Rutba Office
Download

Data Files samples / HR, payroll and timesheets

Wrenmoor Garden Centre

Staff, contracts, holidays, absence, timesheets, pay runs and payslips for a business with employees.

Download 247 KB17 tables, 19 queries, 10 reports, 5 print templates and 11,295 invented records, dated back from 2026-10-22.

The everyday tasks of Wrenmoor Garden Centre, a step at a time. Each step names the table, form, query, report or print template to open. Inside the database, the Start Here report holds the same steps. Every table has a form of the same name under Forms.

1. Take on a new starter

  1. Open the Employees form and press New. Type the Employee No (the next number after the last one), their names, Job Title, Department and Manager, and the Start Date.
  2. Fill in Pay Type, Hourly Rate or Annual Salary, Hours per Week, Days per Week, Pay Frequency, Holiday Days and Notice Weeks, then their address, phone, bank details and emergency contact.
  3. Open the Pay Changes form and press New: choose the person, set Effective From to the start date and Reason to Joined, and copy in the job, pay and hours.
  4. Open the Documents Held form and add an Employment contract, a Right to work check and a Starter form for the person, each with its Issued On. Type Completed On as each comes back.
  5. Open the Holiday Allowances form and add their allowance for this year: the Reference, Holiday Year, Year Starts, Year Ends, their Days per Week, and the Allowance for the part of the year left.
  6. Open the print template Employment contract summary from Print templates, choose the person, and press Print or Save as PDF. Two copies: one to sign and keep.

2. Ask for holiday and decide it

  1. Open the Absences form and press New. Choose the Employee, set Kind to Holiday, choose their Allowance for the year, and type Starts, Ends, the working Days and Requested On. Status stays Requested.
  2. Open the print template Leave request, choose the request, and print it for the person to sign if you keep paper forms.
  3. The manager opens the query Leave requests to decide, and for each request sets Status to Approved or Declined on the Absences form, with Decided By and Decided On.
  4. For an approved holiday, open the person's record on the Holiday Allowances form and add the Days to Days Booked.
  5. Open the query Holidays left, or print the report Holiday balances, to see what everyone has left.

3. Record sickness and see who is off

  1. When someone calls in sick, open the Absences form and press New. Choose the Employee, set Kind to Sickness and Status to Recorded, and type Starts, Ends (the day before they expect to be back), Days and a short general Reason.
  2. Set Decided By to the manager who took the call and Decided On to today. Leave Paid ticked if the days are paid.
  3. Each morning open the query Who is off, next 7 days to see who is away and plan cover.
  4. Once a quarter print the report Absence report to see each person's days away in the last 12 months.

4. Fill in and approve the week's timesheets

  1. Open the Timesheets form and press New. Type the Number, choose the Employee, and type the Week Commencing (a Monday) and their Contract Hours. Status stays Submitted.
  2. In the Timesheet Lines below, add a line for each day worked: Date, Day, Start, End, Break Minutes and Hours.
  3. Add up the week's hours into Total Hours. Hours above Contract Hours are overtime: type them in Overtime Hours, and on the lines in Overtime from the day the week went over.
  4. Open the print template Timesheet, choose the timesheet, print it and have it signed.
  5. The manager opens the query Timesheets to approve and, for each one, sets Status to Approved with Approved By and Approved On.

5. Run the month's pay

  1. Open the Pay Runs form and press New: Number (PAY-2026-M10), Pay Year, Frequency Monthly, the month in Period, its first and last days in Period Starts and Period Ends, Pay Date (its last working day) and Status Open.
  2. For each salaried person, open the Payslips form and press New: choose the Pay Run and the Employee, give it the next Number, and add a Payslip Lines line for Basic pay of their Annual Salary divided by 12 (a share of it for someone who joined or left during the month).
  3. For each person paid by the hour, add a payslip with Hours From and Hours To set to the weeks that ended last month. Add up their approved timesheets: a Basic pay line for the hours within contract at their Hourly Rate, and an Overtime line for the overtime hours at one and a half times it.
  4. Add Holiday pay, Sick pay and Paid leave lines for the paid days on the Absences form in those weeks: the days times their usual hours a day, at their rate.
  5. Open the query Deduction rates in use. For each Employee rate add a Deduction line: the gross less a twelfth of the yearly Threshold, times the Percent; or a twelfth of the Fixed Amount. The Employer rates, worked out the same way, go in Employer Costs.
  6. Type Gross, Deductions and Net (gross less deductions), and the year-to-date figures: the person's last payslip this pay year plus this one. Set Pay Run on each timesheet you paid.
  7. Open the print template Payslip, choose the payslips of the run, and print them or save them as PDF. Pay the net amounts and set the run's Status to Paid.

6. Check the payroll and its cost

  1. Open the query Pay run totals to check the run you have just made against the payments from your bank.
  2. Print the report Monthly payroll cost to see what each department cost this month, with the employer costs on top of pay.
  3. Print the report Overtime last month to see where overtime is building up, and the query Hours and overtime by month for the busy seasons.
  4. Open the query Pay to date for each person's gross, deductions and net so far this pay year.

7. Close the year

  1. After the last pay run of the year, open the query Pay to date by item and note each person's totals for the year.
  2. Open the Annual Summaries form and press New for each person: Number, Pay Year, Employee, Issued On, Payslip Count, Gross Pay, Deductions, Net Pay and Employer Costs, then an Annual Summary Lines line for each item.
  3. Open the print template Annual pay summary, choose the summaries, and print them for each person.
  4. Open the Pay Years form and add next year. Open the Holiday Allowances form and add each person's allowance for the new year, with up to five unused days in Carried Over.
  5. If a rate changes, open the Deduction Rates form, type Applies To on the old record and add a new one with its Applies From.

8. Give a pay rise, or see someone leave

  1. For a pay rise, promotion or change of hours, open the Pay Changes form, press New, and type the new terms with Effective From and a Reason. Then change the same fields on the person's Employees record.
  2. Add a Contract change letter on the Documents Held form, and print the Employment contract summary again for them to sign.
  3. When someone leaves, type the Leave Date and Leaving Reason on their Employees record, and cut their Allowance on the Holiday Allowances form to the part of the year they worked.
  4. On their last payslip add a Holiday pay, untaken days line for the days they had left. Their Annual pay summary is made with everyone else's at the year end.

Next: Tables, fields and relationships

One family

The rest of Rutba

One account across all of it. Sign in once and the products know each other.

Rutba

rutba.io

CRM, accounting, inventory, POS and payroll on one account.

Rutba Sign

sign.rutba.io

Send a document for signature. Verification is free, forever.

Rutba Relay

relay.rutba.io

One API to publish a post to many social platforms, with every delivery reported.

Rutba Partners

partners.rutba.io

Resell, implement and build on the platform.

OFFICE-SAMPLES-DETAIL · f7e1198