employee payroll summary report to ensure accuracy of data in the employee payroll details report and in the employee commissions report. 
  • You should have already configured pay periods from Employee > Settings > Pay Period.
  • This report considers only closed invoices.
  • This report shows the payroll summary of employees either in their primary center or in the deputed center (center to which the employee is loaned) based on whether the setting Do not consider other center invoices for payroll is selected at the Organization level or not. Read: Configuring Organization Level Settings for Employee Commissions​​
     
    If... Then...
    1. This setting is selected
    2. An employee is a regular employee of center A, but is on deputation for a few days in the pay period to center B
    3. An employee from center C is on deputation to center A
    4. Administrator of center A runs the payroll summary report for center A

    This report shows the payroll summary of employees from center A including payroll details for the employee who was on loan to another center, so long as  the employee performed services and sold some sale items in center A. 

    Payroll details of the employee  who is on deputation to center A do not appear in the payroll summary report of cener A.
    Note: The payroll details for the period for which the employee from center A worked in center B appear in the payroll summary report of center B. Similarly, payroll details of employee from center C who is on loan to center A appear in the payroll summary of center C.

     

    1. This setting is not selected 
    2. An employee from another center is on deputation (on loan) to center A 
    3. Administrator of center A runs the payroll summary report for center A

    This report shows the payroll summary of employees from center A and includes details of any employees who are on deputation (or on loan) to center A.

     

 

Navigation

To run the employee payroll summary report:

  1. Ensure you are at the Center for which you want to run the report. 
  2. On the main menu, click Employee.
  3. On the Employee Dashboard, click Payroll Reports > Payroll Reports.
  4. Select Summary along with other appropriate filter criteria
  5. Click Calculate Commissions Now. 
    Note: If you have already run the payroll summary report for the given pay period earlier, you can click Refresh. In cases where there are changes to data in the given pay period and you have run the payroll summary report earlier for the given pay period, you will see the option Recalculate Commissions Now.
    Important: To view all columns of the report, export the report - the UI shows fewer columns. Use the Excel Export_Excel.pngor .CSV Export_CSV.png  icons on the top right hand corner to export the report.   

Filter Criteria

Criteria Description
Cycle

Select the cycle based on your need:
Monthly: Select the appropriate Month and enter the appropriate Year to proceed. Note: You can view the Month and Year filter criteria only if you use a Monthly cycle. 
Bi-weekly: Select the appropriate bi-weekly cycle for which you want to view the report.
Specific pay period: Select the specific pay period for which you want to view the report. 

Note: You can view Pay periods only if they are configured from Center > Employee > Settings > Pay Period.

Select a Report 

Select Summary from the drop-down list.
Note: The other options include Details and Hourly Pay/Service Commission that generate the employee payroll details report and the employee hourly pay/service commission report, respectively. 

Split commission by item type

Select this option if you want to view the commission details split by item type such as service commission, product commission, membership commission, package commission, gift card commission, tenure commission, and center commission. 

 Important:   If the Calculate employee pay based on higher of total hourly pay and service commission (Admin > Organizations > Centers > [Edit Center Page] > Settings > Employee) option is selected at the center level, then Zenoti replaces the Service Commissions and Add-On Commissions columns with the Hourly Pay/Service Commission column.

 

  

Column Descriptions

Refer to the following table to view column and column descriptions.

Column Description
Employee Code Displays the unique identifier for the employee.
Employee First Name Displays the first name of the employee.
Employee Last Name Displays the last name of the employee.
Job Displays the job of the employee.
Invoice Wise Details Click the Commission Details link to drill down to view a break-up of commission details based on each invoice.
When you click the Commission Details link against an employee, Zenoti downloads the invoice level commission details for the employee in an Excel sheet called Invoice Wise Detail Report.
Salary

Displays the salary earned by the employee.
Note that the salary in the report doesn't reflect the current salary of the employee, but their salary during the selected time period.

Total Hours

The Total Hours of work for the employee in the pay period depends on the Calculate Payroll Hours Based on (Admin > Centers > [Center Name] > Settings > Employee > Calculate Payroll Hours Based on) employee setting as follows:

  • For Scheduled and Actual Hours Combination: Zenoti checks both, the scheduled check-in and check-out times and the actual check-in and check-out times. Zenoti then calculates the clocked-in time as follows:
  1. For check-in time: Zenoti considers the later time between the scheduled and actual check-in time.
  2. For check-out time: Zenoti considers the earlier time between the scheduled and actual check-out time.

Example: An employee is scheduled to work from 8 AM and 12 PM, but actually works from 9 AM to 1PM on a certain day. Zenoti calculates the clocked-in hours for that day as 9 AM to 12 PM. 

Zenoti then calculates Total Hours as the clocked-in hours minus the following two break times: mandatory break time and the break time between multiple check-ins per day, if any. Zenoti calcualtes this for each day in the selected time period.
Total hours = Clocked in hours - mandatory break times - break times between multiple check-ins.

  • For Actual check-in/check-out time: Zenoti calculates clocked in hours based on the actual check-in and check-out times irrespective of the employee schedule. The Total Time is calculated as the duration between first check-in and last check-out time minus the break time between multiple check-ins, if any. Zenoti calcualtes this for each day in the selected time period.

Total Hours = Duration between first check-in and last check-out for the day - Break between multiple check-ins.

Example: If an employee has multiple check-ins per day as follows: 9 AM to 12 PM and 2 PM to 5 PM. Then the total hours per day of the employee as per actual check-in and check-out time is: 8 hours (Duration between first check-in, 9 AM,  and last check-out, 5 PM) minus 2 hours (break between multiple check-ins 12 PM to 2 PM) = 6 hours. 

Total Hourly Pay

Zenoti calculates employee pay based on hourly rate as follows:

Total Hourly Pay = Total regular hourly pay (for regular hours) + Overtime pay (for overtime hours).


You can specify regular hours, hourly rate, and overtime multiplier in the employee profile page (Employee > Employees > [Employee Profile] > General). <link>

Note that overtime calculation can be set up based on overtime hours per day or overtime hours per pay period. Overtime pay applies only when Calculate Payroll Hours Based on is set to Actual Check-in/Check-Out time (at the Center level).

Service Hours

Displays the number of hours the employee utilized to perform services. That is, the total duration of all the closed appointments of the employee in the selected pay period.

This report considers the actual service time and not the defined service time. The defined service time refers to the duration of the service as defined when creating the service (Admin > Resources > Services > Add / [Edit Service] > Service Time). The actual service time refers to the exact time spent in completing the service, which is recorded in the Appointment Book using actual start and end time of the appointment. 

Important: If the Consider service recovery time in employee utilization is enabled in the Organizational settings for Employees, then this report includes recovery time of each service in the Service Hours.

Hourly Pay/Service Commission

Or

Service Commissions and Add-On Commissions

Displays the hourly pay or the service commission earned by employees during the pay period. 
Important: This column appears only if the Calculate employee pay based on higher of total hourly pay and service commission option is selected (at the Center level). Also, if this option is selcted, Zenoti considers both, the hourly pay and the service commission for each day of the selected pay period. The employee earns the amount that is higher. 

Example: If an employee is eligible for $100 in hourly pay and $125 in service commissions for a day, the service commission of $125 is paid to the employee. 

Note: Service commissions includes Add-On commissions and Request Therapist Bonus. 

If the Calculate employee pay based on higher of total hourly pay and service commissionoption is not selected (at the Center level), then the columns Service Commissions and Add-On Commissions appear in this report.

Commission 

Displays the total commission amount employees earn. 

Important: The amount you see in this column depends on your center level setting for Calculate employee pay based on higher of total hourly pay and service commission:

  • If the option is selected – This column shows the commissions earned by the employee on sale items excluding services and add-ons. 
  • If the option is not selected – This column shows the commissions earned by the employee on all sale items including services and add-ons. 

Note: If you select the Split commissions by item type check box in the filter criteria, you can view commission details for each of the following:

Product Commission, Membership Commission,
Package Commission, Gift Card Commission,
Center Commission, and Tenure Bonus.

Tips Total tips the employee earns in the selected pay period. 
Leave Balance (Days) Displays the leave balance for the employee in terms of days (as configured in the Employee profile).   
Special Leave Balance

Displays the special leave balance for the employee (as configured in the Employee profile).

This is useful if your organization offers special leaves to employees such as leaves on birthdays of family members and employees' wedding anniversaries.

Gratuity  Displays the gratuity earned by the employee, if any.
# Invoices

Displays the total number of closed invoices in which the employee has sold at least one item.

Note: The # Invoices it is not the number of items sold by the employee, but the number of invoices in which they have sold at least one sales item such as performing a service, or selling a product, membership, package, or gift card.

# Service Invoices Displays the number of invoices the employee has closed for performing services. 
# Requested

Displays the number of times guests requested for a particular employee to perform a service and where the invoice was closed. 

This number has a direct impact on the next column - Request Therapist Bonus. Read: Employee Overtime and Therapist Request Bonus

Request Therapist Bonus

Displays the total amount an employee earns as bonus in the selected pay period because a guest requested a particular employee to perform a service and where the invoice was closed. Read: Employee Overtime and Therapist Request Bonus

Requested Therapist Bonus is configured in the Employee profile: Employee > Employees > [Employee Name] > General > Requested Therapist Bonus. 

The Requested Therapist Bonus for the pay period is calculated as follows: Requested (total number of requests for the therapist) x Requested Therapist Bonus (from the employee profile).

Example: If the Requested Therapist bonus is set to $2 in employee profile, and the number of requests made for the employee in the pay period is 15, the employee's Requested Therapist Bonus for the pay period is $30. 

Instructor Pay Displays the Instructor’s pay. Applicable only if you have configured Classes. 
Hourly Rate Displays the Instructor’s hourly rate or charges. Applicable only if you have configured Classes. 
Class Hours Displays the timings for a class. Applicable only if you have configured Classes. 
Total Class Displays the total strength or number of students in a class. Applicable only if you have configured Classes. 
Deduction On Total Commission Displays the amount that is deducted on total commission the employee earned in the pay period.
Read: Set Up Commission Deductions for Invoices and Total Commissions
Service and Invoice Level Deductions Displays the amount that is deducted as service and invoice level deduction on commission the employee earned.
Read: Set Up Commission Deductions for Invoices and Total Commissions and Set Up Commission Deductions for Services

 

Cross-Check Your Data for Total Hours

You can cross-check your data for Total Hours of this report against the Working Hours column in the Attendance Details report. 

If the the Calculate Payroll Hours Based On setting for your center is set to Actual Check-in/Check-out, the Total Hours column in this report should be equal to the Working Hours column in the Attendance Details report for a given day. You can view the Attendance Details Report from Employee > Other Reports > Time > Attendance Details

Read: Employee Payroll Details Report

 

 
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