Setup and Users Guide

Transcription

PayClock Pro
Time and Attendance Software
Version 4
Setup and Users
Guide
Important Notice
Please carefully read the PayClock Pro Version 4 Installation Guide before inserting this CD and
beginning the upgrade process. The newest version of PayClock Pro may require upgrades to your
computer and/or your time collection terminal(s). Do not install this software until you verify that
your current hardware meets the latest system requirements.
Do not install this version of PayClock Version 4 if you are using Lathem PC3500TX terminals
with firmware prior to version 177G. These terminals will require a firmware upgrade prior to
installing PayClock Version 4.
Certain custom programs and interfaces may not work with the newest version of PayClock Pro
Version 4. If your company has purchased any custom programs or interfaces designed to work
with the PayClock system, please contact the provider of these programs for assistance with using
these programs with PayClock Pro Version 4.
If you have a custom interface to an accounting / payroll application or a custom report provided
by Lathem, please contact us before installing PayClock Pro V4 to discuss upgrading this
application. Additional fees may apply to update your custom programs or interfaces.
Before beginning the upgrade process, be sure to backup your PayClock database and any other
important information on the computer and network. The PayClock Pro Version 4 installation
process will attempt to uninstall your prior version of PayClock before installing version 4. The
CD for your current (old) version of PayClock and your data backup may be your only method for
restoring your system in the event of an installation failure.
System Requirements
Minimum Requirements:
•
A PC with a 300mhz Pentium processor or better
•
128 Mbytes of RAM
•
Hard disk with at least 200 Mbytes of free space
•
256 Color 800x600 or higher resolution display
•
Mouse or other pointing device
•
An available 9 or 25 pin serial communication port, or modem depending on the specific
installation, Network Adaptor configured for TCP/IP
•
Internet Explorer 5.0 or Higher
•
4x CD-ROM or better
•
Microsoft Windows 2000 or XP (Pro or Home)
Recommended Requirements:
•
A PC with a 900mhz Pentium processor or better
•
256 Mbytes of RAM
•
Hard disk with 500 Mbytes of free space
•
A dedicated server is recommended for multi-user systems
•
Hi-Speed Internet Connection (for Online Features/Services)
Important Note about Firewall Software!
If you are using firewall software, you may need to unblock or allow access to a number of
PayClock application files. The PayClock installation automatically exposes the typical
application (*.exe) files if you are using the Windows XP Service Pack 2 built in firewall. Note:
When we configure PayClock in the Windows XP Service Pack 2 built in firewall, we do not
open specific ports. Instead we expose the application (*.exe) file. This insures that the
necessary available ports will be open when needed.
Here is a list of the applications and their corresponding application executables:
Main Application Files
BADGEX.EXE
BELL.EXE
BT32SMGR.EXE
BTENG32M.EXE
DIALIN.EXE
DBMGR.EXE
EMPREPORTS.EXE
EXPORT32.EXE
IMPORT.EXE
LICMGR32.EXE
LRSEDIT.EXE
MAPDB.EXE
MERGE.EXE
MSGCHECK.EXE
PCCLICK.EXE
PCIHSV.EXE
PCSCMGR.EXE
RBEDIT.EXE
REGISTER32.EXE
RENY.EXE
RENYRUN.EXE
REPWRITE.EXE
SETDST.EXE
TERMMGR.EXE
Badge Excluder Utility
Bell Ringing Setup Wizard
Database Service**
Database Manager**
Dial In Manager Wizard
Database Manager User Interface**
Employee Reports Setup Utility**
Export Engine**
Data Import Utility
Licence Manager**
Langage Editer Utility
Database Connection Object Utility**
File Merging Utility
Message checker**
PC Click User Interface**
Interactive Help**
Server Manager User Interface**
Raw Registration Editor**
Registration Wizard**
Startup Manager**
PayClock Base Module**
Report Manager Interface**
Custom Daylight Savings Setup Utility
Terminal Manager**
Export Application Files
The following files are used with the payroll exports. Depending on your needs, you may not use them.
ADP.EXE
CMPLET.EXE
DYNACM.EXE
FORTUNE.EXE
PAYCLOCKQBEVENT.EXE
PAYWORK.EXE
PCPWNWIZ.EXE
PREVWPRO.EXE
PROGRESS.EXE
PROWIZ.EXE
QB02SYNC.EXE
QB03EXP.EXE
QB03SYNC.EXE
QB03WIZ.EXE
QBEXPORT.EXE
QBSETUP.EXE
RAPIDPAY.EXE
SIMPLY.EXE
ADP PC/Payroll Wizard
Intuit Complete Payroll Wizard
Dynacom Accounting Payroll Wizard
Fortune 1000 Payroll Wizard
Utility to add custom menu items in QuickBooks 2004 or Later
PayWork Payroll Wizard
Paychex Paylink for Windows Payroll Wizard
Preview by Paychex Payroll Wizard
Progressive Payroll Wizard
Payroll 1 Wizard
QuickBooks 2002 Integration**
QuickBooks 2003 or Later Payroll Export
QuickBooks 2003 or Later Integration**
QuickBooks 2003 or Later setup wizard**
QuickBooks Payroll Export
QuickBooks setup wizard**
Rapid Payroll Wizard
Simply Accounting Payroll Wizard
**Automatically exposed for the Windows XP Service Pack 2 built in firewall.
PayClock, Lathem and the Lathem logo are registered trademarks of Lathem Time Corporation.
MS-DOS and Windows are registered trademarks of Microsoft Corporation. Other product names
mentioned in this manual may be trademarks of their respective companies and are hereby
acknowledged.
The Software described in this document is furnished under a license agreement, and may be used
or copied only in accordance with the terms of that agreement. It is against the law to copy the
software on any medium except as specifically allowed in the license agreement. This manual is a
confidential proprietary document solely for the use of Lathem customers. Information in this
document is subject to change without notice and does not represent a commitment on the part of
Lathem Time Corporation. No part of this manual may be reproduced or transmitted in any form
or by any means, electronic or mechanical, including photocopying and recording, for any
purpose, without the express written permission of Lathem.
Copyright © 2001-2006 Lathem Time Corporation. All rights reserved.
Lathem Time Corporation
200 Selig Drive, SW
Atlanta, Georgia USA 30336
www.lathem.com
Revised 02-02-2006
Document Number: USG0010L
Table of Contents
Installing PayClock Pro Version 4 .................................................................................. 1
Full Install (Required) .................................................................................................................2
Client Installation in a Multi-User System (Optional) ................................................................3
PC Click Installation ....................................................................................................................4
Frequently Asked Upgrade Questions..........................................................................................5
What is PayClock Pro....................................................................................................... 8
Getting Help .................................................................................................................................8
Using Online Documentation .......................................................................................................8
Contacting Your Dealer................................................................................................................9
Conventions ..................................................................................................................................9
Welcome to PayClock ..................................................................................................... 10
Log In .........................................................................................................................................10
PayClock Features......................................................................................................................11
Feature Selection Wizard ...........................................................................................................12
System Overview.................................................................................................... 14
System - General Tab...............................................................................................................14
Setup Company Information................................................................................................................. 14
System - Terminal Tab.............................................................................................................14
System - Preferences Tab.........................................................................................................16
Setup Preferences.................................................................................................................................. 17
To edit a pay code ............................................................................................................................. 17
To create a new pay code.................................................................................................................. 18
To set pay code adjusters .................................................................................................................. 20
To set holiday schedules ................................................................................................................... 21
To set date and time display.............................................................................................................. 22
To set non-work time defaults........................................................................................................... 22
To turn off Undo messages ............................................................................................................... 22
System - Payroll Export Tab ...................................................................................................24
Setup Exports........................................................................................................................................ 24
To run an export wizard .................................................................................................................... 24
To run a payroll export...................................................................................................................... 24
To run an ASCII export .................................................................................................................... 25
System - Groups Tab................................................................................................................25
Name and Assign Group Levels ........................................................................................................... 26
Setup Groups......................................................................................................................................... 31
To create a Level 2 or 3 group .......................................................................................................... 31
To create a Level 1 group (or department)........................................................................................ 32
To edit a group .................................................................................................................................. 34
To delete a group .............................................................................................................................. 34
Pay Class Overview ............................................................................................... 35
Pay Class - General Tab ..........................................................................................................35
Setup Pay Class Information................................................................................................................. 35
Pay Class - Overtime Tab ........................................................................................................36
Setup Overtime ..................................................................................................................................... 37
Pay Class - Advanced Tab .......................................................................................................38
Setup Advanced Pay Class Features ..................................................................................................... 39
Pay Class – Consecutive Day Tab ...........................................................................................40
Setup Consecutive Day Overtime ......................................................................................................... 41
Pay Class – Premium Time Tab..............................................................................................42
Setup Premium Time ........................................................................................................................... 42
Schedules Overview ............................................................................................. 46
Schedules - General IN / OUT Tab .........................................................................................46
Setting up the Schedules General - In/Out Tab..................................................................................... 46
Schedules – General Revisions Tab ........................................................................................49
Setting up the Schedules General - Revision Tab ................................................................................. 49
Schedules - General Tab/Rounding ........................................................................................50
Setup General Rounding ....................................................................................................................... 50
Schedules - General Tab/Misc.................................................................................................51
Apply this Schedule to Previous Day.................................................................................................... 51
Setup Guaranteed Time......................................................................................................................... 52
Setup Pay Code Overrides .................................................................................................................... 53
Setup Premium Time Zone Overrides................................................................................................... 53
Setup the Premium Majority Worked Hours Rule Option .................................................................... 55
Setup Options for Schedules that Cross Midnight ................................................................................ 56
Schedules - Break & Meal Rules Tab .....................................................................................57
Setup Breaks & Meals .......................................................................................................................... 59
To create a floating punched break ................................................................................................... 59
To create a fixed punched break ....................................................................................................... 60
To create an Auto-Deduct ................................................................................................................. 61
To create a break that is both Punched and Auto-Deduct ................................................................. 62
To create a punched paid break that adds time back if the break is not taken................................... 62
To create an Auto-Add...................................................................................................................... 63
To assign a break to a schedule......................................................................................................... 63
Schedules - Rounding Rules Tab ............................................................................................64
Setup Rounding Rules........................................................................................................................... 64
Employees Overview ............................................................................................. 66
Employees – General Tab........................................................................................................ 66
Setup an Employee ............................................................................................................................... 67
To add an employee .......................................................................................................................... 67
To edit an employee.......................................................................................................................... 68
To delete an employee ...................................................................................................................... 69
Employees – Schedules Tab.....................................................................................................69
Assign Schedules .................................................................................................................................. 72
When you did not set punched breaks and/or auto-deductions at the Pay Class icon ....................... 74
To assign a rotating schedule to an employee................................................................................... 75
To assign schedules that do not rotate but change from week to week for an employee .................. 76
To override a schedule rules start and end time ................................................................................ 76
To create a rotating schedule rules template ..................................................................................... 77
To use schedule locking for this employee ....................................................................................... 77
Employees - Benefit Time Tab ................................................................................................78
Setup Benefit Time ............................................................................................................................... 78
Employees – Assignments Tab ................................................................................................79
Setup Employee Assignments............................................................................................................... 79
Employees – Personal Tab....................................................................................................... 80
Setup Personal Information................................................................................................................... 80
Employees – Messages Tab......................................................................................................80
Create and Send Messages.................................................................................................................... 80
Employees – Terminal Tab......................................................................................................81
Assign Employee to the terminal(s)...................................................................................................... 81
Remove an Employees Assignment from the terminal(s)..................................................................... 81
To Update the Terminal(s) with the Employees Assignment ............................................................... 82
Poll Overview ........................................................................................................ 83
Polling the Clock................................................................................................................................... 83
Timecard Overview ............................................................................................... 84
Using the Schedule Bar ............................................................................................................85
To add a punch.................................................................................................................................. 86
To edit a punch.................................................................................................................................. 86
To adjust an employees maximum work day length by day in the timecard .................................... 86
To adjust an employees work schedule end time by day in the timecard ......................................... 86
To force a punch to start the next day ............................................................................................... 87
To Undo forcing a punch to start the next day .................................................................................. 87
To delete a punch .............................................................................................................................. 87
To undelete a punch .......................................................................................................................... 87
Using the Timecard Table .......................................................................................................88
To add a punch.................................................................................................................................. 88
To delete a punch .............................................................................................................................. 88
To edit a punch.................................................................................................................................. 88
To insert a text note........................................................................................................................... 89
To customize the timecard table ....................................................................................................... 89
To delete a column............................................................................................................................ 89
To resize columns ............................................................................................................................. 90
To change colors in the table ............................................................................................................ 90
Using the Timecard Menu .......................................................................................................91
File Menu.............................................................................................................................................. 91
Edit Menu ............................................................................................................................................. 91
View Menu ........................................................................................................................................... 93
Insert Menu ........................................................................................................................................... 97
Exceptions ...............................................................................................................................102
Exception Definitions ......................................................................................................................... 102
Global Overview ................................................................................................. 104
Global - Registrations Tab..................................................................................................... 104
Add a Global Punch ............................................................................................................................ 104
Global - Schedules Tab ..........................................................................................................105
Assign Schedules Globally ................................................................................................................. 105
Global - Non-Work Time Tab...............................................................................................106
Add Global Non-Work Time .............................................................................................................. 107
Global - Settings Tab..............................................................................................................107
Assign Global Settings........................................................................................................................ 108
Global - Purge Tab .................................................................................................................109
Purge Punches..................................................................................................................................... 109
Report Manager Overview ................................................................................. 111
Menu and Button Bar ...........................................................................................................112
Menu and Button Bar ...........................................................................................................112
Running Reports ...................................................................................................................115
Selecting a Report.................................................................................................................115
Selecting the Time Period.....................................................................................................116
Selecting Employees to Include............................................................................................116
Viewing the Report...............................................................................................................117
Using the Reports Toolbar....................................................................................................118
Printing a Report...................................................................................................................119
Saving a Report ....................................................................................................................120
Exporting Report Data..........................................................................................................121
Emailing a Report.................................................................................................................122
Designing a Custom Report..................................................................................................123
Employees Logging In and Viewing Reports.......................................................................131
Report Definitions ................................................................................................................132
Export Overview ................................................................................................. 137
Close Overview ................................................................................................... 138
Confirm Close .........................................................................................................................138
Re-Open the last closed pay period.......................................................................................138
Database Manager Overview ...................................................................................... 140
User Icon ................................................................................................................................140
User Information................................................................................................................................. 141
Adding, Editing and Deleting User Accounts..................................................................................... 142
What is an Access Profile .................................................................................................................... 148
Adding, Editing and Deleting Access Profiles..................................................................................... 148
Backup Icon ...........................................................................................................................154
Backup a Database.............................................................................................................................. 154
Archive Data ....................................................................................................................................... 155
Restore a Database.............................................................................................................................. 156
Locking Icon ..........................................................................................................................156
PC Click Overview .............................................................................................. 158
Installing the PC Click Client................................................................................................158
Assigning your Employees to PC Click ...............................................................................159
Using PC Click .......................................................................................................................159
How to Punch In or Out ...................................................................................................................... 159
How to Transfer Departments............................................................................................................. 159
How to View the Summary Information............................................................................................. 160
What do these PC Click ........................................................................................................160
Glossary ......................................................................................................................... 161
Terminal Manager Overview .............................................................................. 181
Getting Around in Terminal Manager .................................................................................182
Open Terminal Manager ..................................................................................................................... 182
The Terminal Manager Main Screen .................................................................................................. 182
Terminal Manager Menu .................................................................................................................... 184
The Terminal Manager Tree ............................................................................................................... 186
Using Terminal Manager ......................................................................................................186
Connections Defined........................................................................................................................... 186
RS-232 Connections ....................................................................................................................... 187
RS-485 Connections ....................................................................................................................... 187
Modem Connections ....................................................................................................................... 188
TCP/IP Network Connections......................................................................................................... 188
Make Connections in Terminal Manager............................................................................................ 188
Add a Terminal to an RS-485 Network .............................................................................................. 189
Adding TCP/IP Network Connections................................................................................................ 189
Remove Connections .......................................................................................................................... 192
Set System Properties.............................................................................................................192
System Properties – General Tab........................................................................................................ 193
System Properties – Host Tab............................................................................................................. 193
System Properties – Dial-Out Tab ...................................................................................................... 197
System Properties – Dial-In Tab ......................................................................................................... 198
System Properties – Modem Tab ........................................................................................................ 199
System Properties – Log File Tab....................................................................................................... 200
System Properties – Time/Date Tab ................................................................................................... 200
System Properties – Patch Tab............................................................................................................ 201
Set Terminal Properties.........................................................................................................202
Terminal Properties – General Tab ..................................................................................................... 202
Terminal Properties – Connection Tab ............................................................................................... 203
Terminal Properties – Port Settings Tab ............................................................................................. 204
Terminal Properties – Time/Date Tab................................................................................................. 205
Terminal Properties – Recovery Tab .................................................................................................. 205
Terminal Properties – Advanced Tab ................................................................................................. 206
Terminal Properties – Patch Tab (PC400 Only) ................................................................................. 208
Terminal Properties – Options Tab (PC400 series)............................................................................. 209
Set Converter Properties .......................................................................................................210
Converter Properties – General Tab.................................................................................................... 210
Converter Properties – Connection Tab.............................................................................................. 211
Converter Properties – Port Settings Tab............................................................................................ 211
Set TCP/IP Network Connection Properties .......................................................................212
TCP/IP Terminal Properties (PC400TX and PC3500TX) - General Tab ........................................... 213
TCP/IP Terminal Properties - Time / Date Tab .................................................................................. 214
TCP/IP Terminal Properties - Recovery Tab ...................................................................................... 214
TCP/IP Terminal Properties - Advanced Tab ..................................................................................... 215
Terminal Port Settings (Hardware)......................................................................................217
Set Polling Schedules..............................................................................................................218
Polling Schedules – General Tab ........................................................................................................ 218
Polling Schedules – Times Tab........................................................................................................... 220
Polling Schedules – Days of Week Tab .............................................................................................. 220
Employee and Terminal Assignments ..................................................................................221
Assign an Employee to a Terminal ..................................................................................................... 221
View Employee and Terminal Assignments....................................................................................... 222
Remove an Employee Assignment ..................................................................................................... 223
Dial-In Wizard (PC400 and PC2000 w/modem Only) ........................................................223
Get Around in the Dial-In Manager Wizard ....................................................................................... 223
Local Modem Setup............................................................................................................................ 224
Global Schedule Setup........................................................................................................................ 224
Specific Schedule Setup...................................................................................................................... 225
Dial In To Terminal Manager ............................................................................................................. 226
Auto Poll Manager Overview ..................................................................................... 228
Open Auto Poll .......................................................................................................................228
Options in Auto Poll ........................................................................................................................... 228
License Manager Overview ................................................................................. 229
Feature Wizard.......................................................................................................................229
Select Features .................................................................................................................................... 229
Purchase Software............................................................................................................................... 232
Enable Features .................................................................................................................................. 233
Recovery .................................................................................................................................233
Troubleshooting ............................................................................................................ 234
Hardware ................................................................................................................................234
Software...................................................................................................................................235
Appendix A – Import Utility ....................................................................................... 239
Appendix B – Merge Exports Utility .......................................................................... 242
Appendix C – Terminal and Transfer Validation Table........................................... 245
PayClock Pro Installation and Setup Guide
CHAPTER 1
Installing PayClock Pro Version 4
With Lathem’s new client/server design of PayClock Pro, you will be able to access the software
across your local area network with little or no setup or configuration. The system now supports
up to 3 concurrent users by default.
The concurrent user licenses allow multiple users to log in and use the PayClock software from
different computers on your network. Additional concurrent user licenses available are 6, 9, 12 or
24. You will need to purchase additional concurrent user licenses if you have more than 3
individuals that will need to log in and use the software at the same time.
Example - If you have 4 individuals that will need to log in to the PayClock software at the same
time requires that you purchase a 6 concurrent user license. If they will not be logged in at the
same time, you can continue to use the default 3 concurrent user license. Note: The concurrent
user licenses are determined by the features you have selected in License Manager.
The PayClock Pro CD-ROM contains the full install as well as the client installs. The Full and
Client installations are described below.
PayClock Pro Base System (Full) Install
The Full Install loads the client and server application as well as your database. The Full Install is
required for all scenarios and should be completed on only one computer on your network.
PayClock Pro Additional User (Client) Install
The Client Install is optional and should only be used for multiple users or when you wish to access the
PayClock Pro software from a different computer on your network from the one on which you
completed the Full Install. The PayClock Full Install must be completed prior to running the Client
Install on any additional computers.
PC Click Client Install (Optional – Extra Cost)
PC Click allows an employee or group of employees to punch at their computers. PC Click will be
installed on each computer requiring an employee to use the software. The PayClock Full Install must
be installed prior to installing PC Click. Contact your Lathem Dealer or Lathem to purchase PC Click.
1
Step #1: Full Install (Required)
Follow Step #1 for either of these scenarios:
•
You want PayClock to only run on one computer
-orYou want to install the Server in a Multi-User system
•
Important message if you are upgrading from an older version of PayClock! Only upgrades from
PayClock version 3.X are supported. PayClock version 2.X cannot be upgraded. If you are installing
Version 4 PayClock into the same folder as the old version, you will be prompted to uninstall the older
version of PayClock before installing the new version. The message that displays has three buttons, Yes,
No, and Cancel. To automatically uninstall the old version and then install Version 4 select Yes. If you
select No or Cancel the installation will be stopped, leaving the old version in tact.

Run the PayClock Setup Program
y
Go to the computer where you want to install PayClock.
y
Insert the PayClock CD-ROM in the CD-ROM drive.
y
The Setup program should run automatically. If not, follow the steps below.
y
y

Click Start | Run from the Windows task bar.
At the command line, type D:\Launch.exe where D: is the letter of the drive for your
CD-ROM.
y Click OK.
Follow the Setup Steps
y
From the main window click on Full Install.
y
At the Welcome screen, click Next.
y
At the Destination Location, choose a folder in which to install PayClock, then click Next.
If you are upgrading from an older version of PayClock you should install PayClock Version 4 into the
same folder as the old version. When prompted you should select Yes to automatically uninstall the old
version and then install Version 4. If you select No or Cancel the installation will be stopped.
y
At the Start Installation screen, click Next.
Important Note: A window will display asking you to select the network adapter (NIC) you wish to use if
your computer has more than one network adapter (NIC) installed.
y
Once Setup copies the files to your computer, click Finish.
2

Open PayClock Pro
y
After installing, you can run PayClock by clicking its icon.
y
When PayClock first opens, the Log In window appears waiting for you to enter your password.
The default password is “lathem”. You should change it to a unique password by clicking the
Change button.
PayClock Pro Product Registration
y
Using the Lathem Product Registration Wizard, register PayClock Pro via the Internet or phone.
y
You must register with 30 days of when you install the software. Registration ensures that you
receive product update information, and other benefits. The process takes only a few minutes to
complete.
Note: The PayClock Pro software will be disabled if you don’t register within 30 days.

Purchase Features
y
If you want to purchase or demo any extra PayClock features, run License Manager by clicking its
icon, which you can find in the PayClock program folder.
y
Click the Feature Wizard button.
y
Follow the steps in the Feature Wizard. If you need help on a screen, click the Help button.
Note: You can not purchase or demo any extra PayClock features until you complete the
registration process.
See the Important Note about Firewall Software at the beginning of this manual!
Step #2 Client Installation in a Multi-User System (Optional)
Follow Step #2 instructions when you want to run PayClock on more than 1 computer
including only one user where the user workstation is different from the database
server.
IMPORTANT: The PayClock Full Install (Server/Database) MUST be installed
before installing the Client software. See Step 1.
Important message if you are upgrading from an older version of PayClock! Only upgrades from
PayClock version 3.X are supported. PayClock version 2.X cannot be upgraded. If you are installing
Version 4 PayClock into the same folder as the old version, you will be prompted to uninstall the older
version of PayClock before installing the new version. The message that displays has three buttons, Yes,
No, and Cancel. To automatically uninstall the old version and then install Version 4 select Yes. If you
select No or Cancel the installation will be stopped, leaving the old version in tact.
3
Run the PayClock Client Setup Program
y
Go to the computer where you want to install the PayClock Client.
y
Insert the PayClock CD-ROM in the CD-ROM drive.
y
The Setup program should run automatically. If not, follow the steps below.
y
y
Click Start | Run from the Windows task bar.
At the command line, type D:\Launch.exe where D: is the letter of the drive for your
CD-ROM.
y Click OK.
y
From the main window click on Client Install.
y
y
At the Destination Location, choose a folder in which to install PayClock, then click Next.
If you are upgrading from an older version of PayClock you should install PayClock Version 4 into the
same folder as the old version. When prompted you should select Yes to automatically uninstall the old
version and then install Version 4. If you select No or Cancel the installation will be stopped.
y
y
PC Click Installation
I have employees who will be punching In / Out at their computers. Note: This
scenario requires that you enable the PC Click feature.
IMPORTANT: The PayClock Server MUST be installed before installing the PC
Click client software. See Step 1.
Share the PayClock application folder for the PC Click Client installation
y
Go to Windows Explorer and find the PayClock folder (unless you changed it, the PayClock
folder is named Payclock).
y
Right-click on the Payclock folder.
y
At the pop-up menu, click Sharing and Security…
y
The Properties window appears. Choose Share this folder.
y
Accept the name that shows at Share Name.
4
y
At Access Type, choose Read Only, click OK.
y
You will know you have shared your folder when a hand appears on it
not see the hand, press F5 to refresh your screen.
. If you do
Run the PC Click Setup Program
y
Go to the computer where you want to install the PC Click Client.
y
Open Windows Explorer and locate the PayClock Server computer on your network.
y
Double click on the PCCSETUP.EXE located in the Payclock\Client Install folder.
y
y
At the Destination Location, choose a folder in which to install PC Click, and then click Next.
y
y
Starting PC Click
y
After installing, you can run PC Click by clicking on the desktop icon.
y
When PC Click starts it will display an icon in the System Tray.
Note: PC Click will start automatically when you reboot the computer.
Frequently Asked Upgrade Questions
What versions of PayClock can be upgraded?
PayClock EZ, Standard or Pro version 3.X and later.
Will I lose my data?
No, your data will remain intact. As with any software upgrade, you should backup your database
before starting the PayClock installation. You can use the Database Manager or a backup utility
such as WinZip.
5
Do I have to uninstall my current version of PayClock?
Yes, if you are upgrading from a version prior to 4.0. When you start the installation of the
PayClock software, it will recognize the old version and ask if you want to uninstall it now. If you
select yes PayClock uninstalls the old version and then installs the new version. If you select no or
cancel PayClock stops the uninstall/install process.
Will I be able to login using the same password?
Yes.
Will I have to reconfigure my access rights for the users?
No, not if you used PayClock’s default Administrator or Guest user accounts without changes.
Yes, if you changed the default user accounts or created new user accounts. See the Database
Manager online help for information on configuring users and access profiles.
Will I have to register my new PayClock software?
Yes, PayClock Version 4 requires that you register the software with Lathem Time Corporation
within 30 days of the installation. You can register the software online (recommended) or by
phone.
How soon will I have to register the new PayClock software?
After installing the PayClock software, you will have 30 days to use the software before the
software deactivates.
What happens if I do not register my new PayClock software?
After 30 days the PayClock software will stop operating. Completing the registration process will
activate the PayClock software.
What should I do if I have a technical issue or a problem installing or using the new PayClock
software?
If you have a problem with the installation or a technical issue, refer to the Installation & Users
Guide first. If you still have questions you can contact Lathem’s Technical Support, see the
options below.
Per Call Telephone Support - The perfect option when you want to pay as you go for one-on-one
support. Assistance is available from 8:00 a.m. to 7:00 p.m. EST, Monday - Friday. You can us
convenient billing to your Visa, MasterCard, or American Express. Simply call 1-404-691-1065 to
6
receive support on a pay-per-call basis using your credit card.
Email Support - Submit a question through our online knowledgebase and one of our technicians
will respond to your inquiry within 24 hrs. Our knowledgebase contains many hints, tips, and
troubleshooting items that will help you get up and going. Copy and paste this link into the
address bar of your internet browser. http://support.lathem.com
Will I lose any features that I may have already purchased?
No, when you upgrade to PayClock Version 4 any features that were previously purchased will be
set to demo. After completing the registration process any previously purchased features will be
enabled as purchased again.
The database for my current PayClock software is located on a network drive; can I keep it
there with this new version of PayClock software?
Yes, for this scenario you should run the “Full Install” on the computer where the database is
located and run the “Client Install” on the computer(s) where the users will access the PayClock
software. Note: The PayClock Database Service has to be installed on the computer where the
database will reside. The PayClock Database Service is installed during the “Full Install”.
What if my clicent workstations can’t find the server and nothing I try has worked?
The new PayClock system is designed to automatically connect its various components in most
standard Microsoft peer-to-peer networks. However, you may find it necessary to make
adjustments to your network or PC settings. We recommend that you have access to internal or
outside help in case you need to troubleshoot your network, firewall, or IP settings. Though
Lathem support representatives are well trained, they may need a trained computer professional on
your site to help with certain troubleshooting task.
7
CHAPTER 2
What is PayClock Pro
Welcome to the PayClock Pro Version 4. With Lathem’s client/server version of the PayClock
Pro, you will be able to run the software across your network with little or no setup or
configuration. The client/server version supports concurrent users by default. PayClock is by
default set up with a 3 concurrent user license. The concurrent user licenses allow multiple users
to log in and use the PayClock software from different computers on your network.
PayClock Pro uses the power of your PC to make your time and attendance reporting easier. While
at your PC, you can use the data from your clock for payroll reports, edits, exports and so on. A
backup/archive feature gives you data backup and protection.
Getting Help
You can obtain information about your PayClock software application from four sources:
This User’s Guide (also available through the on-line help)
On-line Help Files and documentation
The dealer where you purchased your system
Or
Visit the Lathem Knowledge Base at www.lathem.com for common problems and their
solutions.
Using Online Documentation
PayClock’s on-line files contain a complete Help system and the User’s Guide. The Help system is
an on-line reference for concepts, commands, dialog boxes and messages. If you select a
command, open a dialog box, or display a message, and then start Help, you will get help for that
item. Otherwise, you will see the Help Welcome to PayClock page. You can also access the online User’s Guide from the Help system. If you misplace your User’s Guide, you can print one out
right from the Help System.
Start Help by clicking Help | Contents from the menu. Or you can press the <F1> key at any time
to display the appropriate help information.
8
Contacting Your Dealer
If you have a question about PayClock, first consult your User’s Guide or the on-line Help. If you
cannot find an answer, contact your PayClock dealer, who can answer your questions. You should
always consult your dealer before contacting the Lathem PayClock support line, since your dealer
is local and is better equipped to solve your problem in a timely manner.
When obtaining any technical support on a PayClock product, you should have the following
information available so your question can be answered quickly and efficiently:
•
•
•
•
•
•
•
•
•
Version and serial number of your software. This is available by clicking Help | About
from the menu.
Description of your computer hardware.
The exact wording of any messages that appear on the computer screen or on your time
clock.
The current text displayed on your time clock.
Description of what happened and what your were doing when the problem occurred.
Description of how you tried to solve the problem.
Can you recreate the problem?
The current configuration settings, which you can get by running the Configuration
Report from the PayClock Pro software.
Details of your time clock setup. This includes the model of your terminal, type of
connection, cable length, etc.
Conventions
PayClock software uses many of the Windows® conventions. You may move from selection to
selection using the <Tab> key or the mouse. You can make selections by using the spacebar and
you can accept a selection by pressing <Enter>. In Windows 2000/XP, clicking on an item with
the right mouse button brings up a small menu selection if applicable.
9
CHAPTER 3
Welcome to PayClock
When PayClock Pro opens, along the left side of the window you will see the List Bar, which
contains icons or links to task you will perform. The right side of the window is the work area.
This is where you will perform your task. When you click on an icon, the windows associated with
that icon appear in the work area to the right of the List Bar.
There are two different sections in the List Bar:
•
The Setup section contains links to functions that allow you to setup and
maintain your system. You will use most of these functions the first time
you setup your software but seldom after that. The System, Pay Class,
Schedule and Employee icons are part of the Setup section.
•
The Data section contains links to functions that allow you to manage data;
some of these functions will be used on a regular basis. The Work Force,
Poll, Timecard, Global, Reports, Export and Close icons are part of the Data
section.
Section 3.1 Log In
When you first open PayClock, a Log In window appears waiting for you to enter your password. The
default password is “lathem”. (You should change it to a unique password)
Choose Administrator from the User List, or if you have additional users set up you can choose your name
from the User List. The Administrator log in gives you full access to PayClock.
10
Enter your password, then click OK.
To change the password
•
At the Log In window, select a user from the User List, then click the Change button.
•
Type in your password under Old Password.
•
Type in your new password under New Password and Confirm New Password, then click
OK.
•
Once you change your password, keep a copy of it in a safe place in case you forget it.
For details on setting up the administrator and users, see the Database Manager help.
Section 3.2 PayClock Features
The list below shows you the features you get with PayClock Pro.
» Employee and punch data reports
» Rounding intervals defined by user
» Round punches individually
» Exports for use with payroll services
» Backup/archive capability
» Up to 1000 employees per system
» Up to 3 levels of labor tracking
» Transfers at the clock (hardware dependent)
» Set overtime to calculate daily, weekly or by pay period
» Up to 3 overtime levels, with Saturday and Sunday as optional overtime
» Grace periods
» Employee work schedules
» Fixed or flexible breaks
» Breaks can be auto deducted, paid or unpaid, punched or not punched
» In/Out zones defined by user
» Up to 50 defined breaks
» Define pay period as weekly, bi-weekly, semi-monthly, monthly or custom
11
» Pre-defined pay codes, plus up to 85 definable pay codes
» Up to 10 pay classes
» Schedule holidays in advance
» Benefit time tracking
» Premium time
» Consecutive Day Overtime
» Terminal Manager software (optional)
» Modem communications (Terminal Manager required)
» Multiple clock options (Terminal Manager required)
» Auto polling (Terminal Manager required)
» Bell ringing (hardware dependent)
Section 3.3 Feature Selection Wizard
There are several optional features you can add to your PayClock Pro software. You add features using the
Feature Selection Wizard. To open the wizard, select Help | Feature Wizard from the menu when you first
open your Pro software. When you choose a feature, you can use it on a trial basis for 30 days, and then the
software will no longer allow you to use this feature until you purchase it.
Note: You cannot purchase or demo any extra PayClock features until you complete the registration
process.
Features available through the Feature Wizard:
•
100-1000 Employees - You can increase your employee capacity to 250, 500 or 1000.
•
Custom Exports - If your company exports data to a payroll service that PayClock Pro does not
currently support, Lathem can write a custom export for your company so you can still use the
export features of the software. PayClock Pro currently supports ADP, Rapid Pay, QuickBooks
Pro, Paychex Paylink, Paychex Preview and Payroll 1. Call your dealer for more information on
this feature.
•
Custom Reports - If you can’t create the report you want using the new Report Manager, contact
Lathem for a quote on a custom report for your company. Call your dealer for more details on this
feature.
•
6-24 Concurrent Users - PayClock starts with a 3 concurrent user capacity. You can increase how
many users can use the software at the same time: 6, 9, 12 or 24.
12
•
Terminal Manager - This feature allows you to use more than 1clock for your employees to punch
In and Out.
•
PC Click - This feature allows employees to punch In/Out at their computer.
•
Interactive Messaging - You have the ability to interact directly with the Lathem support staff.
Selecting this feature makes the Message button of the Interactive Help System toolbar available.
3.3.1 Purchase a Feature
Note: You cannot purchase or demo any extra PayClock features until you complete the registration
process.
y
Open the Feature Wizard by clicking Help | Feature Wizard from the menu. The main screen
displays.
y
Click Next > to go to the screen that lists your feature choices.
y
Under the list of Available Features, click on the ones you want, then click Add -->.
y
Once the features you want show in the Selected Features list, click Next > to go to the purchase
screen.
y
Contact your dealer with your serial number and purchase code that display on your screen.
y
Once you have your license key, click Finish from the purchase screen. An Enable Features
window appears where you will type in your license key.
y
Click OK to activate the newly purchased features.
13
CHAPTER 4
System Overview (Note: Access rights are required for this section.)
At the System icon, you define your basic company structure. Here you setup Company Info, Clock
communications, Preferences, Payroll Exports, Labor Tracking Levels, etc.
Section 4.1 System - General Tab
In the General tab, enter your company name, address, home page, phone and fax number.
4.1.1 Setup Company Information
In the System General tab, enter your company information.
y
Enter your company name and address under Company Name, Address (1), Address (2), City,
State, Country and Postal Zip.
y
Enter your phone number under Main Phone Number.
y
Enter your fax number under Main Fax Number.
y
Enter your web site address under Company’s Home Page.
y
Click the Save button to keep your changes.
Section 4.2 System - Terminal Tab
In the Terminal tab, you define your clock settings.
Note: This tab will not display if the Terminal Manager option is enabled.
4.2.1 To Setup a Terminal
What you enter in the Terminal tab at the System icon tells the software how to communicate with
your clock.
•
Ensure your clock model (PC400TX, PC100TX, PC3500, PC400, PC100, TS100 or PC2000)
14
displays in the Type box. Note: Select PC100TX as the terminal Type when you have a PC100
terminal connected to the “TXTOSER” Ethernet Adapter that is available through Lathem Time
Corporation.
•
Under Time and Date, your computer's time and date will display. If they are not correct, you
need to change it in Windows. You cannot change the time or date in the PayClock software.
•
Check Use 24-Hour display if you want the 24-Hour time format to show at your terminal.
•
Uncheck Turn On Daylight Savings Time if your region does not use daylight savings.
•
Under Communications, enter the COM port where your clock connects to the PC and your
clock's Baud Rate. If you have problems communicating with the clock, see Troubleshooting.
•
Communications Section - This section will have different settings depending on the type of
clock selected. See below for details.
¾ PC400TX or PC100TX - This type of clock is connected to your computer network with an
Ethernet cable.
Locate Network Device - This button allows you to find or discover your PC400TX or
PC100TX terminal.
IP Address - This field will display the IP address you set up for your PC400TX or PC100TX
through the Locate Network Device window.
¾ PC3500, PC400, PC100 or PC2000 - These types of clocks are directly connected to your
computer with a serial cable.
COM Port – Select the COM Port where you clock connects to your computer.
Baud Rate - Select the baud rate that your clock runs. The baud rate should normally be left at
9600. If you don't know which baud rate to choose, click Auto Detect and PayClock will find
the baud rate for you. Note that if you change the baud rate in the software, you must also
change it in the clock.
Auto Update when Polling - Check this box to update your clock with employee badge
changes each time you poll the clock.
¾ TS100 – This type of clock is connected to your computer with a USB cable. Note: No further
set up is required on this tab for a TS100.
•
Check Auto Update when Polling if you want the software to send any new or changed
employee information to the clock each time the clock is polled.
You can also click the Update Clock button if you want to update the employee and department
names to the clock manually.
15
•
Click the Test Clock button to confirm that the communication settings you entered are correct.
•
Click the Send Time/Date to Clock button to set your clock's time and date to what is shown in
the Time and Date boxes in this tab.
Section 4.3 System - Preferences Tab
In the Preferences tab, you choose how dates and times display in the software and you define certain
software settings. Here, you also setup pay codes, pay code adjusters and holiday schedules.
Pay Codes - Click this button to edit or add pay codes. The Pay Codes window displays, where you can
change the rate modifier, differential or wage rate calculation method.
Badge Excluder Utility - Click this button to open the Badge Excluder Utility. This utility allows you to
select badge numbers that you do not want the PayClock software to automatically assign when you are
adding new employees.
Example: You have lost badge #87, 88 and 89. You go into the Badge Excluder and select badge #87,
88 and 89 to be excluded badge numbers, when you add new employees these badge numbers will not
be used.
To exclude badge numbers
•
Select the range of badge numbers you want to select from and click the Load List button.
•
Click in the box to choose the badge number(s) , you know you have selected the badge number
when there is a check in the box.
•
Click the Apply button and then click Close.
Pay Code Adjusters - Click this button to assign pay codes to 5 adjusters.
Holiday Schedules - Click this button to setup dates as paid holidays.
Open Schedule Override - Choose this option if you want the open schedule to start on the previous day.
This option is normally used when you have split shifts or when the pay period starts before midnight and
you want the hours of the shift to count on the day the shift ended.
Use this Date Format - Choose how to show dates in the software, i.e. 01/31/99, 31/01/99 or 99/01/31
Use 24-Hour Time Format - Check this box to show 24-hour time in the software.
Non-Work Defaults - In this section, set the default for inserting non-work time at the Timecard icon. Nonwork time is time paid to an employee but not worked, such as vacation or holidays.
16
Confirm Undo’s - Uncheck this box to turn off the caution message that appears any time you click the
Undo button.
Unselect Terminated Employees from Groups when Closing a Pay Period - Check this box to have any
employees that were terminated removed from the All Employees list during the pay period close.
* Note * Selecting this option will not delete employees from the PayClock database. The terminated
employees will be removed from the All Employees filter list.
4.3.1 Setup Preferences
What you enter in the Preferences tab tells the software how to display dates, times and non-work defaults.
You can also define pay codes, pay code adjusters and holiday schedules.
To edit a pay code
y
Click the Pay Codes button to setup your pay codes. The Pay Codes window appears.
1.
Select a pay code from the list at the top of the Pay Codes window.
2.
You can change the pay code name under Name.
3.
You can type in a new rate modifier or differential.
4.
When you choose a non-worked pay code, the Number (Use at terminal): box is enabled.
Type a number employees can enter at the clock to use this pay code.
For example, if the terminal Number for Sick is 52, an employee can clock out and use #52 to
indicate that he left sick. Note that only clocks that support this function will accept pay code
numbers.
5.
Non-work pay codes allow you to choose if the pay code Counts toward Overtime. If this pay
code counts toward overtime, check the Counts toward overtime box. For example, some
companies allow sick time to count towards overtime. Therefore, if a person worked 8 hours 3
days, 10 hours 1 day and called in sick 1 day, the person would have a total of 42 hours with 2
hours overtime, although the person only worked 34 hours.
Note: If you enter non-work time that counts toward overtime in the Timecard, you should
enter the punches or total hours according to the same rounding that you have setup. For
example, if your rounding is 15-minute intervals, enter the punches or hours as a 15-minute
interval, such as 8 hours and 15 minutes.
17
6.
If this pay code counts toward accruals, you can check the "Counts toward Accruals" box. If
this pay code is benefit time that Accrual Manager tracks, check this box.
7.
If this pay code counts toward consecutive day overtime, check the "Counts toward
Consecutive Days" box. See step 5 above.
8.
If this pay code also calculates as regular time, check the Also show as Regular Time box.
9.
If this pay code will use the optional rate calculation method, check the “Rate Calculation”
box.
10. Click the Save button to keep your changes.
11. Click Close after you have finished.
To create a new pay code
y
Click the Pay Codes button to setup your pay codes. The Pay Codes window appears.
1.
Click New.
2.
Type in a name for the pay code under Name.
3.
If you will use this pay code for dollar amounts (such as Bonus, Tips, etc), check the
"Amount" box, enter an ID number for this amount under Number (Use at Terminal), then
click Save. Skip the steps below.
4.
Type in a rate modifier or differential.
5.
When you create a pay code, you can set the rate type to Worked or Non-Worked. Nonworked hours are paid but not worked, such as Vacation or Bereavement.
6.
At Apply As, you can choose whether this pay code shows in the regular time list or overtime
list. If you choose Any, the pay code shows in both the regular and overtime list.
7.
At the Number (Use at terminal): box, type in a number employees can enter at the clock to
use this pay code. You can only enter a pay code number for non-worked pay codes. (Note:
You cannot use a number that you set as a group number.)
For example, if you set terminal Number for Sick to 52, an employee can clock out and use
#52 to indicate that he left sick. Note that only clocks that support this function will accept
pay code numbers.
8.
Choose if you want this pay code to Also show as Regular Time by checking the box.
18
9.
If this pay code counts toward overtime, check the "Counts toward overtime" box. For
example, some companies allow sick time to count towards overtime. So, if a person worked
8 hours 3 days, 10 hours 1 day and called in sick 1 day, the person would have a total of 42
hours with 2 hours overtime, although the person only worked 34 hours.
Note: If you enter non-work time that counts toward overtime in the Timecard, you should
enter that time according to the same rounding that you have setup. For example, if you have
set rounding to 15-minute intervals, enter your non-work time as a 15-minute interval, such as
8:15. If you enter 8:13, the time will remain at 8:13 and will not round to 8:15. If you do this,
some of your totals in your reports will not round.
10. If this pay code counts toward accruals, you can check the "Counts toward Accruals" box. If
this pay code is benefit time that Accrual Manager tracks, check this box.
11. If this pay code counts toward consecutive day overtime, check the "Counts toward
Consecutive Days" box. See step 8 above.
12. If this pay code will use the optional rate calculation method, check the “Rate Calculation”
box.
14. Click Close after you have finished.
y
To create a worked pay code that does NOT count toward weekly overtime:
1. Click New.
2. Type in a name for the pay code under Name.
3. Type in a rate Modifier or Differential.
4. Set the rate type to Worked. If you choose Non-Worked you will not be able to select the
option on the next step.
5. At Apply As, choose Regular or Any. If you choose Overtime you will not be able to select the
6. Choose Does NOT count toward Weekly Overtime by checking the box.
7. Choose if you want this pay code to Also show as Regular Time by checking the box.
8. If this pay code will use the optional rate calculation method, check the "Rate Calculation"
box.
19
10. Click Close after you have finished. You are ready to assign this pay code in the Pay Codes
Override option on the Advanced tab of the Schedules icon.
To set pay code adjusters
You can adjust an employee's time for hours (or minutes) that they did not actually accumulate on the
clock. One example of an adjustment is you allow an employee to work through their 15 minute paid
break so they may leave early. Because they have clocked out 15 minutes early, the accumulated total will
be short for the day. You can add 15 minutes with an adjuster.
y
Click the Pay Code Adjusters button.
y
Using the down arrow on each of the five Adjusters, assign a pay code to each adjuster. If you do
not want to assign all five, leave the adjuster as "Not Selected".
To use adjusters, you must assign the adjuster to a pay code. You can set adjusters in the System
Preferences tab or in the Timecard.
To enter an adjustment
•
Make the Adjuster column visible in the Timecard table if you don't see it.
•
Click on the cell in the Adjuster column where you want to make the adjustment.
•
Enter the adjustment amount and press Enter.
If you can also see the pay code column that you adjusted, it will increase by the amount that you just
added.
To clear all adjustments on a timecard
•
Choose the employee timecard that you want to clear.
•
Click Edit | Adjuster | Reset All from the menu.
This clears all adjusters on that timecard only.
To delete an adjustment
•
Click on the adjustment you want to delete.
•
Press the Del key.
20
To change pay code assignments
•
While in the Timecard, select Edit | Adjusters | Set Pay Codes.
•
Select the down arrow in the adjuster to change.
•
Select a pay code from the list.
•
Click OK to save your changes or Cancel to return without saving your changes.
NOTE: Because you can change the pay code that the adjuster points to, you can use the same adjuster
to point to more than one pay code. If you display the Adjuster in the Timecard, any adjustments you
previously made will still point to their original pay codes. This may result in a confusing Timecard.
Change Adjusters with care.
To set holiday schedules
y
Click the Holiday Schedules button.
y
Click New to create a holiday calendar.
y
Type in a name for this holiday schedule under Calendar Name.
y
Enter the Starting Month & Year for your holiday calendar.
y
Enter the number of months this calendar spans (1-18 months).
y
In the calendar, click on your first holiday date, then click Add.
y
Leave the default name for this holiday at Name, or type in a new one. For example, instead of
"Sat, Jan 01, 2000", you can rename this holiday as "New Year's Day".
y
The Hours Paid fills in as the Non-Worked Defaults that you entered in the System Preferences
screen. You can change this value here if you wish. This value appears in the timecard as Holiday
Non-Worked hours for all employees assigned to this Holiday Calendar in their Pay Class. If the
employee does work on this day, they will also be paid the number of hours that they actually
worked. You can place these hours into a special Pay Code, "Worked Holiday" by changing the
selection in the Worked field.
y
If you require employees to work the day before or after a paid holiday, check the Before and/or
After boxes. This will affect when a holiday is paid, as shown in the examples below:
Example 1
Employee 1 works on a 5 day, Monday through Friday schedule. Labor day is on a
Monday. You require your employees to work the day before and the day after a
21
holiday in order to be paid for it. Employee 1 worked on Friday and Tuesday, so they
are paid for this holiday.
y
Example 2
Employee 2 works on a 5 day, Monday through Friday schedule. Labor day is on a
Monday. You require your employees to work the day before and the day after a
holiday in order to be paid for it. Employee 2 did NOT work on Friday, but did work
on Tuesday, so they are NOT paid for this holiday.
Example 3
Employee 3 is not assigned to a schedule. Labor day is on a Monday. You require
that your employees work the day before and the day after a holiday in order to be
paid for it. Employee 3 worked on Friday and Tuesday. However, because they are
not on a schedule and they did not work the day before the holiday (Sunday), they
are NOT paid for this holiday.
If you require a specific schedule to be applied on the holiday select the schedule in the Schedule
Override (Open Schedules Only).
* Note * Holiday schedule overrides will only be applied if the day of the holiday has an Open
Schedule applied.
To set date and time display
y
Select the date format - MM/DD/YY = 01/31/99, DD/MM/YY = 31/01/99, YY/MM/DD =
99/01/31.
y
Check Use 24-Hour Time Format if you want the time in the software to display in 24-hour
format.
y
Click the Save button to save your settings.
To set non-work time defaults
y
Under Start Time, enter when the non-work time begins.
y
Under Duration, enter the length of non-work time.
y
Under Pay Code, choose your default pay code setting.
To turn off Undo messages
y
Uncheck Confirm Undo’s to turn off the caution message that appears any time you click the
Undo button.
y
Unselect Terminated Employees from Groups when Closing a Pay Period - Check this box to have
any employees that were terminated removed from the All Employees list during the pay period
close.
22
* Note * Selecting this option will not delete employees from the PayClock database. The
terminated employees will be removed from the All Employees filter list.
23
Section 4.4 System - Payroll Export Tab
In this tab, you setup how the software exports data.
If you use a payroll service, you can run an export wizard here to setup your data to export in the format
your payroll service can read. The following export wizards were available at this printing:
ADP PC/Payroll
Complete Payroll
Dynacom Accounting 2003
QuickBooks 2002
Fortune 1000
PayWork Payroll
Paychex Paylink for Windows
Preview by Paychex
Progressive Payroll
Rapid Payroll
Payroll 1
QuickBooks Pro/Premier/Enterprise 2003 or Later
Simply Accounting Payroll
You can also run exports from this tab.
4.4.1 Setup Exports
In the System Payroll Export tab you can setup the software to export data in the format your payroll
service can read. You can also run ASCII exports to run exports that will export data in a text format.
To run an export wizard
y
Under Payroll Wizards, select your payroll service.
y
After choosing your payroll service, click the Setup button to run the wizard.
y
Fill in the requested information. This information is in your payroll software.
y
After finishing the wizard setup, click the Refresh button. This will put the export in the list of
Payroll Interfaces.
To run a payroll export
y
After you complete the wizard, you can run exports. Make sure your payroll service is still
selected in the Payroll Wizards list.
y
Make sure the export you want to create has an “x” in its box
24
.
y
Under Period to Export from, choose which pay period. If you want to export for a date range
select ‘Other Period’, then enter the date range under Start Date and End Date.
y
Under Pay Class, choose the pay class you want to export. Select the ‘Export All Pay Classes’ box
if you want to create the export file for all pay classes.
IMPORTANT NOTE:
If you have multiple pay classes and they start on different days do not use this option.
y
Click the Export button to export your data.
To run an ASCII export
y
In the Payroll Interfaces list, click each export you want to run – Employee List or Employee
List/Wages.
y
Under Period to Export from, choose which pay period you want to export.
y
Under Pay Class, choose the pay class you want to export.
y
Click the Export button to export your data.
Note: The ASCII Employee List export creates a comma delimited text file with the employee last
name, first name, middle initial, employee number, badge number and home department. The ASCII
Employee List / Wages export creates a comma delimited text file with the employee last name, first
name, middle initial, employee number, badge number, home department and base wage.
Section 4.5 System - Groups Tab
In the Groups tab, you can create groups and filters. You can do this by clicking the Properties button.
The Groups tab charts your group assignments, or labor tracking levels. You use group assignments mainly
for filtering. If you are at the Employees or Timecard icon and you click on the menu option View | Filter
By ..., you can choose which employees you want to list. Filters also apply to the Report Properties in
Report Manager, so you can run filtered reports.
The default group levels are labeled as Department (Level 1), Level 2 and Level 3.
You can rename these levels to suit your company, and you can assign levels to create your company
structure.
In the example pictured below, Level 1 is named Department, Level 2 is named Division and Level 3
25
is named Company.
There are five departments - Sales, Press, Accounting, Shipping and Engineering. There are two
divisions - Manufacturing and Administration. There is one company - Lathem Time Company.
The Press, Shipping and Engineering departments are assigned to Manufacturing, and the Sales and
Accounting departments are assigned to Administration.
4.5.1 Name and Assign Group Levels
Once you create your groups and filters, you can assign the group levels to create your company structure.
The steps below walk you through a typical setup.
26
Step 1: Rename the Group Levels
Click in each level, type over the text to
name the levels what you want, then press
the Tab key.
In this example, Level 1 is named
Department, Level 2 was renamed Division
and Level 3 was renamed Company.
27
Step 2: Choose the Level 3 group (Lathem Time Company)
Click on a company group
(Lathem Time Company) to
work with. Make sure
nothing else is selected at
this point. The chart helps
you see your assignments.
Here, only the company is
chosen, with no assignments.
Step 3: Assign a Level 2 group (Manufacturing) to Level 3 (Company)
When you click on a group in
Level 2, notice the chart now
shows it assigned.
28
Step 4: Assign Level 1 groups to Level 2 (Manufacturing)
Click on each group (or department)
to assign. They will show up on the
chart. Now Press, Shipping and
Engineering are assigned to
Manufacturing.
Step 5: Assign the next Level 2 group (Administration) to Level 3 (Lathem Time Company)
Temporarily unassign
Manufacturing by clicking it to take
off the highlight. It will disappear on
the chart. Now click on
Administration to assign it to
Lathem Time Company. Make sure
you choose only one level at a time
when you assign groups.
29
Step 6: Assign Level 1 groups to Level 2 (Administration)
Click on each group to assign.
They will show up on the chart.
Now Sales and Accounting are
assigned to Administration. Note
that if both Manufacturing and
Administration were chosen, then
you would have assigned Sales and
Accounting to both.
30
Step 7: Reassign the groups you had temporarily unassigned
Click back on Manufacturing. Now the chart shows Manufacturing and its departments assigned
to Lathem Time Company, along with Administration and its departments assigned to Lathem
Time Company.
4.5.2 Setup Groups
In the Groups tab, you can create groups for filtering your reports and employee lists. Also, if your clock
supports employee transfers, you can create groups so employees can transfer from one to another. You can
also use transfers to flag special pay, for example ‘Call In Time’.
Note: The PC400, PC2000 and PC3500 allow the first punch of the day to be a department transfer.
To create a Level 2 or 3 group
y
At the bottom of the Groups tab at the System icon, click the Properties button. The Group
Properties window appears.
y
Click the down-arrow at the top-left corner of the screen to choose your group Level 2 or Level 3.
You cannot add employees to Levels 2 or 3 - you can only add employees to Level 1 (department)
groups.
31
y
Click New.
y
Under Name, type in a name for this group.
y
Under Number, PayClock gives this group an ID number. If you want to change it, type in a new
one (Note: This number cannot be the same as a pay code number).
y
Under Filter Code, you can type in a code name to identify the group. You will probably only use
this field if you need to use an ID for the group that is longer than a 4-digit number.
y
Click Save to save this group.
To create a Level 1 group (or department)
y
In the Groups tab at the System icon, click the Properties button. The Group Properties window
appears.
y
Click the down-arrow at the top-left corner of the screen to choose your group Level 1
(Department).
y
Click New.
y
Under Name, type in a name for this group.
y
Under Number, PayClock gives this group an ID number. If you want to change it, type in a new
one.
y
Under Filter Code, you can type in a code name to identify the group. This field would only be
used if you have purchased a custom report.
32
y
Under Type, choose whether this hourly rate is added to the person’s base pay, a percentage of the
base pay or is a flat rate. If you choose Not Selected, the Hourly Pay Rate section is grayed out.
y
You can use the Hourly Pay Rate section for running wage reports. Under Minimum, enter the
least amount a person can earn working in this group.
y
Under Maximum, enter the most a person can earn working in this group.
y
Under Normal, enter the amount a person usually earns working in this group.
y
Check Guaranteed Time to enable this setting, typically used with ‘Call In Time’.
¾
Under Worked Hours to Qualify, enter how long a person must work before receiving
guaranteed time.
¾
Under Minimum Paid Hours, enter the guaranteed time amount.
¾
Under Pay Code, select in which pay code the time will be placed.
¾
Check ‘Ignore All OT Rules’ if you don’t want this time to count toward any type of
overtime.
y
Example: Your company has a policy that says if you are called back to work the company
guarantees 4 hours of pay at double time, even if you only work for 30 minutes. If you work over
the 4 hours all time is paid at double time.
y
Sally comes in Tuesday morning and works her normal 7:00am to 3:30pm shift. She goes home,
but is called back to work to complete a project. She arrives at 6:30pm and presses the transfer
button on the clock, keys in the number for to the "Call In" department. She completes the project
in 2 hours and punches out like normal at 8:30pm. Her timecard will show her normal 8 hours
from the 7:00am to 3:30pm shift and 4 hours of Call In time, which is paid at double time.
y
At the list of employees, click on the people you want to add to this group (Hold down the Ctrl
key to choose more than one person). If you haven’t yet setup your employees, you can do this at
the Employees icon, General tab.
y
Check Include in Home List to include this group in the home list. Do not check this box if you
plan to use this group only as a filter.
y
Click Save to save this group.
33
To edit a group
y
From the list at the top-left corner of the screen, choose the level that contains the group you want
to edit.
y
From the second list at the top-left corner of the screen, choose the group you want to edit.
y
Change any information that you need to.
y
To add or remove employees from a Level 1 group (department) , hold down the Ctrl key, then
click on their names in the employee list. When their name is highlighted, they are added; when
their name is not highlighted, they are removed.
y
To remove any employees that you have marked as terminated, you can click the Unselect
Terminated button.
y
Remember that the Group Properties window only sets filters - you must assign employees to their
Home in the Employees icon, General tab or to Alternates in the Assignments tab.
y
Click Save to keep your changes.
To delete a group
y
From the list at the top-left corner of the screen, choose the level that contains the group you want
to delete.
y
From the second list at the top-left corner of the screen, choose the group you want to delete.
y
Click Delete.
34
CHAPTER 5
Pay Class Overview (Note: Access rights are required for this section.)
A Pay Class consists of the rules your company sets for handling payroll. At the Pay Class icon, you can
setup your pay period, overtime, premium time and other advanced pay class features.
Section 5.1 Pay Class - General Tab
In the General tab, you can create pay classes and define your pay period for each pay class. You enter
when the pay period starts, select punch rounding, choose the pay period type and select a holiday calendar.
Name - Name your pay class.
Current Pay Period starts on - Enter when your current pay period began.
Round Unscheduled Registrations by - Choose how punches round when they do not occur within a
schedule.
Pay Period Type - Select if your pay period is weekly, bi-weekly, semi-monthly, monthly or custom. For
semi-monthly and monthly, also choose the pay period start date(s). For custom, choose when the current
and next pay period will end.
Use this Holiday Calendar - Choose which holiday calendar this pay class uses. You can also set a waiting
period before the holiday will be applied to the employees by setting the "Apply Rule This Many Days
From Hire Date" option.
Caution: If you change the pay period start date, any maximum day overrides made in the timecard
will be reset and will require that you add those edits back.
5.1.1 Setup Pay Class Information
In the Pay Class General tab, you setup your pay period.
y
If you want to create a new Pay Class, click New. If you want to edit a pay class, choose it from
the list of pay classes at the top of the screen.
y
Under Name, you can change your pay class name by typing it in.
y
Under Current Pay Period starts on, enter the date your current pay period began.
35
y
Once you have setup your start date, changing it later can affect the data on your next close moving the date forward can cause data loss.
y
NOTE: Use the + (plus) and - (minus) keys on your numeric keypad to move the date
forward or backwards.
y
Under Round Unscheduled Registrations by, select how you want punches to round when they do
not occur within a schedule. The software keeps track of the exact time when the employee
punched; rounding is for calculations only.
y
Under Pay Period Type, choose Weekly, Bi-Weekly, Semi-Monthly, Monthly or Custom.
y
If you chose Semi-Monthly, select the First Start date and the Second Start date. For example,
your pay period might start on the 1st (First Start) and the 15th (Second Start).
y
If you chose Monthly, select the First Start date. For example, your pay period might start on the
1st (First Start).
y
If you chose Custom, set the date the current pay period will END and then set the date the next
pay period will END. For example, your current pay period might start on the 1st and end on the
18th and your next pay period will start on the 19th and end on the 31st. When you close a custom
pay period you will be prompted to set the date that the "new" next pay period will end.
y
NOTE: Use the + (plus) and - (minus) keys on your numeric keypad to move the date forward or
backwards.
y
Under Use this Holiday Calendar, choose which holiday schedule this pay class uses. Set a waiting
period before the holiday will be applied to the employees by setting the "Apply Rule This Many
Days From Hire Date" option. If you do not have a “probation period” set this to 0 (zero). If you
have not setup holiday schedules, you can do this at the System icon, Preferences tab.
y
y
Caution: If you change the pay period start date, any maximum day overrides made in the
timecard will be reset and will require that you add those edits back.
Section 5.2 Pay Class - Overtime Tab
In the Overtime tab, you can set how the software calculates overtime.
You can define up to 3 Overtime Levels.
36
Daily Pay Code - If employees can get overtime on a daily basis, use these boxes to set how to calculate
daily overtime.
Weekly Pay Code - If employees can get overtime on a weekly basis, use these boxes to set how to
calculate weekly overtime.
If employees get overtime by working on Saturday, choose the overtime pay code under Pay Saturday as
OT.
If employees get overtime by working on Sunday, choose the overtime pay code under Pay Sunday as OT.
Weekly Overtime Start Day - Choose the day that starts the week. This setting defaults to whatever you
entered in the General tab for the current pay period date, so you usually only need to change this setting if
you have a semi-monthly or monthly pay period.
Calculate Overtime by Pay Period - Check this box if your pay period is other than weekly and employees
get overtime on a Pay Period basis instead of a Weekly basis. This changes your settings from Weekly Pay
Code to Pay Period Pay Code.
Daily OT Overrides Level 1 Weekly OT – Check this box if your employees will continue to get daily
overtime after the weekly overtime has been reached.
Example: You pay OT1 after 8 hours a day and after 40 hours a week. You also pay OT2 after 12 hours a
day. If an employee works 13 hours the day the 40 hours are reached you will pay 12 of those hours at OT1
and 1 hour at OT2.
5.2.1 Setup Overtime
At the Pay Class Overtime tab, you can set how the software calculates overtime. You can define up to
three overtime levels. If you have not yet setup your overtime pay codes, you can do this from the Pay
Codes button, in the Preferences tab at the System icon.
y
If employees can get overtime on a daily basis, choose the pay code from the Daily Pay Code list.
(If employees do not get daily overtime, leave the box as Not Selected).
•
Under Limit, enter how much time an employee works in a day before getting overtime.
y
If employees can get overtime on a weekly basis, choose the pay code from the Weekly Pay Code
list. (If employees do not get weekly overtime, leave the box as Not Selected).
•
Under Limit, enter how much time an employee works in a week before getting overtime.
y
If you have a semi-monthly or monthly pay period, choose the day that starts the overtime week
under Weekly Overtime Start Day.
37
y
Check Calculate Overtime by Pay Period if you want to calculate overtime on a pay period basis
instead of a weekly basis. This changes Weekly Pay Code to Pay Period Pay Code.
•
Choose the pay code from the Pay Period Pay Code list.
•
Under Limit, enter how much time an employee works in a pay period before getting overtime.
•
Check Daily OT Overrides Level 1 Weekly OT if your employees will continue to get daily
overtime after the weekly overtime has been reached.
Section 5.3 Pay Class - Advanced Tab
In the Advanced tab, you can set punched breaks, auto deductions and workday options.
The settings in this tab only apply to employees not assigned to a work schedule.
Punched Break - If you want to set a time frame for when employees can punch for a break, check this box.
This creates punched break settings for every person. If you want to change the punched break settings for
a certain employee, select that person at the Employee icon, then change the settings at the Schedules tab.
Minimum Hours from Start - Enter the shortest amount of time a person can work before he can punch for
a break.
Maximum Hours from Start - Enter the longest amount of time a person can work before punching for a
break.
Length - Enter how much time the break lasts.
Extended Break Amount - Enter the max extra amount of time a person can take and the punch still count
as a break rather than an in/out punch.
Note: The Extended Break Amount setting will be dimmed if the ‘Round Unscheduled Registrations By’
on the General tab of the Pay Class icon is set to ‘Not Selected’.
Auto Deduct - If you want to automatically deduct a break without employees punching, check this box.
This sets an auto deduct for every person. If you want to change the auto deduct settings for a certain
employee, select that person at the Employee icon, then change the settings at the Schedules tab.
Worked Hours to Qualify - Enter how long an employee must work before PayClock will deduct the
break.
Length - Enter how much time PayClock deducts each day.
38
When PayClock auto deducts a break, a portion of the time
bar at the Timecard is shaded blue.
Beginning of Day - Enter when the day starts. Normally, you should leave this setting a the default of 12:00
am. You can not change this setting if you have turned on the Open Schedule Override.
Maximum Work Day Length - Enter how long an employee can work in one day. Normally, you should
leave this setting at the default of 14:00 hours.
Maximum Hours Out to Start a New Shift - Enter how long an employee must be punched Out before
PayClock will automatically start a new shift.
Calculate Weekly OT by Total Hours - Check this box if you want PayClock to calculate overtime based
on all hours rather than regular hours. Unless your company has special rules regarding overtime, you
probably do not want to check this box.
5.3.1 Setup Advanced Pay Class Features
At the Pay Class Advanced tab, you can set breaks, overtime calculations and workday settings.
y
Check the Punched Break box if you want employees to punch in and out for their breaks. The
Punched Break settings apply for all employees. If you want to change a setting for one employee,
do this under the Schedules tab at the Employees icon.
At Minimum Hours from Start, enter how many hours each person must work before punching out
for a break.
At Maximum Hours from Start, enter the longest amount of time each person can work before
punching for a break.
At Length, enter the break length.
The green line in the schedule bar at the Timecard icon shows when a
person can clock out for break.
At Extended Break Amount, enter the max extra amount of time a person can take and the punch
still count as a break rather than an in/out punch.
39
Note: The Extended Break Amount setting will be dimmed if the ‘Round Unscheduled
Registrations By’ on the General tab of the Pay Class icon is set to ‘Not Selected’.
y
Check the Auto Deduct box if you want to deduct a break without employees needing to punch.
Enter how much time an employee must work before PayClock will deduct the break in the
Worked Hours to Qualify box.
Enter how much time to deduct in the Length box.
When PayClock auto deducts a break, a portion of the
time bar at the Timecard is shaded blue.
y
Check the Calculate Weekly OT by Total Hours box if you want to calculate overtime based on
total hours instead of regular hours. Unless your company has special rules regarding overtime,
you probably do not want to check this box.
y
Enter when the workday starts at Beginning of Day. Normally, you should leave this setting at the
default of 12:00 am. You can not change this setting if you have turned on the Open Schedule
Override.
y
Enter the longest amount of time a person can work in 1 day at Maximum Work Day Length.
Normally, you should leave this setting at the default of 14:00 hours.
y
Section 5.4 Pay Class – Consecutive Day Tab
In the Consecutive Day tab, you can set Consecutive Day overtime. Setting this rule allows you to override
the regular and overtime pay codes for a person who works a certain number of days in a row.
For example, if a person works 7 days in a row, you can set a person's pay rate to double time on the 7th
day, instead of your normal 1½ times pay for overtime.
Apply this Rule - Check this box to turn on Consecutive Day Overtime. You can define up to 3 rules.
After this Number of Days - Enter how many days a person works in a row before receiving consecutive
day overtime. For example, if a person receives consecutive day overtime on the 7th day, type in a 6.
40
Reset On - Choose when the consecutive day resets. You can reset on the Pay Period Start day or on a
certain day of the week.
Pay Code Overrides - Click this button to set the pay codes that will override your normal pay codes.
5.4.1 Setup Consecutive Day Overtime
In the Consecutive Day tab, you can set Consecutive Day overtime. Setting this rule allows you to
override the regular and overtime pay codes for a person who works a certain number of days in a row.
For example, if a person works 7 days in a row, you can set a person's pay rate to double time on the 7th
day, instead of your normal 1½ times pay for overtime.
To set Consecutive Day Overtime
•
Check Apply this Rule to use the Consecutive Day Overtime rule (you can define up to 3 rules).
•
Under After this Number of Days, choose how many days a person must work in a row before this
rule will apply. For example, if a person receives consecutive day overtime on the 7th day, type in
a 6.
•
Under Reset On, choose when the consecutive day resets. You can reset on the Pay Period Start
day or on a certain day of the week.
•
Click the Pay Code Overrides button to set the pay codes that will override your normal pay
codes. When you click this button, the Pay Code Overrides window appears.
41
y
At Regular, choose the pay code that overrides your Regular pay rate.
y
At Overtime Levels (1), (2) and (3), choose the pay codes that override your Overtime1,
Overtime2 and Overtime3 pay rates.
Use the Daily OT Limit Override to set how much time an employee must work on this day before
the override occurs.
y
Under Limit 1,2 and 3 enter the number of hours a person must work on this day before the
Overtime Level (1), Overtime Level (2) or Overtime Level (3) overrides apply (i.e. 8:00, 12:00 &
14:00).
y
Click OK.
y
Note: Consecutive day overtime will override weekly overtime. Once consecutive day overtime has
started, weekly overtime will not be calculated. Daily overtime will continue to calculate normally.
Section 5.5 Pay Class – Premium Time Tab
In the Premium Time tab, you can set certain times of the day when employees get paid a certain pay rate,
or premium. Setting this rule allows you to override regular and overtime pay codes for a person who
works certain times of the day, such as midnight to 4:00 am. You can also apply contingency rules that
must be met to qualify for the premium pay rate.
For example, when a person works any hours from midnight to 4:00 am, he receives an extra $1.50 per
hour. Or perhaps, he receives double-time instead of time-and-a-half for overtime.
If you use premium time and an employee has an auto deduct, please note that the time deducted occurs at
the end of the day just before overtime begins to accrue.
Important! You must use premium overtime pay codes you created if you have overtime setup in the
Overtime tab of the Pay Class icon, otherwise punches may not calculate correctly. Do not use the
systems default overtime pay codes for premium overtime.
5.5.1 Setup Premium Time
Use the Premium Time tab to override your regular and overtime pay codes during certain times of the day.
Before setting premium time, you need to create your premium time pay codes.
42
To create a premium time pay code
•
In the Preferences tab of the System icon, click the Pay Codes button.
•
Click New.
•
Type in a name for the premium time pay code under Name.
•
Type in a rate Modifier or Differential for premium time.
•
Under Apply As, choose Regular if this premium pay code will override regular time or
Overtime if this pay code will override Overtime.
Important! You must create premium overtime pay codes if you have overtime setup in the
Overtime tab of the Pay Class icon, otherwise punches may not calculate correctly.
•
Set the rate type to Worked.
•
Choose any other options such as Also show as Regular Time as needed.
•
•
Click Close after you have finished.
To create a premium time rule
•
At the Premium Time tab of the Pay Class icon, click New.
•
Under Name, type in a name for this premium time rule.
•
Under Start and End, enter the time of day that your company treats as premium time.
•
Under the list of pay codes, choose which premium pay codes will override the normal
pay codes. If premium time overrides regular hours, choose your regular time premium
pay code at Regular. If premium overtime overrides normal overtime, choose your
premium overtime pay codes for levels OT(1), OT(2) and OT(3).
Important! You must use premium overtime pay codes you created if you have overtime setup in
the Overtime tab of the Pay Class icon, otherwise punches may not calculate correctly. Do not
use the systems default overtime pay codes for premium overtime.
* Note * If you have only 1 level of overtime, OT(1), be sure to set the pay codes for OT(2) and
OT(3) to the same that you set for the OT(1).
43
At Use Rule on These Days, choose which days this rule applies.
•
* Note * When creating premium time zones to be applied to schedules you do not need to select
the day(s) of the week.
Click the Contingency Rules button and select up to 2 rules that must be met before the
premium time rule is applied. Use the drop down list for rules 1 and 2 and select from the
following rules:
•
-
Not Contingent, choose this if the premium time pay codes will always override the
normal pay codes.
-
Worked x hours this day, choose the amount of time that must be worked in a day before
the premium time pay codes will override the normal pay codes.
-
Worked x hours this week, choose the amount of time that must be worked in a week
before the premium time pay codes will override the normal pay codes.
-
Worked x hours this period, choose the amount of time that must be worked in a pay
period before the premium time pay codes will override the normal pay codes.
-
Worked x days before, choose the amount of days that must be worked before the
premium time pay codes will override the normal pay codes. This selection uses the
Consecutive Day tabs Reset On setting to decide the beginning day.
-
Days first punch is between, choose the time period where the first punch of the day must
happen before the premium time pay codes will override the normal pay codes.
-
Worked x reg hours this week, choose the amount of regular hours that must be worked
in a week before the premium time pay codes will override the normal pay codes.
•
Click Save.
•
Repeat these steps until you have created as many premium time rules as needed.
To set premium time
•
As you create premium time rules, they will appear in the list of Available Rules.
•
At the top of the screen, choose which pay class will use premium time.
•
Under Available Rules, choose the premium time rules for this pay class. You know you
have chosen a rule when you see an "x" in its box .
44
•
Click Save.
•
Repeat these steps until you have set premium time for as many pay classes as needed.
To edit a premium time rule
•
Highlight a rule from the list of Available Rules.
•
Make any changes needed.
•
Click Save.
•
To remove a rule from a pay class, deselect it from the list of Available Rules by
removing the "x" from its box.
45
CHAPTER 6
Schedules Overview (Note: Access rights are required for this section.)
Schedules tell the software when a person should punch the clock. This way, the software knows what to
do with those punches. For each schedule, you can define certain In/Out rules, breaks, meals, etc.
If you do not assign employees to a work schedule, they are considered to have an "open schedule". An
employee's open schedule starts with his/her first punch of the day - see the Advanced Tab at the Pay Class
icon and the Schedules Tab at the Employees icon for more information.
Section 6.1 Schedules - General IN / OUT Tab
The In/Out sub-tab of the General tab at the Schedules icon, allows you to define the rules for the schedules
start and end of day. This includes the Start time, Very Early IN zone, End time and Very Late Out zone.
Note: Changes to the following settings will apply to the schedule that you selected from the list.
Start – This setting defines the typical time that the schedule will begin.
Very Early IN – This setting defines the earliest time a person can punch and have the punch calculate.
Note: This setting is only available if you have set the Very Early In Rounding in the Rounding sub-tab.
See the example below for more information.
End – This setting defines the typical time that the schedule will stop. Note: You can override a schedule's
'end' time in the timecard by using the 'Allow Maximum Day Edits' timecard view option.
Very Late OUT – This setting defines the latest time a person can punch. Note: This setting is only
available if you have set the Very Late Out Rounding in the Rounding sub-tab. See the example below for
more information.
If you want to create an off schedule, check the Off box, then follow the same steps for setting up
schedules.
6.1.1 Setting up the Schedules General - In/Out Tab
Use the In/Out sub-tab of the General tab at the Schedules icon to setup what time the schedule will begin
and end. You can create a new schedule, copy an existing schedule or edit a schedule. Note: Changes on
this tab will automatically be saved.
46
To create a new schedule:
y
Click the New button and select "No" to copy the selected schedule settings.
y
Under Name enter a name for the schedule.
y
Under Start, enter the time people using this work schedule should punch in for work.
y
Under Very Early In, enter the earliest time that a person is allowed to punch in for work. The
punches between Very Early In and Start will round according to your choice in the Rounding
sub-tab for Very Early In Rounding.
Note: PayClock treats punches earlier than the Very Early In time as out of schedule, and these
punches will trigger an exception. PayClock does not calculate these punches until you correct the
exception at the Timecard.
y
Under End, enter the time people using this work schedule should punch out from work.
y
Under Very Late Out, enter the latest time that a person is allowed to punch out from work. The
punches that fall during the End to Very Late Out will round according to what you choose in the
Rounding sub-tab for Very Late Out Rounding.
Note: PayClock treats punches later than the Very Late Out time as out of schedule, and these punches
will trigger an exception. PayClock does not calculate these punches until you correct the exception at
the Timecard.
To copy an existing schedule:
y
Select the schedule to copy from the list and then click on the New button. Select "Yes" to copy
the selected schedule settings.
y
Under Name enter a name for the schedule.
y
Under Start, enter the time people using this work schedule should punch in for work.
y
Under Very Early In, enter the earliest time that a person is allowed to punch in for work. The
punches between Start and In Revision will round according to your choice in the Rounding subtab for Very Early In Rounding.
Note: PayClock treats punches earlier than the Very Early In time as out of schedule, and these
punches will trigger an exception. PayClock does not calculate these punches until you correct the
exception at the Timecard.
47
y
Under End, enter the time people using this work schedule should punch out from work.
y
Under Very Late Out, enter the latest time that a person is allowed to punch out from work. The
punches that fall during the End to Very Late Out will round according to what you choose in the
Rounding sub-tab for Very Late Out Rounding.
Note: PayClock treats punches later than the Very Late Out time as out of schedule, and these punches
will trigger an exception. PayClock does not calculate these punches until you correct the exception at
the Timecard.
To create a floating schedule:
A floating schedule allows an employee to start work during a defined time range, rather than at a
certain time. For example, you might allow employees to start work anytime between 6:00 am and 9:00
am, and they will work for 8 hours.
y
Create a new schedule at the Schedules icon and name it.
y
On the In/Out sub tab of the General tab select This is a Floating Schedule option.
y
At the In/Out sub-tab, set the Start to the earliest time the employee can begin work.
y
Click on the Revisions sub tab and set the In Grace to the latest time that the employee can
begin work. This defines the time range for the schedule to start.
y
Click on the In/Out sub tab of the General tab and set the End to a time that would equal the
length of the schedule that would include any breaks or meals.
This is an example of an 8 hour floating schedule with a 30 minute break that could be activated any
time from 6:00am to 9:00am:
•
The schedule’s Start is set to 6:00am
•
The option “This is a Floating Schedule” is selected
•
The schedule’s In Grace is set to 9:00am
•
The schedule’s End is set to 2:30pm, which is 8 hours and 30 minutes after the Start time
(8 hours of work, plus 30 minutes for lunch).
•
The Very Late Out is set to 5:30pm
•
The software will automatically adjust the End time based off the employee’s first punch of
the day. Assume a person clocks in at 8:00 am; the schedule adjusts to an End time of 4:30
48
pm (8 hours and 30 minutes after the In punch). The same adjustments apply to Out
Grace, Out Revision and Very Late Out.
Section 6.2 Schedules – General Revisions Tab
The Revisions sub-tab of the General Tab at the Schedules icon, defines how punches will be adjusted at
the beginning and end of the work schedule. This includes the In Revision zone, In Grace zone, Out
Revision zone and the Out Grace zone.
IN Revision – This setting will round punches forward to the start time. See the example below for more
information.
IN Grace – This setting will round late punches back to the start time. See the example below for more
information.
OUT Revision – This setting will round late out punches back to the end time.
OUT Grace – This setting will round early out punches forward to the end time.
6.2.1 Setting up the Schedules General - Revision Tab
Use the Revisions sub-tab of the General tab at the Schedules icon to setup how punches will be adjusted at
the beginning and end of the work schedule. This includes the In Revision zone, In Grace zone, Out
Revision zone and the Out Grace zone. Changes on this tab will automatically be saved.
To setup an In Revision zone for a schedule:
y Select the schedule from the list and click on the Revisions sub-tab.
y
Under In Revision, enter the time that when people punch in early, the In punch rounds forward to
the Start time.
To setup an Out Revision zone for a schedule:
y
Under Out Revision, enter the time when people can punch out late. This OUT punch rounds back
to the End time.
To setup an In Grace zone for a schedule:
y
Under In Grace, enter the time when people can punch in late. This In punch rounds back to the
Start time and no time is docked.
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To setup an Out Grace zone for a schedule:
y
Under Out Grace, enter the time when people can punch out early. This OUT punch rounds
forward to the End time and no time is docked.
Section 6.3 Schedules - General Tab/Rounding
In the Rounding tab (one of 4 subtabs under the General Tab), you can tell the software how to round
punches. You can round Very Early IN, Very Late OUT, any other IN and any other OUT punches.
If you need to setup rounding other than 1/4 and 1/10 hour rounding, you can do this in the Rounding Rules
tab at the Schedules icon.
Other In Rounding - Rounds any In punch that falls within the schedule Start and End time.
Other Out Rounding - Rounds any Out punch that falls within the schedule Start and End time.
Very Early IN Rounding - If you want a very early IN punch to round, choose the rounding here. This
applies to a Very Early In punch that falls between the Very Early In and In Revision settings at the IN
subtab. There is no Very Early In rounding with floating schedules.
Very Late Out Rounding - If you want a very Late OUT punch to round, choose the rounding here. This
applies to a Very Late Out punch that falls between the Out Revision and End time settings at the Out
subtab.
Note: The rounding rule assigned for the Very Late Out Rounding will round forward at the break point.
Example: 1/4 rounding (15 minute round with a 7 minute breakpoint) is used and the employee punches out
late to go home at 7:07pm, this punch will round forward to 7:15pm.
6.3.1 Setup General Rounding
Use the Rounding subtab of the General tab to set rounding for scheduled punches. If you need to setup
rounding other than 1/4 and 1/10 hour rounding, you can do this in the Rounding Rules tab at the Schedules
icon.
y
The schedule you want to work with should already show in the schedule list at the top of the
screen.
y
If you are creating a floating schedule, go to the steps below for setting up rounding for a floating
schedule.
50
y
Under Other In Rounding, choose how scheduled In punches round (punches that fall between the
Start and End time).
y
Under Other Out Rounding, choose how scheduled Out punches round (punches that fall between
the Start and End time).
y
Under Very Early In Rounding, choose how Very Early In punches round (punches that fall
between Very Early In and In Revision).
y
Under Very Late Out Rounding, choose how Very Late Out punches round (punches that fall
between Out Revision and Very Late Out).
To Setup Rounding for Floating Schedules:
•
Under Other In Rounding, choose how scheduled In punches round (punches that fall
between the floating Start and End time).
•
Under Other Out Rounding, choose how scheduled Out punches round (punches that fall
between the floating Start and End time).
•
Very Early In Rounding does not apply in floating schedules.
•
Under Very Late Out Rounding, choose how Very Late Out punches round (punches that
fall between the Out Revision and Very Late Out floating schedule).
Section 6.4 Schedules - General Tab/Misc
In the Misc. tab (one of 4 subtabs under the General Tab), you can have hours shifted from one day to the
next, setup guaranteed time as well as apply the premium majority worked hours rule and choose the option
for schedules that cross midnight.
6.4.1
Apply this Schedule to Previous Day
Apply this Schedule to Previous Day - Choose this option if you want the schedule to be applied to the
previous day. This option is normally used when you want to split shifts or when the pay period starts
before midnight and you want the hours of the shift to count on the day the shift ended.
Split Shift Example: Sally comes in Tuesday morning and works the 7:00am to 3:30pm. She goes
home, then comes back and works the Tuesday night 11:00pm to 7:30am Wednesday morning shift.
You don't want the hours to be on the same day, you want to "split" the shift between 2 days.
With this option selected for the 1100pm - 730am schedule, apply the schedule in Sally's timecard for
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Wednesday. The software will split the shift and force the hours from 11:00pm Tuesday through
7:30am Wednesday to calculate as Wednesday hours.
Note: Sally's hours may not calculate if this option is not selected when you apply the schedule in the
timecard. The software will be expecting the punches to be 11:00pm Wednesday night thru 7:30am
Thursday morning if the schedule was applied without the option selected.
Pay Period Starts before Midnight for 3rd Shift Example: The pay period starts on Sunday, but you
want any punches after 10:30pm Saturday night to be on the new pay period.
You assigned Sally's work schedule at the Employee Schedules tab. She works from 11:00 pm at night
to 7:30 am in morning which is the 11:00pm-7:30am schedule.
With this option selected for the 1100pm - 730am schedule, Sally's punches for Saturday night will
calculate and count on Sunday, the start of the next pay period.
Note: Sally's hours will calculate as worked on Saturday, the end of the pay period if this option is not
selected for the schedule.
6.4.2
Setup Guaranteed Time
At the Schedules General tab, under the Misc subtab, you can setup whether your employees get
guaranteed time.
Guaranteed Time - Check this box if your employees get guaranteed time.
Worked Hours to Qualify - Enter how long a person must work before receiving guaranteed time.
Minimum Paid Hours - Enter the guaranteed time amount.
Example 1: On a Saturday you call Maintenance to fix a problem in the plant. You have guaranteed
them at least 6 hours for any day they are called in to work. They fix the problem in just 3 hours. By
setting up a guaranteed minimum on the maintenance department's schedule, the maintenance workers
will be paid for 6 hours even though they only clocked in for 3. However, if the problem takes 9 hours
to fix, they will be paid for the entire 9 hours. In this example you would have zero Worked Hours to
Qualify and 6 Minimum Paid Hours.
Example 2: You have temporary workers who are called in regularly. Many show up even if they are
not needed. You have a policy that if they work for more than one hour, you guarantee them 4 hours.
In this example you would have 1 Worked Hours to Qualify and 4 Minimum Paid Hours.
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6.4.3 Setup Pay Code Overrides
Pay Code Overrides - Click this button to override the Regular, Overtime1 and Overtime2 pay codes when
needed. You may want to do this if a person gets paid a differential while working regular time and
overtime. You can create differential pay codes in the Preferences tab of the System icon, then use this
function to set which pay codes you will override. See Pay Code Overrides for more details on this
function.
When you click this button, the Pay Code Overrides window appears.
Regular - Choose a pay code to use when a person gets paid a differential while working regular hours.
For example, a person might get a differential when working the Graveyard shift.
Check the Daily OT Limit Override box and choose your daily pay codes for overtime levels. This
section works just like setting up overtime at the Pay Class icon. For example, this person might get a
higher differential if he is working overtime on the Graveyard shift.
You can create differential pay codes in the Preferences tab of the System icon.
You can also use pay code overrides for other needs such as consecutive day overtime or makeup time.
6.4.4 Setup Premium Time Zone Overrides
Premium Time Zone Overrides - Click this button to override / attach a premium time zone(s) directly to a
schedule. Premium time zones no longer have to be attached to the pay class. This will allow you to assign
the premium to only those employees that should be getting paid the differential. When the premium time
zone is attached to the pay class it will apply to all employees on that pay class.
For example, you can create a schedule for the night shift. If you work the night shift you get paid a .75
differential added to your base wage. The night shift starts at 11:00pm and ends at 7:30am.
See the description of each setting below.
Start Day - Displays a list of all of the premium time zones that are configured. Select 1 or mulitple
premium time zones that you want to be applied the day the schedule starts.
Next - When a schedule that goes across midnight is set up it will extend over 2 days. You have the
day the schedule starts and the day the schedule ends. Select 1 or mulitple premium time zones that
you want to be applied to the day the schedule ends. This setting would normally only be used for
schedules that cross midnight.
ID - Used for internal purposes only.
Ignore Next Days Pay Class PT Zone - With this option any premium time zones applied through the
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pay class will be ignored on the day the schedule ends. This setting would normally only be used for
schedules that cross midnight.
Ignore Next Days Schedule PT Zone Overrides - With this option any premium time zone overrides
applied through the schedules will be ignored on the day the schedule ends. This setting would
normally only be used for schedules that cross midnight.
To create a schedule with a premium time zone override:
Create a new premium time zone at the Premium Time tab of the Pay Class icon.
Create a new schedule at the Schedules icon and name it 11:00pm - 7:30am.
Enter the information at the In, Out, and Rounding subtabs of the General tab, as well as the Break &
Meal Rules and Rounding Rules tabs. Enter this information as normal for creating a schedule.
In the Misc subtab of the General tab, click the Premium Time Zone Overrides button.
The Premium Time Zone Overrides window appears.
Check the 11:00pm - 7:30am box under Start Day.
This applies the 11:00pm - 7:30am premium time zone to this schedule.
To apply this 11:00pm - 7:30am schedule you can go to the Employees icon or to apply the schedule
on a certain day, open that employee's timecard by clicking the Timecard icon
the employee from the list at the top of the screen.
, then choosing
In the timecard table, make the Schedule column visible.
Move your mouse to the row that shows the day where you want to apply the 11:00pm - 7:30am
schedule.
Double-click on the cell in the Schedule column.
The cell changes to a list where you can choose a schedule
Click the down arrow
.
to view the list, then choose the 11:00pm - 7:30am schedule.
Press the Enter key on your keyboard.
54
The 11:00pm - 7:30am schedule applies to only one day, leaving the rest of your schedule settings
unchanged.
* Note * You can also use the premium time zone overrides to take the place of your premium time
zones that are assigned to the pay class when needed.
Premium Time Zone Time Card Legend
In the timecard schedule bar the following graphics will represent different premium time zones.
This represents a premium time zone that was applied through the pay class.
This represents a premium time zone that was applied through a schedule.
This graphic will display on the day the schedule ends. It represents a premium time
zone that is applied to the following scheduled day.
This graphic will display on the day the schedule ends. This represents a disabled
premium time zone that was applied through a schedule.
* Note * A schedule that crosses midnight will extend over 2 days. You have the day the schedule starts
and the day the schedule ends.
6.4.5 Setup the Premium Majority Worked Hours Rule Option
"Apply Majority Worked Hours Rule" - Choose this option if you want all of the hours worked during the
schedule to be collected in the time zone that has the most hours. Time zones worked could be a non
premium zone, premium zone or multiple premium zones.
Example: You assigned Sally's work schedule at the Employee Schedules tab. She works from 2:00 pm
to 10:30 pm Monday thru Friday. There is a premium time zone set up in the Pay Class that starts at
7:00pm and ends at 11:00pm with any regular hours worked in the premium going to the EveReg pay
code and any overtime hours worked in the premium going to the Overtime 1 pay code.
With this option selected for the schedule:
Sally worked on Wednesday from 2:00 pm to 10:30 pm, all of her hours were collected in the Regular
pay code. She had 5 hours of regular time and 3 hours and 30 minutes of premium time, so the
majority of the hours were regular so all of the hours will be collected in the regular pay code.
Sally worked on Thursday from 5:00 pm to 10:00 pm, all of her hours were collected in the EveReg
pay code. She had 2 hours of regular time and 3 hours of premium time, so the majority of the hours
55
were premium so all of the hours will be collected in the premium pay code.
If you do not choose this option, Sally's hours would be collected in the pay codes where they were worked.
"Use Alternate Method" - Choose this option if you want to place a condition on whether premium time
will be paid. With this option the majority of the time must be worked in premium zone(s) in order for the
premium(s) to be paid.
* Note * "Apply Majority Worked Hours Rule" box must be checked to use this option.
Example: You assigned Sally's work schedule at the Employee Schedules tab. She works from 2:00 pm
to 10:30 pm Monday thru Friday. There is a premium time zone set up in the Pay Class that starts at
7:00pm and ends at 11:00pm with any regular hours worked in the premium going to the EveReg pay
code and any overtime hours worked in the premium going to the EveOT1 pay code.
With this option selected for the schedule:
Sally worked on Wednesday from 2:00 pm to 10:30 pm, all of her hours were collected in the Regular
pay code. She had 5 hours of regular time and 3 hours and 30 minutes of premium time, so the
majority of the hours were regular so all of the hours will be collected in the regular pay code.
Sally worked on Thursday from 5:00 pm to 10:00 pm, her hours are split into the pay codes where they
were worked. She had 2 hours of Regular time and 3 hours of EveReg premium time, so the majority
rule condition was met.
If you do not choose the "Use Alternate Method" option, all of Sally's hours would be collected in the
EveReg pay codes.
6.4.6 Setup Options for Schedules that Cross Midnight
"If this schedule is used on the last day of the Pay Period, apply the hours to the next Pay Period" - Choose
this option if your schedule crosses midnight and you want all the hours in a shift to count on the day the
shift ended. If you do not check this box, all hours are counted on the day the shift started.
Example: You assigned Sally's work schedule at the Employee Schedules tab. She works from 10:00
pm on Tuesday night to 7:00 am Wednesday morning; however, the pay period ends on Tuesday
night.
With this option selected for this schedule, Sally's hours count on Wednesday, the start of the next
pay period. With this option, you will see these hours highlighted in turquoise in the next pay period
of the timecard.
If you do not choose this option, Sally's hours count as worked on Tuesday, the end of this pay
period.
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Section 6.5 Schedules - Break & Meal Rules Tab
When setting up schedules, you can define rules for breaks and meals for each schedule.
In the Break & Meal Rules tab, you can set whether employees punch for a break or if the software deducts
it automatically. You can choose one, both or none of these settings. You can also set an “add back” feature
that can add an interval of any unused punched breaks back at the end of the day.
Available Rules - To edit a rule, choose it from this list. To assign it to a schedule, choose the schedule
from the schedule list at the top of the screen, then click in the rule’s box .
To create a new rule, click the New button and enter the name of the rule at Name.
Breaks can be floating or fixed. A fixed break occurs at a certain time, and a floating break occurs within a
time range. To set a break as a fixed break, click the Fixed box.
Breaks can be punched, auto deduct or both.
Floating Breaks
Minimum Hours from Start - Enter the least amount of time a person must work before taking the
break.
Maximum Hours from Start - Enter the most amount of time a person can work before taking the
break.
Unpaid Length - Enter how much of the break is unpaid, if any.
Extended Break Length - Enter the max extra amount of time a person can take and the punch still
count as a break rather than an in/out punch.
Paid Length - Enter how much time of the break is paid, if any (Unpaid Length + Paid Length = Total
Break Length).
Unscheduled Rounding - Set the rounding for unresolved punches that fall in this break. An unresolved
punch is when only one punch occurs during a break, instead of the expected two punches. For
example, if a person works a half-day and punches Out during the lunch break, the Out setting
determines how this punch rounds.
57
Note: The rounding rule assigned for the Unscheduled Out and In Rounding will round forward at the
break point. Example: ¼ rounding (15 minute round with a 7 minute break point) is used and the
employee punches out to go home at 12:07pm, this punch will round forward to 12:15pm.
Fixed Breaks
Fixed - Click this box to set the break as fixed. When you click this box, the requested information
changes.
Start Relative to Schedule Start - Enter how many hours after the schedule Start time this break begins.
End Relative to Schedule Start - Enter how many hours after the schedule Start time this break ends.
Extended Break Amount - Enter the max extra amount of time a person can take and the punch still
count as a break rather than an in/out punch.
Paid Length - Enter how much time of the break is paid, if any.
Punched breaks, auto deduct breaks or both
Punched - Check this box if employees must punch in and out for this break.
Auto Deduct - Check this box if employees do not punch to take the break, and if the break is
automatically taken out.
Punched and Auto Deduct - Check both boxes if employees may or may not punch. If they punch, then
the break is taken out. If they do not punch, then the break is automatically taken out.
When you check the Auto Deduct box, two more boxes are enabled, Length and Worked Hours to
Qualify:
Length - Enter the amount of time to auto deduct.
Worked Hours to Qualify - Enter how long an employee must work before deducting the break.
When PayClock auto deducts a break, a portion of
the time bar at the Timecard is shaded blue.
Punched breaks that add time back to the day if not taken
Punched - Check this box if employees must punch in and out for this break.
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Auto side tab - Check the "This is an Auto Add" box, check the Auto Add box. When you check
the Auto Add box, two more boxes are enabled, Length and Worked Hours to Qualify:
Length - Enter the amount of time that will be added back to the day.
Worked Hours to Qualify - Enter how long an employee must work before adding time back for the
break that was not taken.
6.5.1 Setup Breaks & Meals
You can use the Break & Meal Rules tab at the Schedules icon to setup breaks and meals for your work
schedules.
To create a floating punched break
•
Click New.
•
At Name, type in a name for this break.
•
Click the Punched box to select it.
•
Go to the Punch subtab.
•
At Minimum Hours from Start, enter how much time a person must work before he can take this
break.
•
At Maximum Hours from Start, enter the longest time a person can work before taking this break.
•
At Unpaid Length, enter how long the unpaid part of this break lasts.
•
At Paid Length, enter how long the paid part of this break lasts, if any.
•
Go to the Auto subtab.
•
If any or the entire break will be added back if it is not used, click This is an Auto Add.
The Auto Deduct will change to Auto Add.
•
Click the Auto Add checkbox.
•
Enter the number of hours that must be worked to receive the add back in the Worked
Hours to Qualify box.
59
•
Enter how much time to add back in the Length box.
y
Go to the Advance subtab.
y
At Interval Rounding, enter the rounding for the Extended Break Length.
•
At Extended Break Length, enter the max extra amount of time a person can take and the punch
•
Unscheduled Rounding, set the rounding for unresolved punches that fall in this break. An
unresolved punch is when only one punch occurs during a break, instead of the expected two
punches.
For example, if a person works a half-day and punches Out during the lunch break, the Out setting
•
To create a fixed punched break
•
Click New.
•
•
Click the Punched box to select it.
•
Go to the Punch subtab.
•
Click the Fixed box to select it.
•
At Start Relative to Schedule Start, enter how many hours after the schedule Start time this break
begins.
•
At End Relative to Schedule Start, enter how many hours after the schedule Start time this break
ends.
The amount of time between Start and End is the Unpaid Length of the break. For example, if you
set the break Start to 4:00 and the break End to 5:00, then the break is a 1-hour unpaid break.
•
At Paid Length, enter how long the paid part of this break lasts, if any.
If this entire break is paid, make sure that you keep the Start and End time the same. For example,
if you set the break Start to 4:00, the break End to 4:00 and the Paid Length to 1:00, then the break
is a 1-hour paid break.
60
If you set the break Start to 4:00, the break End to 5:00 and the Paid Length to :30, then the break
lasts 1½ hours, and 1 hour is unpaid and ½ hour is paid.
•
•
If any or the entire break will be added back if it is not used, click This is an Auto Add.
The Auto Deduct will change to Auto Add.
•
Click the Auto Add checkbox.
•
Enter the number of hours that must be worked to receive the add back in the Worked
Hours to Qualify box.
•
Enter how much time to add back in the Length box.
•
Go to the Advance subtab.
•
At Interval Rounding, enter the rounding for the Extended Break Length.
•
At Extended Break Length, enter the max extra amount of time a person can take and the punch
•
At Unscheduled Rounding, set the rounding for unresolved punches that fall in this break. An
unresolved punch is when only one punch occurs during a break, instead of the expected two
punches.
•
For example, if a person works a half-day and punches Out during the lunch break, the Out setting
•
To create an Auto-Deduct
•
Click New.
•
•
Make sure the Punched is not checked.
•
Click the Auto-Deduct box to select it.
•
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•
Under Worked Hours to Qualify, enter how long a person must work before the software deducts
this unpaid break.
•
Under Length, enter how much time the software will deduct.
•
To create a break that is both Punched and Auto-Deduct
(When you create a break that is both punched and auto-deduct, the software first looks to see if a
person punched for this break. If he did punch, the break follows the rules for the punched break. If he
did not punch, the break follows the rules for the auto-deduct).
•
Click New.
•
•
Click the Punched box to check it, then follow the steps for creating a punched break, whether it
be fixed, floating or auto-punched.
•
Click the Auto-Deduct box to check it, then follow the steps for creating an auto-deduct.
•
To create a punched paid break that adds time back if the break is not taken
y
(When you create this break, the software first looks to see if a person punched for this break. If he
did punch, the break follows the rules for the punched break. If he did not punch, the break follows the
rules for the auto-add).
•
Click New.
•
•
Click the Punched box to check it, then follow the steps for creating a punched break, whether it
be fixed, floating.
•
Go to the Auto sub-tab.
•
Click the "This is an Auto Add" box, the Auto-Deduct box will change to an Auto-Add box.
•
Click the Auto-Add box to select it.
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•
Under Worked Hours to Qualify, enter how long a person must work before the software adds the
time.
•
Under Length, enter how much time the software will add if the break is not taken.
•
To create an Auto-Add
•
Click New.
•
•
Make sure the Punched is not checked.
•
Go to the Auto sub-tab.
•
Click the "This is an Auto Add" box.
•
Click the Auto-Deduct box will change to an Auto-Add box select it.
•
Under Worked Hours to Qualify, enter how long a person must work before the software adds the
time.
•
Under Length, enter how much time the software will add.
•
To assign a break to a schedule
•
Choose the schedule you want to use from the schedule list at the top of the screen.
•
Under Available Rules, assign the break by clicking in its box. The break is assigned when an “ ”
appears in the box .
A company can have multiple breaks assigned to one schedule. When you assign more than one
break to a schedule, PayClock uses sequencing to know which break to apply first. When you
assign breaks, click on them in the order you want them to fire. See the example below:
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In this example, First Lunch and Second
Lunch are assigned to the schedule. First
Lunch fires first (01) and Second Lunch
fires next (02).
Section 6.6 Schedules - Rounding Rules Tab
When setting up schedules, you can define rounding rules.
Available Rules - To edit a rule, choose it from this list.
To create a new rule, click the New button and enter the name of the rule at Name.
Rounding Unit - Enter how punches round (for example, if you enter 15, the punches will round to 15minute intervals).
Break Point - Enter when a punch rounds up or down (for example, if you enter 7, before 7 minutes, the
punch rounds back; at 7 minutes, the punch rounds forward; after 7 minutes, the punch rounds forward).
6.6.1 Setup Rounding Rules
PayClock comes with four rounding rules already defined – 1/4 hour rounding, 1/10 hour rounding, 1/1
hour rounding and 15/3 rounding. If your company rounds punches using another rule, you can create it
here.
•
Click New to create a new rounding rule.
•
Under Name type in the name you want to give this rule.
•
Under Rounding Unit, enter how punches round.
•
For example, if you enter 15, punches will round to 15-minute intervals.
•
Under Break Point, enter when a punch rounds up or down.
For example, if you enter 7, before 7 minutes, the punch rounds back; at 7 minutes, the punch
rounds forward; after 7 minutes, the punch rounds forward.
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Here are some rounded punches using the example above:
Punch
Rounded Punch
7:00
7:00
7:01
7:00
7:05
7:00
7:06
7:00
7:07
7:15
7:10
7:15
7:15
7:15
7:22
7:30
7:25
7:30
Note: The rounding rule assigned for the Very Late Out Rounding, Break & Meal Rules |
Unscheduled Rounding and Extended Break Length will round forward at the break point. Example:
1/4 rounding (15 minute round with a 7 minute breakpoint) is used and the employee punches out late
to go home at 7:07pm, this punch will round forward to 7:15pm.
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CHAPTER 7
Employees Overview (Note: Access rights are required for this section.)
At the Employees icon, you setup your employees in the software. You can enter their name, address, pay
rate, emergency info, etc.
You can also assign their benefit time and labor tracking levels.
Section 7.1 Employees – General Tab
In the General tab, you can enter basic information about a person.
Last Name, First Name, M.I. - Enter the last name, first name and middle initial of the person.
Badge Number - Enter the badge number this person uses to punch the clock.
Employee Number - If your company uses some other number to identify employees, enter it here. Usually,
you have an employee number if you export your data to a payroll service. Note that each time you add a
new employee, the employee number increments to the next unused number.
Base Pay - Enter the person’s hourly pay rate.
Salaried Hours - (View Only) Check this box for a salaried employee. When you check this box, you must
also enter how many hours this person works each pay period. Note: This setting will not display in reports
or exports.
Type of Employee - Choose Full Time, Part Time, Temporary or Seasonal.
Pay Class - Assign the employee to a Pay Class by choosing one from this list.
Home - Assign this employee to a home group. (You must setup groups at the System icon, Groups tab,
Properties button before you can assign a home group).
Name at Terminal - Type in a name up to 7 characters long that displays at the clock when the person
punches (Not supported by the PC2000, PC400, PC1000 or PC100 terminals).
Do Not Include in Exports - Check this box if you do not want to include this employee in the file you
export for payroll. Example: You may want to use this option for temporary employees where you need to
track their time, but the temp agency pays them.
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Allow Supervisor Functions - This allows the employee to perform supervisor functions at the terminal
(hardware dependent).
Ignore Holiday Schedule - All employees in a pay class get the same holiday schedule. Check this box if
this employee will not get paid for the holidays you set in the holiday schedule.
Ignore Premium Time Rules - All employees in a pay class get the same premium time rules. Check this
box if this employee does not get premium time.
Reset All Schedule Overrides - Check this box if you do not want to keep the one time schedule changes
made in the timecard when changing an employee's schedule assignment in the Schedules tab. If left
unchecked, you will be prompted to override Yes or No.
Date of Hire - Enter the hire date.
Inactive - If the person is temporarily not working at the company, check the Inactive box and enter the
date inactivity began.
Terminated - If the person no longer works at your company, check the Terminated box and enter the last
day of employment. The employee remains in the software with a Terminated status. The badge number
will reset to zero so you can reuse this badge for another person. If you want to delete an employee, click
the Delete button.
Password (button) – Click this button to open the Password window. This window allows you to set up a
password for an employee who logs into Report Manager to view their assigned reports. Note: This button
is only available if the user is logged into PayClock with Administrator access rights.
7.1.1 Setup an Employee
At the Employee General tab, you can add an employee, change employee information or delete an
employee.
To add an employee
•
Click the New button.
•
Type in the person’s last name, first name and middle initial under Last Name, First Name and
M.I.
•
Enter the person’s badge number under Badge Number.
•
If your company uses an Employee Number, enter it here. Usually, payroll services require an
employee number for exports.
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•
Enter the person’s hourly base pay under Base Pay.
•
For a salaried employee, check the Salaried box. View only on this screen, does not show in
reports or exports. (Future Enhancement)
•
From the list under Type of Employee, choose whether this person is Full Time, Part Time,
Temporary or Seasonal.
•
From the list under Pay Class, assign this employee to a pay class.
•
At Home, choose the person’s home group. You must setup groups in the Groups tab at the
System icon before you can assign them. When you select a home, this person is automatically
added to that group filter.
•
Under Name at Terminal, type in the name that shows at the clock when this person punches (This
field is limited to 7 characters and only applies to terminals that support this feature).
•
At Do Not Include in Exports, check this box if you do not want to include this employee in the
file you export for payroll. Example: You may want to use this option for temporary employees
where you need to track their time, but the temp agency pays them.
•
Check the Allow Supervisor Functions box if this employee can perform supervisor functions at
the terminal, such as edits (hardware dependent).
•
Check the Ignore Holiday Schedule box if this person does not get paid for the holidays you setup
in the holiday schedule.
•
Check the Ignore Premium Time Rules if this employee does not receive premium time.
•
Reset All Schedule Overrides – Check this box to automatically override changes to schedules
when the schedule at the time card does not match. If left unchecked, you will be prompted to
override or not.
•
Enter the person’s hire date under Date of Hire.
•
•
When you change or add employee information, you should send it to the clock. You can do this
in Terminal Manager by choosing the clock(s) to update, then click the Update Clocks button
To edit an employee
•
From the list at the top of the screen, choose the employee you want to edit.
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.
•
Click on any area you want to change and enter the new information.
•
If you change home departments and you don’t want this person to appear in the old department
anymore for reports and exports, you must manually remove him.
»
Go to the Preferences tab at the System icon and click the Departments button.
»
Choose the department where you want to remove the employee.
»
Under Employees Assigned to, click on the employee to remove the highlight.
»
Click the Save button.
•
To make an employee Inactive, check the Inactive box, then enter the date the person became
inactive.
•
To make an employee active again, uncheck the Inactive box.
•
To mark an employee as terminated, check the Terminated box, then enter the termination date.
The badge number resets to zero so you can reuse this badge for another person.
•
•
.
To delete an employee
•
From the list at the top of the screen, choose the employee you want to delete.
•
Click the Delete button.
•
Section 7.2 Employees – Schedules Tab
You use the Schedules tab to define the employees work schedule. You can setup the open schedule in the
Daily Open section or your can apply defined schedules in the Rotating section. You can also override the
start and stop times of the defined schedules at the Overrides tab in the Rotating section.
The punched break, auto-deduction and maximum work day length that are setup on the Advanced tab of
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.
the Pay Class icon will be applied to each employee assigned to that pay class. To override those settings,
select the employee and make changes to the Daily Open section of the employee’s Schedules tab.
If you do not set any punched breaks or auto-deductions at the Pay Class icon, you can still set them for an
employee on the Schedules tab.
You can choose both the Punched and Auto Deduct boxes if your employees can punch, but you do not
require them to punch. If they punch, then the break is deducted. If they do not punch, then the break is
automatically deducted.
If you need to increase or decrease a single employee’s work day length, you can set it for the employee in
the Schedules tab. This will override the Maximum Work Day Length setting at the Pay Class icon for that
individual employee.
Daily Open Section
Punched Break - Check this box if you require the selected employee to punch for a break.
y Minimum Hours from Start - Enter the shortest amount of time a person can work before
y Maximum Hours fro Start - Enter the longest amount of time a person can work before punching
for a break.
y Length - Enter how long the break lasts.
y Extended Break Amount - Enter the maximum extra amount of time the person can take and the
punch still count as a break rather than an in/out punch. Note: This setting will be disabled if the
"Round Unscheduled Registrations By" option on the General tab of the Pay Class icon is set to
“Not Selected”.
Auto Deduct - Check this box if you want PayClock to automatically deduct an amount of time for
this employee.
y Worked Hours to Qualify - Enter the amount of time a person must work before the time is
deducted.
y Length - Enter the amount of time to deduct.
Note: You can set a break that is both punched and automatically deducted setting both options. The
software first looks to see if the person punched for this break, if he did punch; the break follows the
rules for the punched break. If he did not punch, the break follows the rules for the auto-deduct.
Maximum Work Day - Check this box if you want to change the length of the selected employees
work day.
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y Length - Enter the longest amount of time a person can work in 1 day at Length. Note: Normally,
you should leave this setting at the default of 14:00 hours. The length of day can be set from
000:01 up to 048:00 hours.
You use the Rotating Schedule section of this tab to assign defined work schedules and override the start
and stop times. For each day, you choose a schedule that you created at the Schedules icon. Note: The
settings in the Rotating Schedule section will override the settings in the Daily Open section.
Rotating Section – Rules sub tab
Sunday-Monday-Tuesday-Wednesday-Thursday-Friday-Saturday Select the schedule from the
list to assign to the days of the week.
Use Schedule Locking at Terminal - Check this box to restrict the employee from punching outside
of their schedule. If the employee tries to punch the clock during a time outside of their schedule the
clock will reject the punch. (PC100 and PC1000 clocks do not support this feature).
Show Weekday Dates - Check this box to display the corresponding date next to the days of the
week.
Note: The open schedule settings will be applied for any days that do not have a work schedule assigned.
Rotating Section – Overrides sub tab
Sunday-Monday-Tuesday-Wednesday-Thursday-Friday-Saturday Select the IN and or OUT
box for each day you want to override.
In - Check this box and enter the time that the schedule will start.
Out - Check this box and enter the time that the schedule will end.
Hours - Displays the total hours expected to be worked for the day.
Note: You don’t have to override both the IN and OUT, you can override either or both settings.
Adjust To Fixed Schedule - Select this option to define how punches will be adjusted at the
beginning and end of the schedule. Note: This setting will not be applied to days that have a
schedule rule assigned.
Arrive Early Within Length - Enter an amount of time that employees can punch In early and
have the punch round forward to the Fixed Schedule In time.
Leave Late Within Length - Enter an amount of time that employees can punch Out late and have
the punch round back to the Fixed Schedule Out time.
Starting Week - Enter the date when the employees work schedule begins. This is used as a
reference point when you have the number of rotating weeks set at 2-9. Important Note: The date
you set here should be the current pay period start date or earlier, never in the future.
71
Number of Rotating Weeks - Select how many weeks of schedules you want assign (1-9).
Week Number - Select which week you want to assign the schedules to, the number of weeks
available will be based on what you set as the Number of Rotating Weeks.
You use the Fixed Schedule Templates section of this tab to create a template of schedule rules or schedule
overrides and then assign the template to the employees.
Fixed Schedule Templates Section
Setup (button) – Click this button to open the Rotating Schedule Templates window. This is where
you can setup and modify your templates.
Available Schedules - Select the schedule template from the list to assign to the selected employee.
Apply (button) - After selecting the schedule template click the Apply button to assign the template
to the selected employee.
7.2.1 Assign Schedules
At the Schedules tab of the Employees icon, you can change an open schedule, set a rotating schedule,
define schedules that change week to week, override the start and stop time of an assigned schedule, or
create schedule templates to assign to employees.
Note: When you have settings defined in the Advanced tab at the Pay Class icon, the same settings appear
in the Daily Open section of the Schedules tab for each person assigned to that pay class. These settings
will apply to days where there is not a schedule rule assigned.
To change Punched Break settings:
•
From the employee list at the top of the screen, choose the employee you want to edit.
•
If you want to require this employee to punch for a break, make sure the Punched Break box is
checked.
•
At Minimum Hours from Start, enter the shortest amount of time a person can work before
•
At Maximum Hours from Start, enter the longest amount of time a person can work before
72
•
At Length, enter how long the break lasts.
•
At Extended Break Amount, enter the max extra amount of time the person can take and the punch
still count as a break rather than an in/out punch. Note: “Round Unscheduled Registrations By”
must be selected on the General tab of the Pay Class icon.
•
If you checked the Punched Break box in the Advanced tab at the Pay Class icon and you don’t
want to require this person to punch for a break, check the Punched Break box, then set all the
amounts under Punched Break to 00:00.
To change Auto Deduct settings
•
•
If you want PayClock to auto-deduct an amount of time for this employee, make sure the Auto
Deduct box is checked.
•
At Worked Hours to Qualify, enter the amount of time a person must work before the time is
deducted.
•
At Length, enter the amount of time to deduct.
•
If Auto Deduct is checked in the Advanced tab at the Pay Class icon and you don’t want PayClock
to deduct any time for this person, set the Work Hours to Qualify and Length to 00:00.
•
73
When you did not set punched breaks and/or auto-deductions at the Pay Class icon
When you do not have settings defined at the Pay Class icon, you must set any punched breaks or autodeductions for each employee that has them.
To set a Punched Break
•
•
If you want to require this employee to punch for a break, check the Punched Break box.
•
At Minimum Hours from Start, enter the shortest amount of time a person can work before
•
At Maximum Hours from Start, enter the longest amount of time a person can work before
•
At Length, enter how long the break lasts.
•
At Extended Break Amount, enter the max extra amount of time the person can take and the punch
still count as a break rather than an in/out punch. Note: “Round Unscheduled Registrations By”
must be selected on the General tab of the Pay Class icon.
•
If this person does not need to punch for a break, do not check the Punched Break box.
•
To set an Auto Deduct
•
•
If you want PayClock to auto-deduct an amount of time for this employee, check the Auto Deduct
box.
•
At Worked Hours to Qualify, enter the amount of time a person must work before the time is
deducted.
74
•
At Length, enter the amount of time to deduct.
•
If you do not want to set an Auto-Deduct for this person, do not check the Auto Deduct box.
•
To set the Maximum Work Day Length
•
Enter the longest amount of time a person can work in 1 day at Maximum Work Day Length.
Normally, you should leave this setting at the default of 14:00 hours. This setting will override the
setting at the Pay Class | Advanced tab for this employee.
To assign a rotating schedule to an employee
•
•
Under Starting Week, choose the day when your work schedule begins.
IMPORTANT NOTE: This date should be set to the current pay period start date or earlier. It
should never be set in the future.
•
Under Number of Rotating Weeks, choose how many weeks the schedule cycles (1-9).
•
Make sure you have selected Week Number as 1.
•
For each day, choose the schedule you want to assign to this employee.
•
If your rotating schedule has more than one rotating week (if Number of Rotating Weeks is more
than 1), choose the next Week Number and assign schedules for each day of the next week.
•
Once you have assigned all the days, click Save to keep your changes.
•
If you do not assign a schedule for every day, then you can use the open schedule settings for the
days you did not assign. See the section on open schedules above.
75
To assign schedules that do not rotate but change from week to week for an
employee
Step 1
•
•
Under Starting Week, choose the date when the employees work schedule begins. This is used as a
reference point when you have the number of rotating weeks set at 2-9. The date should set to the
current pay period start or earlier. The PayClock software cannot apply the schedules correctly if
the date is set in the future.
•
Under Number of Rotating Weeks, choose how many weeks of schedules you want assign (1-9).
•
Make sure you have selected the Week Number as 1.
•
•
Choose the next Week Number and assign schedules for each day of the next week and continue
until you have set up the desired amount of weeks.
Step 2
y
Before you have reached the end of the rotating weeks that you defined, you will move the
reference date forward and set up the schedules for the next cycle of weeks.
•
Click the
button next to the Starting Week date to move the Starting Week reference date
ahead 1 week. You can click this button as many times as needed.
•
Select each Week Number to make the new schedule assignments.
•
•
Choose the next Week Number and assign schedules for each day of the next week and continue
until you have set up the desired amount of weeks.
•
To override a schedule rules start and end time
y
From the Employees icon click on employee list at the top of the screen, choose the employee you
want to edit.
76
y
From the Schedules tab click on the Overrides sub-tab.
y
Select the day of the week you want override and click on the In box and enter time to override the
start of the schedule rule.
y
Select the Out box and enter the time to override the end of the schedule rule.
y
Note: You don’t have to override both the IN and OUT, you can override either or both settings.
To create a rotating schedule rules template
y
From the Employees icon select an employee and then click on the Schedules tab. Click the Setup
button under the Fixed Schedule Templates section. The Rotating Schedule Templates window
appears.
y
Click New, type in a name for the schedule template under Name.
y
At Number of Rotating Weeks, choose how many weeks the schedule cycles (1-9).
y
At Week Number select Week Number as 1.
y
For each day, choose the schedule rule you want to assign to this template.
y
If the template has more than one rotating week (if Number of Rotating Weeks is more than 1),
choose the next Week Number and assign schedules for each day of the next week.
y
y
Click Close after you have finished.
To use schedule locking for this employee
•
If a person tries to punch the clock during a time outside his schedule and you don't want the clock
to accept this punch, check the Use Schedule Locking at Terminal box. (The PC100, PC1000,
TS100 and PC Click do not support this feature).
77
Section 7.3 Employees - Benefit Time Tab
This tab keeps track of an employee’s benefits, such as how much sick or vacation time he has taken. You
can track up to 5 pay codes. The software keeps track of how much time the employee has taken and how
much time the employee has left.
Pay Code - Choose the pay codes you want to track.
Allowed - Enter how much time the employee is allowed for a year. Note that if you are setting up
PayClock for the first time, and the year has already started, type in how much time the employee has left
for the year. You will need to update this box each year.
Start Date - Enter the date when the allowed benefit time began.
The software keeps track of how much time an employee has taken and how much time an employee has
left to take for each pay code you chose. Also, when you apply benefit time to an employee at the
Timecard, the software will let you know if you have applied more time than this person is allowed.
7.3.1 Setup Benefit Time
This tab keeps track of employee benefits, such as how much sick or vacation time. You can track up to 5
pay codes. The software keeps track of how much time the employee has taken and how much time the
employee has left.
•
From the employee list at the top of the screen, choose the employee you want to setup.
•
From the Pay Code column, choose up to 5 pay codes.
•
From the Allowed column, enter in how much time the employee has accrued for the year. Note
that if you are setting up PayClock for the first time, and the year has already started, type in how
much time the employee has left for the year. You will need to update this box each year.
•
From the Start Date column, enter the date when the allowed benefit time began.
•
To reset benefit time
•
At the Pay Code you want to reset, click the Zero Taken button to reset the Taken column to zero.
•
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Section 7.4 Employees – Assignments Tab
Use this tab to assign employees to alternate groups. This way, employees can transfer at the clock.
Note: Although the software allows you to assign up to 10 alternates, the settings you choose only work at
the clock if your clock supports this function. See the Appendix Section C - Terminal and Transfer
Validation Table for details.
When an employee transfers to one of these alternates, the pay you assign to this alternate overrides that
person’s base pay.
Note: If you want the employee to transfer back into their Home assignment, you must make it one of the
alternates as well.
7.4.1 Setup Employee Assignments
Use this tab to assign employees to alternate groups. This way, employees can transfer at the clock.
•
From the employee list at the top of the screen, choose the employee you want to assign.
•
At the Optional lists, choose up to 10 alternates.
•
For each alternate you choose, the Normal Hourly Pay Rate that you set for this group in the
Group Properties will fill in the Pay Rate. This pay rate overrides the employee’s base pay when
he transfers to this group. If you still want to use the employee’s base pay, enter it in the Pay Rate
box.
•
Remember that although the software allows you to assign up to 10 alternates, the settings you
choose only work at the clock if your clock supports this function. For example, if your clock only
allows employees to transfer to two departments other than the home department, an employee can
only transfer at the clock to the first two alternates you assigned. However, you can still do manual
transfers in the software at the Timecard icon to transfer the employee to the other groups.
*No validation - employees can transfer using any number 1-99 (1-9999 for the PC400, PC3500,
PC3500TX and BIO3500), even if you have not setup that number as a group. In other words, the
clock does not check to ensure the person entered a valid group number. See Terminal Manager
Guide for setting Validation.
See the Appendix Section C - Terminal and Transfer Validation Table for details.
79
Section 7.5 Employees – Personal Tab
In the Personal tab, you can keep track of certain employee information, such as address, phone number
and who to contact in an emergency.
7.5.1 Setup Personal Information
•
Select an employee from the list at the top of the screen.
•
Enter the person’s street address under Address (1) and Address (2).
•
Enter the city, state, country and zip under City, State, Country and Postal Zip.
•
Enter the person’s home phone number under Home Phone.
•
Enter the person’s social security number under Social Security Number.
•
Enter the person’s birthday under Date of Birth.
•
Under the Emergency Data section, enter two people to contact in case of an emergency. You can
enter their name, phone number and relationship to the employee.
•
Section 7.6 Employees – Messages Tab
In the Messages tab, you can create messages to display on the clock when an employee punches.
This only works with clocks that support this feature. (Supported by PC400, PC3500, PC3500TX)
7.6.1 Create and Send Messages
•
Under "This message will be sent to the terminal on the next update", choose a message from the
list that you want to send to this employee.
•
You can update your clock by choosing it in the Terminal Manager clock list, then clicking the
Update Clocks button
.
80
•
Check the "This is a persistent message" box if you want this message to appear each time the
person punches. If you only want the message to appear the next time the person punches, do not
check this box.
•
If the message you want does not appear in this list, you can create a message by clicking the
Message Manager button.
•
Once the Terminal Message Manager window opens, click New to create a message.
•
A message line appears at the bottom of the list that reads "New Message".
•
Click in this line, type your message, then press Enter.
•
Click Save.
•
Click Close to close the window.
•
Follow the first two steps above to choose your message.
Section 7.7 Employees – Terminal Tab
y
In the Terminals tab, you can assign or remove an employee's assignment to the terminal(s).
7.7.1 Assign Employee to the terminal(s)
•
From the employee list at the top of the screen, choose the employee.
•
From the Terminal List, choose the terminal(s) by clicking in the box next to the terminal name.
You know you have assigned an employee to the terminal when you see an "x" in its box . Choose
the "Assign Employee to All Terminals" box to assign the employee to all of the terminals.
•
7.7.2 Remove an Employees Assignment from the terminal(s)
•
From the employee list at the top of the screen, choose the employee.
•
From the Terminal List, choose the terminal(s) by clicking in the box next to the terminal name.
You know you have unassigned an employee from the terminal when you see the "x" removed
from its box.
81
•
7.7.3 To Update the Terminal(s) with the Employees Assignment
•
To update all terminal(s) in the Terminal List choose the "If this box is checked All Terminals in
the list will be updated when the Update Terminal Button is clicked, otherwise only the terminal
with the highlight will be updated" box.
•
To update a single terminal highlight the desired terminal from the Terminal List.
•
Click the Update Terminal button.
y
* Note * If you are running Terminal Manager on a different computer than the PayClock Base
module you cannot update the terminal(s) from the Employees | Terminal tab. Updating the
terminal(s) will have to be done from the Terminal Manager module.
82
CHAPTER 8
Poll Overview (Note: Access rights are required for this section.)
Click the Poll icon to pull data from the clock(s) into the software. After you poll a clock, you can edit and
manage your data.
Click the
icon to retrieve the data from the terminal.
After selecting the terminals, click the
button to retrieve the data from the terminal(s).
Polling the Clock
When you poll the clock, you retrieve information from the terminal and it is placed in the database making
the data available in the PayClock software. To poll the clock, click the Poll icon at the Data list.
It’s a good practice to poll your clock everyday. If you can’t poll everyday, you should poll the clock
before making any edits in the PayClock software. By polling everyday or before making any edits, you
can be sure you are working with the most current data.
Click the
button to retrieve the data from the clock.
Note: The PC2000, PC400 and PC100 terminals do not support file table locking. If another user is logged
in and editing an employee’s data and you poll one of these terminals it is possible data could be
overwritten. It is not recommended to poll while other users are logged into the PayClock software if you
are using PC2000, PC400 or PC100 terminals.
83
CHAPTER 9
Timecard Overview (Note: Access rights are required for this section.)
At the Timecard icon, you can view and edit a person's activity. You can use the schedule bar at the top of
the screen, the timecard table at the bottom of the screen or the menu options. You can also attach a note,
add dollar amounts, or mark employees as approved. The timecard graphically displays punches and nonwork time in the schedule bar section. Note: Click on the Refresh button to reload the data for the
selected employees timecard.
The timecard graphically displays punches and non-work time in the schedule bar.
You can view the current pay period, any closed pay period or the next pay period.
The current pay period is the active pay period that you have not closed.
A closed pay period is one that you have closed out using the Close icon. To view a closed pay period,
84
click View | Select Pay Period from the menu. You cannot edit a closed pay period.
The next pay period is the upcoming pay period. Sometimes you may have future transactions such as
vacation time to enter in the next pay period. Check the box in the top-right corner of the timecard
labeled ‘Next Pay Period’ to view it.
Section 9.1 Using the Schedule Bar
You can insert, edit and delete punches at the schedule bar. You can also undelete a punch that was
originally punched at the clock. You can also force a punch to start a new day if you have schedules that
overlap.
Delete Punch button
Add Punch button
24 Hour
Time Line
Adjust Max Day Length button
Start New Day button
Insertion Point
and
Time Reference
Graphical
Schedule
85
Zoom In /
Zoom Out
Rounded
Punch
Actual
Punch
To add a punch
•
Move your mouse pointer to where it turns into a down arrow
schedule bar.
in the lower section of the
•
Click at the time for the punch.
•
If needed, press the left or right arrow on your keyboard to adjust the punch time.
•
Click the Add Punch button
.
To edit a punch
•
Hold down the Ctrl key and click your mouse on the punch you want to edit
•
Still holding the Ctrl key, drag the punch with the mouse to the new time.
.
To adjust an employees maximum work day length by day in the timecard
•
schedule bar.
•
Click on the time for the new max day length.
•
If needed, press the left or right arrow on your keyboard to select the punch time.
•
Click the
button.
To adjust an employees work schedule end time by day in the timecard
•
schedule bar.
•
Click on the time for the new schedule end time.
•
If needed, press the left or right arrow on your keyboard to select the punch time.
•
Click the
button.
86
To force a punch to start the next day
•
Click on the punch
with your mouse.
•
A box surrounds the punch
•
Click the Start New Day button
•
Choose Yes for this registration to start a new day.
•
The punch will be forced to the next day, and will display the Start New Day flag
to show that you selected it.
.
.
To Undo forcing a punch to start the next day
•
Click the punch that has the Start New Day flag
with your mouse.
•
A box surrounds the punch
•
Click the Start New Day button
•
Choose Yes to complete the Undo.
•
The punch will be moved to the previous day and will display normal.
to show that you selected it.
.
y
To delete a punch
•
Click the punch
with your mouse.
•
A box surrounds the punch to show that you selected it.
•
Click the Delete Punch button
.
To undelete a punch
•
Make sure the Show Deleted Punches option is turned on. Do this by clicking View | Options
from the menu, then click on the Show Deleted box.
87
•
Deleted punches show in the schedule bar with a light gray color
your mouse.
. Click the punch with
•
A box surrounds the punch to show that you selected it.
•
Click the Delete Punch button
•
Once you restore the punch, notice that it changes to the same color as the other punches.
. Deleting a deleted punch actually restores it.
Section 9.2 Using the Timecard Table
The area at the bottom of the screen that looks like a spreadsheet is the timecard table. You can add, edit,
delete punches and add text notes through the timecard table. You can also change the colors in the table,
insert columns and resize columns. You can also make one-time employee schedule changes.
To add a punch
y
Double-click on the In or Out cell on the day when you want to add a punch. You know you have
selected it when you see a dashed line surrounding it.
y
Press the space bar.
y
Type in the new time for your punch. Use the right arrow key to move from hours to minutes.
y
If your time is set to 12-hour format, type an 'A' or 'P' to change to AM or PM.
y
Press enter on the keyboard.
To delete a punch
•
Click on the punch you want to delete.
•
Press the Delete key on the keyboard.
•
When the message appears, click “Yes” to tell PayClock that you want to delete the punch.
To edit a punch
•
Click on the punch you want to edit. You know you have selected it when you see a dashed line
surrounding it.
•
Press the space bar.
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•
Type in the new time for your punch. Use the right arrow key to move from hours to minutes.
•
Type an 'A' or 'P' if you need to change the time to AM or PM.
•
Press enter on the keyboard.
To insert a text note
You can insert a text note for an employee on a specific day; a single note can be up to 380
characters. For example, John Doe called in sick on Monday, so you might want to make a note on
John’s timecard for Monday that he called in sick. A day that has a note inserted will have a green
indicator ( ) in the upper left corner of the timecard cell. When you click on the day, the text of the
note will display in the Notes area of the timecard, which is located in the lower right corner of the
timecard window. The note shows by default the users log in and date when it was inserted. Notes
can then be viewed in the Timecard and can be viewed in certain reports.
•
Right click in the timecard table on the day for which you want to add the note and select Insert
Note from the pop-up menu.
•
The Note Editor will open, type text for the note.
•
Click OK, your note will be inserted and will display in the Notes area of the timecard.
To customize the timecard table
•
To add a column to the timecard table, click Insert from the menu.
•
Select Column, the Column Definition window appears, choose the column heading you want
from the Field Name list.
•
Check to Show this column and any other options you want.
•
Click OK.
To delete a column
•
Click on the column heading.
•
Uncheck Show this column.
•
Click OK.
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To resize columns
•
Click on the right side of the column heading that you want to resize.
•
While holding the mouse button down, drag the column to the size you want.
•
Or
Click in the column heading that you want to resize.
•
When the Column Definition window appears, type in the new width at Width.
•
Click OK.
To change colors in the table
•
To change row colors, click the View menu, then choose Options.
•
Choose the color you want from the list under Day Highlight Color.
•
Click OK.
•
To change column colors, click the heading of the column you want to change.
•
Choose the color you want from the list under Back Color.
•
Click OK.
y
To make a one-time schedule change
•
In the timecard, you can make a one-time change in an employee’s schedule for only the day you
selected. All other days keep your original setup that you defined in the Schedules tab at the
Employees icon.
•
If you have the Schedules column turned on in the timecard table, you can change schedules by
double-clicking on the cell that you want to change.
•
Double-click on the cell you want to change.
•
•
Click on the schedule you want.
•
Press the Enter key.
to view the schedule list.
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Section 9.3 Using the Timecard Menu
You can access the timecard functions from the menu at the top of the screen.
9.3.1 File Menu
Recalculate Option
Clicking File | Recalculate from the Timecard forces PayClock to instantly update the data
calculations in the software. You can choose to recalculate the data for one employee, the employees in
the employee list or all employees.
Exit Option
Clicking File | Exit from the menu closes the PayClock program.
9.3.2 Edit Menu
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Delete Option
Clicking Edit | Delete from the timecard deletes whatever item you have clicked on in the timecard
table.
Find Exception Option
Clicking Edit | Find Exception from the timecard will highlight the next exception in the timecard
table. You can choose either Previous or Next to move backward or forward.
Before using this function, make sure you have chosen the exceptions you want to track by clicking the
Exception Filter button to the right of the timecard table.
Adjusters Option
There may be times when you want to pay an employee for hours not actually worked or punched.
Perhaps you let them leave 15 minutes early instead of taking a 15-minute paid break. Using Pay Code
Adjusters you can add the missing 15 minutes to their timecard.
You can assign up to 5 adjusters to different pay codes. You can get to Pay Code Adjusters by clicking
the button in the System Preferences tab, or by clicking Edit | Adjusters | Set Pay Codes in the
Timecard menu.
To use adjusters, you must assign the adjuster to a pay code. You can set adjusters in the System
Preferences tab or in the Timecard.
To enter an adjustment
•
Make the Adjuster column visible in the Timecard table if you don't see it.
•
Click on the cell in the Adjuster column where you want to make the adjustment.
•
Enter the adjustment amount and press Enter.
If you can also see the pay code column that you adjusted, it will increase by the amount that you just
added.
To clear all adjustments on a time card
•
Choose the employee timecard that you want to clear.
•
Click Edit | Adjuster | Reset All from the menu.
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This clears all adjusters on that timecard only.
To delete an adjustment
•
Click on the adjustment you want to delete.
•
Press the Del key.
To change pay code assignments
•
While in the Timecard, select Edit | Adjusters | Set Pay Codes.
•
Select the down arrow in the adjuster to change.
•
Select a pay code from the list.
•
Click OK to save your changes or Cancel to return without saving your changes.
NOTE: Because you can change the pay code the adjuster points to, you can use the same adjuster to
point to different pay codes. If you display the Adjuster in the Timecard, any adjustments you
previously made will still point to their original pay codes. This may result in a confusing Timecard.
Change Adjusters with care.
9.3.3 View Menu
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Select Pay Period Option
Clicking View | Select Pay Period from the timecard brings up the window for you to choose a past
pay period for you to view in the timecard.
Sort Option
Clicking View | Sort By from the timecard sorts the employee list by Name or by Badge Number.
Filter Option
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Clicking View | Filter By allows you to choose which employees you want to appear in the employee
list. You can choose All Employees or a group that you created. Click ‘Use this group as my default’ if
you want to use this filter each time you open the Timecard or Employees icon.
Filters are also used when running reports. You can choose which groups you want to report on in the
Report Properties section of the Report Manager.
Show As Option
Clicking View | Show As from the timecard allows you to choose one of 5 ways to view your
timecard. You can customize each view to suit your company’s needs.
To customize a view
•
Click View | Show As.
•
Choose the View to customize.
•
Click View | Options.
•
The Timecard Options window appears.
•
Notice that the View you chose now shows under View Name of the Timecard Options window.
•
Any changes you make here will apply to this view. Also, any changes you make in the Timecard
Table affect this view.
Timecard View Options
Clicking View | Options from the timecard allows you to customize the timecard for your needs.
The View Name is the view you have selected in the menu View | Show As. You can customize up to
5 views. You can type over the View Name to change its name.
You can select the date and time format that you want to display in the timecard.
Check ‘Do not allow out of range edits’ to prevent you from inserting an item outside of your workday
setting.
Check ‘Allow double clicks to add’ if you want to double click in the schedule bar to add punches.
Check ‘Show deleted’ to show clocked punches that you deleted. When you check this box, PayClock
shows these punches grayed or dimmed.
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Check 'Allow Start New Day Edits' to enable the Start New Day
button . When you check this
box, PayClock allows you to select a punch and make that punch the beginning punch of the next day.
Check ‘Allow Maximum Day Edits’ to enable the New Max Day button
. When you check this
box, PayClock allows you to set the maximum day length or adjust a schedules end time by day. This
allows you to have a different maximum day length for each day of the pay period.
Choose a color from the Day Highlight Color list to add color to your timecard table.
Check ‘Show totals in Employee List’ to show each person’s totals for the current pay period next to
their name in the employee list.
Uncheck ‘Show pay period calendar’ to turn off the calendar in the timecard.
Check “Show Intervals by Department” to list totals per row in the timecard table. If you do not check
this box, the timecard table will list totals per day.
Check “Show Interval Value on Bar” to show accumulated time in the time bar. Note that autodeductions are not subtracted from this value, but will display in the timecard table.
Check “Show In/Out in Employee List” to show the current status of the employees in the employee
list since the last poll.
Check ‘Two Days on Schedule Bar’ to show punches for the selected day and the next day on the
schedule bar.
Schedule Bar Option
Clicking View | Schedule Bar from the timecard turns the schedule bar off or on.
Refresh Option
Clicking View | Refresh from the timecard refreshes your screen.
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9.3.4 Insert Menu
Registration Option
Clicking Insert | Registration from the Timecard brings up the window for you to add a punch.
Non-Work Time Option
Clicking Insert | Non-Work Time from the timecard brings up the window for you to add non-work
time. Non-work time is time paid to an employee, but not actually worked, such as vacations or
holidays.
y
Enter when the non-work time
starts under Start Time.
y
Enter the length of non-work
time under Duration.
y
Check to make sure the date for
the non-work time is correct.
y
Choose the pay code from the
list (Sick, Holiday, Vacation,
Personal or Other).
y Under Number of Days, select how many days to apply this non-work time. For example, if a
person takes 3 days of vacation, enter the first day of the vacation under Date, then choose 3 under
Number of Days.
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y Click OK.
Note: If you select the time to start the non work with the mouse pointer first and then select Insert |
Non-Work Time, the Time: field will display the time selected with the mouse pointer and the
Duration: field will display 000:00. Enter the amount of non-work time in the Duration: field and
click OK.
Transfer Option
Clicking Insert | Transfer from the timecard brings up the window for you to do an employee transfer
from the software.
If you have the Loc Code column turned on in the timecard table, you can also transfer by doubleclicking on the cell that you want to change.
•
Double-click on the cell you want to change.
•
•
Click on the group you want.
•
Press the Enter key.
to view the group list.
When you enter a transfer from the software, it shows up in the timecard as a double arrow
looks slightly different from a transfer made at the clock
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.
and
Amount Option
At the timecard, click Insert | Amount from the menu. This brings up the window where you can add
a dollar amount such as tips or bonuses. You can enter a positive or negative amount.
•
Choose a person to receive an amount.
•
Click New.
•
Choose the date, time and pay code for this amount.
•
Click in the Amount box and enter the dollar amount.
•
Click
to cancel or
to accept.
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New Max Day Length Option
PayClock allows you to set an employee’s maximum work day length by day in the timecard for the
open schedule. You can also adjust the end time of a work schedule by day in the timecard. The New
Max Day Length option has to be turned on for this button to be active.
To turn on the New Max Day Length Option
•
Click View | Options.
•
The Timecard Options window appears.
•
From the Registrations section check the Allow Maximum Day Edits box.
•
Click OK.
To change an employees maximum work day length or work schedule end time by day in the
timecard:
•
schedule bar.
•
Click on the time for the new max day length or new schedule end time.
•
If needed, press the left or right arrow on your keyboard to adjust the desired time.
•
Click the New Max Day Length button
.
Note: Adjusting the max day length or schedule end time will only effect the selected day.
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Column Option
You can choose which columns you want to show in the timecard table. You can bring up the
Column Definition by clicking the Insert | Column menu.
In the Column Definition, you can rename any of these column headings at the Title box.
You can choose to show running totals in the Totals list to the right of the timecard table by choosing
to ‘Show Totals for this Column’. Some columns also let you choose whether to show a running total
in the column itself by choosing ‘Show Running Totals’.
The list below describes each column and its function.
Date – Date
Worked Holiday - Worked holiday time applied
Day - Day of the week
Personal - Personal time applied
In - In punches
Other - Other non-work time applied
Out - Out punches
Auto Deduct - Deducted break amounts
Loc Code – Shows the labor tracking level or
pay code for the In and Out time, such as Sales
or Sick
Week Totals - Total hours for the week
Day Totals – Total hours for the day
HTOTotals - Hours accumulating toward OT
Regular – Regular hours worked
Schedule - Assigned work schedule for this
person
Overtime 1 – Overtime 1 hours
Adjusters (1 through 5) – Extra time applied
Wage – Total wages for the day
Vacation - Vacation time applied
Period Totals - Total worked hours for the pay
period
Grand Totals – Total of all Regular, Overtime
and Non-Work hours
RS Start – Not Applicable (For internal use
only)
RS End – Not Applicable (For internal use only)
Sick - Sick time applied
Holiday - Holiday time applied
You can also show any other pay codes that you created
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Section 9.4 Exceptions
At the Timecard, click the Exception Filter button to the right of the timecard table to choose which
exceptions you want to track.
An exception occurs when PayClock flags something out of the ordinary, such as a missed punch or break.
9.4.1 Exception Definitions
Missing Registration
PayClock flags missed punches by looking for an even number of punches. If there is an odd number
of punches, then PayClock assumes a punch is missing.
Arrived Early Exception
PayClock flags an Arrived Early exception by looking for a punch that falls between the Very Early In
and In Revision settings in the person's schedule.
Arrived Late Exception
PayClock flags an Arrived Late exception by looking for an In punch that occurred after the person's
scheduled Start time.
Left Early Exception
PayClock flags a Left Early exception by looking for an Out punch that occurred before the person's
scheduled End time.
Left Late Exception
PayClock flags a Left Late exception by looking for a punch that falls between the Out Revision and
Very Late Out settings in the person's schedule.
Long Break
PayClock flags this exception if a person punches Out for a break within the scheduled time for the
break length, and punches In from a break within the scheduled extended break amount.
Missed In Registration Exception
PayClock flags a Missed In Registration exception if a day that has a schedule assigned has no
punches.
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Missed Out Registration Exception
PayClock flags a Missed Out Registration exception by looking for a missing punch as an Out punch, a
Left Early exception or if the punch occurred out of range.
Missed Break
PayClock flags a missed break when it does not find any punches within the scheduled time for the
break.
Missed Break In Registration
PayClock flags this exception when the In from break punch occurs after the scheduled extended break
amount.
Missed Break Out Registration
PayClock flags this exception when the Out for break punch occurs too early or if no punches occurred
for the scheduled break.
Auto Out Registration Added Exception (future enhancement)
Absent (No Registrations) Exception
PayClock flags an Absent exception when no punches occurred on a day when a person has an
assigned schedule. PayClock does not flag this exception if you have added non-work pay codes on
this day, such as sick or vacation.
Unscheduled Registration Exception
This exception is OBSOLETE. Use the Missed Out Registration exception.
Off Schedule Registration Exception
PayClock flags this exception when someone punches on a day when he is not supposed to work
(off schedule).
Out of Schedule Registration Exception
PayClock flags an Out of Schedule exception by looking for a punch that occurred outside the
schedule’s range.
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CHAPTER 10
Global Overview (Note: Access rights are required for this section.)
At the Global icon under the Data list bar, you can edit data and settings for multiple employees at one
time. You can add and remove global punches, add global non-work time, as well as assign schedules and
home groups (departments).
Section 10.1 Global - Registrations Tab
In the Registrations tab you can add a punch for several employees at one time. Set the time and date of the
punch, select the employees to add the punch to and click Apply.
Group Level - Narrow down your choices to display in the employee list by choosing a group level.
Group - Here, narrow down your search even more by choosing which group of employees you want to
work with, such as all employees, certain departments or groups, etc.
Employee List - Select employees from the Employee List by clicking the ones you want.
Time of New Registration - Enter the time of the punch you want to add.
Date of New Registration - Enter the date of the punch you want to add.
You can keep from adding a duplicate punch by checking the box “Do not add if registration already exists
between”.
Start Time and End Time - Enter the time range you want to check for a punch.
Start Date and End Date - Enter the date range you want to check for a punch.
10.1.1 Add a Global Punch
In the Global Registrations tab, you can add a punch for several employees at once.
Recalculate - When you check this box, the software automatically recalculates the data once you click
Apply.
You can keep from adding a duplicate punch by checking the box “Do not add if punch already exists”.
•
Under Group Level, choose a group level.
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•
Under Group, choose which group of employees you want to work with, such as All Employees or
a certain department or group.
•
Under the Employee List, choose employees by clicking the ones you want.
•
Under Time of New Registration, enter the time for the punch.
•
Under Date of New Registration, enter the date for the punch.
•
If you want to check for a duplicate punch, check the box “Do not add if registration already exists
between”.
•
Enter the time range you want to look for under Start Time and End Time.
•
Enter the date range you want to look for under Start Date and End Date.
•
Click Apply to add the punch to the selected employees.
Section 10.2 Global - Schedules Tab
In the Schedules tab you can assign schedules for multiple employees. Select the employees whose
schedules you want to assign, select the correct schedule for each day of the week and click Apply.
Starting Week - Choose the day the work schedule begins. This setting will only apply if the number of
rotating weeks is greater than 1.
Number of Rotating Weeks - Choose how many weeks the schedule cycles (1-9).
Week Number - Choose the week number to work with.
Sunday-Saturday - Select the schedule you want to assign for each day.
10.2.1 Assign Schedules Globally
In the Global Schedules tab, you can assign work schedules to several employees at once.
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•
•
•
•
Under Starting Week, choose the day when your work schedule begins.
•
Under Number of Rotating Weeks, choose how many weeks the schedule cycles (1-9).
•
Make sure you have selected Week Number as 1.
•
For each day, choose the schedule you want to assign to these employees.
•
If your rotating schedule has more than one rotating week (if Number of Rotating Weeks is more
than 1), choose the next Week Number and assign schedules for each day of the next week.
•
To apply these changes immediately, check the "Recalculate" box at the top.
•
Once you select all the schedules, click Apply.
Section 10.3 Global - Non-Work Time Tab
In this tab you can add non-work time. Select the employees you want to edit, click the date in the
Calendar, select the Pay Code, enter how much time to add and click Apply.
Recalculate - When this box is checked, the software automatically recalculates the data once you click
Apply.
Pay Code - Choose the type of non-work time, such as sick, holiday, vacation, etc.
Duration - Enter the length of the non-work time.
Calendar - Choose which days this non-work time is for by holding the Ctrl key and clicking on the dates.
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Start Override - Click this box if you want to use a start time other than what you set in the Non-Work
Defaults in the Preferences tab at the System icon. Enter the start time you want to use.
Clear Dates - Click this button to clear the dates so you can start over.
10.3.1 Add Global Non-Work Time
In the Global Non-Work Time tab, you can add time to several employees at once. Non-work time includes
sick, holiday, vacation, etc.
Apply.
•
•
•
•
Under Pay Code, select the type of non-work time.
•
In the calendar, choose the date(s) when you want to add the time. Holding the Ctrl key while you
click selects the date(s).
•
If you need to start over, you can click the Clear Dates button.
•
Under Duration, enter how long this non-work time is for, i.e. 8 hours.
•
Click the Start Override box if you want to use a start time other than what you set in the NonWork Defaults in the Preferences tab at the System icon. Enter the start time you want to use.
•
Click the Apply button to add the non-work time.
Section 10.4 Global - Settings Tab
In this tab you can assign employees to a home group (department), assign employees to a pay class, send a
message and set the schedule locking to these employees. Select the employees you want to assign, choose
a pay class, home group, message and/or set schedule locking, then click Apply.
Apply.
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Use this Pay Class - If you want to assign these employees to a pay class, choose it from this list.
Home - If you want to assign these employees to a home group (department), choose it from this list. This
changes the employee home assignment in the General tab at the Employee icon.
Terminal Message - To send a message to these employees the next time they punch the clock, choose one
from this list. Note that only clocks that support this feature will display messages.
Schedule Locking - Choose to turn on or off schedule locking for the employees selected. You can also
select no change to schedule locking when changing one of the other settings. (Only PC2000, PC400,
PC3500 and PC3500TX clocks support this feature).
Reset Accrual History – Note: This setting will not be available for all versions of PayClock Pro. If you
want to reset the accrual history of the selected employees, select this box. This setting would be used if the
accrual policy was set up wrong or if you want to change the accrual policy and have the changes be
retroactive.
10.4.1 Assign Global Settings
In the Global Settings tab, you can assign pay classes and home groups to several employees at once. You
can also choose which employees will see a message on the clock when they punch.
•
•
•
•
To assign these employees to a different pay class, choose the pay class from the “Use this Pay
Class” list.
•
If you want to assign these employees to a home group (department), choose it from the Home list.
If you leave your choice as Not Selected, the home group for these employees will not be affected.
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•
If you want these employees to see a message on the clock when they punch, choose a message
from the Terminal Message list. If you leave your choice as Not Selected, your message setup will
not be affected. You can create messages in the Employee Messages tab. Note that only clocks
that support this feature will display messages.
•
To apply these changes applied immediately, check the "Recalculate" box at the top.
•
Click the Apply button to assign these employees.
Section 10.5 Global - Purge Tab
In this tab you can remove punches from several employees at once. Select the employees you want to
purge, choose the start and end dates and times to purge, then click Apply.
For instance, if you earlier added temporary global punches, you can quickly remove them using this
feature. When using this feature for temporary punches, be sure to purge before polling the clock, so that
you will not remove the true punches.
Recalculate - When this box is checked, the software automatically recalculates the data once you click
Apply.
Employee List - Pick employees from the Employee List by clicking the ones you want.
Start and End Time of Registrations - Enter the time frame of the punches you want to remove.
Start and End Date of Registrations - Enter the date range of the punches you want to remove.
Remove Timecard Approval - Check this box to remove any approvals from these employees.
10.5.1 Purge Punches
In the Global Purge tab, you can remove punches from several employees at once.
For instance, you can use this feature to quickly remove a temporary global punch that you added.
•
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•
•
•
Under Start and End Time of Registration, enter the time range for the punches you want to
remove.
•
Under Start and End Date of Registration, enter the date range for the punches you want to
remove.
•
Check the Remove Timecard Approval box to take off the approved status for the employees that
you chose.
•
Click Apply.
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CHAPTER 11
Report Manager Overview (Note: Access rights are required for this section.)
The Reports icon opens the Report Manager. The Report Manager allows you to run reports on the
employee data.
When you open the Report Manager, the “Selector” will display. With the Selector you see four sections,
the Menu and Button Bar, Report Selection which includes a snap shot of the selected report, Date
Selection and Employee Selection.
You can run reports on the current pay period, any closed pay period, the next pay period, certain months,
or for a date range.
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Section 11.1 Menu and Button Bar
You can access certain functions of the Report Manager from the menu and button bar.
Use the Preview and Print buttons to view and print a report.
Menu and Button Definitions
After choosing your report from the Report Selection section of Report Manager, you can view it by
pressing Preview.
After choosing your report from the Report Selection section of Report Manager, you can print it by
pressing Print. The Print button also appears in the Report Toolbar of the Preview screen, so that once
you view a report, you can click the Print button.
To open PayClock from within Report Manager click on the Run PayClock Now.. button on the toolbar.
Note: If you PayClock is already open you will not see the Run PayClock Now.. button.
To refresh the PayClock information within Report Manager click the Refresh Data Now.. button on the
toolbar.
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File Menu
Select Open from the menu to open a saved report.
Select Exit from the menu to close Report Manager.
Format Menu
Select 12-Hour from the menu to have the reports display with AM / PM hours, for example 1:30 will
display as 1:30pm.
Select 24-Hour from the menu to have the reports display with continental hours, for example 1:30 will
display as 13:30.
Select Minutes from the menu to have the report totals display with minutes, for example 8 hrs and 30
mins will display as 8:30.
Select Hundredths from the menu to have the report totals display with hundredths, for example 8 hrs
and 30 mins will display as 8.50.
Select Show Currency Symbol from the menu to have the reports display currency symbols with wage
information.
Select Dates from the menu to choose how reports display the date format.
Select Employee Name from the menu to choose how reports display the employee name.
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Tools Menu
Select Restore Standard Reports from the menu to bring back the default report layouts. Note: This will
overwrite any changes you have saved to the default reports but will not affect any new reports you have
saved.
Select Set Default Pay Codes from the menu to choose which pay codes you want to display in your
reports. You can choose up to 7 pay codes.
Select Set Attendance Codes from the menu to choose which non-work pay codes you want to display on
the Employee Absentee and Attendance reports. You can choose up to 10 non-work pay codes.
Select Custom Report Categories from the menu to define your own report groups. This allows you to
pick and choose which reports you want in your category.
Select Setup Employees to Log In from the menu to define which employees can view reports through
Report Manager. You also define the reports they can access.
Select Enable Design Mode if you want to modify or create new reports.
Deselect Enable Report Tips if you don’t want the helpful tips screen to display when you first open a
report.
Deselect Display Notes on Reports if you don’t want the text notes inserted in the timecard screen to
show on reports.
Select Display Options from the menu to choose the background colors and set the grid options for
reports.
Select Set Screen Background Colors from the menu to define the background colors of Report
Manager.
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Help Menu
Select Contents from the menu to open the on-help.
Select Configuration Report from the menu to run a report that will list the configuration of the
PayClock system.
Select Accrual Setup Report from the menu to run a report that will list the configuration of the accrual
policies.
Select About from the menu to view the version of the Report Manager.
Section 11.2 Running Reports
Selecting a Report
Choose the type of report you want under Select a Category.
Choose the report you want to run under Select a Report. When you select the report a snap shot of the
report will show in the Sample Preview area.
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Selecting the Time Period
Choose the time period for the report under Date Selection. You can select the current, next, or any closed
pay period. You can also define your own time period by selecting Other Period.
If you choose Other Period the Start Date and End Date field will open, select the date range for the report.
Selecting Employees to Include
Under Employee List, choose the employee(s) to include on the report. Employees that will be included on
the report will have a check in the box beside their name.
Use the Sort Employee List by option to change how employees are displayed in the Employee List, they can be
sorted by Name, Badge number, or ID number.
At Options for Employee List, choose whether to show Full Time, Part Time, Temporary, Seasonal,
Inactive and / or Terminated employees in the Employee list.
Check the box ‘Report on Employees with Zero Hours’ if you would like employees to display on reports
that do not have any time.
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Use the Advanced button to select employees by department or multiple departments.
If you want to run a report that only displays terminated employees, uncheck all of the boxes under Options for
Employee List and select the Include Terminated Employees check box. You can do the same thing for inactive
employees by checking the Include Inactive Employees box.
Viewing the Report
Click the Preview button to view the report or double-click the live Sample Preview in the top right corner
of the screen.
You can print the selected report without viewing it by clicking on the Print button.
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Section 11.2 Using the Reports Toolbar
When you run a report the reports toolbar will display above the report. This toolbar allows you to perform
certain tasks with the displayed report. See the illustration below for details on the Toolbar.
Print the report.
Save the report data or report design.
Export the report data.
Email the report.
Modify the report layout.
Refresh the report data.
Modify the date range for the report.
Scroll through the report pages.
Select employees from the list.
Open online help.
Close the open report.
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Printing a Report
With the report displaying click the Print button, the Print window will open
.
Your default printer will show in the Printer list. To print to a different printer select it from the Printer list.
Under Orientation, select either Portrait or Landscape.
Under Copies, choose how many copies of the report to print and whether to collate if you choose more
than one copy.
Under Options, select which options you wish to use.
In the Selection section, choose the employee(s) or departments to include on the report.
When you are satisfied with the settings, click the Print button.
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Saving a Report
With the report displaying, click the Save button and select Report Data... The Save Report Data window
will display.
At File Type select either HTML or Report Writer format.
Under File Name, use the default name or type a new name. If you would like to save the report in a
different folder, click the Browse button, locate, and open the folder, then click Save.
Click the OK button to save the report data.
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Exporting Report Data
With the report displaying, click the Export button and select the format. The Save As window will display.
Under File Name, use the default name or type a new name. If you would like to save the report in a
different folder, click the Browse button and locate and open the folder, then click OK.
If you choose to export in a Fixed Length File format you will be prompted to define the amount of characters for
each field under Length.
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Emailing a Report
With the report displaying click the Email button, the E-mail Report window will display.
At File Type select either HTML or Report Writer format.
Click the OK button, your e-mail window will open. Select who you want to send the report to and click
the Send button.
When e-mailing in HTML format it may be necessary to print out the report in landscape orientation.
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Designing a Custom Report
With the report displaying click the Design button, the E-mail Report window will display.
After previewing a report you can use the Design button on the Report Toolbar to customize and create
new reports.
When modifying or creating a report you can change the appearance by:
Changing the fonts
Adding columns
Deleting columns
Resizing columns
Changing how the columns sort
Moving columns
Changing the header, body or footer
Helpful Hints
y
Enable Design Mode must be turned on at the Tools menu to access the Design Mode.
y
Open the report you want to change in Design Mode and see how it is setup, and then model your
changes after it.
y
You can always recover the default reports by selecting Restore Default Design from the Tools
menu.
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Header, Body and Footer of a report
Reports have different areas that will contain data. All reports will have a Header and Body while others
will have a Header, Header Column, Body and Footer. Reports have been pre-configured with the
necessary areas (header, body, footer), for example a Missing Punch Report has a Header, Column Header
and Body, you can change what data will be reported on but you cannot add a footer to the report.
You can make the changes for a default report or save the changes to a new report.
Header, Body and Footer Identified - In this example of a Employee Details report you see all available
areas
Design Mode Menu
You can access the Design Mode menu by right mouse clicking in an area of a report when you are in
Design Mode. This menu allows you to modify the viewed report. Note: Not all options will be available
for all areas of a report.
See the available Menu Options below:
Edit - Choose this option to make changes to the selected area.
Common report header properties - Choose this option to set the display properties for all sections
of the report header.
Common column header properties - Choose this option to set the display properties for all sections
of the report column header.
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Common report body properties - Choose this option to set the display properties for all sections of
the report body.
Common report footer properties - Choose this option to set the display properties for all sections
of the report footer.
Insert a logo - Choose this option to add a logo to the report header.
Delete this row - Choose this option to remove the entire row, not just the selected area.
Add a blank row above - Choose this option to add a row above the selected area
Add a blank row below - Choose this option to add a row below the selected area.
Delete this column - Choose this option to remove the entire column, not just the selected area.
Important! When you delete a column, not only the column is deleted but the footer data in the
column is also deleted.
Add a column to the left - Choose this option to add an entire column to the left of the selected area.
Add a column to the right - Choose this option to add an entire column to the right of the selected
area
Note: To restore a report select Restore Default Design from the Tools menu.
Defining the fields of a report while in Design Mode
After selecting the area that you want to change you should define what data the field will contain. You
define what data will display in the field from the Edit Information window. Note: All settings shown
may not be available when selecting to edit the Header or Footer.
The Edit Information Settings are identified below:
Type
y Database - Choose this option to report on a specific database field.
y Text - Choose this option if you want the text you enter in the Value field to display as plain text.
y Formula - Choose this option to report on multiple database fields or to total a column. Note:
Formulas cannot exceed 255 characters.
Value
Select the database field or formula to use or enter the plain text to display.
Column Header
Enter the text to display for the column header.
Align
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Select to align the field to the right, left or center.
Set Font
Select the format of the font to display in the field.
Set Background Color
Select the color to use for the background of the field.
Field can be edited while viewing the report
Select this option if you want to add a comment in the field while viewing the report. This will allow
the user to add a comment and then Save the Report Data. Note: this option is only available for a field
that has the Type set to Text.
Design Mode Formula Editor
After selecting Formula for the Type, use the Formula Editor to define the formula. The Formula Editor
Settings are identified below.
Database Fields - Select the database field or fields to include in the formula.
Operators - Select the operator(s) to use with the database field(s).
Text - Enter the text to include in the formula.
Number - Enter the numeric value to include in the formula.
Formula - As you add fields and operators they will display in this field.
Sample - When you click the Test button the result of the test will display in this view only field.
Clear (button) - Use the Clear button to remove the entire formula.
Test (button) - Use the Test button to test the formula.
Changing the fonts in a report
You can change the fonts for just one item or an entire section. You can make the changes for a default
report or save the changes to a new report. Note: Enable Design Mode must be turned on at the Tools
menu to access the Design Mode.
1. Preview the report
2.
Click the Design button on the toolbar. The reports Design Mode will open.
3.
With the mouse, select the area whose font you want to change. Click the right mouse button.
4.
From the popup menu select Edit to change just the selected item or Common Properties to
change the entire section.
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5.
Click the Set Font button, the Font screen will display.
6.
Select the font, font style, size and any other settings you want.
7.
Click OK and then Apply.
8.
To save the design change, select Save | Report Design or Save | As New Report from the
toolbar.
Adding columns in a report
Reports that list individual transactions can display other columns of data in addition to the ones already
showing. You can make the changes for a default report or save the changes to a new report. Note:
Enable Design Mode must be turned on at the Tools menu to access the Design Mode.
2.
3.
With the mouse, select the area in the body of the report where you want to add the column.
Click the right mouse button.
4.
From the popup menu select Add a Column to the Right or Left of the selected area.
5.
The Edit Information window will display, select the Type and enter the Value for the Column
Header.
6.
Click Apply.
7.
With the mouse, select the area under the Column Header you just set up. Click the right mouse
button.
8.
From the popup menu select Edit. The Edit Information window will display, select the Type and
enter the Value for the Column.
9.
Click Apply.
10. To save the design change, select Save | Report Design or Save | As New Report from the
toolbar.
Deleting columns in a report
You can delete columns in reports that list individual transactions if the data is not desired. You can
make the changes for a default report or save the changes to a new report. Note: Enable Design Mode
must be turned on at the Tools menu to access the Design Mode.
1.
Preview the report
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2.
3.
With the mouse, select the column in the body of the report that you want to delete. Click the
right mouse button.
4.
From the popup menu select Delete This Column, the column is then deleted.
5.
toolbar.
Important! When you delete a column, not only the column is deleted but the footer data in the column is
also deleted.
Note: To restore a report select Restore Default Design from the Tools menu.
Resizing columns in a report
You can change the column size of a report so all of your data will display. You can make the changes
for a default report or save the changes to a new report.
2.
Move the mouse point over the column break, when the pointer changes to a resizer
hold the left mouse button and adjust the column to the left or right
3.
toolbar.
press and
Sorting columns in a report
You can change how a column is sorted, either ascending or descending. You can make the changes for a
default report or save the changes to a new report.
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2.
Using the mouse, right click on the column to sort differently. The sorting arrow button will
display.
ascending /
3.
descending
Click the arrow or the column header to change the sort. See the examples below:
Ascending
Descending
4.
toolbar.
Moving columns in a report
You can move columns in reports so they will be arranged to your liking. You can make the changes for
a default report or save the changes to a new report.
Note: Enable Design Mode must be turned on at the Tools menu to access the Design Mode.
2.
3.
Hold down the control key on the keyboard.
4.
Using the mouse, select the column you want to move. Then click and hold the left mouse button
and drag the column header to the desired location.
5.
toolbar.
To restore a report select Restore Default Design from the Tools menu.
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Changing the header, body or footer in a report
You can modify the header, body or footer in a report. You can make the changes for a default report or
save the changes to a new report. Note: Enable Design Mode must be turned on at the Tools menu to
access the Design Mode. Some reports will not have footers.
2.
3.
With the mouse, select the area (header-body-footer) of the report that you want to change. Click
the right mouse button.
4.
From the Design Mode menu select the action you want to take and change as needed.
5.
toolbar.
Design Mode Formula Editor
After selecting Formula for the Type, use the Formula Editor to define the formula. The Formula Editor
Settings are identified below.
Database Fields - Select the database field or fields to include in the formula.
Operators - Select the operator(s) to use with the database field(s).
Text - Enter the text to include in the formula.
Number - Enter the numeric value to include in the formula.
Formula - As you add fields and operators they will display in this field.
Sample - When you click the Test button the result of the test will display in this view only field.
Clear (button) - Use the Clear button to remove the entire formula.
Test (button) - Use the Test button to test the formula.
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Section 11.3 Employees Logging In and Viewing Reports
PayClock’s Report Manager allows employees to open and view certain reports. The reports will only
contain the data of the employee logging in, i.e John Doe will not be able to see any other employees data.
By default, all employees will have access to their Employee Timecard and Employee Totals report.
From within Report Managers select the Tools | Setup Employees to Log In menu to define which
employees can log into Report Manager and also defines which reports the employee will be able to view.
After logging in the employee can only view or print the selected report(s).
To Select Employees
y
At Group List, you can narrow down your choices to display in the employee list, you can choose
from all employees, certain groups or by pay class. The Employee List box will only have the
employees for the group list selection.
y
At Employee List, choose the employees you want to be able to log into Report Manager.
Employees that can log into Report Manager will have a check in the box beside their name.
To Select the Reports
y
At the Available Reports list, you will see the list of reports to which the user has access.
y
Click on each report you want to add to the Selected Reports list and then click Add.
y
When you have finished assigning reports click OK.
y Click Close to exit out of the Setup Employees to Log In window.
How do employees log into Report Manager
y
Double click on the Report Manager icon, the Log In window will display.
y
Click on the Employee Log In option, the Log In window will change and allow employees to
select their name from the list and log in using their password. Note: The default password is
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“lathem”, the employee can change their password by clicking on the Change button.
y
After the employee logs in, the Report Manager will open and allow them to run their predefined
reports.
Section 11.4 Report Definitions
Note: The administrator of the PayClock software can restrict which reports users can view
Payroll Reports
Department Totals - This report lists each group's hours and wages. You choose the time frame for this
report, usually a pay period.
Employee Details - This report lists each employee's punch activity, breaks and any non-worked time. The
report also shows notes ( ) and punches added (+) at the Timecard, exceptions (?) and tardies (*). The
Employee Details report totals the hours, summarizes pay period totals by pay code and gives a total. Notes
will display in the footer of the report. You can use Tools | Set Default Pay Codes from the menu to choose
which pay codes you want to display in this report.
Employee Timecard - This report lists each employee's punch activity, breaks any non-worked time and
dollar amounts (such as tips). The report also shows notes ( ) and punches added (+) at the Timecard,
exceptions (?) and tardies (*). The Employee Timecard report totals the hours, summarizes pay period
totals by pay code and gives a total. Notes will display in the footer of the report. There is an employee
signature and approval signature line for employees and supervisors to confirm the report data and a
Comments line for notes. You can use Tools | Set Default Pay Codes from the menu to choose which pay
codes you want to display in this report.
Employee Totals - This report breaks down each employee's pay codes per day. You can use Tools | Set
Default Pay Codes from the menu to choose which pay codes you want to display in this report. You
choose the time frame for this report, usually a pay period.
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Period Totals - This report breaks down the total for each employee's pay codes for the pay period. You
can use Tools | Set Default Pay Codes from the menu to choose which pay codes you want to display in this
report. You can choose the time frame you want to report on, usually a pay period.
Transaction Listing - This report lists each employee's transactions in chronological order, such as punch
dates and times.
Attendance Reports
Employee Absence - This report lists employees who are absent on days that they were scheduled to work
and the reason they were absent. Notes added at the timecard will display in the footer of the report.
Employee Absentee - This report shows the days and type of non-work time that was applied in a calendar
view.
Employee Attendance - This report lists the number of hours a person worked each day. Pay codes
describe vacation, sick time, etc. You choose the time frame for this report up to a year's worth of data.
Employee Monthly Activity - This report breaks down each employee’s pay codes by day for the selected
month in a calendar view. Notes added at the timecard will display in the footer of the report.
Employee Non Work - This report breaks down each employee’s non-work pay codes per day for the
selected time frame, usually a pay period. You select which non-work pay codes you want to display when
you obtain the report. Notes added at the timecard will display in the footer of the report.
Employee Punch Compliance - This report list the count of punches and exceptions for the selected
employees. To report on other exceptions go into the Design Mode and select the column and exceptions
on which you want to report. You can choose the time frame for this report, usually a pay period.
Employee Tardy - This report lists employees that punched in late, when they were supposed to punch, the
time they actually punched and how many minutes they were tardy. You can choose the time frame for this
report, usually a pay period.
Exception - This report lists employees with exceptions and the date of the exception. You can choose the
time frame to report on, usually a pay period. When you run this report, a window appears so you can
choose which exceptions you want to see.
Future Non-Work - Use this report to list non-work hours that you have entered, but that have not yet
occurred, such as vacations, floating holidays, etc. You can enter future non-work time at PayClock Pro's
Global icon, in the Non-Work tab.
Missing Punch - This report lists employees with missing punch exceptions and the exception date. The
list is sorted by department.
Orphaned Punch - This report list any punches that did not calculate (orphaned) for each employee for
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the selected time period. The report displays the employee name, badge number, date of the orphaned
punch, the time of the orphaned punch and the reason the punch was orphaned. You can choose the time
frame you want to report on, usually a pay period.
Who’s In - This report lists the employees who are currently punched In.
Who’s Out - This report lists the employees who are currently punched Out and when they punched Out.
List Reports
Employee Birthday - This report lists the selected employees name, ID number, birth month, birth day. To
find all birthdays for a certain month simple sort the Birth Month list.
Employee Emergency Contact - This report lists the emergency contact information for each employee
that was selected.
Employee Information - This report lists the selected employees badge number, ID number, home
department and hire date.
Employee Pay Rate - This report lists the selected employees badge number, ID number, home
department, employee type and pay rate
Employee Personal - This report lists the selected employees ID number, address and telephone number
and birth date.
Employee Setup - This report lists the selected employees badge number, ID number, status (active,
inactive or terminated) and pay class assignment.
Group List - This report lists all the groups along with the employees that are assigned to the group.
PC Click Information - This report lists the PC Click clients that are currently running.
TouchStation Information - This report lists the TouchStation biometric devices that are connected to the
PayClock system.
Schedule Reports
Budget vs Actual - This report compares the budgeted or scheduled hours to be worked, non worked hours
and wages to the actual worked hours and wages for each day and shows any difference.
Budget vs Projected - This report compares the wages of the hours that are scheduled to be worked to the
wages of the hours that were actually worked and shows any variances for the selected period. Note: Your
computers date must fall within the current or next pay period. If you generate the report on a day where
the hours worked are less than the scheduled hours, the time for that day will not show in the ‘To Date
Actual’ column of the report.
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Daily Coverage - This report graphs each person's work schedule for the day you choose.
Employee Schedule - This report list the employees schedule for each day selected and also the schedule
start and end times as well as how many hours are expected to be worked for each day and for the period
selected.
Holiday Schedule - This report lists the holiday schedules that you have setup.
Schedule vs Actual - This report compares each employee's scheduled hours with the hours actually
worked and shows any differences in the hours and wages.
Weekly Schedule - This report shows which daily schedules have been assigned to each employee for the
week. The "Standard" or first pay class is used as the reference for the starting day on this report.
Management Reports
Accruals History - The Accruals History Report lists how much benefit time each employee has accrued
and when this benefit time was applied. It also shows additions or subtractions for any merit system rules
you have setup in Accrual Manager.
Approaching Overtime - This report lists employees that will have earned overtime by the end of the pay
period based off of the work schedule that is assigned to the employee. Note: Your computers date must
fall within the current or next pay period.
Benefit Time - This report lists the benefit time a person is allowed, how much time the person has taken
and the balance of benefit time left. The report lists each pay code separately, such as Vacation, Sick, etc.
Department Wage Summary - This report lists each group's total and average hourly pay rate, and the
number of people who work in that group
Employee Overtime - This report list the sum of all overtime accumulated for each employee. This report
allows you to “drill down” to the details by double clicking on the employee name. You can choose the
time frame for this report, usually a pay period.
Pay Code Totals - This report lists the grand total for hours and wages by pay code.
Administrator Reports
Access Profile Report - This report lists all of the access profiles and the rights set up for the access
profile.
Audit Trail - This report lists any changes made to a person's timecard and who made the changes. This
includes added or deleted punches, added non-work time, added or deleted notes, etc. Added or deleted
notes will display in the footer of the report. This report also list punches added by a supervisor at the
PC3500, BIO3500 and PC3500TX terminals. These edits will display as "Override @ Terminal" with the
date and time of the edit as well as the date and time of the added punch. Note: The date and time of the
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edit for supervisor added punches at the terminal will be when the clock was polled and the punches were
added to the database, not when the supervisor added the punch at the terminal.
Fingerprint Enrollment - This report lists the employees that are enrolled and assigned to a TouchStation
or Remote Finger Sensor as well as the employee name, their badge number, the enrolled finger(s), the
date and time the finger was enrolled, the verification score of the enrollment and what security level is
used.
User Setup Report - This report lists all of the users and which access profile is assigned to the user.
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CHAPTER 12
Export Overview (Note: Access rights are required for this section.)
At the Export icon, you can export your data to payroll.
With the Export option, the software creates an export file. Select this if you use a payroll service and you
send your data to them.
When you click the Export icon, a dialog box appears with the exporting options.
If you have not setup the software to export data, you can do this at the System icon, in the Export tab.
To Export to payroll:
•
Click the Export icon, the Export Payroll Data box appears.
•
Under Payroll Interfaces, choose which export you want to create if it is not already selected.
•
Under Period to Export from, choose which pay period you want to export.
•
Under Pay Class, choose for which pay class you want to create the export file. Select the Export All
Pay Classes box if you want to create the export file for all pay classes.
IMPORTANT NOTE:
If you have multiple pay classes and they start on different days do not use this options.
•
Click the Export button.
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CHAPTER 13
Close Overview (Note: Access rights are required for this section.)
At the Close icon, you can close out the current pay period. You can also re-open the last closed
pay period.
When you perform the close process, the software closes out the current pay period.
After you close your pay period, you can still run reports and exports, but you cannot edit the
closed data.
Make sure that you have finished making all your changes before closing your pay period.
You may want to export your data first to ensure it is correct before closing the pay period.
To Close the pay period:
•
Click the Close icon, the Close Pay Period box appears.
•
Under Pay Class, choose which pay class you want to close.
•
Click the Apply button, the Confirm Close dialog box appears.
Section 13.1 Confirm Close
Once you choose to Close the current pay period, a window appears asking you to confirm the
close.
Make sure the dates listed in this window are the dates you want to close out.
Remember that once you close your pay period, you cannot edit the data. However, you still can
run reports or export this data.
Confirm the close by typing ‘yes’ in the box, then click the OK button.
Section 13.2 Re-Open the last closed pay period
When you perform the re-open process, the software moves the lasdt closed pay period back to the
current pay period.
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After you re-open your pay period, you can edit the data in the timecard just like before closing
the pay period.
To Re-Open the last closed pay period
•
Click the Timecard icon, make sure the employee selection is 0000 – Not Selected, otherwise
you will not be able to select the re-open option in the next step.
•
Click the Close icon, the Close Pay Period box appears.
•
Click the ReOpen button, the ReOpen Last Pay Period box appears.
•
Under Pay Class, choose which pay class you want to re-open. Confirm the re-open by typing
‘Yes’ in the box, then click the Apply button.
•
Click the Yes button to complete the re-open.
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CHAPTER 14
Database Manager Overview (Note: Access rights are required for this section.)
The Database Manager is a separate program that you can use to provide user access rights, backup your
PayClock database and release locked employees.
Since the Database Manager reads your PayClock database, you must close the PayClock Pro program
before the Database Manager will open. Double-click the Database Manager icon in your program group to
open it.
At the User icon, you can define users and set their access rights and passwords.
At the Backup icon, you can backup, archive, restore or import a database. You can also map
the database path.
At the Locking icon, you can release an employee that has been locked during edits.
Section 14.1 User Icon
At the User icon, you can add users, edit user access rights, set or change their passwords, and select which
groups the user may view. You can have up to 24 users, depending on the features you have purchased.
Note: When PayClock is installed the Administrator user accounts is added automatically.
When you click the User icon, you see the user list. The buttons and columns in the user list are described
below:
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- Click this button to add a user.
- Highlight a user in the list, then click this button to edit the user.
- Highlight a user in the list, then click this button to remove the user.
- Click this button to refresh the screen.
- Click this button to get help.
Name - You can see the user names in this column.
Active (Yes or No) - Set a user to Inactive if you do not want them to be able to access PayClock. Use this
function to deny access without deleting the user from the list.
Login - This is the user's Login name. When the user opens a PayClock program, he chooses his Login
name, then types in his password.
ID - This is the user ID#. You cannot change this number.
Access Profile - This lists the type of access you have assigned to this user.
In Use (Yes or No) - When a user currently has a PayClock program open, In Use is marked as "Yes".
When a user is "In Use", the date, time and computer that the user is working on display in the Date, Time
and Computer Name column.
Count – This column displays how many times the user is currently logged In.
14.1.1 User Information
At the User icon, you can add, edit or delete a user.
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What is a User?
A user is a person who logs in and accesses the PayClock software. After logging in the user can only
access the parts and functions of the software that were set up for the access profile assigned to their user
account. The user account and access rights are set up by the PayClock administrator.
Adding, Editing and Deleting User Accounts
The User icon allows you to add, edit or delete user accounts. You can create up to 512 user accounts.
The User Information window is used to add and edit users.
To add a user
•
Click on the Users icon, the User Manager window will display.
•
Click the New button, the User Information window will display.
•
Enter the user's last name, first name and middle initial
•
At the Login field enter an identifier the user will use when logging into PayClock. Note: This is a
7 character field.
•
Select the access rights for the user by choosing the proper profile from the User's Access Profile
list.
•
Select which language PayClock will display when the user logs into PayClock from the User's
Language list.
•
If the user will be logging into PayClock right away make sure that there is a check in the Active
box. This option determines whether the user can log in to PayClock. When you uncheck this box,
the user cannot open any PayClock programs.
•
Employees are assigned to groups, the groups that you select in the Groups the User may view
list will determine which employees the user will have access to in PayClock. To select a group,
click in the box next to the name. The group is selected when a displays in the box.
•
If you wish you can enter the password the user will use when logging into PayClock by clicking
on the Password button. Otherwise the password is set to ‘lathem’ by default. Note: If you don’t
want the user to be able to change their password select the “User may NOT change Password”
option.
•
Click OK to save the changes.
To edit a user
•
Click on the User icon and select the user from the list.
•
Click the Edit button, the User Information window will appear.
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•
Make the needed changes, and then click OK to save the changes.
To delete a user
•
Click on the User icon and select the user from the list.
•
Click the Delete button, if you are sure click Yes.
Note: Once you delete a user you can’t undelete them, you will have to add the user back.
User Information Screen
The User Information window allows you to add new user accounts and edit existing user accounts. See a
description of each part below.
Last Name, First Name, M.I. – Enter the name of the user you are setting up.
Login – Enter a unique Choose the group level that you want to sort the employee list by.
ID – This is a view only field of the internal identifier assigned by the PayClock software.
User’s Access Profile – Choose the access rights to assign to the user. If there isn’t an access profile
that meets your needs simply click the Access Manager button to create access profile or modify an
existing access profile.
User’s Language - Choose the language you want the software to display in for the user.
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Active - This option should be selected if the user is currently logging into the PayClock software.
Note: With this option deselected the users login will not display in the User List of any Log In
window.
Groups the User may view - The groups (or departments) that you select here will determine which
employees the user will see in the PayClock software. To choose a group, check the box next to the
group name. If you need to create or change any groups, click the Group Manager button.
Password (button) - Click this button to set the user's password. The user can also change this
password at the login screen.
User may NOT change Password - Choose this option if you do not want the user to be able to
change their password at the login screen.
Access Manager (button) - Click this button to open the Access Profile Manager, which allows you to
create or change the set up of the access profiles.
Group Manager (button) - Click this button to open the Group Manager, which allows you to create
or change the set up of groups.
Password
Each user has a password; the user must enter the password at the log in screen in order to access the
PayClock software. When a new user is added their password is set to ‘lathem’ by default, the user can
change their password from the log in screen if they wish. Note: The user will not be able to change their
password if the option “User may NOT change Password” is selected on the User Information window.
To change a user’s known password:
Open Database Manager and click on the User icon.
Select the user from the list and click the Edit button.
Click the Password button, enter the old password.
At New Password, enter the password for the user.
At Confirm Password, type in the password again.
Click OK on the Password window and OK on the User Information window to save the
password.
Note: Passwords can be up to 11 characters; passwords are not case sensitive.
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Resetting a Forgotten Password
If a user forgets their password you can reset the password back to the default of ‘lathem’. The user can
then change their password from the log in screen if they wish. Note: The user will not be able to change
their password if the option “User may NOT change Password” is selected on the User Information
window.
To change a user’s forgotten password:
Open Database Manager and click on the User icon.
Click the Password button.
Click the Reset button and choose Yes.
Click OK on the Password window and OK on the User Information. This will reset the password back
to ‘lathem’.
To assign a new password to the user follow the steps below:
Click the Password button, enter the old password, in this case ‘lathem’.
At New Password, enter the password for the user.
At Confirm Password, type in the password again.
Click OK on the Password window and OK on the User Information window to save the
password.
Note: Passwords can be up to 11 characters; passwords are not case sensitive.
Group Manager
The Group Manager is used to set up or change employee groups (or departments). Employees are assigned
to groups and groups are assigned to user accounts. The groups that are assigned to the user account will
determine which employees the user will have access to in PayClock.
For Example:
John Smith, Mary Folds and Tim Speed are assigned to the Shipping group. Sally
Withers, Barry Gault, Larry Henny and Carol Pear are assigned to the Receiving group.
David John is a supervisor and his user account has the Shipping group assigned to it.
Which employees will be available when David Johns logs into PayClock? That’s right
only John Smith, Mary Folds and Tim Speed because they are assigned to the Shipping
group.
To open the Group Manager, click on the User icon in the list bar, then from the Tools menu select
Group Manager…, the Group Manager window will display.
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Note: If you make changes in the Group Manager window, these same changes will also be made in
PayClock Pro.
What is a Filter?
You can create groups that are not necessarily "departments". For example, say you create a group called
Senior Employees and choose the employees with the most seniority. So, when you select to filter by the
Senior Employees, you have only the employees available for reports or list that fall into your defined
group. You distinguish the group as a filter by un-checking the ‘Include in Home List’ option.
To create a new group
•
Click on the User icon, then from the Tools menu select Group Manager…, the Group Manager
window will display.
•
Click the New button.
•
Enter an identifier for the group in the Name field.
•
Enter the numeric identifier for the group in the Number field. You can use the number assigned
by PayClock or use your own number.
•
Under Filter Code, enter your code. Note: this field is only used if you have purchased a custom
report; otherwise it is ignored by PayClock.
•
At the ‘Employees Assigned To’ list, select the employees you want assigned to this group by
clicking in the box next to the employees name.
•
Choose the option ‘Include in Home List’ if this group should be available for department
assignments in the Employee Master. Note: Do not check this box if you plan to use this group as
a filter.
•
Click the ‘Unselect Terminated’ button to deselect any employees that have been terminated.
•
Click the ‘Unselect InActive’ button to deselect any employees that have been set as Inactive.
•
To edit a group
•
•
Click the down-arrow at the list of departments and choose the department to edit.
•
Make the needed changes and click Save to keep your changes.
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To delete a group
•
•
Click the down-arrow at the list of departments and choose the department to delete.
•
Note: Once you delete a group you can not undelete it.
Assigning Groups to User Accounts
Employees are assigned to groups and groups are assigned to user accounts. The groups that are assigned to
the user account will determine which employees the user will have access to in PayClock.
For Example:
John Smith, Mary Folds and Tim Speed are assigned to the Shipping group. Sally
Withers, Barry Gault, Larry Henny and Carol Pear are assigned to the Receiving group.
David John is a supervisor and his user account has the Shipping group assigned to it.
Which employees will be available when David Johns logs into PayClock? That’s right
only John Smith, Mary Folds and Tim Speed because they are assigned to the Shipping
group.
To assign a group or groups to a user account
•
•
Click on the Users icon, the User Manager window will display.
Select the user from the list and click the Edit button, the User Information window will appear.
•
At the ‘Groups the User may view‘ list click in the box next to the group or groups to which you
want the user to have access. The group is selected when a displays in the box.
•
Access Manager
The Access Manager is used to create and change access profiles and permissions. You can create up to
512 access profiles. An access profile defines which sections or programs a user is authorized to use in
PayClock. These permissions or rights are setup by the PayClock administrator. There are 4 default
access profiles in PayClock, Administrator, Guest, Supervisor and View Only. After creating your access
profiles you simply assign them to your users.
The area titled “May Access” allows you to select what parts of the PayClock software the profile will be
able to view. These include Base Module Setup, Base Module Data, Report Manager, Reports, Database
Manager, Terminal Manager and Utilities.
The area titled “These Items”, allows you to select what section, group/tab or function the profile has
access to and what type of access they will have. The typical access rights are full and view, this keeps
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the setup simple. If you would like to setup more complicated access rights enable the advanced access
rights, which allows you to setup the profile with create, delete or change rights.
To open the Access Manager, click on the User icon in the list bar, then from the Tools menu select
Access Manager…, the Access Profile Manager window will display.
What is an Access Profile
An access profile defines which sections or programs a user is authorized to use in PayClock. You can
create up to 512 access profiles.
Adding, Editing and Deleting Access Profiles
The Access Manager is used to create and change access profiles and permissions. You can create up to
512 access profiles.
To open the Access Manager, click on the User icon, then from the Tools menu select Access
Manager…, the Access Profile Manager window will display.
To create a new profile
•
Click on the User icon, then from the Tools menu select Access Manager…, the Access Profile
Manager window will display.
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•
Click the New button, and enter an identifier for the profile in the Profile Name field.
•
From the “May Access” list select which parts of the PayClock software the profile will be able to
view.
•
At the “These Items” list, select whether the profile has Full or View rights for each part of the
software selected.
•
Click the View only button, if the selected section of the profile will only need view access.
•
Use the Clear All button to remove the checks from all boxes. Note: With all checks removed the
profile will not have any rights to the PayClock software.
•
Use the Select All button to put a check in every box. Note: With all items checked the profile
will have full access rights to the PayClock software.
•
Click Save to keep the changes.
•
You are now ready to assign the access profile to a user.
To edit a profile
•
•
Select the profile from the list.
•
Make the needed changes, and then click Save to keep the changes.
To delete a profile
•
•
Select the profile from the list.
•
Note: Once you delete a profile you can not undelete it.
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May Access:
This area allows you to select what parts of the PayClock software the profile will be able to view. These
include Base Module Setup, Base Module Data, Report Manager, Reports, Database Manager, Terminal
Manager and Utilities.
Click in the box to select the part of the software for the profile to access, a check in the box
display next to the selected item.
will
Base Module Setup – Selecting this option gives the profile view access to the Setup List bar of
PayClock Pro. The Setup List bar contains the System, Pay Class, Schedule and Employees icons. After
selecting this option you can then set the profile’s Full, View, Create, Delete and or Change rights to the
different sections.
Base Module Data – Selecting this option gives the profile view access to the Data List bar of PayClock
Pro. The Data List bar contains the Work Force, Poll, Timecard, Reports, Global Edits, Export and Close
icons. After selecting this option you can then set the profile’s Full, View, Create, Delete and or Change
rights to the different sections.
Report Manager – Selecting this option gives the profile view access to Report Manager. The Report
Manager is where you configure and run reports on data collected in PayClock Pro. After selecting this
option you can then set the profile’s Full, View, Create, Delete and or Change rights to the different
sections. Note: Select this option if the user will need to run Report Manager stand alone, not from
within the base module.
Reports – Selecting this option gives the profile view access to the different reports of Report Manager.
After choosing this option, select the reports to which to give View access.
Database Manager – Selecting this option gives the profile view access to Database Manager. Database
Manager is used to configure access rights, define users, backup and archive data and release employee
locks. After selecting this option you can then set the profile’s Full, View, Create, Delete and or Change
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rights to the different sections.
Terminal Manager – Selecting this option gives the profile view access to Terminal Manager. Terminal
Manager is where you configure the terminals that you use to collect punch data. After selecting this
option you can then set the profile’s Full, View, Create, Delete and or Change rights to the different
sections. Note: Select this option if the user will need to run Report Manager stand alone, not from
within the base module.
Utilities – Selecting this option gives the profile view access to PayClock Utilities. These include the
Help Viewer, Export Wizards, RbEdit, Import and Merge utilities. After selecting this option you can
then set the profiles Full, View, Create, Delete and or Change rights to the utilities.
These Items: (Basic Rights)
This area allows you to select what type of access to give to the section, group/tab or functions. To keep
the setup simple you can assign Full and View rights.
Click in the box to select either the Full and or View rights for the different items, a check in the box
will display next to the selected access right.
Note: If you would like to setup more complicated access rights enable the Advanced Rights, which
allows you to setup the profile with create, delete or change rights.
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These Items: (Advanced Rights)
With the Advanced Rights enabled you have the option to select Full, View, Create, Delete and or
Change rights for the different sections, group/tabs or functions.
Click in the box to select the appropriate access right for the different items, a check in the box
display next to the selected access right.
will
Note: If you would like to keep the setup of the access rights simple disable the Advanced Rights, this
allows you to setup the profile with only Full and or View rights.
Enabling Advanced Access Rights
With the Advanced Rights enabled you have the option to select Full, View, Create, Delete and or
Change rights for the different sections, group/tabs or functions.
To enable the advanced access rights
•
Click on the User icon, then from the Tools menu select Advanced Rights. A check will be
placed next to the Advanced Rights letting you know that the Advanced Rights are enabled.
To disable the advanced access rights
•
Click on the User icon, then from the Tools menu select Advanced Rights. The check next to the
Advanced Rights will be removed, letting you know that the Advanced Rights are disabled.
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Access Rights
Rights
Full
Description
This access right gives the profile total control over the selected item. With this right
selected all other rights will also be selected.
View
This access right gives the profile the ability to view only the selected item. The
View right will be selected if any other right is selected.
Create
This access right gives the profile the ability to add new items. This right should
be selected if the profile is assigned to a user that will need to add employees,
schedules, etc.
Delete
This access right gives the profile the ability to delete or remove items. This
right should be selected if the profile is assigned to a user that will need to delete
employees, schedules, etc.
Change
This access right gives the profile the ability to edit or modify items. This right
should be selected if the profile is assigned to a user that will need to edit
employees, schedules, etc.
Default Access Profiles
When PayClock is installed four default access profiles are created, Administrator, Guest, Supervisor and
View Only.
Administrator – This profile has full access to every thing in PayClock.
Guest – This profile has limited access to the icons in the Data List bar of PayClock Pro. This profile has
access to the following reports, Audit Trail Report, Employee Absence Report, Employee Details Report,
Employee Information Report, Employee Timecard Report, Employee Totals Report, Exception Report,
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Future Non-Work Report, Period Totals Report, Transaction Listing Report, Who’s In Report and Who’s
Out Report.
Supervisor – This profile has access to change employees schedule assignments, access to the Work
Force screen, can edit employee’s timecards and can access and view limited data on all reports.
View Only – This profile only has access to view reports that have been defined by the PayClock
Administrator.
Note: These default profiles can be edited but you can not delete them.
Section 14.2 Backup Icon
You can use this utility to backup or archive your data, restore a backed up or archived database.
When you open this utility, you see the menu, toolbar and database record list.
Menu
Toolbar
Database record list
14.2.1 Backup a Database
The backup function makes a complete copy of all your data files in the Database folder, then compresses
them into one file. You can restore this file in the event of a disaster. This puts all of your data back to the
time of the backup.
•
Click the backup button
Manager window opens.
or File | Backup a Database from the menu. The Database Backup
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•
Under File Name, type in the name you want to give your backup (the default name is Database).
Backups have the file extension TDK. If you leave your backups with the same name each time,
the Database Manager adds the new backup information to the file, and does not overwrite the file.
•
Under Note, you can type in a description of your backup (optional).
•
You can choose the folder where you want to save the backup.
•
If you choose a different folder than listed for your backup, you can make it the default by clicking
the checkbox ‘Save as my Default Backup Location’.
•
To make the Backup, click Create.
•
Once you have made the backup, click Close.
14.2.2 Archive Data
If your computer gets low on hard drive space, you can free up some memory by archiving some of your
data. For example, you can move old data to a floppy disk.
•
Click the archive button
or File | Archive a Database from the menu. To archive, you can
only choose closed (or historical) pay periods.
•
Select the Pay Class to archive.
•
Under Historical Pay Periods, choose which pay periods you want to archive. You can click Select
All to choose all listed pay periods.
•
Under File Name, type in the name you want to give your archive. Archives have the file
extension TDA.
•
Under Note, you can type in a description of your archive (optional).
•
You can choose the folder where you want to save the archive.
•
If you choose a different folder or drive than listed for your archive, you can make it the default by
clicking the checkbox ‘Save as my Default Archive Location’.
•
To make the archive, click Create.
•
Once you have made the archive, click Close.
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14.2.3 Restore a Database
You can restore any backed up or archived database.
When restoring a backup, the Database Manager will completely overwrite your current database with the
backed up database, restoring all data back to the time of the backup. You can also restore a backup from
another folder by importing a database.
When restoring an archive, the Database Manager will add that pay period(s) back into the database. You
can then report on and export this data, but you still cannot edit historical (closed) data.
•
Click on a backup or archive that listed in the table of the database log.
•
Click the restore button
•
A window appears showing you where the restored files will be written and the name of the
database that will be restored. Click Restore, type ‘Yes’ in the box and click OK to confirm that
you want to restore this database.
•
Once you have restored the database, click Close.
or File | Restore a Database from the menu.
When restoring a database from a backup, you can use a browse feature to locate the backup file.
•
From the File menu, select Import a Database.
•
The Database Restore Manager Window appears.
•
Confirm the path shown under "Import to this Database". Your restored database will end up here.
•
"Import Data from this location" shows where your backup is currently located. If the correct path
is not shown, you can use the Browse button to find your backup (*.tdk) file.
•
Follow the prompts to restore (or transfer) the database.
Section 14.3 Locking Icon
The Locking icon is used to check to see the status of employee locks and to release the lock if necessary.
When users open PayClock and edit employee information in the Employee Master or the Timecard, the
employee is "locked" when the edit is being committed to the database.
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If a user is logged in making an edit to an employee and their computer crashes, the employee lock may
remain. The PayClock software thinks the user is still editing the employee. You might have to unlock
the employee before you or another user can make edits to the employee.
If you ever need to unlock an employee, you can do it at the Locking icon.
To release an employee that is locked
•
Click on the Locking icon, the Locking Manager will display the message “Scan for Employee
Locks?”.
•
Select Yes, any locked employees will show in the list.
•
Highlight the employee whose lock you want to release and then click the
•
If you are sure you want to release the employee lock, type YES in the confirmation box and click
OK.
Note: To manually look for employees that may be locked click the
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button.
button.
CHAPTER 15
PC Click Overview
PC Click allows your employees to punch In and Out right at the PC. Just install PC Click on the
employee’s computer and their ready to start punching with the click of a mouse.
After starting PC click, it will run in the System Tray like this
.
PC Click operates off line until the employee punches or uses the summary button to view their data.
Section 15.1 Installing the PC Click Client
Share the PayClock application folder for the PC Click Client installation
y
y
y
y
y
y
Go to Windows Explorer and find the PayClock folder (unless you changed it, the PayClock
folder is named PayClock).
Right click on the PayClock folder. At the pop-up menu, click Sharing and Security…
The Properties window appears, choose Share this folder.
Accept the name that shows at Share Name.
At Access Type, choose Read Only, click OK.
You will know you have shared your folder when a hand appears on it . If you do not see the
hand, press F5 to refresh your screen.
Run the PC Click Setup Program
y
y
y
Go to the computer where you want to install the PC Click client.
Open Windows Explorer and locate the PayClock Server computer on you network.
Double click on the PCCSETUP.EXE located in the PayClock\Client Install folder.
y
y
y
y
At the Destination Location, choose a folder in which to install PC Click, and then click Next.
Starting PC Click
y After installing , PC Click will start automatically.
Note: The PC Click feature must be enabled for PC Click to start!
y When PC Click starts, it will display an icon in the System Tray.
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Install the PC Click client on each employee’s computer
y
Repeat as needed the PC Click client install. You can install PC Click on as many computers as
you like.
Section 15.2 Assigning your Employees to PC Click
You do not have to assign employees to PC Click, all of the active employees in your database can punch
using PC Click.
Section 15.3 Using PC Click
To open PC Click, simply click on the PC Click icon in the System Tray.
When PC Click opens, you will see the Punch In or Out window. Employees can punch In and Out,
transfer to another department and view a summary of their punch data.
To Punch In or Out
y
y
y
Click on the PC Click icon in the System Tray, the Punch In or Out window will display.
Enter your badge number.
Click the Punch button or press enter on the keyboard.
To Transfer Departments
y
y
y
y
Enter your badge number.
Select the Expand check box.
From the department list, choose where you want to transfer.
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y
Click the Punch button or press enter on the keyboard.
To View the Summary Information
y
y
Enter your badge number and click the
button. The Summary Data screen will display.
Name: - This field displays the employees first and last name for the selected badge.
Your Last Punch was: - This field displays the time and date of the last punch for the selected
badge.
Hours Worked This Period: - This field displays the total regular and overtime hours for the
current pay period.
Hours Worked Last Period: - This field displays the total regular and overtime hours for the
last pay period.
Current Schedule is: - This field displays today’s schedule for the selected badge. To view the
schedule for the next 7 days click on the
button.
Hours you have Worked Today: - This field displays the estimated hours from the last In
punch and when you opened the Summary screen as well as the total regular and overtime hours
for the current day.
Benefit Time Balance: - These fields display the benefit time balances for the selected badge.
Section 15.4 What do these PC Click icons mean
You may see 3 different PC Click icons in the System Tray.
This is a normal PC Click icon. Click on the icon and the PC Click screen will open and allow
employees to punch In or Out.
This PC Click icon identifies that the PC Click client has lost the connection to the database. Wait a
few minutes and if the icon is not displaying normal, shut down PC Click by right mouse clicking on the
icon and select Exit from the pop-up menu, then restart PC Click. If you are still having problems contact
your PayClock administrator.
This PC Click icon identifies that the PC Click client can not connect to the PayClock server and get
the time/date. Wait a few minutes and if the icon is not displaying normal, shut down PC Click by right
mouse clicking on the icon and select Exit from the pop-up menu, then restart PC Click. If you are still
having problems contact your PayClock administrator.
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CHAPTER 16
Glossary
24-Hour Time
The time displays in military time (00:00-23:59) instead of 12-hour am and pm time (12:00-11:59
am and 12:00-11:59 pm).
Examples:
3:00 am in 24-hour time is 03:00
3:00 pm in 24-hour time is 15:00
Access Permissions
An access profile defines which sections or programs a user is authorized to use in PayClock.
Using the Access Manager, you can define your access permissions.
The area titled “May Access” allows you to select what parts of the PayClock software the profile
will be able to view. These include Base Module Setup, Base Module Data, Report Manager,
Reports, Database Manager, Terminal Manager and Utilities.
The area titled “These Items”, allows you to select what section, group/tab or function the profile
has access to and what type of access they will have.
Active Employee
Active employees are employees who are punching the clock. You can keep track of active
employees in PayClock in the General tab at the Employees icon.
Also Show as Regular Time
Note that this option is NOT frequently used. You will probably only choose this option if your
payroll service requires your data to export in this format.
You can choose this option when creating or editing pay codes in the Preferences tab at the
System icon.
Choose this option if your company treats all worked hours as regular time, whether or not the
hours have moved into overtime.
Example:
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Say a company pays an extra half-time after 40 hours.
Say Mike worked 45 hours.
You can set an overtime pay code to pay Mike 45 hours at regular time (rate modifier = 1.0) and 5
hours of overtime (rate modifier = 0.5).
This calculates the same as paying time-and-a-half after 40 hours. The only difference is how the
data will export.
Approved
You can use the Approved checkbox at the top of the Timecard to help remember which
employees you have edited.
For example, at the end of the pay period, you can make your edits, then check each one as
approved. Once you mark an employee as approved, you will know that you have entered all your
changes for this employee.
You cannot make any changes to this employee while the Approved box is checked.
If you click the down arrow to see the list of employees at the top of the timecard, the ones that
you have approved will have the word Approved next to their name.
If you find later that you need to make more changes, simply uncheck the Approved box.
Beginning of Day
In PayClock, the day starts at midnight, but you can change this default setting in the Advanced
tab at the Pay Class icon.
Since you create employee schedules that control employee work days, you do not need to change
this setting.
Benefit Time
Employee benefits, such as sick or vacation time.
You can set up benefit time in the Benefit Time tab at the Employees icon.
Break Length
You can set a break length for all employees at the Pay Class icon in the Advanced tab. The break
can either be punched or auto-deducted.
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If you want to set a break length for a particular employee, you can do this at the Employees icon
in the Schedules tab.
Calculating Overtime
At the Pay Class icon Advanced tab, you can set PayClock to calculate overtime by total or regular
hours. PayClock calculates overtime by regular hours by default. Select ‘Calculate Weekly OT by
Total Hours’ if you want to calculate overtime by total hours instead. This option applies only if you
select daily and weekly or pay period overtime at the Pay Class icon Overtime tab.
Example where overtime starts after 8 hr/day and 40 hr/week:
A person works Mon-Thurs 10 hours each day, totaling 32 regular and 8 overtime hours. He then
works 10 hours Fri.
Using ‘Regular Hours’, the employee must work 8 hours on Fri before he reaches weekly
overtime. So, his week ends with 40 regular and 10 overtime hours.
Using ‘Total Hours’, the employee reaches 40 weekly total hours after Thurs. So, any time worked
on Fri is overtime. His week ends with 32 regular and 18 overtime hours.
Call In Time
Some companies will pay employees a special rate and a guaranteed amount of time if they are
called back to work. The group properties allows you to setup the rule and define the trigger that
will pay the "Call In" time to the employee.
Example:
Your company has a policy that says if you are called back to work the company guarantees 4
hours of pay at double time, even if you only work for 30 minutes. If you work over the 4 hours all
time is paid at double time.
Sally comes in Tuesday morning and works her normal 7:00am to 3:30pm shift. She goes home,
but is called back to work to complete a project. She arrives at 6:30pm and presses the transfer
button on the clock, keys in the number for to the "Call In" department. She completes the project
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in 2 hours and punches out like normal at 8:30pm. Her timecard will show her normal 8 hours
from the 7:00am to 3:30pm shift and 4 hours of Call In time which is paid at double time.
Concurrent User
PayClock Pro is by default set up with a 3 concurrent user license.
The concurrent user licenses options available are 6, 9, 12 or 24. These concurrent user licenses
allow multiple users to log in and use the PayClock software from different computers on your
network.
Example - If you have 4 individuals that will need to log in to the PayClock software at the same
time will require that you purchase a 6 concurrent user license. If they will not be logged in at
the same time but will need to access the PayClock software from different computers will only
require the 3 concurrent user license.
Note: The features you have selected in License Manager determine the concurrent user licenses.
Concurrent user restrictions apply to PayClock Pro only. The PayClock utilities do not have any
concurrent user restrictions but you are limited to having up to 32 instances of the utilities open
at the same time.
Data List
In the List Bar, you can click on the Data button to display the Data List. The Poll, Timecard,
Global, Reports and Close icons appear in the Data List.
Employee List
The employee list appears at the Global icon of PayClock and in the Accrual Manager. You can
list all employees or only certain employees depending on what you choose in the Filter By box.
In the Employee List, you can choose a single employee by clicking on one.
Once you select your employees, your actions apply only to those employees.
Extended Break Amount
This determines the longest time a person can be punched out for a break. Add this amount to the
break length to get the maximum break length. Once the max is reached, PayClock calculates the
punches as in/out punches instead of a break.
This affects the way PayClock rounds punches. If considered a break, the break time rounds. If
considered an in/out punch, the In/Out times round instead of the break time.
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Filter
A filter helps you to narrow down a list by showing only the items you want to see.
For example, if you filter your list of employees by Shipping, your list will only show the people
who work in Shipping.
Filters are used at the Employees and Timecard icon, as well as the Report Manager in setting
report properties.
You can also create a filter that is not necessarily a “department” that people work in. For
example, say you create a group called Senior Employees and choose the employee from each
department with the most seniority. So, when you select the Senior Employees filter, you can list
or report on the senior employees that you placed in this group. You can create groups and filters
from the Properties button in the Groups tab at the System icon. You distinguish the group as a
filter by unchecking the Include in Home List box.
Floating Schedule
At the Schedules icon in the General tab, you can set floating schedules to allow a person to come
into work during a time range, rather than a certain time.
For example, you might allow employees to come in anytime between 6:00 am and 9:00 am, and
they will work 8 hours.
At the In subtab, the Start time is 6:00 am and the IN Grace is 9:00 am. So, people working this
schedule can punch in anytime between 6:00-9:00 am.
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At the Out subtab, the End time is 9 hours after the Start time (8 hours of work, plus 1 hour of
lunch). Here, the End time is 3:00 pm. Assume a person clocks in at 8:00 am, the schedule adjusts
to an End time of 5:00 pm (9 hours after the In punch).
The same adjustments apply to Out Grace, Out Revision and Very Late Out. Out Grace applies to
5 minutes before the end time (not necessarily 2:55), and the Out Revision applies to 10 minutes
after the end time (not necessarily 3:10). Very Late Out applies to 1 hour after the end time (not
necessarily 4:00). In this case, the Out Grace adjusts to 4:55, Out Revision adjusts to 5:10 and
Very Late Out adjusts to 6:00.
Note that Very Late Out only applies if you have set Very Late Out Rounding in the Rounding
subtab.
Guaranteed Time
You can give a person credit for more hours than actually worked.
For example, you might say that a person gets credit for 8 hours as long as he works 6.
In this case, set the Minimum Paid Hours to 8:00 and the Worked Hours to Qualify to 6:00.
You can set Guaranteed Time in the Misc subtab of the General tab at the Schedules icon.
Holiday Schedule
Using Holiday Schedules, PayClock can automatically add non-worked hours for holidays. You
can set these dates up to 18 months in advance. You can setup 10 different Holiday Schedules.
Create your holiday schedules at the System icon, Preferences tab, Holiday Schedules button.
If Ignore Holiday Schedule is checked in the Employees General tab, PayClock will not
automatically add any non-work hours for this person. You might want to select this box for
temporary employees.
Home List
Assign employees to their home here (Employees icon, General tab).
You create Home groups at the System icon in the Group tab, Properties button.
When you create a group and you want it to appear in the Home List, check the Include in Home
List box. When you do not check this box, the group is created as a filter.
The home list appears in the General tab and Assignments tab at the Employees icon.
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Home Page
Under the System section in the General tab, you can enter your company’s web site address. For
example, Lathem’s home page is www.lathem.com.
Inactive Employee
You can keep track of inactive employees in PayClock in the General tab at the Employees icon.
Inactive employees stay in the system, but cannot punch the clock.
For example, you might want to make an employee inactive when she goes on maternity leave or
when a seasonal worker is off-season.
Note: You cannot reassign an inactive employee’s badge. You can only reuse a badge number if
you mark the employee as Terminated.
Level Number
Each level item that you create in PayClock must have an ID number. You can have a maximum
of 400 total level items.
List Bar
You can use the List Bar at the left side of the PayClock window to get to various sections of the
software. When you click an icon in the List Bar, that section appears in the work area.
There are two lists in the List Bar:
The Setup List contains all the features needed to setup your system. You will use most of these
features the first time you setup your software but seldom after that.
The Data List contains the features used on a regular basis to retrieve, edit and manage your data.
Maximum Work Day Length
Sets the longest amount of time a person can work in 1 day when assigned to an open schedule.
PayClock defaults this setting to 14 hours. So, an employee can punch up to 14 hours after his first
punch of the day.
You can change the Maximum Work Day Length in the Advanced tab at the Pay Class icon.
Normally, you should leave this setting at its default of 14:00 hours.
Example:
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y
Max Work Day Length is set to 14 hours.
y
Rick punches in at 7:00 at night.
y
Rick can punch any time up to 9:00 am.
y
Say Rick punched out at 11:30 am. This punch will not calculate because it fell out of range.
You can correct this by.
1) Changing the punch to fall within the range.
2) Creating a schedule that accepts a long time range, then making a one time schedule
change in the timecard table.
To make a one time schedule change, make the Schedule column visible in the timecard
table, double-click in the Schedule column on the day you want to change, when the list
of schedules appears, choose the new schedule, then press Enter.
3) Setting your Maximum Work Day Length to a longer amount of time. Make sure you do
not increase your Maximum Work Day Length too much, or punches can start showing
up on the wrong day in the timecard.
Menu Bar
The Menu Bar, located at the top of the PayClock window, provides access to the functions in the
software. You can get to the same sections in the software using either the Menu Bar or the List
Bar.
Non-Work Time Defaults
You can set the non-work default time in the Preferences tab at the System icon. Non-work time is
time paid to an employee, but not actually worked, such as vacations or holidays.
What you enter here sets the default for adding non-work time at the Timecard icon. This helps
you avoid repetition for the non-work time you enter most often.
Example:
When you set the defaults in the
Preferences tab at the System icon
...
... the same settings show up when you
click Insert | Non-Work Time from the
menu at the Timecard icon
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Note
You can insert a text note for an employee on a specific day; a single note can be up to 380
characters. For example, John Doe called in sick on Monday, so you might want to make a note on
John’s timecard for Monday that he called in sick. A green indicator ( ) will display on the day
that has a note attached. When you click on the day, the text of the note will display in the Notes
area of the timecard, which is located in the lower right corner of the timecard window. The note
shows by default the users log in and date when it was inserted. Notes can then be viewed in the
Timecard and can be viewed in certain reports..
Off Schedule
When a person does not come in to work, he is considered "off" for the day. You can setup an Off
Schedule by clicking the Off box at the Schedules icon.
To setup an Off Schedule
•
In the Schedules icon, click New.
•
At Name, type in a Name for this schedule.
•
Check the Off box.
•
PayClock automatically sets this Off schedule from 8:00 am - 5:00 pm. You can change
these times the same way you setup any schedule.
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The hatched lines indicate "off" time
•
Assign this schedule to your employees in the Employees icon, Schedules tab. For
example, if an employee does not work on Sundays, assign him an Off Schedule for
Sunday.
Open Schedule
An open schedule allows PayClock to define the start and end of the work day for everyone in a
pay class. Employees have an open schedule if they are not assigned to a work schedule. An
employee’s open schedule starts with his/her first punch of the day.
You can set open schedules in the Advanced tab at the Pay Class icon.
Example:
The beginning of day setting is 12:00 midnight and the maximum work day length is set to 14
hours.
y
Jane Doe’s first punch this morning was at 7:30 am.
y
Using the settings above, PayClock defines Jane’s open schedule to start at 7:30 am and end by
9:30 pm.
y
So, Jane can punch any time today until 9:30 pm.
Let’s say Jane also has a 1-hour break setting so that she can punch for lunch anywhere from 3 to
6 hours after her first punch.
y
Jane’s punch was at 7:30, so she can punch out for lunch from 10:30 am to 1:30 pm.
Open Schedule Override
An open schedule override allows PayClock to start the day before midnight for the open
schedule. Employees have an open schedule if they are not assigned to a work schedule. An
employee’s open schedule starts with his/her first punch of the day.
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Pay Code
Pay Codes are accumulators or categories that accumulate either hours or dollar amounts.
Pre-defined Pay Codes in Pro:
Worked Pay Codes
Non-Worked Pay Codes
Amount Pay Codes
Regular
Vacation
Tips
Overtime 1
Sick
Overtime 2
Holiday
Overtime 3
Personal
Worked Holiday
Other
(Note: Other can be set to
worked or non-worked)
You can change the pay rates, set the hours to count toward overtime, set the hours to not count
toward overtime, change the way a differential will calculate wages depending on their settings.
You can add up to 85 more pay codes to this list to suit your company’s needs.
You can get to the pay codes properties by clicking the Pay Codes button in the Preferences tab at
the System icon.
Pay Code Adjusters
There may be times when you want to pay an employee for hours not actually worked or punched.
Perhaps you let them leave 15 minutes early instead of taking a 15 minute paid break. Using Pay
Code Adjusters you can add the missing 15 minutes to their timecard.
You can assign up to 5 adjusters to different pay codes. You can get to Pay Code Adjusters by
clicking the button in the System Preferences tab, or by clicking Edit | Adjusters | Set Pay Codes
in the Timecard menu.
Pay Code Overrides
You can use pay code overrides to override your Regular, Overtime1 and Overtime2 pay codes
when needed.
For example, you can create a schedule called Makeup Time, so that when an employee is
working extra hours to makeup time, this schedule will not allow these extra hours to count as
overtime.
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To create a Makeup Time schedule:
1.
y
y
y
y
y
y
y
Create a Makeup Time pay code:
At the Preferences tab of the System icon click the Pay Codes button.
Click New, under Name type in Makeup.
Set the rate type to Worked. If you choose Non-Worked you will not be able to select the
At Apply As, choose Regular or Any. If you choose Overtime you will not be able to select
the option on the next step.
Choose Does NOT count toward Weekly Overtime by checking the box.
Click the Save button and then click Close.
You are ready to assign this pay code in the Pay Codes Override option on the Advanced tab
of the Schedules icon.
2.
To create a Makeup Time schedule:
y
y
Create a new schedule at the Schedules icon and name it Makeup Time.
Setup the schedules In/Out, Revision, Rounding and Misc sub tabs of the General tab, as well
as the Break & Meal Rules tab as needed. Enter this information as normal for creating a
schedule.
With the schedule selected, choose the Advanced tab and click the Pay Code Overrides button.
The Pay Code Overrides window appears.
y
y
y
For this example, set all of your pay codes to the Makeup pay code you created. None of the
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y
time accumulated in the makeup pay code will count toward overtime.
If you have Daily Overtime set up in the Pay Class icon check the Daily OT Limit Override
box.
Set the Limits to 999:59. With this set up the daily hours will never reach the daily overtime
limit and will not count as overtime.
You are ready to assign this schedule to an employee in the Timecard icon.
3.
Assign the Makeup Time schedule to the employee:
y
y
y
To apply this Makeup time schedule to an employee on a certain day, open that employee's
timecard by clicking the Timecard icon, then choosing the employee from the list at the top of
the screen.
In the timecard table, make the Makeup column and Schedule column visible.
Move your mouse to the row that shows the day where you want to apply the Makeup
schedule.
Double-click on the cell in the Schedule column.
The cell changes to a list where you can choose a schedule.
y
y
to view the list, and then choose the Makeup time schedule.
Press the Enter key on your keyboard.
y
The Makeup Time schedule applies to only one day, leaving the rest of your schedule settings
unchanged. Your employees can makeup their time and you don't have to worry about paying
them overtime on that day.
y
y
y
y
Pay Period Type
Your pay period defines the start and stop of the pay time length. You define your pay period in
the Pay Class General tab.
Weekly - a 7-day length. You choose which day the pay period begins.
Bi-Weekly - a 14-day length. You choose which day the pay period begins.
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Semi-Monthly - twice per month. You choose which two dates the pay period begins.
Monthly - once per month. You choose which date the month begins.
Custom - allows the user to define their own pay period length. You set the date the current pay
period will END and then set the date the next pay period will END. For example, your current
pay period might start on the 1st and end on the 18th and you next pay period will start on the 19th
and end on the 31st. When you close a custom pay period you will be prompted to set the date that
the ‘new’ next pay period will end.
NOTE: Use the + (plus) and – (minus) keys on your numeric keypad to move the date
forward or backwards.
Polling the Clock
When you poll the clock, you pull information from the clock into the software. To poll the clock,
click the Poll icon at the Data list.
Premium Time
You can define premium times to increase an employee's base pay under certain conditions. For
example, when employees work any time between midnight and 4:00 am, you might want to
increase their pay by $1.50 per hour or double their pay.
You can set Premium Time in the Premium Time tab at the Pay Class icon.
Rate Calculation
PayClock can calculate differential wages using 1 of 2 methods.
The default rate calculation method is
(( Base Wage + Differential ) * Modifier )
Example: John Doe's base wage is $8.00 per hour. If he works the second shift he will get a .35
differential. This pay period John has worked 4 hours and 30 minutes in the second shift. The 4
hours and 30 minutes was Overtime which is paid at 1.5
(( 8.00 + .35 ) * 1.5 ) * 4.5
Johns pay for the differential is $56.36
The optional rate calculation method is
(( Base Wage * Modifier ) + Differential )
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Example: John Doe's base wage is $8.00 per hour. If he works the second shift he will get a .35
differential. This pay period John has worked 4 hours and 30 minutes in the second shift. The 4
hours and 30 minutes was Overtime which is paid at 1.5
(( 8.00 * 1.5 ) + .35 ) * 4.5
Johns pay for the differential is $55.58
You can get to the rate calculation at the System icon, Preferences tab, Pay Codes button.
Rate Differential
PayClock uses the rate differential to compute wages.
Use the rate differential to add a certain amount to an employee's base pay.
For example, if a person gets paid $2.00/hour extra when he works on a holiday, set the Worked
Holiday differential to $2.00.
You can get to the rate differential at the System icon, Preferences tab, Pay Codes button.
Rate Modifier
PayClock uses the rate modifier to compute wages.
Enter the modifier to set a pay code’s rate.
For example, if Overtime is paid at double-time, set its modifier to 2.00 (two times the base pay).
You can get to the rate modifier at the System icon, Preferences tab, Pay Codes button.
Rate Type
You can create or edit pay codes at the System icon, Preferences tab, Pay Codes button.
For example, Regular and Overtime are Worked pay codes, while Sick and Vacation are NonWorked pay codes.
When you create a pay code, choose if the rate type for this pay code is Worked or Non-Worked.
When you choose a non-worked pay code, the Number (Use at terminal): box is enabled. You can
type in a number employees can enter at the clock to use this pay code.
For example, if you set the Number for Sick to 52, an employee can clock out and use #52 to
indicate that he left sick. Only clocks that support the terminal number function will accept pay
code numbers.
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Registration
A punch at the clock or a punch added from the software.
You can view punches in PayClock at the Timecard icon.
IN punches are shown in the schedule bar as arrows pointing down, while OUT punches are
shown as arrows pointing up.
Examples:
An IN punch punched at the clock
An OUT punch added at the software
To add a punch :
•
In the timecard table, double-click under the In or Out column on the day when you want
to add a punch, or you can click Insert | Registration from the Timecard menu.
•
In the Registration Edit window, type in the punch time and date.
•
If your time is set to 12-hour format, type an 'A' or 'P' to change to AM or PM.
Rotating Schedule
In PayClock a schedule rule has a defined start and stop time and can have more than one break/meal.
Schedule rules are created in the Schedules icon of the Setup list bar. When these schedule rules are
assigned to employees they can stay the same every week or can change from week to week.
PayClock allows you to define up to 9 weeks of rotating schedules.
Example:
• Jane has a 2 week rotating schedule, one week she works the early shift and the other week she
works a later shift.
• For week 1 Jane Doe has the 5:00a – 1:30p schedule rule applied for Monday thru Friday and
the Off schedule rule applied to Saturday and Sunday.
• For week 2 Jane will work a different schedule, she has the 7:30a – 4:00p schedule rule applied
for Monday thru Friday and the Off schedule rule applied to Saturday and Sunday.
• She repeats this 2 week cycle throughout the year. Once her schedule is assigned it doesn’t have
to be changed unless she will work some other schedule.
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Note: Employees that don’t have schedule rules applied will be on the open schedule.
Rotating Schedule Template
You use the Rotating Schedule templates to create weekly work schedules that include the schedule rule
assignment for each day and any needed overrides of the start time and end time. After creating the
schedule templates on the Schedules tab of the Employee Master you can assign them to your
employees. After assigning the templates, you can modify the schedule rule assignment and or overrides
of the start and end times.
Rounding
In the Pay Class General tab, you can set how punches round
15 minute rounding with a 7-minute break point
[1/4 hour]
6 minute rounding with a 3-minute break point
[1/10 hour]
No rounding
[1/1]
No rounding
[Not Selected]
If you need to define rounding rules other than these, you can do this in the Rounding Rules tab at
the Schedules icon
Examples:
¼ hour punch rounding is selected in the General tab
An employee punches at 8:09
Since :09 is after the 7-minute break point, the punch rounds to 8:15
Since :06 is before the 7-minute break point, the punch rounds to 8:00
Since :07 is at the 7-minute break point, the punch rounds to 8:15
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Schedule Bar
At the Timecard icon, the schedule bar shows a graph of a person’s activity for the day. Turn the
schedule bar off and on by clicking View | Schedule Bar from the menu at the top of the screen.
When viewing the Schedule Bar, move the mouse until it changes to a magnifying glass, then
click the right or left mouse button to zoom in or out.
Use the scroll bar to move around in the schedule bar.
On the left, the single arrow shifts the schedule bar left, while the double arrows
shift the schedule bar back one day.
On the right, the single arrow shifts the schedule bar right, while the double arrows
shift the schedule bar forward one day.
Setup List
In the List Bar, you can click the Setup button to display the Setup List. The System, Pay Class,
Schedules and Employees icons appear in the Setup List.
Supervisor Badges (PC100 Terminal Only)
Three supervisor badges are available for your PayClock package. These badges perform certain
setup tasks at the clock.
⇒
Badge #251 – Clock Status
Swipe this badge to briefly display a status report. The status report shows the current clock setup.
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⇒
Badge #253 – Set Baud Rate
Swipe this badge to change the baud rate - the default is 9600. You may need to reduce the baud
rate if you have problems communicating with the clock. These problems can result from a noisy
environment or a long serial cable (usually more than 50 feet).
⇒
Badge #254
Use this badge to change the clock ID - the default ID is 49.
When prompted, swipe an employee badge that matches the desired ID number.
WARNING: IF YOU HAVE CUSTOM CARDS MADE
⇒
Badge #252
This badge resets the terminal to factory defaults. Using this badge will erase all memory and reset
your clock's configuration. If you use non-Lathem cards with your PC100 system, do not use this
number.
Time Bar
The time bar is part of the schedule bar at the Timecard icon. When a person punches at the clock,
the time bar shows which labor tracking level that time applies to. If that person receives nonwork time, the pay code displays for that block of time. In the example below, the person worked
the first half of the day in Shipping, then went home sick after lunch.
Timecard Table
The timecard table lists data on a person’s activity for the current or next pay period. You can
choose which columns you want to show - punches, pay codes, dates, totals, etc. You can view the
timecard table at the Timecard icon. This green indicator ( ) will display on the day that has a
note attached.
When editing or adding punches in the timecard table, type in the punch time, then type an 'A' for
AM or 'P' for PM.
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Work Force Icon
Your Work Force allows you to quickly see a summary of your pay period totals, employees and
labor history. To open your Work Force, click the Work Force icon in the Data list at the left of your
PayClock window.
You can use the reminders section to poll or update the clock, export, backup or archive your data, or
close the pay period.
To view the hours or wages for the next pay period, click the "Next Pay Period" box in the upperright corner of the screen.
Work Schedule
A schedule rule contains the settings that identify a work schedule for employees. In PayClock a
schedule rule allows you to define the start and end of the work day as well as any breaks or meals
that would be taken. Note: If you have not assigned schedule rules to employees they will be on an
open schedule.
You can create schedule rules on the General tab of the Schedules icon and then assign the schedules
to employees in the Schedules tab at the Employees icon.
Example - Your company has a work schedule that starts at 7:30am and ends at 4:00pm with a 30
minute punched break, this example outlines the setup of the schedule rule.
·
From the General – In/Out tab of the Schedules icon set the Start to 7:30am.
·
From the General - In/Out tab of the Schedules icon set the End to 4:00pm.
·
From the Break & Meal Rules In tab of the Schedules icon set the 30 minute punched break.
·
From the Schedules tab of the Employees icon assign the 7:30am to 4:00pm schedule to the
days of the week under the Rules tab.
·
Using the settings above, PayClock defines Jane's typical work schedule to start at 7:30 am
and end by 4:00 pm.
After assigning schedule rules to employees you can override the start and end times on the
Schedules tab of the Employees icon at the Overrides tab. This allows you to assign a basic schedule
rule to an employee and then modify the start and end times. Note: The override will only affect the
start and end of the schedule rule, all other settings of the schedule rule will remain active.
Note: PayClock also allows you to override the ending time of the work schedule from the timecard.
You can do this by employee by day. This allows PayClock to adjust the schedule end time without
creating a schedule rule.
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CHAPTER 17
Terminal Manager Overview (Optional) (Note: Access rights are
required for this section.)
If you have the Terminal Manager feature turned on, you can use more than one terminal, plus more
features are added to your Time and Attendance software. “Terminal” refers to both the physical terminal
and the connection made in the Terminal Manager software. You can add RS-232, modem or TCP/IP
. To add an RS-485 terminal, you must first
terminals directly to your System icon
to your System icon, then connect the RS-485
connect a SWIFT converter
terminal to it.
These are some of the features when using Terminal Manager:
Offers multi-terminal capabilities that are easy to setup, use and maintain - The Connection
Wizard makes setup as easy as point-and-click.
Provides all you need to setup a cost-effective terminal network - Terminal Manager allows
you to access data on your local and remote terminals.
Works easily with various terminals as your company grows - You can setup PayClock with
one terminal and add more terminals later, if needed.
Terminal Connections - You can connect terminals directly using a RS-232 serial port, in a
system using an RS-485 connection, or remotely using a terminal internal modem.
Remote Terminals - You can call modem terminals from a central location or you can program
them to call the host PC at certain times.
Network Connections (TCP/IP) - You can connect terminals directly into a TCP/IP Ethernet 10Base T network.
Enhanced Polling - You can schedule when the PC downloads punch data from selected
terminals.
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Section 17.1 Getting Around in Terminal Manager
You can quickly start Terminal manager from the Start button.
17.1.1 Open Terminal Manager
•
Click the Start button and then point to the Programs icon.
•
Click on your PayClock Pro folder.
•
Click the Terminal Manager Icon.
17.1.2 The Terminal Manager Main Screen
You see the Terminal Manager main screen when you open Terminal Manager - the text area, title bar,
menu bar, tool bars, and status bar.
Depending on the view you use, different screen elements will be available. You can also display or hide
some screen elements.
182
IP Status Screen (Only available when TCP/IP Server is turned on ).
Use the IP Status window to check the condition of the TCP/IP connections.
•
To open the IP Status window, choose IP Status from the View menu or click the
button.
•
To close the IP Status window, choose IP Status from the View menu or click the
button.
IP Status Columns
Socket ID
Displays the position used when the Server connect with the terminal.
Client Name
Displays the TCP/IP terminals name.
IP Address
Displays the TCP/IP terminals IP address.
Port
Displays the port that the Server used when connecting to the TCP/IP terminal.
State
Displays the status of the connection. Wait (waiting to connect) or Idle (connected and waiting on
data to process).
Node ID
Displays the terminals ID that was setup on the Terminal Properties General Tab.
Registrations
Displays the amount of registrations since the last connection to the terminal.
Connect Date
Displays the date when the Server last connected with the terminal.
Connect Time
Displays the time when the Server last connected with the terminal.
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17.1.3 Terminal Manager Menu
File Menu
•
New creates a new Connection or Terminal.
•
Save saves any settings you have changed.
•
Delete allows you to delete a connection or a terminal.
•
Properties opens the properties for the currently selected terminal or connection.
•
Recalculate All Employees allows you to recalculate all employee data.
•
Import (Not Used)
•
Close Pay Period available if you have enabled TCP/IP Server and Auto Pay Period Close.
•
Stop / Start Server – Allows you to pause and restart the TCP/IP server if it is enabled. You
would use this menu if you needed to make a change to the system properties or PC3500TX
terminal properties. To use this menu select, Stop the TCP/IP server, make the change and then
select Start the TCP/IP server. Note: The TCP/IP server will start up the next time you open
Terminal Manager if you stop the TCP/IP server and then exit Terminal Manager..
•
Exit closes the Terminal Manager program.
Edit Menu
•
Undo allows you to undo the most recent change you made to the system.
•
Select All highlights all the available employees.
View Menu
•
Polling Schedules opens the polling schedules screen for editing.
•
IPStatus opens the IP Status screen for troubleshooting.
•
Employees changes which employees display in the list. You can choose from All to display all
employees, Assigned to a selected terminal to display the employees assigned to the clock you
have highlighted, or Not assigned to a Terminal to display the employees that you have not
assigned yet.
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•
Terminals changes which clocks display in the list. You can choose from All to display all the
clocks or Assigned to Selected Employees to display the clocks assigned to the employees you
have highlighted.
•
Refresh refreshes the Terminal Manager screen to display any changes you made to the employee
or terminal lists.
•
Window allows you to Tile windows if you have more than one open at the same time.
Tools Menu
•
Employees adds employees to or removes employees from the terminals you have highlighted.
You can choose from Assign to Selected Terminals or Remove Assignment from Selected
Terminals.
•
Poll Now retrieves data from the clocks. You can choose from Selected Terminals to retrieve
data from the clocks you have highlighted, Terminals of Selected Employees to retrieve data
from the clocks assigned to the employees you have highlighted, or Selected Polling Schedule to
retrieve data according to the polling schedules you have created. See the section on Polling
Schedules for more details.
•
Update Settings Now updates employee and department names. You can choose Selected
Terminal(s) to update the clocks you have highlighted or Selected Employees to update the
clocks assigned to the employees you have highlighted.
•
Set Time/Date for all Terminals synchronizes all terminals with the current PC time and date.
•
Wizards step you through setting up the internal bell ringer if you choose Bell Ringer or setting
up remote access if you choose Dial In Manager. See the section on the Dial In Wizard for more
details.
•
Create a Node From This Refused Connection (TCP/IP terminal only) With TCP/IP Server
enabled you can add new TCP/IP connections by selecting the connection in the Refused
Connection list and then select this option. This option will be dimmed if you have any terminals
selected in the Terminal list. To remove the highlight click on Refresh from the View menu.
Help Menu
•
Contents opens this help file to the contents page. You can also access help specific to the current
screen by clicking the help button.
•
About Box tells you which version of the software you have, as well as where the software data
files are stored on your hard drive.
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17.1.4 The Terminal Manager Tree
Terminal Manager displays your employees and terminals in the form of a tree. This will help you as you
setup your terminal network. You can also assign employees to terminals using the Terminal Manager
Tree.
To see properties for your system or a specific terminal:
•
Double-click on the system icon
or a specific terminal icon
.
-ORor specific terminal icon
Click on the system icon
Properties from the File menu.
to highlight it and then choose
-ORClick on the system icon
on your keyboard.
or specific terminal icon
to highlight it and then press the F8 key
A plus sign (+) next to an item in the tree means that further hardware is connected to it.
To see the hardware
•
Click the plus sign (+) next to the item, this will expand the list.
• Click the minus sign (-) next to the item, this will collapse the list.
Tip - To change the size of the terminal or employee list, drag the bar that separates the two list.
Section 17.2 Using Terminal Manager
17.2.1 Connections Defined
The phrase terminal "connections" is used to identify the configuration of the network of terminals that
meets a specific need. Connection between a PC and a terminal applies on two levels. First, you must use
the appropriate physical connections which is the hardware part of the system and second is the logical
connections, which is the software part of the system.
Terminal Manager allows for a maximum amount of 250 connections. There is a limit of 8 serial
connections which could include RS232 and or RS485. The remaining connections can be made up of
modem and or TCP/IP connections.
RS-232 Connection
A RS-232 connection, often referred to as a direct connection, is the most basic connection. With this
connection, a serial cable is connected to one of the PC’s serial COM ports and to the terminal
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There are some limits when using a RS-232 connection. First, you can only use one terminal. Second,
according to the Electronic Industries Association (EIA) RS-232C specification, the distance from the PC
to the terminal should not exceed 50 feet. For distances greater than 50 feet, RS-485 is recommended.
RS-232 Connections
An RS-232 connection, often referred to as a direct connection, is the most basic connection. You
connect a serial cable between a COM port on your computer and the terminal.
There are limits as to when you can use an RS-232 connection. First, you can only use one
terminal. Second, according to the Electronic Industries Association (EIA) RS-232C specification,
the distance from the PC to the terminal should not exceed 50 feet or a baud rate, or data
transmission speed, of 9600. For distances greater than 50 feet, we recommend an RS-485
connection.
The Electronics Industries Association represents American manufacturers. The EIA publishes
standards such as EIA RS-232D and RS-485 that govern the electrical characteristics of
connections between the personal computer and external peripherals such as terminals, printers,
and modems.
RS-485 Connections
For this connection, an RS-485 converter is connected to one of the computer’s COM ports via an
RS-232 connection. You should use the – SWIFT PC converter (Swift 485+) – for PC2000,
PC400 or PC100-D terminals. You should use the – SWIFT PC converter (Pro series) – for
PC3500 terminals. You can then connect up to 31 terminals in various configurations with a
maximum bus-cable length of 4000 ft. A single RS-485 converter can operate in several different
modes depending on the types of terminals connected to it. Select the appropriate model and mode
of converter from the Type selection on the General Tab of the Converter Properties window. You
can also connect Sync Time Devices via RS-485: Digital Wall Clocks, Mini Masters and
Sonachrons. According to the Electronic Industries Association (EIA) the distance from the PC to
the terminal(s) should not exceed 4000 feet.
The Electronics Industries Association represents American manufacturers. The EIA publishes
standards such as EIA RS-232D and RS-485 that govern the electrical characteristics of
connections between the personal computer and external peripherals such as terminals, printers,
and modems.
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Modem Connections
A modem connection allows a Hayes compatible modem attached to a PC to communicate
through a telephone system to a remote terminal equipped with Lathem’s modem option. Once
dial up communications is established, the local and remote modems allow the PC and terminals
to communicate as if they are directly connected. The modem connection provides the least
expensive alternative for periodic movement of data over long distances for two reasons. First, the
connection works with most voice-grade telephone lines, enabling a PC and an attached modem to
dial and communicate with a remote terminal through the public telephone system. Second, you
do not have to use a dedicated telephone line to make periodic calls with the computer.
Because of the early dominance of the Hayes Smartmodem in the PC community, most modem
vendors today include a Hayes-compatible command mode in their products. This command mode
enables you to use software designed specifically for the Hayes command set. Besides the Hayes
mode, some modems also have a mode specifically designed by the modem manufacturer. The
manufacturer’s own mode often duplicates the Hayes mode, and can provide additional
capabilities beyond those found in the Hayes mode.
TCP/IP Network Connections
A TCP/IP network connection allows you to tap directly into a typical TCP/IP Ethernet 10-Base T
network. With this connection, an Ethernet cable is connected to a switch on the computer
network and to the terminal.
There are limits, the single cable run between the switch and the terminal cannot exceed 328 feet.
* Note * You must enable the TCP/IP Server when you are using PC3500TX terminals, this is not
needed if you are using PC400TX terminals.
17.2.2 Make Connections in Terminal Manager
The first step in setting up Terminal Manager is to create connections that represent your terminal network.
The connections you use depend on the physical connection of your PC to terminals.
Follow the steps below to make an RS-232, RS-485 Network, Modem (remote) or TCP/IP Network
connection.
To create a connection
•
Select the System object in the terminal tree
.
188
•
From the File menu, click New | Connection.
•
In the Connection Wizard window, select the settings you want.
•
Choose Finish.
•
After you create the connection, a window appears with settings for the terminal or converter
supplied by the connection. Change the settings if needed.
17.2.3 Add a Terminal to an RS-485 Network
An RS-485 connection can have up to 31 attached terminals via Lathem’s SWIFT 485+ RS-485 converter.
Similarly, you can create a network of Sync Time Devices – Digital Wall Clocks, Mini Masters and
Sonachrons. You add Sync Time Devices the same way as any other terminal, but do not intermix these
sync time devices on the same network as terminals.
To add a terminal to a SWIFT 485 (RS-485 converter)
•
In the terminal tree, select the SWIFT 485 where you want to attach a
.
terminal
•
From the File menu, choose New | Terminal.
•
After you attach the terminal, a window appears with the terminal properties already defined.
Change the properties if needed.
17.2.4 Adding TCP/IP Network Connections
Creating a PC3500TX connection (Required firmware 177G or later for PayClock Pro Version 4)
A PC3500TX terminal connection allows you to tap directly into a typical TCP/IP Ethernet 10-Base T
network. With this connection, an Ethernet cable is connected to a switch on the computer network and
to the PC3500TX terminal. This PC3500TX connection is "real-time". When an employee punches at the
PC3500TX terminal the punch is added to the PayClock database at the moment of the transaction. No
polling of the PC3500TX terminal is required. Note: Terminal Manager must stay running for the
punches to be added to the database.
Note: You must enable the TCP/IP Server when you are using PC3500TX terminals. It is highly
recommended to run Terminal Manager on a separate computer when you enable the TCP/IP Server
option.
To create a PC3500TX connection (Required firmware 177G or later for PayClock Pro Version 4)
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1.
Mount the PC3500TX terminal as outline in the terminals Installation & User's Guide and connect
the cable. Configure the PC3500TX with the appropriate IP address for the terminal and the host
computer.
2.
Turn on the TCP/IP Server on the Host tab of the System Properties.
3.
Select the System object in the terminal tree
New | Connection.
4.
In the Connection Wizard window, select Network Connection (TCP/IP) at Type and enter a
name.
5.
Click the Finish button, the PC3500TX terminal will automatically be added and the "Terminal
Properties" window will open on the General tab. The name you entered for the PC3500TX will
display in the Name field.
6.
Select PC3500TX as the Type of terminal. The software will automatically set the ID to the next
available number
7.
Enter the IP address that you configured in the terminal. Important Note: Make sure you match
the IP address set up in the PC3500TX to the IP address set up in the software.
8.
Complete the setup of the PC3500TX terminal using the Time/Date tab and Advanced tab of the
Terminal Properties window.
After completing the set up click OK to keep your settings.
9.
After the PC3500TX terminal shows a connection in the IP Status window, open the PC3500TX
Terminal Properties and verify communications by clicking the Test Connection button on the
General tab. If the test fails, view the basic communications Trouble Shooting help.
. From the File menu, click
10. From the Time/Date tab, click the Set button to send the time and date to the PC3500TX terminal.
11. Click OK to close the Terminal Properties.
12. Assign the desired employees to the PC3500TX terminal and then from the File menu, choose
Save to keep your changes.
13. After assigning the employees update the PC3500TX terminal by clicking the
button.
Note: It may be necessary to pause the TCP/IP server before making changes to the PC3500TX
terminal properties.
1. To pause the TCP/IP server, select Stop Server from the File menu.
2. Make the needed changes to the terminal properties and click OK.
3. To restart the TCP/IP server, select Start Server from the File menu.
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Creating a PC400TX connection
A PC400TX terminal connection allows you to tap directly into a typical TCP/IP Ethernet 10-Base T
network. With this connection, an Ethernet cable is connected to a switch on the computer network and
to the PC400TX terminal.
Note: Do not enable TCP/IP Server when you are using PC400TX terminals.
To create a PC400TX connection
1.
Mount the PC400TX terminal as outline in the terminals Installation & User's Guide and connect
the cable.
2.
From the Tools menu select Locate Network Device, the Locate Network Device window will
display.
3.
Click the Discover button, Terminal Manager will search your network trying to locate any
PC400TX terminals you have connected.
4.
When the PC400TX terminals are located, their Node ID will display in the window with a Status
of New
5.
Select the PC400TX from the list and at the IP Address box enter the IP address you want to use
for that PC400TX terminal. Click the Assign IP button.
Note: Typically your network administrator will give you an IP address you can use for the
PC400TX terminal(s), Lathem can’t furnish you an IP address to use.
6.
When the IP address is set in the PC400TX and Terminal Manager the Status in the Locate
Network Device window will change from New to Exists.
7.
Click the Create Node button, the PC400TX Terminal Properties will open with the terminals IP
address already set.
8.
Complete the setup of the PC400TX terminal using the Time/Date tab, Advanced tab and Options
tab of the Terminal Properties window.
6.
After completing the setup, verify communications by clicking the Test Connection button on the
General tab.
7.
From the Time/Date tab, click the Set button to send the time and date to the PC400TX terminal.
8.
Click OK to close the Terminal Properties and click Close to close the Locate Network Device
window.
9.
Assign the desired employees to the PC400TX terminal and then from the File menu, choose Save
to keep your changes.
10. After assigning the employees update the PC400TX terminal by clicking the
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button.
17.2.5 Remove Connections
You can delete connections or terminals in the terminal tree. If you accidentally delete a connection or
terminal, you can restore it with the Undo button.
To delete a terminal or connection
•
From the terminal tree, select the connection or terminal to delete.
•
From the File menu, choose Delete.
To restore a terminal or connection
•
To restore a deleted connection or terminal, click the Undo button
.
Section 17.3 Set System Properties
In addition to creating connections and terminals, you can also set their properties to customize how your
terminal network functions. For example, you might want to
•
Change a terminal’s name.
•
Set a terminal’s time.
•
Set the rate to transmit data from a terminal.
•
Temporarily deactivate a terminal.
System properties reflect the settings that apply to the entire application.
•
Use the General tab in the System Properties window to set general system attributes.
•
Use the Host tab in the System Properties window to turn on the TCP/IP Server, set the Auto
Close Scheduler and set security for the system.
•
Use the Dial Out tab in the System Properties window to set when the system dials out.
•
Use the Dial In tab in the System Properties window to set auto answer options.
•
Use the Modem tab in the System Properties window to set the system’s modem.
•
Use the Log File tab in the System Properties window to set log file properties.
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•
Use the Time/Date tab in the System Properties window to set the system’s time and date options.
•
Use the Patch tab in the System Properties window to download a patch for a terminal. Available
for the PC400 terminal only.
17.3.1 System Properties – General Tab
Use the General tab of the System Properties window to set Terminal Manager general attributes.
•
To open the General tab of the System Properties window, select the system object on the terminal
, choose Properties (F8) from the File menu, then click the
manager tree
General tab.
•
To close the System Properties window, click Cancel or press the ESC key. To accept the settings,
choose OK.
Changes made in this window are saved and load each time you open Terminal Manager.
Tab Options
•
Name identifies the system. The system name cannot exceed 31 characters.
•
Active determines if the system is operative. Deactivating the system deactivates all terminals.
You cannot poll an inactive object.
•
Auto Update Terminal Settings during Polling determines if the employee names, badge
numbers and departments will be downloaded to the terminal(s) during polling.
17.3.2 System Properties – Host Tab
The Host tab of the System Properties window is used to enable the TCP/IP Server when using the
PC3500TX terminal and set security for Terminal Manager. (Not currently supported)
•
To open the Host tab of the System Properties window, select the system object on the terminal
, choose Properties (F8) from the File menu, then click
manager tree
the Security tab.
•
To close the System Properties window, click Cancel or press the ESC key. To accept the settings
in the System Properties, choose OK.
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Tab Options
Enable the TCP/IP Server
Select the Enable the TCP/IP Server box if you are using TCP/IP terminals for the employees to
punch.
System IP Address
Select the IP address for the Terminal Manager Server. If you have multiple NIC Cards (Network
Interface Cards) select the IP Address for the NIC card where the PayClock terminal(s) will be
connected. This address will be used when configuring the TCP/IP terminals that will be
connected.
* Note * Terminal Manager TCP/IP Server supports "Static IP Addressing" only! "Dynamic IP
Addressing" is not supported. Multiple NIC cards are not supported, all PayClock terminals
have to be connected to the same NIC card.
Ø To turn on the TCP/IP Server
1. In the terminal list, select the system object
. From the File
menu, choose Properties (F8) and click the Host tab on the System Properties
window.
2. Select the IP Address for the PayClock TCP/IP network.
3. Choose the Enable the TCP/IP Server box, click OK to the message "Terminal
Manager must be restarted for this to take effect".
4. Click OK to save the System Properties changes.
5. From the menu choose File | Save and then File | Exit.
6. When Terminal Manager is restarted the Terminal Server will be enabled. Terminal
Manger must stay running for the Terminal Server to pull the punches from the
TCP/IP terminals.
Note * It is highly recommended to run Terminal Manager on a separate computer when you
enable the TCP/IP Server.
Important Note: It may be necessary to pause the TCP/IP server before making changes to the
PC3500TX terminal properties.
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•
System Password
When there is an attempt to access the system from a remote location, you may require a
password. You should use a password to prevent unauthorized access to the system.
To change your password
•
1.
. From the File menu,
In the terminal list, select the system object
choose Properties (F8) and click the Security tab on the System Properties window.
2.
Choose Set.
3.
Type in the current password in the Old Password box and a new password in the New
Password box. An asterisk (*) appears for each character you type.
4.
In the Confirm New Password box, type your new password again. Then choose OK. Your
new password now takes effect.
Auto Close Scheduler
When runing TCP/IP Server a method was needed to be able to close the pay period(s) without
having to shut down Terminal Manager. The Auto Close Scheduler allows the system to close the
pay period unattended.
•
•
Options
Pay Class - List the pay classes that are setup in the Pro software. Put a check in the box
select the pay class to be closed automatically.
to
Days After - Enter how many days after the next pay period start that you would like the pay
period to be closed and press enter.
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Example: If you are running a weekly (7 day) pay period and you enter 5 in the Days After setting
the pay period will be closed on the 12th day after the current pay periods date.
•
Start Time / End Time - Enter the window of time the close process can begin and press enter. A
window of time is defined just in case the computers processor is busy at the start time.
Example: You can set the pay period close to start between 2:00am and 3:00am.
•
Note: If the Auto Close Scheduler is not able to run on the date setup it will run on the next day
during the Start Time / End Time setting.
•
Last Close - Displays the date of the last pay period close.
•
Next Close - Displays the date of the next pay period close.
•
Enabled Auto Close Pay Periods - Select this box to activate the automatic close for the selected
pay classes.
To setup the Auto Close Scheduler follow the steps below:
1. Add a setting to the RENY.INI file
Open Windows Explorer or File Manager.
Find the PayClock application folder and locate \Database\RENY.INI.
Double click on the RENY.INI file to open it.
Add this line to the [GENERAL] section.
AllowAutoClose=1
From the menu select File | Save and then File | Exit.
2. Setup PayClock Pro to allow for the Auto Close Scheduler.
Start the PayClock Pro Base Module.
Select the System icon from the Setup list bar.
On the General tab choose the “Close Pay Periods from Terminal Manager Only” box.
Click Save to keep the changes.
Exit out of the PayClock program.
The Close icon will be removed from the Data list bar.
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3. Start the Terminal Manager Module Skip this step if TCP/IP is already enabled
Open the System Properties, click on the Host tab.
Check the “Enable the TCP/IP Server” box.
Click OK to close the System Properties.
From the menu choose File | Save to keep your changes.
Close Terminal Manager, this will activate the TCP/IP server.
Start the Terminal Manager Module.
Open the System Properties and select the Host tab.
Click the Auto Close Scheduler button, the Auto Close Scheduler window will display.
4. Set up the Auto Close Scheduler
Select the pay class to be closed automatically by placing a check in the box.
Enter when to close in the “Days After” field and press enter.
Enter when the close can begin in the “Start Time” field and press enter; type in the time
in military hours i.e. 1:00pm = 13:00
Enter the latest time the close may start in the “End Time” field and press enter; type in
the time in military hours i.e. 1:00pm = 13:00
To turn on the auto close process click the “Enabled Auto Close Pay Period” box.
17.3.3 System Properties – Dial-Out Tab
Use the Dial-Out tab in the System Properties window to specify settings used when the system dials out.
•
To open the Dial-Out tab of the System Properties window, select the system object on the
, choose Properties (F8) from the File menu, then
terminal manager tree
click the Dial-Out tab.
•
To close the System Properties window, double-click the Control-menu box or press the ESC key.
To accept the settings, choose OK.
Tab Options
•
To access an outside line, first dial
The number required to access an outside line. If you do not have to dial any numbers to access an
outside line, leave this box unchecked.
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•
To use a special long distance carrier, first dial
The number required to access a special long distance carrier. If you do not have to dial any
numbers to access a special long distance carrier, leave this box unchecked.
•
This location has call waiting. To disable it dial
Specifies if your location uses call waiting. Call waiting should be turned off while dialing from
your computer. Contact your local telephone company for information about how to turn off this
feature.
•
This phone uses
Specifies which type of dialing to use. Specify pulse dialing if this is the only type your telephone
line supports.
17.3.4 System Properties – Dial-In Tab
Use the Dial-In tab in the System Properties window to specify settings for auto answer options
•
To open the Dial-In tab of the System Properties window, select the system object on the terminal
manager tree
Dial-In tab.
•
choose OK.
Tab Options
When modem is in Auto Answer Mode to set the modem to answer incoming calls automatically.
•
Auto Answer Mode Times are is used to determine if auto-answer mode is enabled.
Start, enter when the host modem will begin auto answer mode.
End, enter when the host modem will stop auto answer mode.
•
Answer on which ring determines the ring when the host modem answers.
198
17.3.5 System Properties – Modem Tab
Use the Modem tab of the System Properties window to set the system’s modem attributes
•
To open the Modem tab of the System Properties window, select the system object on the terminal
manager tree
Modem tab.
•
choose OK.
Tab Options
•
Use Terminal Device Driver Settings determines if the modem settings used will be captured
from the terminal’s device driver.
•
Use Window System Settings determines if modem settings used will be captured from Windows
system settings.
•
Custom determines if modem settings used will be user defined.
•
Data Error Correction determines the sensitivity of the modem communications to line noise.
The minimum setting is the default. The maximum setting will give the greatest resistance to
communication errors, but it may result in slightly longer communication times on dirty phone
lines. If you are using a PBX we recommend the maximum setting.
•
Setup
Click this button to open the Modem Setup window and enter user-defined modem strings.
Model sets which modem is used by the host computer to communicate with the terminals.
Initialization restores the modem to its standard operating mode. The commands may vary
depending on the modem being used. Consult your modem manual for an explanation of each
command in the initialization string.
•
Dial Prefix is used to tone (ATDT) or pulse (ATDP) dial a number on a Hayes
compatible modem. This signals the modem to dial the numbers sent immediately after
this command
199
•
Dial Suffix This string immediately follows the number to be dialed. The usual suffix is a
carriage return, entered as ^M
•
Hang up Most modems recognize the lowering of the DTR (Data Terminal Ready)
signal as a disconnect method. To enable this method, enter the letters DTR in this field.
You may also enter a modem software command if necessary.
Note: If you choose to use the Windows System Settings and the settings are not found, the
terminal’s device driver settings will be used.
17.3.6 System Properties – Log File Tab
There may be times that you want to track things that happen when terminals are polled. For example, you
may want to know which terminals were not successfully polled. If you have a remote terminal, you may
want to know the last time it was polled. Each time a terminal is polled these types of events are written to
a log file. You may specify when to overwrite the log file.
•
To open the Log File tab of the System Properties window, select the system object on the
, choose Properties (F8) from the File menu, then
click the Log file tab.
•
choose OK.
Tab Options
•
Overwrite after Every Communication Session
Check this box to overwrite the log file every time Terminal Manager communicates with a
terminal.
•
Click View Log to open the log file.
17.3.7 System Properties – Time/Date Tab
Use the Time/Date tab of the System Properties window to define your system time and date settings
•
To open the Time/Date tab of the System Properties window, select the system object on the
, choose Properties(F8) from the File menu, then
click the Time/Date tab.
200
•
choose OK.
This window displays the time and date settings that your computer uses. The calendar shows the days that
match the month and year settings. The outlined date is the one your computer is now using.
Tab Options
•
The time used by your computer shows in the grayed box. The time to set the computer to shows
in the white box.
•
The date used by your computer shows on the calendar. You can select another date on the
calendar. Use the scroll bar to change months.
•
Time Zone
Time zone used by your computer. Select a time zone in the list to change it.
•
Set Time on Updates
Checking this box causes the system to sync the terminal clock and the PC clock on every update.
•
Set Flags on Updates
Checking this box causes the system to update daylight savings time settings (On or Off) and time
display settings (Continental or Regular) every time the terminal is updated.
•
Set all Terminals Now
Clicking this button sets the time and date for all terminals connected to the system, including
sync time devices.
17.3.8 System Properties – Patch Tab
Use the Patch tab of the System Properties window to download a patch to Terminal Manager which can be
downloaded to your terminals. Note: Available for the PC400 terminal only
•
To open the Patch tab of the System Properties window, select the system object on the terminal
, choose Properties(F8) from the File menu, then click the
manager tree
Patch tab.
201
•
choose OK.
Tab Options
•
Select a Device Type to Patch
•
Choose the type of hardware from the list that you wish to patch.
Get Patch
Click the Get Patch button to check the web site for a new patch file.
Section 17.4 Set Terminal Properties
Terminal properties define the characteristics of a specific terminal.
•
Use the General tab in the Terminal Properties window to set terminal general attributes.
•
Use the Connection tab in the Terminal Properties window to set terminal connections.
•
Use the Port Settings tab in the Terminal Properties window to define port settings.
•
Use the Time/Date tab in the Terminal Properties window to define time and date settings to
upload to the terminal.
•
Use the Recovery tab in the Terminal Properties window to recover data and reinitialize your
terminal in the event of a terminal failure.
•
Use the Advanced tab in the Terminal Properties window to set which actions occur during
polling, PIN Entry settings, how long messages display, department transfer options and other
advanced features.
•
Use the Patch tab in the Terminal Properties window to install a patch to the selected device. This
tab is only available when the PC400 terminal is selected.
•
Use the Options tab in the Terminal Properties window to set certain PC400 terminal functions.
This tab is only available when the PC400 terminal is selected.
17.4.1 Terminal Properties – General Tab
Use the General tab of the Terminal Properties window to specify general attributes of a terminal on your
system.
202
•
To open the General tab of the Terminal Properties window, select the terminal on the terminal
manager tree, choose Properties (F8) from the File menu, then click the General tab.
•
To close the Terminal Properties window, click Cancel or press the ESC key. To accept the
settings, choose OK.
Tab Options
•
Name identifies the clock. The clock name cannot exceed 31 characters.
•
Type identifies the type of clock used for the connection.
•
ID A three digit ID number. An ID must be unique.
•
Active Determines if a terminal is active. You cannot poll an inactive terminal.
•
Test Connection You can test your terminal for proper connection settings by choosing the Test
Connection button.
17.4.2 Terminal Properties – Connection Tab
Use the Connection tab of the Terminal Properties window to specify connection settings for a terminal
•
To open the Connection tab of the Terminal Properties window, select the terminal on the terminal
manager tree, choose Properties(F8) from the File menu, then click the General tab.
•
Tab Options for a RS-232 Connection
•
Communications Port on the PC (COM Port) used to connect the terminal.
Tab Options for a Modem Connection
•
Use System Dial Out Settings
Determines if the system uses the settings in the Dial Out tab of the System Properties window.
203
This is Long Distance
•
If using the System dial out settings, determines if a special long distance carrier is used. See Dial
Out in System Properties section.
•
Phone Number to dial out to
The telephone number used to connect to a remote terminal. If you do not want to use the system
dial out settings, you can include dial prefixes.
•
Number of retries
The number of times the system tries to connect with the remote terminal.
•
Time between retries
The number of minutes the system waits before it tries again to connect with the remote terminal.
17.4.3 Terminal Properties – Port Settings Tab
Use the Port tab of the Terminal Properties window to set port options for a terminal.
•
To open the Port Settings tab of the Terminal Properties window, select the terminal on the
terminal manager tree, choose Properties (F8) from the File menu, then click the Port Settings
tab.
•
Tab Options – Refer to Section 16.7 Terminal Port Settings (Hardware) to view specific Port
Settings for the PayClock Terminals.
•
Baud Rate sets the baud rate for this port.
•
Data Bits sets the data bits for this port.
•
Parity sets the parity for this port.
•
Stop Bits sets the stop bits for this port.
•
Flow Control, the setting for this field is None, it can not be changed.
204
17.4.4 Terminal Properties – Time/Date Tab
Use the Time/Date tab of the Terminal Properties window to define your terminal time and date settings.
•
To open the Time/Date tab of the Terminal Properties window, select the terminal on the Terminal
Manager tree, choose Properties (F8) from the File menu, then click the Time/Date tab.
•
Tab Options
•
Sync Terminal to System
Click this button to sync the terminal’s time/date with the system.
•
24 Hour Display
Check this box if you want time displayed in 24-hour format.
•
Daylight Savings Time
Check this box if you want to automatically adjust your computer’s clock when daylight savings
time changes. Note: At the beginning of each year you will be prompted to set your terminals time
which will send the new years daylight savings settings to the terminal.
Important Note: If you are using the PC3500, Bio3500 or PC3500TX you should set the time a
few days before the daylight savings will occur. This will set the date that the daylight savings will
occur..
17.4.5 Terminal Properties – Recovery Tab
Terminals other than the PC1000 support data recovery. If your clock encounters an error condition so you
cannot poll using the standard polling process, you might need to use the Data Recovery function. In the
event of a terminal failure, you might also need to Clear and Reinitialize your terminal. Use this feature
with extreme caution.
To Recover Data
•
From the terminal tree, highlight the terminal to recover.
•
From the File menu, choose Properties (F8).
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•
Click the Recovery tab from the Terminal Properties window.
•
In the Recovery Tab, select the starting month for the data you want to recover. Make sure to
choose a start date that does not recover data you have already polled or archived.
•
Click the Recover Now button to begin.
•
Terminal Manager recovers as much data as possible.
To Clear and Reinitialize a Terminal
Note: This is a separately controlled, password-protected feature. The default password is “Lathem”.
Choose the Password button to change this feature’s password.
•
Click the Clear Now button.
•
Enter your password, then click OK.
•
A window appears recommending that the terminal be either Polled or Recovered before
proceeding. To continue, click Yes.
•
After your terminal is reinitialized, the Terminal Communications Manager window closes and
returns to the Recovery tab of the Terminal Properties window. Click OK to close this window
and return to the Terminal Manager main screen.
17.4.6 Terminal Properties – Advanced Tab
Use the Advanced tab of the Terminal Properties window to set certain advanced functions.
•
To open the Advanced tab of the Terminal Properties window, select the terminal on the Terminal
Manager tree, choose Properties (F8) from the File menu, then click the Advanced tab.
•
Tab Options
•
Recalculate On Polling
Choose this option if you want PayClock to automatically recalculate each time you poll this
terminal. This recalculation updates any changes made in the software or any new data that was
entered in the clock. You should normally leave this option selected. If not selected, PayClock will
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ask you to recalculate when you open the Timecard or Report Manager after each time you poll
the terminal.
•
Update Hours On Polling (PC2000, PC3500 & PC400 only)
Choose this option if you want to automatically update the total hours worked for the pay period
each time you poll this terminal.
•
Do Not Allow PIN Entry (PC3500 & PC3500TX )
Choose this option if employees cannot use the keypad to punch in or out; they must swipe their
badges to punch the clock.
•
Do Not Validate Employee Badge Numbers (PC400 only)
Choose this option if you want to allow employees to punch at the PC400 terminal that have not
been added into the PayClock software. This allows new employees to start punching at the
PC400 terminal even though you haven’t had a chance to add them to the PayClock software.
•
Allow Start New Day Registration (PC3500 & PC3500TX )
Choose this option to enable the “New Day” button on the keypad. This option will allow
employees to determine the first punch of the day.
* Note * For this function to be enabled at the terminal you must set the time on the terminal after
selecting the Allow Start New Day Registration check box.
•
Use Employee ID as Badge Number (PC3500 & PC3500TX)
Choose this option if subsitute the Employee Number for the Badge Number. This will allow
employees to punch with badges that have 11 numeric characters or less.
Note: If you set the Employee Number field in the Employee Master to 0 (zero), blank or if the
field starts with alpha characters the employees Badge Number will be used;
Example: ABCDE1234 – the Badge number field in the Employee Master will be used by the
terminal.
If you have alpha and numeric characters in the Employee Number field and the field starts with
numeric characters then the alpha characters will be used;
Example: 1234ABCDE –only 1234 will be recognized by the terminal.
•
Supervisor Required for Enrollment (BIO3500 only)
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Choose this option if a supervisor must also place his fingers in the reader when enrolling
employees into the finger geometry reader.
•
Disable Geometry Reader (BIO3500 only)
Choose this option to turn off the finger geometry reader.
•
Transfer Validation
Choose None, Global or Optional. None allows employees to use any number at the keypad as a
department transfer whether or not this number has been setup as a department. Global allows
employees to transfer to any department that has been setup in the software. Optional only allows
employees to transfer to their assigned departments as setup in the Assignments tab in the
Employees icon.
•
Message Display Time (PC3500 & PC400 only)
Choose how long you want messages or prompts to show at the terminal.
•
Info Display Time (PC3500TX)
Choose how long you want data to show at the terminal when pressing the employee Info key.
•
Auto Update Daily
Choose this option to turn on the ability to automatically update the terminal once a day at a preset
time with employee names, department names, worked hours, etc. With this option enabled you
can then enter the time that you want to automatically update the terminal. Enter the time in
continental hours, example 2:00 would be 2:00am, 14:00 would be 2:00pm.
17.4.7 Terminal Properties – Patch Tab (PC400 Only)
Use the Patch tab of the Terminal Properties window to download a patch to the terminal. Note: Available
for the PC400 terminal only.
•
To open the Patch tab of the Terminal Properties window, select the terminal on the Terminal
Manager tree, choose Properties (F8) from the File menu, then click the Patch tab.
•
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Tab Options
•
Select a Device Type to Patch
•
Choose the type of hardware from the list that you wish to patch.
Install Patch
Click the Install Patch button to install the patch file to the selected device.
17.4.8 Terminal Properties – Options Tab (PC400 series)
Use the Options tab of the Terminal Properties window to set certain optional functions.
•
To open the Options tab of the Terminal Properties window, select the terminal on the Terminal
Manager tree, choose Properties (F8) from the File menu, then click the Options tab.
•
Tab Options
•
Show this Counter in position 1
Choose this option if you want employees to view benefit time balances using the Inquiry button
on the PC400, i.e. vacation, sick, etc.
Note: For employees to see their benefit time balances you must set up the benefit time pay codes
in the Benefit Time tab at the Employees icon.
•
Show this Counter in position 2
Choose this option if you want employees to view benefit time balances using the Inquiry button
on the PC400, i.e. vacation, sick, etc.
Note: For employees to see their benefit time balances you must set up the benefit time pay codes
in the Benefit Time tab at the Employees icon.
•
Show Worked Hours at Terminal during Punching
Choose this option to have the grand totals show for the pay period when an employee punches.
•
Allow these people to do Supervisor Overrides
Select the employee(s) that will have the ability to perform supervisor functions at the PC400
terminal. You can select up to 4 employees. Supervisor functions include manually closing the
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bell relay and overriding a schedule lock for an employee. See the PC400 Terminal Installation &
User’s Guide for details on using supervisor overrides.
•
Terminal Modem should Answer on X rings
When using a PC400 with the modem option, select the ring for the clock to answer. The clock
can be set to answer on rings 1-9. This could be useful if you are sharing a phone line with some
other device.
Section 17.5 Set Converter Properties
When an RS-485 connection is created, an RS-485 converter (SWIFT 485) is displayed in the terminal list.
You can connect more than one terminal to an RS-485 converter. In addition to PayClock terminals, certain
Sync Time Devices are available to connect to the SWIFT 485: Digital Wall Clocks, Mini Masters and
Sonachrons. The settings of terminals attached to an RS-485 converter are dictated by the converter.
y
Use the General tab to set general attributes of a converter.
y
Use the Connection tab to set connection settings for a converter.
y
Use the Port Settings tab to set port settings for a converter.
17.5.1 Converter Properties – General Tab
Use the General tab of the Converter Properties window to set general attributes of a converter on your
system.
y
To open the General tab of the Converter Properties window, select the converter on the terminal
y
To close the Converter Properties window, click Cancel or press the ESC key. To accept the
Tab Options
•
Name identifies the converter. The converter name cannot exceed 31 characters.
•
Type identifies the type of converter and/or mode of operation used for the connection.
•
ID – current models do not require an ID.
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•
Activate determines if a converter is active. You cannot poll terminals on an inactive converter.
17.5.2 Converter Properties – Connection Tab
Use the Connection tab of the Converter Properties window to specify converter connection settings.
y
To open the Connection tab of the Converter Properties window, select the converter on the
terminal manager tree, choose Properties (F8) from the File menu, then click the Connection tab.
y
Tab Options
•
Communications Port is the PC’s port (COM Port) used to connect the converter.
17.5.3 Converter Properties – Port Settings Tab
Use the Port Settings tab of the Converter Properties window to set port options for a converter.
y
To open the Port Settings tab of the Converter Properties window, select the converter on the
terminal manager tree, choose Properties (F8) from the File menu, then click the Port Settings
tab.
y
Tab Options – Refer to Section 16.7 Terminal Port Settings (Hardware) to view specific Port
Settings for the PayClock Terminals.
•
Baud Rate sets the baud rate for this port.
•
Data Bits sets the data bits for this port.
•
Parity sets the parity for this port.
•
Stop Bits sets the stop bits for this port.
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•
Flow Control, the setting for this field is None, it can not be changed.
Section 17.6 Set TCP/IP Network Connection Properties
A TCP/IP network connection allows you to tap directly into a typical TCP/IP Ethernet 10-Base T network.
With this connection, an Ethernet cable is connected to a switch on the computer network and to the
terminal. The Terminal Properties consist of a number of tabs that allow you to configure the settings that
apply to the terminal connection. See a description of each of the tabs in the Terminal properties below.
PC400TX Terminal Properties
•
The General tab is used to select the type of terminal, ID and name of terminal.
•
The Time/Date tab is used to define time and date settings for the terminal.
•
The Recovery tab is used to recover data and reinitialize the terminal in the event of a terminal
failure.
•
The Advanced tab is used to set which actions occur during polling, PIN Entry settings, how long
messages display, department transfer options and other advanced features.
•
The Patch tab is used to download a patch to a terminal. Available for the PC400 series terminals
only.
•
The Options tab is used to set certain functions for the PC400 series terminals. Such as selecting
benefit view benefit time counters for employees to view, assigning supervisor rights to
employees, whether to show grand totals and on what ring a modem terminal should answer.
PC3500TX Terminal Properties (Required firmware 177G or later for PayClock Pro Version 4)
•
The General tab is used to select the type of terminal, ID, IP address and name of terminal.
•
The Time/Date tab is used to define time and date settings for the terminal.
•
The Recovery tab is used to recover data and reinitialize the terminal in the event of a terminal
failure.
212
•
The Advanced tab is used to set which actions occur during polling, PIN Entry settings, how long
messages display, department transfer options and other advanced features.
Section 17.6.1 TCP/IP Terminal Properties (PC400TX and PC3500TX) General Tab
Use the General tab of the TCP/IP Terminal Properties window to specify general attributes of a terminal
on your system.
•
To open the General tab of the Terminal Properties window, select the terminal on the terminal
•
To close the Terminal Properties window, click Cancel or press the ESC key. To accept the settings,
choose OK.
Tab Options
•
Name - Identifies the terminal in the system. The system name cannot exceed 32 characters.
•
Type - Type of terminal used for the TCP/IP network connection.
•
ID - A three digit ID number. An ID must be unique.
•
IP Address - This is the terminals unique IP address. This must be a "Static" IP Address that
will be assigned by the network administrator.
•
Full Computer Name – Future Enhancement.
•
Active - Determines if a terminal is active. You cannot poll an inactive terminal.
•
Test Connection - You can test your terminal for proper connection settings by choosing the Test
Connection button.
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Section 17.6.2 TCP/IP Terminal Properties - Time / Date Tab
Use the Time/Date tab of the Terminal Properties window to define your terminal time and date settings
•
To open the Time/Date tab of the Terminal Properties window, select the TCP/IP terminal on the
Terminal Manager tree, choose Properties (F8) from the File menu, then click the Time/Date tab.
•
Tab Options
•
Sync Terminal to System - Click this button to sync the terminal's time/date with the system.
•
24 Hour Display - Check this box if you want time displayed in 24-hour format.
•
Daylight Savings Time - Check this box if you want to automatically adjust your computer’s
clock when daylight savings time changes.
•
Set - Click this button to send the time to the terminal.
Section 17.6.3 TCP/IP Terminal Properties - Recovery Tab
TCP/IP terminals support data recovery. If your terminal or the Terminal Manager Server encounters an
error condition so you do not get the data from the terminal, you might need to use the Data Recovery
function.
To Recover Data
1.
From the Terminal Manager tree, select the terminal to recover.
2.
From the File menu, choose Properties (F8).
3.
Click the Recovery tab from the Terminal Properties window.
4.
In the Recovery Tab, select the starting month for the data you want to recover. Make sure to
choose a start date that does not recover data you have already polled or archived.
5.
Click the Recover Now button to begin.
Terminal Manager recovers as much data as possible.
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Section 17.6.4 TCP/IP Terminal Properties - Advanced Tab
Use the Advanced tab of the TCP/IP Terminal Properties window to set certain advanced functions
•
To open the Advanced tab of the Terminal Properties window, select the TCP/IP terminal on the
Terminal Manager tree, choose Properties (F8) from the File menu, then click the Advanced tab.
•
Tab Options
•
Recalculate On Polling - Choose this option if you want PayClock to automatically recalculate
each time you poll this terminal. This recalculation updates any changes made in the software or
any new data that was entered in the clock. You should normally leave this option selected. If not
selected, PayClock will ask you to recalculate when you open the Timecard or Report Manager
after each time you poll the terminal.
•
Update Hours On Polling - Not available on TCP/IP terminal.
•
Do Not Allow PIN Entry (PC3500, PC3500TX & BIO3500 only) - Choose this option if
employees cannot use the keypad to punch in or out; they must swipe their badges to punch the
clock.
•
Allow Start New Day Registration (PC3500, PC3500TX & BIO3500 only) - Choose this option
to enable the "New Day" button on the PC3500TX keypad. This option will allow employees to
determine the first punch of their day.
NOTE: For this function to be enabled at the terminal you must set the time on the terminal
after selecting the Allow Start New Day Registration check box.
•
Use Employee ID as Badge Number (PC3500, PC3500TX and BIO3500 only) - Choose this
option if you to want to substitute the Employee Number (ID) for the Badge Number. This will
allow employees to punch with badges that have 11 numeric characters or less.
If you set the Employee Number field in the Employee Master to 0(zero), blank or if the field
starts with alpha characters the employees Badge Number will be used;
Example: ABCDE1234 - the Badge Number field in the Employee Master will be used by the
terminal.
If you have alpha and numeric characters in the Employee Number field and the field starts with
numeric characters then the alpha characters will be used;
Example: 1234ABCDE - only 1234 will be recognized by the terminal.
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•
Auto Update Daily (TCP/IP network connections only) - Choose this option to turn on the ability
to automatically update the TCP/IP terminal once a day at a preset time with employee names,
department names, worked hours, etc.
•
Daily Auto Update (TCP/IP network connections only) - Enter the time that you want to
automatically update the TCP/IP terminal. Enter the time in continental hours, example 2:00
would be 2:00am, 14:00 would be 2:00pm.
•
Transfer Validation - Choose None, Global or Optional. None allows employees to use any
number at the keypad as a department transfer whether or not this number has been setup as a
department. Global allows employees to transfer to any department that has been setup in the
software. Optional only allows employees to transfer to their assigned departments as setup in the
Assignments tab in the Employees icon.
•
Message Display Time – Choose how long you want messages to show at the terminal.
•
Info Display Time – Choose how long you want the information screens to show at the terminal.
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Section 17.7 Terminal Port Settings (Hardware)
PC3500 and BIO3500
RS232 Connection
Baud Rate 19.2 or 9600 or 4800 or 2400 or 1200
Data Bits
7
Parity
Odd
Stop Bits
2
PC400
RS232 Connection
Baud Rate 9600 or 2400
Data Bits
8
Parity
No
Stop Bits
1
RS485 Connection
Baud Rate 9600 or 4800 or 2400 or 1200
Data Bits
7
Parity
Odd
Stop Bits
2
RS485 Connection
Baud Rate 9600 or 2400
Data Bits
8
Parity
No
Stop Bits
1
Modem Connection
Baud Rate 2400
Data Bits
7
Parity
Odd
Stop Bits
2
Modem Connection
Baud Rate 9600
Data Bits
8
Parity
No
Stop Bits
1
PC100
RS232 Connection
Baud Rate 9600 or 4800 or 2400
or 1200
Data Bits
8
Parity
No
Stop Bits
2
PC2000
RS232 Connection
Baud Rate 9600 or 4800 or 2400 or 1200
Data Bits
8
Parity
Even
Stop Bits
1
RS485 Connection
Data Bits
8
Parity
Even
Stop Bits
1
RS485 Connection
Data Bits
8
Parity
No
Stop Bits
2
Modem Connection
Baud Rate 2400
Data Bits
8
Parity
No
Stop Bits
1
Modem Connection
Not Available
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Section 17.8 Set Polling Schedules
The term Poll means to connect to a terminal and retrieve the punch data stored there
As employees perform transactions at a terminal, the information is stored in the terminal’s memory. The
terminal must be polled in order to get the information to the PC. You can then access your time and
attendance data using the Time and Attendance software. Terminal Manager makes polling your terminals
easier by using polling schedules.
You can create polling schedules that will run unattended on specific date and times, periodic intervals, or
continuously.
To create a polling schedule
•
From the File menu, choose View and select Polling Schedules.
•
Choose the New button.
•
From the General tab, enter a name for the polling schedule (Max 31 char) or use the
default.
•
Choose Save to save the polling schedule. If you want to activate the polling schedule,
select the Active box on the General tab.
To set polling schedule properties
•
Use the General tab of the Polling Schedules window to assign terminals to a polling
schedule, activate/deactivate polling schedules, and change polling schedule names.
•
Use the Times tab of the Polling Schedules window to set the time when a polling
schedule occurs.
•
Use the Days of Week tab of the Polling Schedules window to set the days the polling
schedule will be in effect.
17.8.1 Polling Schedules – General Tab
Use the General tab of the Polling Schedule window to specify general attributes of the selected polling
schedule.
•
To open the General tab of the Polling Schedules window, choose Polling Schedules from the
View menu, then click the General tab.
218
•
To close the Polling Schedule window, double-click the Control-menu box, or choose Close. You
will be prompted to save any changes.
y
Tab Options
•
Polling Schedule Name identifies the selected polling schedule. The polling schedule name
cannot exceed 31 characters.
•
List of Terminals to Poll lists the terminals that will be polled for the selected polling schedule.
•
Active sets whether the selected polling schedule is active.
•
Add - Choose this button to assign terminals to a polling schedule.
•
Remove - Choose this button to remove terminals from a polling schedule.
•
Poll Now - Choose this button to manually initiate the selected polling schedule.
To assign terminals to a polling schedule
A polling schedule lists the terminals to poll. You must assign the terminals you want to poll for the
selected polling schedule.
•
From the polling schedule window, select the polling schedule that you want to assign terminals
to.
•
From the terminal tree, select the terminals you want to assign.
•
Click the Add button.
Or
•
Drag and drop the selected terminals onto the List of Terminals to Poll box.
•
The terminals you assign appear in the List of Terminals to Poll box.
To Remove Terminals from a Polling Schedule
A polling schedule contains a list of terminals to poll. You can remove terminals from the List of
Terminals to Poll.
•
Select the terminals to remove.
219
•
Choose the Remove button.
To Manually Start a Polling Schedule
Polling schedules will automatically poll on the date and times specified in the polling schedule settings.
However, you can manually initiate a polling schedule to poll the terminals in the List of terminals to Poll
box.
•
Select the Polling schedule you want to initiate.
•
Choose the Poll Now button.
17.8.2 Polling Schedules – Times Tab
Use the Times tab of the Polling Schedules window to set when a polling schedule polls.
•
To open the Times tab of the Polling Schedules window, choose Polling Schedules from the View
menu, then click the Polling times tab.
•
To close the Polling Schedule window, click Close. You will be prompted to save any changes.
y
Tab Options
•
Continuously - constantly polls the terminals assigned to the polling schedule.
•
Start schedule every (0-720) minutes – choose this option to poll terminal every XX minutes
(XX = the minutes you choose).
•
Daily Time Periods - choose this option to poll terminals each day at certain times. You can set
up to four time periods for daily polling.
•
Exclude Period (1) sets when polling does not occur. Enter the times in the Start and End boxes.
•
Exclude Period (2) sets when polling does not occur. Enter the times in the Start and End boxes.
17.8.3 Polling Schedules – Days of Week Tab
Use the Days of Week tab of the Polling Schedules window to specify which days the selected polling
schedule will poll.
220
•
To open the Days of Week tab of the Polling Schedules window, choose Polling Schedules from
the View menu, and then click the Polling times tab.
•
To close the Polling Schedule window, double-click the Control-menu box, or choose Close. You
will be prompted to save any changes.
y
Tab Options
•
Monday, Tuesday, ... , Sunday determines which day the selected polling schedule will poll.
•
All Week selects every day of the week.
To delete a polling schedule
If you want to temporarily deactivate a polling schedule, simply deselect the Active box on the General
tab of the Polling Schedules window. You can also permanently delete a polling schedule.
•
From the Polling Schedule window, select the polling schedule you want to delete.
•
Choose the Delete button.
Section 17.9 Employee and Terminal Assignments
In order to effectively manage an employee’s time and attendance data, the employee needs to be assigned
to a terminal. This allows Terminal Manager to confirm employee actions at associated terminals. In a one
terminal system, employee and terminal assignments are trivial; however, with multiple terminals the
process can be more involved.
Terminal Manager provides an easy way for you to view and setup terminal and employee assignments.
17.9.1 Assign an Employee to a Terminal
In order for the Terminal Manager to know when and where an employee clocked in, you need to assign an
employee to a terminal. Assigning employees to a terminal is necessary to track their time and attendance
data. From the Employee list, select the employees you want to assign.
To assign an employee to a terminal
•
In the terminal list, select the terminals to which you want to assign the employees. Click Tools |
Employees from the menu, then select Assign to Selected Terminals.
221
•
From the Employee list select the employee or employees that you want to assign to the selected
terminal(s)
•
Click Tools | Employees from the menu, then select Assign to Selected Terminals.
Note: When you assign employees, a counter shows you how many employees are assigned to the
terminal.
17.9.2 View Employee and Terminal Assignments
Terminal Manager provides several ways for you to view employee and terminal assignments.
You can view the following:
Terminals Assigned to Selected Employees
Employees Assigned to Selected Terminals
Employees Not Assigned to Terminals
To view terminals assigned to selected employees
•
From the View menu, choose Terminals | Assigned to Selected Employees.
Or
•
From the terminal list header bar, choose Terminals Assigned to Selected employees.
To View Employees Assigned to Selected Terminals
•
From the View menu, choose Employees | Assigned to Selected Terminals.
Or
•
From the employee list header bar, choose Employees Assigned to a Selected Terminal.
Note: If an employee is not assigned to all of the terminals you chose, that person’s name appears light
gray.
To View Employees Not Assigned to Terminals
•
From the View menu, choose Employees | Not Assigned to a Terminal.
222
Or
•
From the employee list header bar, choose Employees Not Assigned to a Terminal.
17.9.3 Remove an Employee Assignment
y
From the Employee list, select the employees you want to unassign.
y
In the terminal list, select the terminals where you want to unassign the employees.
y
From the Tools menu, select Employees and then select Remove Assignment from Selected
.Terminals
Note: When you remove employee assignments from a terminal, a counter shows you how many
employees are now assigned to the terminal.
Section 17.10 Dial-In Wizard (PC400 and PC2000 w/modem Only)
Welcome to the Dial-In Manager Wizard for PayClock Pro.
This Wizard walks you through the steps necessary to set up the PayClock Automatic Dial-In feature. The
Dial-in Manager allows you to schedule the times and dates when you want your PC400 and PC2000
terminals to call. Once scheduled, your terminals will automatically call your computer, run the PayClock
software, and upload any data they have stored. This eliminates the need for you to manually poll the
terminals.
You can use the Dial-In Manager to program your terminal to call in, so that Terminal Manager will
automatically answer and poll your clock.
Note: The Terminal Manager software can not accept calls from both PC2000 and PC400 terminals if you
have them mixed in the same system. You have to select which type of terminal will be calling into the
computer. Only PC2000 terminals can call in or PC400 terminals can call in, not both.
You can get to the Dial-In Manager Wizard by clicking Tools | Wizards | Dial In Manager from the
Terminal Manager menu.
17.10.1 Get Around in the Dial-In Manager Wizard
Getting around in the Dial-in Wizard is easy.
223
The Back and Next buttons allow you to move backwards and forwards through each step of the Wizard.
When you complete one section of the Wizard, click Next. If you need to change something in a previous
section, click Back.
When you complete all of the steps, click Finish to begin using your new Dial-in Schedule.
You can click Close at any time to exit the Dial-in Wizard and cancel any changes you made to the Dial-in
Schedule.
Click Help on any screen in the Dial-in Wizard to open the screen’s help topic.
17.10.2 Local Modem Setup
Use Step 2 of the Dial-in Manager to setup the local modem. Only two fields appear in this step:
Phone Number:
Enter the phone number that the computer is connected to. This is the number that
the terminals must call in order to communicate with the computer.
Number of Rings:
Enter the number of times you want the phone to ring before the computer answers.
This can be any number 0-9, but is typically set to 1.
Go to Step 3, Global Schedule Setup
17.10.3 Global Schedule Setup
Step 3 of the Dial-In Manager Wizard allows you to setup a global schedule for all the terminals in a single
step. This is the easiest way to configure the dial-in process. The settings on this screen will apply to every
terminal.
computer. Only PC2000 terminals can call in or PC400 terminals can call in, not both. If you have both
terminals in your system you will not be able to make any selections on this screen, proceed to the next
step.
Enable all
terminals to
dial-in:
If you choose this box, then all terminals will be set to dial-in. If you leave it
unchecked, then only those terminals already set to dial-in will be scheduled.
Dial Prefix:
If the terminals must use a single dial prefix, then check this box and enter the prefix
in the box, including special characters like the * and # signs, as well as commas,
224
which represent a 1-second pause. If each terminal requires a different prefix then
you must setup each one individually in Step 4.
Start Time:
The global schedule setup works by having each terminal call in one after the other.
This field contains the time when you want the first terminal to call in.
Minutes Between
Each Call:
This field contains the number of minutes between each scheduled call time. For
example, if this field is set to 30 minutes and the start time is set to 12:00 am then the
second terminal will call in at 12:30 am, the third at 1:00 am, and so on. Between 10
and 30 minutes is typically sufficient.
Day Of The Week
To Dial-In:
These toggle buttons set the day of the week when the terminals will dial-in. Click
on the letter corresponding to the day you want the terminals to dial-in on.
Apply:
Once you enter your settings, click this button to apply them to the terminals.
Go to Step 4, Specific Schedule Setup
17.10.4 Specific Schedule Setup
Step 4 of the Dial-In Manager Wizard is the final step in the setup process. This screen lists each modem
terminal on the system and its settings. You can now individually adjust these settings to suit your needs.
To configure a terminal, select it from the list with the mouse, then edit each of the four settings at the
bottom of the screen.
Terminal Dial-In:
If you want this terminal to dial in, then click Yes. If you want to keep polling this
terminal manually, then click No.
Dial Prefix:
Enter any special prefix required at this terminal’s site, including special characters
like * and #, as well as commas, which represent a 1-second pause.
Dial Time:
Enter the time of day when this terminal will call.
Days of the Week:
Select the day of the week when this terminal will call. Multiple selections are
allowed.
You have now completed your terminal setup. Click Finish to end the dial-in setup process.
225
Before you exit, the Dial-In Manager Wizard will ask if you want to save the auto-answer Start and End
times to the Dial-In tab of the system properties screen. This sets the time of day when the computer listens
and stops listening for calls. If you click No, then you must make these changes to the Dial-In tab yourself.
The suggested times are selected by subtracting 30 minutes from the earliest call time and adding 30
minutes to the latest.
The final message from the Dial-In Manager Wizard reminds you to update your terminals to send these
changes to the clocks. You can do this at the Tools menu in Terminal Manager Mode.
17.10.5 Dial In To Terminal Manager
If you are using the PC400 or PC2000 terminal that has a modem, you can set it up to call your computer.
You can use Terminal Manager’s auto answer mode, which listens for your terminal to call. Follow the
steps below to set Terminal Manager to answer incoming calls from your terminal:
1. Set your system to answer when your terminal calls.
y
In Terminal Manager, right-click on the System icon in the terminal list at the main screen.
y
A menu will pop up. Choose Properties.
y
The System Properties window will appear. Choose the Dial-In tab.
y
Choose “Auto Answer Mode Times are”.
y
Type in the Start and End times when Terminal Manager will listen for an incoming call.
y
At “Answer on which ring?”, enter the number of rings before Terminal Manager answers the call.
2. Setup your terminal to call your computer.
y
You can use the Dial-In Manager to setup your PC400 or PC2000 terminal. If you have a PC2000
terminal you can program the terminal at its keypad .
y
To open the Dial-In Manager, choose Tools | Wizards | Dial-In Manager from the Terminal
Manager menu.
y
To program the PC2000 terminal at its keypad, press keys 7 and 9 at the same time on your
terminal to start programming. See the section on Modem Connections (Chapter 4) in your
hardware manual for more details.
226
3. Create a polling schedule. Auto Poll cannot run until you create a polling schedule.
y
From the Terminal Manager menu, click View | Polling Schedules.
y
The Polling Schedules screen will appear. Click New.
y
See the Polling Schedules section for help on creating a polling schedule.
Note: Since you are programming the terminal to call in at a specific time and date, you do not
need to set a day to poll in the polling schedule.
4. Start Auto Poll. When Auto Poll is open, it will listen for and answer your terminal’s calls.
227
CHAPTER 18
Auto Poll Manager Overview (Note: Access rights are required for this
section.)
The Auto Polling Manager is a separate program that can automatically poll data from your terminals. It
does this by following the guidelines of any active polling schedule. Before you can use Auto Poll you
must set up at least one active polling schedule.
Section 18.1 Open Auto Poll
y
From the PayClock program group in the task bar and click the Auto Poll icon.
18.1.1 Options in Auto Poll
Beep on Error:
When this check box is selected the Auto Poll manager will beep to notify you if an
error occurs during polling.
Minimize:
This button minimizes the Auto Poll manager, but allows it to continue polling behind
the scenes.
Restart Polling:
This toggle button turns polling on or off. If Auto Poll is currently polling the button
label changes to Discontinue Polling.
Log File:
This button opens the log file. This file stores messages about any errors that occur
while polling. This is a useful troubleshooting device.
Help:
This button accesses this help file you are reading now.
Shut Down:
This button exits Auto Poll. Remember, auto poll can’t retrieve data if it is not running.
If you have a PC400 or PC2000 terminal with a modem, you can use Auto Poll to activate Terminal
Manager’s auto answer mode and wait for your terminal to call.
228
CHAPTER 19
License Manager Overview (Note: Access rights are required for this section.)
As users open PayClock, or a PayClock feature, it checks with License Manager to find out if you
purchased this feature or set it to demo mode. If you have not purchased or set this feature to demo mode,
the user cannot open it.
You can also use License Manager to demo or purchase new features. Click the Feature icon to
purchase new features.
You can use License Manager to run the Recovery program if you experience problems with
PayClock. To run Recovery, click the Recovery icon.
Section 19.1 Feature Wizard
Use the Feature Wizard to purchase new features, or to try them out
in demo mode.
Click the
button in the wizard to get to the screen
that lists your feature choices.
While in the feature wizard, click the help button to get help for the
screen that you are on.
19.2.1 Select Features
In this screen, you will see a list of features available on the left and a list of features selected on the right.
229
You can choose which features to add or remove
To add a feature
•
Highlight the feature with your mouse in the Features Available list. To choose more than one
feature, hold the Ctrl key while clicking.
•
Once you have chosen the features that you want to demo or purchase, click the
button to send them over to the list on the right.
•
Once you have added the features you want to the Selected Features list, click
go to the next screen.
to
To remove a feature
•
Highlight the feature with your mouse in the Features Selected list. To choose more than one
feature, hold the Ctrl key while clicking.
•
Once you have chosen the features that you want to remove, click the
send them back to the list on the left.
•
Once you have removed the features that you no longer want from the Selected List, click
button to
to go to the next screen.
•
Ignore the information that appears on the next screen, and click
message that your changes were made.
230
. You will get a
Features Defined
The list below describes each feature that you can demo or purchase:
150-1000 Employees
PayClock starts with a 100 employee capacity. With this feature,
you can increase your employee capacity to 250, 500, or 1000
Terminal Manager
PayClock allows you to set up 1 RS232 clock for your employees
to punch In and Out. If your company needs multiple clocks the
Terminal Manager feature allows you to have up to 250 clocks that
can communicate RS232, RS485, TCP/IP and or modem
Custom Exports
If your company exports data to a payroll service that PayClock
Pro does not currently support, Lathem can write a custom export
for your company so you can still use the export features of the
software (charges apply). Call Lathem for more details on this
feature
If you would like a report other than what is included in the
PayClock software, Lathem can write a custom report for your
company (charges apply). Call Lathem for more details on this
feature
PayClock starts with a 3 concurrent user capacity. You can
increase how many users can use the software at the same time: 6,
9, 12 or 24.
PayClock has the ability to interact directly with the Lathem
support staff. Selecting this feature makes the Message button of
the Interactive Help System toolbar available.
Call Lathem for more details on this feature.
Notes
1-This feature does not have a demo period. You must enter a
license key to activate the feature.
2-This feature requires an internet connection.
This feature allows employees to punch IN and OUT at their
computer. It also includes a summary of information so the
employee can see their last punch or how many hours they have for
the day or the pay period.
Custom Reports
6-24 Concurrent Users
Interactive Messaging
PC Click
231
19.2.2 Purchase Software
In this screen, you can choose to run the feature in demo mode
or purchase it.
To run in demo mode
•
Choose the
option.
•
Click the
•
You will see a message that your changes were activated, and your demo period of 30
days will begin.
button.
To purchase a feature
•
Choose the
option.
•
Write down the feature purchase code and serial number that you see on your screen.
•
Call your dealer to give them this number.
•
Your dealer will give you a code number to unlock the features you purchased.
•
Click the
•
The Enable Features window will appear, waiting for you to enter this license key that
your dealer gave you.
button.
Note that if you chose to remove a feature, ignore the information on this screen, and click the Finish
button.
232
19.2.3 Enable Features
At this window, enter the license key number that your dealer gave you. Each time you purchase a
feature, you must get a new license key.
Once you enter the license key, click the
button and this message will display.
Click OK, now the features you purchased are enabled.
Section 19.3 Recovery
The License File Recovery resets your license files back to their default settings. You may need to use
Recovery if you have problems with your database licenses. When you run Recovery, the base PayClock
program will revert back to demo mode, and any features you have purchased will no longer be selected.
When you run the recovery process you will be required to register your PayClock software again.
To run Recovery
y When you open the Recovery program, a form appears showing your Recovery Code.
y
Call your dealer to give them this Recovery Code.
y
Your dealer will then give you a Recovery Key that you will type in at the Recovery Key box.
y
Once you enter this key, click
y
All PayClock programs and features will revert to their original status (not purchased).
y
Run the Feature Wizard and get a new license key from your dealer to unlock your features again.
.
233
CHAPTER 20
Troubleshooting
Here are some problems that you may encounter with PayClock. They are broken up into a Hardware and
Software section.
Section 20.1 Hardware
Description
Solution
I can’t communicate
with my terminal
Check the physical connections between the terminal and the PC. Make sure
all wiring is secure and connected to the correct location.
Or
Compare the terminal ID stored in the terminal and in the terminal
properties in Terminal Manager. They must be the same.
Or
Check the COM port setting in the connection properties. Make sure it
corresponds to the actual COM port the terminal is connected to. If you
don’t know which COM port to use, then try all four settings.
Or
Another application or device, such as a modem or fax software, may be
interfering with the COM port you selected.
234
I can’t connect to my
terminal with a
modem
Make sure you have the correct telephone number entered into the connection
properties.
Or
Make sure the selected COM port is actually the one that the modem is
connected to.
Or
Make sure the terminal ID is the same in both the terminal properties and
the terminal.
Section 20.2 Software
Issue
!!Important Message
if you use a Dial-Up
internet connection
I can not get the
software to register.
Resolution
If you are using a Dial-Up Internet Connection do not open the
PayClock software while connecting or disconnecting from the
Internet. Running the PayClock software during this time could
result in a loss of data. This is due to Windows resetting the
computer’s IP address during the connecting and disconnecting of a
dial-up connection. However, you should close the PayClock
software before disconnecting from the Internet if it is opened
while the Internet connection is active.
Close all error messages and restart Windows.
Go to the PayClock program group, and double-click the License
Manager icon (the icon is a hammer on top of a document).
Click the Recovery button and then phone 1-404-691-1065, and
select option 1 to obtain a “Recovery Key”. You will need to give
the agent the “Recovery Code” generated within License Manager.
While the agent is still on the phone, enter the “Recovery Key” into
License Manager and click Start.
Click the Feature Wizard button and then click Next.
Confirm that “50 employees – 30 demo days” shows up in the righthand box.
Click Next and then click “Purchase Software”.
235
Give the agent the “Purchase Code” from the top of this screen and
then click Finish.
Type in the “Unlock Key” number the agent gives you and then click
Enable.
What is the password to
login to the software?
The default password is “lathem”.
The last punch for an
employee is not showing
up. How do I fix this?
Verify that you have set a reasonable max day length set, such as 14
hours.
If you have changed the default password, and can’t remember your
new password, you must call a Lathem technical support
representative who can assist you in resetting your password.
Click on the day the shift began on in the timecard table of the
affected employee’s timecard.
Move your mouse pointer to where it turns into a bold down arrow
in the lower section of the schedule bar.
Click at the time for the new max day length, beyond the last out
punch (You may find it helpful to zoom out on the schedule bar in
order to do this work).
If needed, press the left or right arrow on your keyboard to adjust the
end-of-day time.
Click Insert | New Max Day Length from the menu (or click the
sunset button).
How do I add a missing
punch?
See Chapter 9 – The Time Card for detailed instructions.
I closed a pay period too
soon. How do I re-open
it for editing?
Go to the timecard screen and choose “Not Selected” in the
employee drop-down box.
Click on the question mark on the day in question in the timecard
screen. Type the hour of the day. Click on the minutes, and type the
minutes. If it is a morning punch, press the Enter key. If it is an
afternoon or evening punch, press the P key followed by the Enter
key. PayClock will automatically sort the punches into the proper
order.
Click the Close Period icon.
Click the Reopen button in the upper right.
Choose Standard for the Pay Class.
Type YES.
236
Click the Yes button to confirm your intent.
The message “PayClock
Server Connection
Manager” “PayClock
Server has Stopped”
shows in the notification
area and the icon has a
red circle on it.
The PayClock Database Service has stopped. Try the following
suggestions:
1. Right mouse click on the PayClock Server Connection Manager
and from the popup menu select “Service Control | Repair”.
2. Reboot the computer and the PayClock Database Service will
restart automatically.
If neither of the suggestions correct the situation contact Lathem
Technical Support.
Some of the button
labels don’t show up
in the software
Choose another color scheme from the Control Panel, Display
settings.
When I click the
Timecard icon, I can
see the schedule bar,
but no lines are
visible in the timeline
You can change your Windows system appearance to a different
color scheme. You can do this at the Control Panel, Display
settings.
A punch looks
dimmed in the
schedule bar at the
Timecard, even after
I re-added the punch
If you re-add that same punch, it stays dimmed in the schedule bar
but displays in the timecard table. Important Note: When you delete
a punch that was punched at the clock, it always dims on the
schedule bar. This provides an audit trail.
When I try to open
PayClock, I see this
message:
PayClock thinks you are still logged in. This probably happened as
a result of your computer crashing. You must unlock your old login
before you can open PayClock.
Error: The selected
User is already
Logged In on the
following computer:
Please select a
different LOGIN
from the User List.
You can unlock your login by starting Database Manager and
clicking on the User icon. Select the “locked” user from the list,
from the Tools menu select “Reset User”. Type in the word YES
and click OK.
Important Note: You cannot reset your own user account, you must
log in with a different user that has access to the Database Manager.
237
In Terminal
Manager, my
employees do not
appear on the
terminal
When I try to save
changes to the System
or Terminal Properties
in Terminal Manager,
the changes are not
saved. I have TCP/IP
Server enabled in
Terminal Manager for
communications to
PC3500TX terminals.
After you setup your employees and groups in PayClock you must
update your terminals. Select Update Terminals from the Tools
menu. This adds the employee and group names to the currently
highlighted terminal.
It may be necessary to pause the TCP/IP server before making changes to the
1. To pause the TCP/IP server, select Stop Server from the File menu in
Terminal Manager.
2. Make the needed changes to the system or terminal properties and click
OK.
3. To restart the TCP/IP server, select Start Server from the File menu in
Terminal Manager.
238
APPENDIX
Appendix A – Import Utility (Note: Access rights are required for this section.)
You can use the Import Utility to bring employee and department setup information from another
program such as your HR software into PayClock. After creating a text file, you use the Import utility to
define the text file’s layout. Then click on Import and the data is inserted into the PayClock database
saving time and resources.
Using the Import Utility
On the Import screen, you choose the text file to import and define the fields in the text file. Each item on
the Import screen is defined below.
Location and name of import file - The name of your import file goes here. You can either type it in or
click the Browse button to find it.
Field Format - In this section, you define the format of the data in your text file.
Fixed Length means that each of your fields in your file has a certain length. For example:
Luke
Marchbanks0007
The first name field (Luke) has a length of 15 characters (L-u-k-e plus 11 spaces), the last name field
(Marchbanks) has a length of 10 characters, and the Badge # has a length of 4 characters.
In the example above, when using the Fixed Length format, every first name in your file will have 15
characters, every last name will have 10 characters and every badge # will have 4 characters.
Delimited means that you use a character, such as a comma, to separate each field. For example:
Luke,Marchbanks,7
The first name field is Luke, the second name field is Marchbanks and the badge # field is 7.
When using the delimited setup, your fields can be any length, but they must be separated by a Field
Separator (a comma in this example).
When you choose Delimited, you can choose Comma (,), Pipe (|) or <Tab> from the Field Separator
list. If you prefer to use a separator other than one of these (such as an asterisk * see the example
below), then type it in the box.
239
If you also will surround your text by a character, such as quotation marks, choose it from the Text
Delimiter list or type it in the box. For example:
"Luke","Marchbanks","7"
The example above shows the Field Separator as a comma (,) and the Text Delimiter as Double Quotes
(").
Date Format - If you will have dates in your text file (such as employee hire dates), then choose the
format that you will use for dates.
Field - Choose the fields that appear in your text file. You can have up to 18 fields in one text file. If you
want to import more than 18 fields, you must create two text files, then import each file. For example:
Luke,Marchbanks,4
Mike,Miller,26
Carol,Spear,12
In the example above, Field #1=First Name, Field #2=Last Name, Field #3=Badge Number and Fields
#4-18 stay at None Selected.
- Once you create your text file and setup the Import Utility, click the Import button.
This will put the information from your text file into PayClock.
You can create a text file using any word processing program, such as MS Word or Notepad, and save it
in text format. Example: import.txt
If you use some other software program that contains employee information, you can export the data to a
text file, then import it into PayClock using the Import utility.
You can choose the format that your text file uses for dates:
m/d/yy
1 or 2 digit month/1 or 2 digit day/2 digit year
Examples:
6/8/64
6/08/64
08/6/64
06/08/64
240
m/d/yyyy
1 or 2 digit month/1 or 2 digit day/4 digit year
Examples:
6/8/1964
6/08/1964
08/6/1964
06/08/1964
mm/dd/yy
2 digit month/2 digit day/2 digit year
Example:
06/08/64
mm/dd/yyyy
2 digit month/2 digit day/4 digit year
Example:
06/08/1964
yy/mm/dd
2 digit year/2 digit month/2 digit day
Example:
64/06/08
yyyy/mm/dd
4 digit year/2 digit month/2 digit day
Example:
1964/06/08
241
Appendix B – Merge Exports Utility (Note: Access rights are required for this
section.)
This program can merge your export files into one file. You may want to use Export Merge if you process
payroll from several locations, or if you have more than one pay class.
If you have more than one export file, you can merge them here into one file that contains all your payroll
information, then send this one file to your payroll service.
To merge your export files
•
In Windows Explorer, open the Merge Utility
242
•
Under Path and File Name of Merged Export File, type in the name of the file you will send to
your payroll service. Click the
button to find this file.
Once you find the folder for your merged file, you can either choose your file, or if this is your
first merge, type it in the box labeled File name to create one. Click OK.
•
Under Path and File Name of Filter File, choose the export service you use. PayClock uses filter
files to format your data so your service can read it. Click the
file.
button to find your filter
PayClock saves filter files in the Database\Export\Active folder of your PayClock program. If you
moved your filter file to a different folder, you can use the tree to find your filter file.
The table below shows the filter files of the payroll services included with PayClock:
Payroll Service
Filter File
ADP
Paychex Paylink
Payroll 1
Preview by Paychex
QuickBooks Pro
Rapid Payroll
ASCII Employee List
ASCII Employee Wage List
ADP1.flt
Pcpwin1.flt
Pro1.flt
Prevw1.flt
Qbooks1.flt
RapidP1.flt
Emp.flt
Empwage.flt
243
Note: If you have more than one filter file for a payroll service (i.e. ADP1.flt and ADP2.flt), then
you can choose either file.
•
Now choose which files to merge. Under Directory, choose the folder that contains your export
files. These are the files that you created in the Payroll Export tab of the System icon in PayClock.
•
Select your export files under File. To choose more than one file, hold the Ctrl button while
clicking.
•
Click
. You will see your export files listed in the Selected Files section.
Note that if you saved your export files in more than one folder, you will need to repeat the steps
for choosing a folder and adding a file until all your files show in the Selected Files section.
If you want to delete these files from your computer after you create the Merge file, check the box
labeled Delete These Export Files After Merge.
If you need to remove a file from the Selected Files section, click on the file, then click
.
•
Once all your export files show in the Selected Files section, click
244
.
Appendix C – Terminal and Transfer Validation Table
The table below identifies the number of level 1 groups (departments) supported by each terminal. The
number of level 1 groups (departments) supported also depends on the ‘Transfer Validation’ option for
each terminal. For more information on ‘Transfer Validation’ see the Terminal Manager help.
Terminal
PC2000
PC400
PC3500
PC3500TX
BIO3500
PC100, PC1000
Transfer Validation:
Optional
3
(2 plus home department)
8
10
10
10
Global
Upto 99
(2 digits max)
Upto100
(4 digits max)
Upto300
(4 digits max)
Upto295
(4 digits max)
Upto75
(4 digits max)
None
Upto 99
(2 digits max)
Upto 9999
(4 digits max)
Upto 9999
(4 digits max)
Upto 9999
(4 digits max)
Upto 9999
(4 digits max)
Not Supported
Not Supported
Not Supported
245
2
24-Hour Time .................................... 16, 22, 161
A
Absent (No Registrations) Exception ............ 103
Accrual Manager................................ 18, 19, 164
Add a Global Punch....................................... 104
Add Columns ................................................... 89
Add Employees................................................ 67
Add Global Non-Work Time ......................... 107
Add Punches....................... 86, 88, 97, 104, 176
Add Terminals ............................................... 189
Adjusters .......................... 16, 20, 21, 92, 93, 171
Advanced Tab ......38, 39, 46, 73, 162, 163, 167,
170, 206, 208, 209
Also Show as Regular Time .......................... 161
Amount Option .................................... 13, 18, 99
Amounts........................................................... 99
Approved ............................................... 110, 162
Archive a Database ........................ 140, 154, 155
Arrived Early Exception ................................ 102
Arrived Late Exception.................................. 102
Assign a Break to a Schedule........................... 63
Assign Employees to a Terminal ................... 221
Assign Home Departments ............................ 108
Assign Pay Classes ........................................ 108
Assign Schedules ............... 72, 75, 104, 105, 106
Assign Schedules Globally ............................ 105
Assign Settings .............................................. 108
Assignments Tab .................................... 79, 166
Auto Out Registration Added Exception ....... 103
Auto Poll........................................................ 228
Auto-Deduct Settings ....................................... 73
Auto-Deductions.............................................. 61
B
Backup a Database................................. 140, 154
Backup Icon.................................................. 154
Badge #252 .................................................... 179
Baud Rate............................................... 204, 211
Beginning of Day....................... 39, 40, 162, 170
Benefit Time .......................... 18, 19, 66, 78, 162
Benefit Time Tab – Employees ..................... 78
Break & Meal Rules Tab ........................... 57, 59
Break Length.. 39, 57, 60, 61, 102, 162, 163, 164
Button Bar .................................... 112, 115, 118
C
Calculating Overtime ..................................... 163
Change Terminal ID Badge ........................... 179
Clear Adjustments...................................... 20, 92
Clock Status Badge ........................................ 178
Close a Pay Period................................ 137, 138
Closing
Pay Period .................................................. 236
Re-open ...................................................... 236
Colors in the Timecard Table ....................... 90
Columns in Timecard Table......... 88, 89, 90, 101
Confirm Close............................................... 138
Connection Tab...................................... 203, 211
Connections.................................................... 186
Consecutive Day Overtime .................. 19, 40, 41
Consecutive Day Tab ............................... 40, 41
Contents ........................................................ 223
Converter Properties ...................................... 210
Converter Properties – Connection Tab ......... 211
Converter Properties – General Tab............... 210
Converter Properties – Port Settings Tab....... 211
Create Auto-Deductions................................... 61
Create Connections ........................................ 188
Create Fixed Punched Breaks .......................... 60
Create Floating Punched Breaks ...................... 59
Create Floating Schedules.................. 48, 49, 51
Create Level 1 Groups................................... 32
Create Level 2 or 3 Groups ........................... 31
Create Makeup Time Schedules ..................... 172
Create Pay Codes ............................................. 18
Create Premium Time Pay Codes................. 43
Create Premium Time Rules ............................ 43
Create Punched and Auto-Deduct Breaks ........ 62
Custom Badges .............................................. 179
246
Customize a View............................................. 95
D
Data ................................................................. 10
Data List......................... 104, 163, 164, 167, 174
Database Manager.......................................... 140
Dates Button .................................................. 107
Days of Week Tab ......................................... 220
Dealer................................................................. 9
Delete Adjustments.................................... 20, 93
Delete Columns................................................ 89
Delete Employees ............................................ 69
Delete Groups................................................. 34
Delete Option................................................... 92
Delete Punches....................... 85, 87, 88, 89, 237
Departments .....31, 32, 34, 69, 79, 104, 105, 106,
107, 108, 109, 110
Dial In to Terminal Manager ......................... 226
Dial In Wizard ............................................... 223
Dial-In Tab..................................................... 198
Dial-Out Tab .................................................. 197
Differential............................................. 174, 175
E
Edit Adjusters ............................................ 21, 93
Edit Employees ................................................ 68
Edit Groups .................................................... 34
Edit Pay Codes................................................. 17
Edit Premium Time Rules ................................ 45
Edit Punches .............................................. 86, 88
Employee Assignments.................................. 221
Employee List 72, 73, 74, 75, 78, 79, 91, 94, 104,
105, 106, 108, 109, 110, 164
Employees – Assignments Tab.............. 79, 166
Employees - Benefit Time Tab...................... 78
Employees – General Tab..... 33, 34, 66, 67, 108,
166, 167
Employees – Messages Tab ............... 80, 81, 109
Employees – Personal Tab ............................ 80
Employees – Schedules Tab .......................... 69
Employees Overview...................................... 66
Enable Features.............................................. 233
Enter Adjustments............................................ 20
Enter an Adjustment......................................... 92
Exception Filter........................................ 92, 102
Exceptions................................................ 92, 102
Exit PayClock .................................................. 91
Export......................................................... 24, 25
Export Tab...................................................... 24
Export Wizards ................................................ 24
Extended Break Amount. 38, 39, 58, 73, 74, 102,
103, 164
F
Feature Selection ............................................ 12
Features ......................................................... 231
Filter............. 25, 32, 33, 43, 68, 94, 95, 164, 165
Filter File........................................................ 243
Find Exceptions ............................................... 92
Floating Schedule........................................... 165
G
General IN Setup.............................................. 46
General OUT Setup.......................................... 49
General Rounding Setup .................................. 50
General Tab. 14, 33, 34, 35, 37, 50, 66, 67, 108,
165, 166, 167, 173, 177, 193, 202, 210, 218
General Tab – IN ............................................. 46
General Tab – Misc............................ 51, 52, 166
General Tab – OUT.......................................... 49
General Tab – Rounding .................................. 50
Global – Non-Work Time Tab....................... 106
Global – Purge Tab ........................................ 109
Global - Registrations Tab .......................... 104
Global - Schedules Tab ................................ 105
Global – Settings Tab............................. 107, 108
Global Overview........................................... 104
Global Schedule Setup ........................... 224, 225
Glossary ................................................. 158, 161
Groups Tab..................................................... 25
Guaranteed Time................................ 51, 52, 166
H
Hardware Problems........................................ 234
Help................................................................ 8, 9
Historical Data ....................................... 155, 156
247
Holiday Schedule....... 16, 17, 21, 36, 67, 68, 166
Home List ........................................ 33, 165, 166
Home Page............................................... 14, 167
I
Import a Database .................................. 140, 156
IN Subtab ......................................................... 46
Inactive Employee ......................................... 167
Insert Columns................................................. 89
Insert Punches .................... 86, 88, 97, 104, 176
Multi-User Pro ........................................... 12, 13
MyWorkforce................................................... 10
N
Name and Assign Group Levels ...................... 26
Navigating the Wizard ................................... 223
Non-Work Time 16, 17, 19, 22, 84, 97, 101, 106,
107, 168
Non-Work Time Defaults .......... 16, 22, 107, 168
Non-Work Time Tab.............................. 106, 107
O
L
Left Early Exception .............................. 102, 103
Left Late Exception ....................................... 102
Level Number ................................................ 167
License Manager............................................ 229
List Bar .................................................... 10, 167
Local Modem Setup ..................................... 224
Locking Icon................................................. 156
Log File Tab................................................... 200
Log In.............................................................. 10
Login Name ................................................... 141
Long Break .................................................... 102
M
Make Connections ......................................... 188
Makeup Time Schedules................................. 172
Maximum Work Day Length.... 39, 40, 167, 168,
170
Menu Bar ....................................................... 168
Messages...................... 80, 81, 82, 108, 109, 208
Messages Tab..................................... 80, 81, 109
Misc Subtab ....................................... 51, 52, 166
Missed Break ................................................. 103
Missed Break In Registration......................... 103
Missed Break Out Registration ...................... 103
Missed In Registration Exception .................. 102
Missed Out Registration Exception ............... 103
Missing Punch................................................ 103
Missing Registration ...................................... 102
Modem Connections ...................................... 188
Modem Setup................................................. 224
Modem Tab.................................................... 199
Off Schedule .................................... 46, 103, 169
Off Schedule Registration Exception............. 103
Open Schedule ........................... 46, 75, 103, 170
Out of Schedule Registration Exception ........ 103
OUT Subtab ..................................................... 49
Overtime Tab ................................... 36, 37, 163
P
Password.................................. 11, 140, 195, 236
Pay Class............................................ 25, 35, 108
Pay Class – Advanced Tab . 38, 39, 46, 73, 162,
163, 167, 170
Pay Class – Consecutive Day Tab........... 40, 41
Pay Class – General Tab ......... 35, 37, 173, 177
Pay Class – Overtime Tab.................. 36, 37, 163
Pay Class – Premium Time Tab....................... 42
Pay Class Overview........................................ 35
Pay Code 17, 18, 32, 37, 42, 43, 78, 97, 101, 106,
171
Pay Code Adjusters................ 16, 20, 92, 93, 171
Pay Code Overrides ..................... 41, 53, 55, 171
Pay Period Type................................. 35, 36, 173
PayClock Features ......................................... 11
PayClock Support Line ...................................... 8
Payroll Export Tab ........................................ 24
PC Punch.......................................................... 13
Personal Tab................................................... 80
Poll Automatically ......................................... 228
Poll Overview ................................................. 83
Polling Schedules........................... 212, 217, 218
Polling Schedules – Days of Week Tab ......... 220
248
Polling Schedules – General Tab ................... 218
Polling Schedules – Polling Times Tab ......... 220
Polling the Clock ........................................... 174
Polling Times Tab.......................................... 220
Port Settings Tab.................................... 204, 211
Preferences Tab....16, 17, 20, 36, 37, 43, 53, 69,
92, 107, 161, 166, 168, 171, 175
Premium Time...................... 42, 43, 44, 45, 174
Problem Solving ........................................... 234
Punch .......86, 87, 88, 89, 97, 104, 109, 176, 237
Adding ....................................................... 236
Punched Break Settings ................................... 72
Purchase a Feature ........................................... 13
Purchase Features .......................................... 232
Purge Punches................................................ 109
R
Rate Differential .................................... 174, 175
Rate Modifier....................... 16, 17, 18, 162, 175
Rate Type........................................... 18, 43, 175
Recalculate........91, 104, 106, 107, 109, 206, 209
Recovery ........................................................ 233
Recovery Tab................................................. 205
Refresh............................................... 24, 96, 141
Register
Software..................................................... 235
Registration...................................... 97, 102, 176
Registrations Tab ........................................... 104
Release Locked Employees.......................... 156
Remap a Database.......................................... 154
Remove Columns............................................. 89
Remove Connections ............................. 189, 192
Remove Employee Assignments ................... 223
Remove Features............................................ 230
Rename Group Levels ................................... 27
Report Manager ................................. 25, 95, 111
Report Properties ............................... 25, 95, 165
Reports......................19, 25, 31, 69, 80, 138, 164
Emailing............................................. 122, 123
Employees.................................................. 116
Exporting ................................................... 121
Printing .............................................. 117, 119
Saving ........................................................ 120
Selecting..................................................... 115
Sort............................................................. 116
Time Period................................................ 116
Viewing...................................................... 117
Reports Defined ............................................. 132
Reset Benefit Time............................................ 78
Resize Columns ............................................... 90
Restore a Database ................................. 154, 156
Rotating Schedules........................................... 75
Rounding..17, 19, 36, 50, 51, 57, 60, 61, 64, 166,
176, 177
RS-232 Connections ...................................... 187
RS-485 Connections ...................................... 187
Run an ASCII Export....................................... 25
Run an Export .................................................. 24
Run an Export Wizard...................................... 24
S
Save Button............ 14, 18, 19, 22, 40, 43, 69, 80
Schedule Bar ... 39, 57, 73, 74, 84, 85, 86, 87, 95,
96, 178
Schedule Locking....................................... 76, 77
Schedule Option ............................................. 90
Schedule Setup....................................... 224, 225
Schedules – Break & Meal Rules Tab ....... 57, 59
Schedules – General Tab................................ 165
Schedules - General Tab/IN .......................... 46
Schedules – General Tab/Misc........... 51, 52, 166
Schedules - General Tab/OUT ...................... 49
Schedules - General Tab/Rounding .............. 50
Schedules - Rounding Rules Tab .................. 64
Schedules Overview ....................................... 46
Schedules Tab .... 38, 39, 46, 56, 69, 90, 105, 170
Schedules that Cross Midnight..... 42, 51, 56, 174
Security Tab ................................................... 193
Select Features ............................................... 229
Select Pay Period Option ................................. 94
Send Messages ..................................... 80, 81, 82
Set Baud Rate Badge...................................... 179
Setting a Punched Break for an Employee....... 74
Setting an Auto-Deduction for an Employee ... 74
Setting Breaks at the Pay Class Icon................ 38
Setting Breaks for Employees.......................... 74
249
Settings Tab ........................................... 107, 108
Setup................................................................ 10
Setup Adjusters ................................................ 20
Setup Advanced Pay Class Features ................ 39
Setup Benefit Time .......................................... 78
Setup Breaks & Meals ..................................... 59
Setup Company Information............................ 14
Setup Consecutive Day Overtime ................. 41
Setup Date and Time Display .......................... 22
Setup Employee Assignments.......................... 79
Setup Employees.............................................. 67
Setup Exports................................................... 24
Setup General Rounding .................................. 50
Setup Groups.............................................. 31, 68
Setup Guaranteed Time.............................. 51, 52
Setup Holiday Schedules ................................. 21
Setup License Manager.................................. 229
Setup List ............................................... 167, 178
Setup Misc Options.......................................... 51
Setup Non-Work Time Defaults ...................... 22
Setup Off Schedules ....................................... 169
Setup Overtime ................................................ 37
Setup Pay Code Overrides ......................... 53, 55
Setup Personal Information.............................. 80
Setup Preferences............................................. 17
Setup Premium Time ................................. 42, 44
Setup Rounding Rules...................................... 64
Show As Option............................................... 95
Sort................................................................... 94
Specific Schedule Setup................................. 225
Supervisor Badges ......................................... 178
System – Export Tab ..................................... 24
System – General Tab............................ 14, 167
System - Groups Tab ..................................... 25
System – Preferences Tab. 16, 17, 20, 36, 37, 43,
53, 69, 92, 107, 161, 166, 168, 171, 175
System Overview............................................ 14
System Properties .......................................... 192
System Properties – Dial-In Tab.................... 198
System Properties – Dial-Out Tab ................. 197
System Properties – General Tab................... 193
System Properties – Log File Tab.................. 200
System Properties – Modem Tab ................... 199
System Properties – Security Tab .................. 193
System Properties – Time/Date Tab....... 200, 201
System Requirements ...................................... 3
T
Terminal Assignments ................................... 221
Terminal Manager........................ 68, 69, 80, 181
Terminal Manager Menu ............................... 184
Terminal Properties........................................ 202
Terminal Properties – Advanced Tab.... 206, 208,
209
Terminal Properties – Connection Tab .......... 203
Terminal Properties – Port Settings Tab ........ 204
Terminal Properties – Recovery Tab ............. 205
Terminal Properties – Security Tab ............... 202
Terminal Properties – Time/Date Tab............ 205
Time Bar .......................... 39, 40, 58, 73, 75, 179
Time/Date Tab ............................... 200, 201, 205
Timecard Overview........................................ 84
Timecard Table ................ 88, 89, 101, 179, 180
Timecard View Options ................................... 95
Transfers .......................................................... 98
Troubleshooting ........................................... 234
Turn Off Undo Messages................................. 22
U
Undelete Punches....................................... 85, 87
Undo Messages ................................................ 22
Unlocking Employees................................... 156
Unscheduled Registration Exception ............. 103
User Icon ............................... 140, 158, 159, 160
User Information............................................ 141
Using the Timecard Menu................................ 91
V
View Employee and Terminal Assignments .. 222
View Options ................................................... 95
W
Welcome to PayClock .................................... 10
250