How to Use Fixed Costs

• Log into Fourth's People and Payroll solution, and from the dropdown menu select the ‘Rota’ module.

 

FIG 1  Select HR Module

 

• To set up using fixed costs select ‘Global Settings’ (this is an administrative setting and high access is required).

 

FIG 2  Global Settings

 

• To check / switch on fixed costs select ‘Edit’ in the rotas settings:

 

FIG 3 Edit Rota Settings

 

• Tick the ‘Rename Fixed Costs in Rotas’, and enter a short name for what they are being used for e.g. Cleaning Costs or Entertainment.

 

FIG 4 Edit Default rota settings

 

• Then set up fixed cost areas, again under ‘Administration’ – ‘Fixed Cost Area’.

 

FIG 5 Fixed Cost Area under 'Administration'

 

• To create areas click on the link in the top right hand side.

 

FIG 6 Create Weekly Fixed Costs Area

 

• Create as many areas as required, for fixed cost entry.

 

FIG 7 Weekly Fixed Costs Areas

 

• Once this has been set up, enter ‘Administration’, ‘Configure Locations’.

 

FIG 8 Configure Locations

 

• Scroll down to the ‘Edit Factor X and Fixed Costs’ area.

 

FIG 9 Edit Factor x and Fixed Costs

 

• Tick the option ‘Use Fixed Costs Settings’.

 

FIG 10 Use Fixed Costs Settings

 

• This will open up more options. First enter the % split across the week (which days these costs need to appear on), then enter the % split for the divisions that the cost will affect. Both areas have to equal 100.

 

FIG 11 % split

 

• Then enter the amount in £ for the fixed costs across the week by clicking the 'edit' button.
• This will bring up the ‘Fixed Cost Areas’ previously set up.

 

FIG 12a Fixed Cost Area

 

FIG 12 click 'save'

 

• The fixed cost can be edited from the rota on a weekly basis if necessary, meaning that managers / supervisors that do not have administration rights can update costs where necessary.
• By Selecting the button which was renamed in global settings ‘Edit Bonus’:

 

FIG 13 Edit Fixed Cost

 

• This will bring up the ‘Fixed Cost Areas’ previously set up with the costs that have been configured, amend where necessary for that week.

 

FIG 14  Fixed Cost Area

 

• And ‘Save’.

 

FIG 15 Click 'Save'

 

• Fixed Cost will show as an additional line on the analysis page, also accessible from the rota link.