Canteen credits report
Use the Canteen Credits report to see who was awarded canteen credits, how many they used, and how much they paid in cash on top. It is the record you reconcile with your canteen operator, and the place to check when an employee says their meal credit was missing.
Where: Attendance › Tools & Reports › Canteen Credits, under Leave & credits
You need: the Attendance Manager right. You see only the people your access covers. To open the canteen settings from the report you also need Attendance Settings.
How canteen credits work
Credits are set up in Settings › Canteen Settings. See Canteen settings. Each award rule gives a number of credits to the people in chosen profile groups, in one of two modes:
| Mode | When credits are awarded | How long they can be used |
|---|---|---|
| On attendance | A set time into an event the employee has checked in to, 2 hours by default | While they are still checked in to that event |
| Fixed time | At a set time of day on chosen weekdays, to people with a working event in progress then, or starting soon after | Until they expire, 24 hours by default |
Employees use credits at a canteen tablet, which records what they used and any cash overage.
How to run the canteen credits report
- Go to Attendance › Tools & Reports and open Canteen Credits. It opens on the last 7 days.
- Set the date range. It filters on the date of the event the credits were awarded for.
- Use Search to find a person, or select Filters to narrow by Department, Position, Branch or Profile Groups.
- Select a column header to sort.
- Select Export for an Excel file.
To change how credits are awarded, select the settings icon beside Export. It opens Canteen Settings.
What each column shows
There is one row per award.
| Column | What it shows |
|---|---|
| Employee Name | Who was awarded the credits |
| Date | The date of the event the award was for. Hover to see when it was Issued |
| Mode | On attendance or Fixed time. Hover a fixed-time award to see when it Expires |
| Credit Awarded | Credits given |
| Credit Consumed | Credits used |
| Cash Overages | Cash the employee paid on top of their credits |
What the export contains
The Excel file has two sheets:
- Summary: credits awarded, credits consumed and cash overages totalled per cost centre. Use it to charge canteen costs to the right cost centre.
- Report: one row per award, with Employee ID, Full Name, Position, Branch, Department, Cost Center, Date, Credits Awarded, Credits Consumed and Cash Overages.
What Happens Next
The report only reads data. Nothing changes when you open or export it.
Canteen credits do not change pay by themselves. If you deduct cash overages or charge credits back, that is done in payroll.
Canteen Settings can also send a canteen usage email, daily or weekly, to a profile group. It flags credits used without a valid attendance record that day, or outside the person's scheduled shift.
Tips
- Reconcile from the export's Summary sheet. It gives the totals per cost centre your operator's invoice should match.
- Check awarded against consumed. Many unused credits suggest the award rule reaches people who do not use the canteen.
- Look at Cash Overages for one person over a month if they say their credits ran out. A rising overage means the credit no longer covers a meal.
- An "On attendance" credit is lost at check-out. Tell staff to use it before they leave.
Troubleshooting / FAQ
Q: An employee says they did not get their credit. Search for them on the day. No row means no award: they may not be in an award rule's profile group, may not have checked in, or, for an on-attendance award, may not have been checked in long enough.
Q: They have a credit but the canteen tablet would not let them use it. An on-attendance credit can only be used while they are still checked in. A fixed-time credit can only be used before it expires.
Q: I cannot see the settings icon. You need the Attendance Settings right.