Xero is complicated, let’s be honest. I know that Xero tell you the software is beautiful and simple to use but in reality it’s accounting software and if accounting software was easy then everyone would have their BAS’s lodged on time and have no credit risk issues.
It also depends on what kind of past experience you’ve had with accounting and bookkeeping work, but there is a way to up-skill in Xero quickly.
I RECENTLY SPOKE WITH the owner of a hairdressing salon who’s been in business for over 18 years (at various different businesses). This woman has ALWAYS used a manual wages timesheet system.
Our team are exploring typical rosters and problems which occur in the payroll processing, and as such, we’re also exploring all the different ways that wages are managed.
The manual wage processing that this hairdressing salon owner uses is very similar to this timesheet tracking system from the late 1890’s and she seems to be quite efficient at it. When I explore the process she uses I can see why business owners would prefer not to spend the money, but if things got busy or tricky and staff numbers are high and hours varied, then a computerised system is definitely more “systemised”.
Computerised Time Sheet Software
I wrote recently about popular time-tracking apps for Xero (also QuickBooks Online) and how they help you manage the time that you spend on various work projects as a professional service provider (like website design, marketing and even bookkeeping) and in the next couple weeks we’re going to explore time sheet management software like Tsheets and Deputy. Not only are they good for scheduling your staff but they can help you keep track of when they sign on and sign off for work.
I was recently talking with someone who uses Deputy as an employee and they described the experience like signing in on a bundy clock! The particular person I spoke to didn’t enjoy the regimen of doing it but it makes perfect sense from the business owners perspective so they have a very tight record of time worked.
Announcement: MYOB Payroll Course recently beefed up
If you’re an existing EzyLearn student who is interested in learning more about the more advanced, more complex areas of Payroll you’ll be pleased to learn that we’ve created and implemented the Advanced Payroll Course (Level 2) into the MYOB AccountRight Payroll Course package.
Here are the topics included:
Set Up Timesheet Preferences
Edit an Existing Super Payroll Category
Create a New Super Payroll Category
Add a New Payroll Category
Edit Employment Classifications to Suit the Business
Create Casual & permanent Employee in MYOB
Enter Timesheets in MYOB
Process a Pay Run
Process Payroll with Personal Leave included
Create a New Deduction Payroll Category
View Employee Leave Accrued
Process Pay including Annual Leave
Run a Payroll Entitlements Report
Run a Payroll Journal Report
Produce a Balance Sheet
Record your Bank Details
Record Employee Bank Details
Process a Pay Run
Create an Electronic Payment File
Process Final Pay
Stay tuned for updates and additions of advanced MYOB, Xero and Quickbooks training content in the coming announcements.
Employer Recognised & Trusted Course
I was going through some enrolments from recent and past students with our marketing team and realised we’ve helped thousands of students from hundreds of different companies large and small, government, not-for-profit and industry organisations which help students retrain and up-skill if they are injured at work. That’s not to mention the thousands of students who do one of our courses to help them in their career advancement or to find a job.
One of the exercises in our Microsoft Excel Training Course shows you how to create your own staff roster, so we’re not going to do that here. Instead, we’re going point out the things you need to include in a staff roster.
Different employment types
If your business employs a combination of full time, part-time and casual staff, you’ll need to prioritise the full time first, then the part time staff, as by law, they’re guaranteed a certain number of hours each week — 38 hours for full time staff, fewer than 38 hours for part time staff.
Employee RDOs, leave
A rostered day off (RDO) is a day in a roster period that an employee doesn’t have to work and these can be paid or unpaid depending on individual agreements. Both full time and part time staff members will have annual and sick leave entitlements. Make sure you mark these up on your rosters. It’s not just easier to schedule the rest of your employees when you can see who’s working and who’s not working, but it’s also useful for the rest of your team to know this as well.
Depending on the modern award and the duration of the shift, certain staff members will be entitled to different kinds of breaks — two 15 minute breaks and one 30 minute lunch break, is common in retail, for example. Mark these break times up in your staff roster, so the staff member can see when they’re due for breaks.
Leave a column on your roster, so each employee can sign off at the end of each week to confirm they worked their rostered shifts. This is important, particularly if any of your employees ever claim a discrepancy in their pays due to shift changes, etc.
At EzyLearn we are constantly refreshing the content of our online training courses. Where possible, we draw on real-life case studies as examples, to help you learn, and apply your skills, in a relevant way that makes sense. Visit our Micro Courses page to learn more.
Scheduling for Rostered Staff Can Be Easy — and Free
SHIFT WORK TYPICALLY EXISTS in businesses that operate outside of regular business hours — on weekends, the wee hours of the morning, late at night — and to be fair to all of the business’ employees, the shifts are rotated. Other times, as in the case of home care nurses, it’s because the employee has to visit a different patient each day of the week.
As such, it’s necessary for these businesses the provide staff members with a roster each week, fortnight or month. Although there are lots of roster programs available, we’re going to look at 3 great ways you can create staff rosters for free.
1. Use Microsoft Excel
One of the exercises in our Microsoft Excel training courses is to create your own staff roster, because once you understand how to change the margins and set up a worksheet correctly, Excel is still one of the most common programs to create a roster in. Most businesses ensure a new roster is available at the premises on the same day each week, fortnight or month, with at least a week’s notice so each employee has time to check their shifts when they’re at work. Other times, they’re printed and emailed to staff, again with at least a week’s notice.
2. Google Sheets
Once you’ve had Microsoft Excel training, you’ll find little difference between Excel and Google Sheets, as the former was so efficient that not even Google could find a way to improve its offering (ditto for Google Docs). Once your roster has been created in Google Sheets you can likewise print it out, email it or, if your staff have Google accounts, share it with them.
3. Google Calendar
This only works if your staff are all using the same domain — i.e., they have a company email address — but if you open up Google calendar, you can start scheduling events as shifts. This may be suitable for call centres or businesses whose employees work in their office, both of which only have a handful of employees and a few shifts to cover. Scheduling lots of staff members across lots of different shifts this way can be tedious.