TimeSheet Express V3.1 TM TimeSheet Express V3.1 is an Australian product by: ASP Microcomputers 456 North Road, Ormond, Victoria, 3204 Australia Telephone: (03) 9578-7600 FAX: (03) 9578-7727 email: [email protected] World Wide Web: http://www.asp.com.au ASP Microcomputers is a division of Grayline Holdings Pty. Ltd,. A.C.N. 004 940 729 Version 3.1 – August 17th, 2009 Copyright © 2000-2009 by ASP Microcomputers TimeSheet Express, TimeSheet Express V3, ZipNet Terminal, ZipNet Polling Program, ZipNet Anywhere, DataTag Homebase, IDTag, DataTag, TimeTag and the ASP logo are trademarks of ASP Microcomputers Contents Introduction .................................................................................................. 1 What’s New in this Version ........................................................................... 2 Installing TimeSheet Express V3.1 ................................................................. 3 Registering TimeSheet Express ..................................................................... 3 Getting Started ............................................................................................. 4 Using TimeSheet Express ............................................................................ 12 Adjusting Times ....................................................................................... 12 Right-Click Menu on Edit Scans Screen .................................................... 15 Tagging Times as Leave ............................................................................ 16 Tagging Whole Days as Leave or a Paid Holiday ....................................... 16 Defining Work Groups ............................................................................. 17 Defining Public Holidays........................................................................... 18 Reports .................................................................................................... 19 The Main Screens........................................................................................ 24 The Edit Scans Screen .............................................................................. 24 The Employees Screen ............................................................................. 25 The Data Collection Screen ...................................................................... 26 The Reports Screen .................................................................................. 27 The Program Options Screen ................................................................... 28 The Work Groups Screen ......................................................................... 31 The Menus .................................................................................................. 38 The File Menu .......................................................................................... 38 The Setup Menu ...................................................................................... 40 The Edit Menu ......................................................................................... 43 The Reports Menu ................................................................................... 43 The Help Menu ........................................................................................ 44 Data Collection and Downloading ............................................................... 45 Direct DataTag Download ........................................................................ 48 Using the ZipNet Polling Program ............................................................ 52 Direct Download via ZipNet DataTag Utility ............................................. 53 Reprocessing Scans ..................................................................................... 54 Unrecognised Scans .................................................................................... 55 Importing Employee Details from a Text File .............................................. 57 Importing Scan Data from a Text File .......................................................... 59 Importing Holidays from a Text File ............................................................ 60 Alerts – Sounding Bells or Sirens ................................................................. 61 Technical Details of Alert Device Interface ............................................... 63 Optional Payroll Export Modules ................................................................ 64 Emailing Export Files ................................................................................ 64 Employee ID’s and Export ID’s ................................................................. 65 TimeSheet Express V3 Upgrade Assistant ................................................... 79 TimeSheet Express V3 “Downgrade” Assistant ........................................... 79 Common Questions and Answers ............................................................... 80 Glossary ...................................................................................................... 83 Copyright, License and Limited Warranty ................................................... 88 TimeSheet Express V3.1 Introduction You’re probably used to accumulating and then calculating the times for your payroll in the same time-consuming and error-prone way you’ve been doing it for years, but you’ve finally decided it’s taking up too much of your time, and you could do without the stress. You’ve come to the right place! TimeSheet Express, in conjunction with ASP’s ZipNet Terminals, is designed to reduce the stress of employee payroll data collection - to make it easier and quicker so you’ve got more time to do all those other things you’d rather be doing. TimeSheet Express provides these advantages: • • • • • • • • • An unlimited number of employees. Easily handles multiple work periods per day. Normal time and three overtime pay categories per Work Group. Automatic rounding of clock in and clock out times. Can highlight days when expected hours have not been worked. Work periods can be tagged with user-defined work and leave types. Scheduled or manual collection of clocking data. Reports of adjusted and unadjusted time with totals. Optional electronic data export to specific payroll programs. Export files can be sent to email recipients. • Optional sounding of alert devices, like bells or sirens, from ZipNet Terminals. TimeSheet Express V3.1 is designed for Windows XP or later operating systems. 1 TimeSheet Express V3.1 2 What’s New in this Version There have been four major changes in TimeSheet Express since V3.0: • Handling of work periods that cross midnight has been completely changed so that all time is now shown on the day the work period started. The Add Midnight Scans option is now no longer needed. • A Pay Period overtime option has been added, so that overtime can be calculated over a work period rather than just daily. • Scans can now be reprocessed for selected employees over a specified period, in case the scans have been accidentally processed in the wrong Work Group or with incorrect overtime or midnight settings. • The Work Groups screens have been simplified to put all related options on the same screen. We've also included a number of minor changes: • In the Data Transfer Export Module, an option has been provided for using the Export ID instead of the Employee ID. • The TimeSheets Report can now show adjusted or unadjusted times, and leave names and Work Groups have been added. Room has now been added for two signatures (for example, for employee and supervisor). • A new report has been added that lists all employees who are not currently clocked in - this is effectively the opposite of the existing Evacuation Report. • Internally, the program now has more protection against and removal of duplicate scans. • A facility has been added to stop the program from loading the current database if the ESC key is held down while the program is loading. • Desktop shortcuts can now specify a database filename and path on the command line so that different shortcuts can open separate databases. Upgrading from Version 2 See TimeSheet Express V3 Upgrade Assistant on page 79 for information on updating from TimeSheet Express version 2. TimeSheet Express V3.1 3 Installing TimeSheet Express V3.1 The installation program should start automatically when you insert the CD into your CD-ROM or DVD drive. If it doesn’t, select RUN from the Windows Start menu, then type x:\setup (where x: is your CD-ROM drive letter). Then simply follow the on-screen instructions. Registering TimeSheet Express So you can evaluate TimeSheet Express to make sure it meets your needs before purchase, the program will run for 30 days from the date of installation before it must be registered. Except for the 30 day limit, the evaluation version is fully functional. Until it is registered, the program will display the Reminder Screen shown on the right each time it is run. From this Reminder screen, you can press the OK button to use the program during the evaluation period, or the Enter Key button to enter your registration details and unlock the program. Pressing the Email button will open your email program, with the To: and Subject: fields already filled in for you. Just type in your company name and other details, then click on your email program’s Send button, to request your activation code via email. When you press the Enter Key button, the screen on the right is displayed. Note that a Hardware Fingerprint code is displayed – this code is unique to the computer that the program is running on. To register the program, you need to contact ASP, and using the Hardware Fingerprint code and the Name (usually your company name) you want the program to be registered under, ASP will generate an Activation Key (just called a Key on the screen above) for you that will register and unlock the program. The Registered Name and Activation Key are then entered into this screen. Once the program is registered, you’ll never see the reminder screens again. Note that Activation Keys are unique to the computer the program is running on, and the name the program is registered under. The activation key will not work on any other computer. TimeSheet Express V3.1 4 Getting Started The easiest way to get you up and running with TimeSheet Express V3.1 is to take you through a typical setup, step by step. We’ll assume that you have already installed one or more ZipNet Terminals. First, we’ll provide a brief overview of the screen you see every time you open TimeSheet Express, and we’ll follow that with a step by step guide to getting up and running with TimeSheet Express. After that, the remainder of the manual is a reference guide that explains all the sections of the program, followed by a section containing answers to commonly asked questions, and we finish the manual with a glossary and copyright, licence and warranty information. The Main Screen Each time you run TimeSheet Express, it starts up in the Edit Scans screen, with the first employee in your database displayed. Along the top of this screen, you’ll see a set of toolbar icons that take you to the most often used parts of the program. The File, Setup, Edit, Reports and Help menus along the very top of the screen can also be used to access the various sections of TimeSheet Express. Let’s move on to getting you up and running with TimeSheet Express. TimeSheet Express V3.1 5 Creating a new database The first time you run TimeSheet Express, you won’t have a database, so you’ll see a message explaining that you can’t use TimeSheet Express until you create a database. If you press the Yes button, TimeSheet Express will then prompt you to enter the name of your company (as shown on the right below), which it will use as the filename for the database. From this screen, you can also set the location of the new database, or leave it at the Vista-compatible default. A TimeSheet Express database always needs to contain at least one employee, or it will not function. So, when you create a new database, an “artificial” employee called An Employee, with an employee ID of 000, is added. You can delete this extra employee once you’ve entered your own employees. At this point, the Edit Employees screen will be open (as shown on the right), ready for you to enter the details for your employees. To enter an employee, right click in the empty part of the screen, then select Add New from the menu that pops up, as shown on the right. See The Employees Screen on page 25 for more details. Note that every employee must have a unique Employee ID, which is the number on their barcoded swipe card, or on their IDTag. If you have a DataTag Homebase, you can use it on the Adding A New Employee screen to enter DataTag numbers – see The Edit Scans Screen on page 24 for more information. TimeSheet Express V3.1 6 If you have (or can create) a text file containing a list of your employees and their ID numbers, TimeSheet Express can import this list instead of requiring you to type everything in manually. See Importing Employee Details from a Text File on page 59 for more information. To meet the requirements of Microsoft Vista and Windows 7, TimeSheet Express V3.1 stores all of its data files in the following folder by default: C:\Documents and Settings\All Users\Documents\ASP Timesheet When you create a new database, you can store the database anywhere – for example, it’s quite common to have the database on a server on your network. Setting the Program Options Next, you need to set up the program options. Click on the Program Options toolbar icon, or select Program Options from the Setup menu, which will bring up a screen with a number of different sections (called tabs), as shown below: For the moment, we'll only deal with enough of the options to get you going. See The Program Options Screen on page 28 for more detailed information. Company tab What you enter here will appear at the top of every report, and at other places in the program. TimeSheet Express V3.1 7 Password tab This tab allows you to set a password to control access to the program. Once a password is set, you will be prompted for the password each time you run the program. For the moment, do not set a password. Display Options tab This is where you set the length (in days) of your pay period, which is used on the Edit Scans screen, and also as the default in reports. Holidays tab This section of the program allows you to define public holidays in advance. See Defining Public Holidays on page 18 for more information. Email tab If you need to send TimeSheet Express reports by email, you’ll need to supply the details of your email server in this section. Otherwise, you don’t need to worry about this tab. More details are on page 30. Pay Period Overtime tab Normally, TimeSheet Express calculates overtime on a daily basis. If you calculate overtime over your pay period, you need to use the options on this tab, and also configure the Work Group settings to suit. To get you up and running, leave these settings alone for the time being. Don’t forget to click on the Save button to save your settings. TimeSheet Express V3.1 8 Default Work Group Settings Prior to version 3, TimeSheet Express had a single set of global options (such as rounding and overtime settings) that applied to all employees. It was also possible to override those settings individually for each employee. TimeSheet Express V3.1 supports multiple Work Group settings, which can be applied to groups of employees. Each Work Group can have its own settings. The Default group is initially applied to all new employees. When you create a new database, this Default group is automatically created. Click on the Work Groups toolbar icon, or select Work Groups from the Setup menu to open the screen shown below: The left side of this screen contains a list of all defined Work Groups. Initially, only the Default group will be listed, as shown above. We’ve chosen default settings that will most likely work for you, and these settings are explained below. You can “fine-tune” or even completely change these settings at any time. While you’re reading the information below, click on each tab to familiarise yourself with the screens. On the Work Period tab, we’ve set the normal starting time to 09:00 and the finish time to 17:30, as shown on the right. We’ve set a meal break of one hour, to apply only after 5 hours have been worked, so that the meal break will not be deducted if the employee finishes work during (or before) their meal break. This gives a total normal work period of 7.5 hours, as shown above. TimeSheet Express V3.1 9 Note that the times and settings on this tab are applied to employees on public holidays and for leave. You should change these settings if your employees start and finish at different times. As shown in the screen fragment below, we’ve set a maximum work period of 12 hours, and allowed work to be commenced up to three hours before the normal start time. We’ll explain these settings later in the manual, but these defaults should work for you at least initially. We’ve also chosen to highlight every day where more than or less than 7.5 hours has been worked, as shown below. We’ve disabled the fixed hours option, which is typically only used where you want to collect clock in and out times for your employees, but you always want to pay them for a fixed number of hours. On the Rounding tab, we’ve set every clock in to be rounded up to the next 15 minutes, and every clock out to be rounded down to the previous 15 minutes. Our assumption is that your employees will probably clock in a few minutes before starting time, and clock out a few minutes after finishing time. For the default Work Group, we haven’t worried about the Window Rounding option, which is detailed later in this manual. On the Pay Categories tab, as shown below, we’ve set the defaults so that the Overtime 1 category starts after 7.5 hours have been worked, and the Overtime 2 category starts after 9.5 hours have been worked (that is, the first two hours after normal hours are at Overtime 1 rates, and after that, further time worked is at Overtime 2 rates). TimeSheet Express V3.1 10 With our defaults, overtime is calculated on a day-by-day basis. Every workplace has different overtime rules and requirements, so you will most likely need to change these settings. We’ve chosen these particular default settings because they’re useful in getting you going quickly. All of the settings will be explained in detail later in the manual, and you can change them at any time. If you make any changes, don’t forget to click on the Save button. Data Collection Finally, you need to let TimeSheet Express know where the clock in and clock out scan data is coming from, and how often to collect it. We’ll cover two common options – Cable and DataTag download. For more information, see Data Collection and Downloading on page 45. Cabled Connection This option is where you’re using a single ZipNet Terminal, connected via a Smart RS-485 Adaptor to the same PC that TimeSheet Express is running on. Select Data Collection from the Setup menu. Then, on the Data Collection Setup screen, set the Scanner Type to ZipNet Terminal. In the Address section of the screen, set the Unit Number to 1, and the Com Port to whichever serial port you’ve connected the Smart RS-485 Adaptor to. Leave the other settings as they are for now. DataTag Download If you’re using our Direct DataTag Download kit instead, you’ll be taking a DataTag to your ZipNet Terminal, and transferring the data from the terminal into the DataTag. You’ll then bring the DataTag back to the PC running TimeSheet Express, and insert the DataTag into a DataTag Homebase. Select Data Collection from the Setup menu. Then, on the Data Collection Setup screen, set the Scanner Type to Direct DataTag Download. In the DataTag Homebase section of the screen, click the Overdrive option, and the Com Port to whichever serial port you’ve connected the DataTag Homebase to. Leave the other settings as they are for now. TimeSheet Express V3.1 Click on the Save button, then the Close button, and you’re now ready to start using TimeSheet Express! In the rest of this manual, we’ll detail the day to day use of TimeSheet Express, and also describe each screen and option in detail. 11 TimeSheet Express V3.1 12 Using TimeSheet Express TimeSheet Express collects your staff’s clock in and clock out times, and automatically adjust them as you’ve specified, with rounding, meal breaks, and overtime. You then need to check the data, either on the screen or via printed reports, make whatever manual adjustments you determine are required, and then print out or export the final figures for use by your paymaster. Adjusting Times After data has been collected, the clock in and out times will need to be checked, and corrected if necessary. This is done from the Edit Scans screen, which is shown below. When you open the Edit Scans screen, the Start Date (number 1 on the example screen above) will be the same as it was the last time you used TimeSheet Express. The date set there is used as the first date in the left section of the screen. You can change this date forward or backwards by the number of days set for the Display Period by pressing the small left and right arrow buttons at the far right. Or, you can set a completely different date by pressing the down arrow just to the right of the date, which will bring up a calendar (see How do I set or change the Start Date? on page 82 for more details). TimeSheet Express V3.1 13 Next, you’ll need to select an employee (number 2 on the example screen on the previous page). The currently selected employee’s name is displayed (as shown on the right), and you can change this by clicking on the grey down arrow button on the right to select from a list of all employees, or by clicking on the grey left and right arrow buttons on the left to step back or forth through the list. Note that the currently selected employee’s Employee ID is shown on the right. The Edit Scans screen will then show a list of dates and times in the main area of the screen, beginning at the selected Starting Date and listing the number of days set for the Display Period. (See the Display Options tab on page 29 for information on setting the Display Period.) The times in the In and Out columns will have been automatically adjusted according to the Rounding Rules (see page 32) that you have set (number 3 on the example screen). The Hours column for each day is the difference between the In and Out times, less the meal break (if the total is more than the number of hours set with the Meal Break rule you have defined). See the Work Period tab on page 32 for more details about this rule. Note that TimeSheet Express only shows pairs of in and out times in the In and Out columns – if the currently selected employee has not yet clocked out for a day, or has forgotten to clock in or out, there will be an odd number of scans for that day, and since TimeSheet Express can’t calculate the total, the times will not be displayed for that day. However, the “raw” clock in and out times for the currently selected day are always shown near the bottom of screen (number 4 on the example screen on the previous page, and shown on the right here). The “currently selected day” is the day with the little black arrow in the grey box to the left of the dates on the main screen (number 5 on the example screen). To select a date, just click on the grey box to the left of that date. The raw times for that day will then be shown at the bottom of the screen. If you’ve set TimeSheet Express to Auto Highlight if more or less than a certain number of hours have been worked, days where that rule has been met will be highlighted in light blue (number 6 on the example screen, although you can’t see the colour here). See the Work Period tab on page 32 for more details about this option. Days with an odd number of scans are also highlighted in light blue. Along the very bottom of the Edit Scans screen, you’ll find the Total Hours Displayed (number 7 on the example screen), which is a grand total of all the Hours columns that are displayed on the screen. If the number of days displayed is the same as your pay period, and the Starting Date is the first day of your pay period, then this figure will be the adjusted number of hours worked by this employee during the displayed pay period. 14 TimeSheet Express V3.1 Remember - just above this area of the screen, the raw unadjusted times for the currently selected day are displayed (number 4 on the example screen), so that you always have access to the raw figures to base your adjustments on. To copy the raw unadjusted times from the bottom of the screen to the currently selected day, right click on the in or out column and select Copy From Raw Data from the menu that pops up (see below for more details on the right-click menu). To adjust a clock in or out time, click in the cell that you want to change, to the left of the time. That will highlight the time that’s already in the cell, and you can then simply type in a new time. If you need to insert a time into a blank cell, just click in that cell and type in the new time. TimeSheet Express V3.1 15 Right-Click Menu on Edit Scans Screen If you right-click on a clock in or clock out time, the menu shown on the right will pop up, giving you access to a number of useful functions, which are described below. To copy the time in the selected cell to the clipboard, select Copy from the pop-up menu. To then paste that time into another cell, select the cell, right click, and select Paste from the pop-up menu. You can also copy an entire row, rather than a single cell. This can be very useful where your employees usually work a fixed number of hours per day – you can just correct the times for one day (or use a day that’s already correct), and copy that entire day to other days to correct them. To copy an entire row into the clipboard, select a row rather than a cell by clicking on the grey area at the far left of the date on a row to move the selection arrow to that day, as shown on the right. This will highlight the whole row for the selected day. Then right click and select Copy from the pop-up menu. To paste all the times for that day to other days, select another day as just described, then right click to pop up the menu, and select Paste. If you need to insert a time either between two existing times, or as the first time for a day, you need to “slide” some or all of the existing times to the right to open up a blank cell. To do this, click in the first cell that you want to slide to the right, and select Insert from the pop-up menu. If you need to delete a time, right click on the cell containing the time and select Delete from the pop-up menu - all the times to the right of the deleted cell will move to the left. If you need to add a time after the last time for a day, and there are no blank cells after the last time, right click in the last cell and select Append Column from the pop-up menu to add a new column. By selecting Print from the right click menu (or by pressing the Print button), you can print out all the times displayed on the screen. Note that times must always be entered in order across a row – you can’t enter an earlier time after a later time. TimeSheet Express V3.1 16 Tagging Times as Leave To tag a pair of in/out times as Leave, click on the cell containing the In time for the pair to highlight it, right click to bring up the menu shown on the right, select Set As Leave, then select one of the Leave Categories from the list that pops out (see page 42 for information on adding leave categories to this list). You can tag less than a whole day as leave – just split the day up into multiple in/out pairs first, then tag one or more of those pairs as appropriate. Note that you can only set pairs of in/out times – if there are no times already entered, or there are an odd number of times, you must enter a pair of times before you can set Leave. Note that TimeSheet Express does not keep track of leave entitlements. Tagging Whole Days as Leave or a Paid Holiday Before you can tag a whole day as Leave or as a paid Holiday (a public holiday, for example), you first need to set the normal work period for each Work Group. You set the normal work period on the Leave And Holidays tab, a segment of which is shown on the right. To set the normal work period, enter the normal work period start time and the normal work period end time into the relevant fields. If you want the defined meal break to be deducted from the day, select the checkbox to the left of the Meal break field. To tag a day as Leave on the Edit Scans screen, select the whole day by clicking in the grey square at the left of the day. The black arrowhead will appear to the left of the selected day, as shown on the right, and the entire line for the selected day will be highlighted in blue. Then, right-click on either the arrowhead or one of the in or out columns for the highlighted day, select Set As Leave, then select one of the Leave Categories from the list that pops out. The defined normal working hours will then be entered into the day. Note that if there are no normal working hours set, tagging a day as Leave will have no effect. Note that TimeSheet Express does not keep track of leave entitlements. TimeSheet Express V3.1 17 Defining Work Groups In many workplaces, most or all employees start and finish at the same time, have the same meal breaks, and require the same pay category or payroll export settings. In other workplaces, there may be groups of employees who need different settings to other groups. TimeSheet Express uses Work Groups to make this easy, and they’re described in detail starting on page 31. As described earlier, when you first create a database, TimeSheet Express sets up a Default Work Group, and all employees are assigned to that group until you change them. If you only need one group of settings, you don’t need to create any other Work Groups – just edit the Default group to suit and move on to the next section of this manual! Otherwise, you need to work out what you need to be different for each group of employees. Sometimes, that will be as simple as just the Rounding settings (see page 32), but in other cases, you may need to have different export tags for some employees (see page 36), or many other combinations. If you have an existing Work Group that is nearly right for a different group of employees, the easiest thing to do is duplicate that group, then make the changes you need to the new group. Just click on the Duplicate button at the bottom or the list, or right click on the list of Available Work Groups, and select Duplicate from the menu that pops up. Remember that new employees are always initially assigned to the Default Work Group, and that you need to assign them to another group if you want them to have different settings. Note also that when you assign a different Work Group to an employee, the settings of the new Work Group only take effect for clock in and clock out times downloaded after you change the Work Group – previously downloaded data will not be affected. However, if you manually edit a clock in or clock out time, even for earlier data, the current Work Group settings will be used. Please see The Work Groups Screen on page 31 for more information. TimeSheet Express V3.1 18 Defining Public Holidays TimeSheet Express allows you to define public holidays in advance, and when this is done, the normal hours defined in each Work Group will be added to employees for each public holiday during the next download after the date of the holiday. To define a public holiday, click on the Program Options toolbar button (or select Program Options from the Setup menu) to open the screen shown on the right. To add a new public holiday, click on the New button, which will open the screen shown on the right. Enter a Title (that is, the name of the holiday), and then select the date of the holiday from the calendar - How do I set or change the Start Date? on page 82 has information on using the calendar. TimeSheet Express also allows you to import a text file containing holiday names and dates – see Importing Holidays from a Text File on page 60 for more details. TimeSheet Express V3.1 19 Reports The various types of reports that TimeSheet Express can generate are described below. Note that the In and Out times are shown as the time of day, while all other times are the number of hours and minutes. Adjusted Report with all scans Shown below is part of an example Adjusted Report with all scans, showing a single employee, for the period 15-Jun-2009 to 28-Jun-2009. At the top of this segment of the report, below the header, is the employee’s name, Employee and Export ID numbers, Workzone and Work Group, followed by headings for each of the columns below. The left-most column shows the date, then there’s a pair of adjusted clock in and clock out times, followed by the number of hours between the clock in and clock out times (I/O DIFF). If there is more than one pair of clock in/out times for a day, the other pairs for that day will be listed below the first pair. The next four columns list the number of hours that have been assigned to each of the four pay categories, Normal, OT1, OT2 and OT3, followed by the total number of hours worked for the day. You’ve probably noticed that the hours listed under the pay categories (NORMAL, OT1, OT2 and OT3) and the hours listed in the I/O DIFF column do not add up – this is because a meal break has been subtracted from the I/O DIFF total, as per the Work Group meal break settings (see the Work Period tab on page 32 for details). At the bottom of the report segment, the totals for each of the pay categories are shown. If the Display Totals As Decimal Hours checkbox on the Option tab of the Reports screen is ticked, these totals will be shown in decimal hours instead of as hours and minutes. TimeSheet Express V3.1 20 If this was an Unadjusted Report, and there were missing scans (for example, a clock in without a matching clock out), the totals across the line cannot be calculated, and will therefore be blank and totalling zero hours. Adjusted Report with daily totals The “all scans” report shown on the previous page may contain too much detail for some uses, so an alternative is just to show the daily totals without the actual scans. In this particular example, there’s not a lot of difference between the two reports, because this particular employee only had one pair of scans per day. However, if the employee had clocked in and out for lunch, or had more than one work period in a day, the “all scans” report would have one line for each pair of scans, while this report would show only one line for each day. Adjusted Report with Period Totals TimeSheet Express can generate an even more concise report, showing one pay period per line, as shown below. Across the top of this report, there’s a header line with the names of each of the columns down the report. Then, for each employee, there’s a line containing the name, ID’s, Workzone, and Work Group of each employee listed. TimeSheet Express V3.1 21 The first column shows the date of the first day worked during the week, and the following figures are in columns under the days of the week that the hours were worked. Those hours are then distributed into the pay category columns, and totals for the week are given at the end of each line. At the bottom, totals for the pay category columns are shown. Adjusted Scans with Raw Scans You probably won’t use this report very often - it’s basically the Adjusted Report with all scans with the raw scans listed directly below the adjusted times. We added this report after a customer request. Unadjusted Reports Adjusted reports list the rounded and adjusted clock in and clock out times. All of the reports described above are also available as Unadjusted Reports, which list the raw times (before rounding or adjustment) clock in and clock out times. TimeSheet Express V3.1 22 Timesheets This report lists the adjusted clock in and clock out times for each employee in a form where they (or their supervisor) can check and sign off against. Employee List This report presents a list of all employees currently in the database. The list can be sorted in last name, first name, or employee ID order. Shown below is an Employee List Report. In this example, the list was sorted by last name. Each line contains the name of the employee, their Employee and Export ID’s, their Workzone, their Work Group, and the date they commenced work (or were entered into the database), and the date their employment was terminated (if it has been). TimeSheet Express V3.1 23 Evacuation Report An Evacuation Report is a list of all employees who have clocked in but have not yet clocked out. Before the list is created, TimeSheet Express will automatically collect the latest available data from any directly connected terminals, so that the list is as up to date as possible. Subject to situations such as staff having clocked out but who remain in the building, or who are in the building but have not yet clocked in, this report shows all staff currently on the premises. Employees Not Clocked In Report This report is effectively the opposite to the Evacuation Report – it lists all employees who are not currently clocked in, even if they have already clocked out for the day. As with the Evacuation Report, TimeSheet Express automatically collects the latest available data before creating the list. Public Holidays Report This report simply lists all defined public holidays for the current year. Export Report TimeSheet Express is able to export a text file for importing into other programs. Included with all versions of TimeSheet Express is an export option called ASP Standard Format, which creates a text file like this: "Anderson","Bill","005",75.00 "Browne","Elizabeth","003",67.50 "Chen","Geoff","010",75.75 "Dean","Roger","009",76.00 This file contains a single record for each employee, with each record containing the surname, first name, employee ID number, and total number of hours worked for the selected period. Optionally, header lines can be included in the text file, as follows: "11:34:51 AM","Wednesday, 01 July 2009","Rock Limited" "Surname","First_Name","Employee ID","Normal" The first optional header line contains the time, date and company name, while the second optional header line contains the names of the fields in the following data. Either or both of these lines can be added using the relevant checkbox on the Export tab. Optional export modules to suit specific payroll programs, such as MYOB PowerPay are also available – for more information, see Optional Payroll Export Modules on page 64. TimeSheet Express V3.1 24 The Main Screens TimeSheet Express has six main screens, which are described in the following sections of the manual. These screens are reached by clicking on the toolbar icons along the top of the screen. The Edit Scans Screen The Edit Scans screen is where you’ll do most of your work. You select a starting date, then an employee, and you get a spreadsheet-like view of the Display Period, with all the clock in and clock out pairs of times for the employee for that period, as shown below. You can select an employee by pressing the button at the right of the employee’s name, then selecting an employee from the drop-down list, or you can move back and forwards through the list of employees by using the buttons to the left of the employee’s name. The unadjusted times for the currently selected employee (that’s the line with the to the left of it) are displayed near the bottom of the screen – in the example above, the unadjusted times for employee Bill Anderson for Wednesday June 17th are displayed. TimeSheet Express V3.1 25 Unless you’ve already edited or changed the times, the differences between the adjusted and unadjusted times are due to the Rounding Options you’ve set for the Work Group set for this employee. In the example on the previous page, the unadjusted In time for Bill Anderson of 08:41 has been Rounded Up to become 08:45, and the unadjusted Out time of 17:38 has been Rounded Down to become 17:30. See the description of the Work Group Rounding screen on page 32 for more information on rounding. You should also note that the times for several days have been highlighted in light blue in the example screen on the previous page, because the Auto Highlight option has been set to less than or more than 07:30 hours, and for those days highlighted, the adjusted number of hours that were worked was outside this range. As well as the “show single employee” view shown, you can also change to the “show all employees” view, by right-clicking anywhere in the In or Out columns, or on the main area of the screen, and selecting Show All Employees from the menu that pops up. To change back to the original view, right-click again, and select Show Single Employee from the menu. You can do a lot more from the right-click menu – see page 15 for details. The Employees Screen When you open the Employees screen, you are presented with a spreadsheet-like view of your employees, listed in last name order. You can change the order of the display by clicking on any of the headings, which will sort the list by that column. To reverse the sort order, just click somewhere in the same column, then click on the heading again. The currently selected employee is indicated by the on the left of the list. To select a different employee, just click once anywhere on the line containing that employee. If you have more employees than fit onto the screen, use the scroll bar on the right to move backwards and forwards through the list of employees to bring the desired employee into view, then click on the line containing the employee. TimeSheet Express V3.1 26 To delete an existing employee, select that employee, right-click to bring up a menu, then select Delete. A confirmation message will pop up, and if you answer Yes, the employee record will be permanently removed from the database. To edit an employee, select the employee, then right-click to bring up a menu, then select Edit to open the Edit Employees screen as shown on the right. To add a new employee, right click to bring up a menu, then select Add New to bring up the same screen, only with all the fields blank so that you can enter the details for the new employee. Note that all Employee IDs must be unique – the same ID cannot be given to more than one employee. If you have a DataTag Homebase connected, and configured in Data Collection Setup, you can insert the employee’s IDTag when the cursor is in the Employee ID field to enter the number automatically, rather than typing it in. The Data Collection Screen Pressing the Data Collection toolbar icon brings up the Data Collection screen. The Last Poll section shows the date and time of the last successful data collection operation, while the Next Poll is the time and date of the next scheduled automatic poll as defined in the Data Collection Setup screen. If there are no scheduled polls, this field will display Manual Poll. The large Data Collection Log area of the screen shows any recent activity, such as which unit is being polled, and indicating when the downloaded data is being processed. While collected data is being processed, a progress bar is displayed in the grey area of the screen. To start a data collection immediately, press the Manual Poll button at the bottom right corner of the screen. As a convenience, there’s also a Setup button that takes you to the Data Collection Setup screen (for more details, see Data Collection and Downloading on page 45). TimeSheet Express V3.1 27 The Reports Screen The Reports screen contains three sections - Dates, Options, and Select. Along the bottom of the screen, there are three buttons – Email Report, Preview, and Print. Dates tab When you enter the Reports screen by pressing the Reports tool icon, the first screen you’re shown is the Dates tab, where you can enter the range of dates that will appear on the report, and set how you want to sort the data in the reports. The From: date is initially set the same as the Start Date on the Edit Scans screen, and the To: date is initially set to From: date plus the number of days set in Display Period on the Program Options screen. This is done because you’re most likely to want to print out data for the same period that you’ve edited, but you can change these dates to any period you wish. To create a report, select the report period and the various options described above, then press the Print or Preview buttons. The Print button sends the report directly to the selected printer, while the Preview button opens a display window so that you can view the report on the screen. There’s also a print button on the preview window, so that you can commit the report to paper from there if you so desire. You can also send reports via email by pressing the Email Report button. Options tab The Options tab lets you set the type of report you want to generate, and (for Adjusted and Unadjusted reports) the level of detail you want in the report. The available reports are listed on the right side of the screen. Adjusted Reports and Unadjusted reports have a on the left – this means that there are a number of reports of that type, each with different levels of detail. Click on the sign to list the reports, then simply click on a report name to select the report that you want. For emailed reports, you can specify the format of the report, which is sent as an attachment to the email. TimeSheet Express V3.1 28 Note that report totals can be displayed in decimal hours instead of the normal hours and minutes format by ticking the Display Totals As Decimal Hours checkbox. Some reports also allow the option of starting a new page for each employee, to allow easy filing of the reports in the organisation’s employee records. Select tab On the Select tab, you can select whether reports contain all employees, only selected employees, or only selected Workzones. If you use the Selected Employees option, the right side of the screen will show a list of all employees, and you can select the ones that you want to appear in the report. Similarly, if you use the Selected Workzones option, the right side of the screen will show a list of all Workzones, from which you can select the one or ones you want. The Program Options Screen The Program Options section of the program allows you to set a number of mostly administrative options, as shown below: TimeSheet Express V3.1 29 Company tab The Company Name will appear at the top of every report, and at other places in the program. The Export ID is required by some Payroll Export Modules – see page 61. Password tab TimeSheet Express allows you to set a password to control access to the program. Once a password is set, you will be prompted for the password each time you run the program. To enter a password, type the password into both the New Password and Verify fields, then press the Save button at the bottom of the screen. If you want to change the existing password, type it into the Old Password field, then type the new password into both the New Password and Verify fields, then press the Save button. To remove the existing password, type it into the Old Password field and leave both the New Password and Verify fields blank and press the Save button. Display Options tab This is where you set the length (in days) of your pay period, which is used on the Edit Scans screen, and also as the default in reports. You can also set the Program Background Colour here – this is the colour displayed on many of the “empty” areas of the program’s screens. Holidays tab This section of the program allows you to define public holidays in advance. With TimeSheet Express, a public holiday is always a paid non-working day – all employees will be assigned the hours defined on the Leave And Holidays tab of their assigned Work Group. See Defining Public Holidays on page 18 for more information on public holidays. TimeSheet Express V3.1 30 Email tab If you want to email your export file, you’ll need to use this configuration screen to enter your email server details, and set who the export file will be emailed to and from. Note that the settings shown on the example screen on the right are for illustrative purposes only – you may need to contact your network administrator to determine the correct settings for your email server. Pay Period Overtime tab By default, TimeSheet Express calculates overtime on a day-by-day basis. If overtime in your workplace is instead calculated over the whole pay period, you must select the Calculate Overtime Over The Pay Period option here, and set the length of your pay period to Weekly, Fortnightly, or Monthly. Once you’ve set this option here, the Calculate Overtime Over The Pay Period option becomes available on the Pay Categories tab of the Work Group screen. Note that if the Calculate Overtime Over The Pay Period option is enabled on any Work Group, you cannot turn this option off here. See the Pay Categories tab on page 36 for more information. TimeSheet Express V3.1 31 The Work Groups Screen Timesheet Express supports multiple Work Groups, which allow sets of rounding, meal breaks, pay categories and other options to be applied to an employee or a group of employees. The Define Work Group screen is shown below: On the left side, there is a list of Available Work Groups. To examine or change the settings and options for a group, click on the group’s name in the list to select it. In the example screen on the previous page, the Default Work Group is the only group listed. To add a new Work Group, or delete an existing one, or to create a new Work Group that is initially a duplicate of an existing group, you can use the buttons on the bottom left, or right click in the white area of the screen under the Default group, as shown on the right. General tab This tab shows the name, default status, and notes for the currently selected Work Group. To change the name of the currently selected group, just type over or edit the existing name in the Group Name field. One group must always be Set As Default – new employees are initially set to the Default Work Group when they are added. You can leave a Note for yourself about the Work Group if needed. TimeSheet Express V3.1 32 Work Period tab This tab is where you define the normal working hours for this Work Group, which are used when a day is defined as leave or a holiday. Work Period Start and Work Period End In the example screen above, the normal work period start and work period end are defined as 09:00 and 17:30 respectively. Note that if this work period extends over midnight, you must select the Work Period Crosses Midnight option, or TimeSheet Express may not always calculate the hours worked correctly. If public holidays do not apply to this Work Group, you must select the Disable Public Holidays For This Work Group option. Meal Break Some workplaces pay their employees for their meal breaks, which means that the meal break time doesn’t have to be subtracted from the working hours for the day. In these cases, TimeSheet Express doesn’t need to do anything special for meal breaks, so the checkbox to the left of the Meal Break setting should be left blank. Other workplaces may require their employees to clock out for their meal breaks, and then clock in when they’re finished. Again, TimeSheet Express doesn’t need to do anything special here – the meal break time will be removed because they’ve clocked out then back in again. Again, the checkbox to the left of the Meal Break setting should be left blank. TimeSheet Express V3.1 33 Another option is where employees are not paid for their meal break, but they do not clock out and back in afterwards. For this case, TimeSheet Express can be configured to subtract a fixed amount of time for a meal break when an employee has worked more than a configurable number of hours for the day. In the example screen above, TimeSheet Express is set to subtract one hour once an employee has worked more than five hours. Total Hours The Total Hours field in the example screen on the previous page (also shown on the right) is calculated by TimeSheet Express subtracting the Work Period End from the Work Period Start, less the Meal Break. Miscellaneous Rules For This Work Group To help TimeSheet Express work properly when scans have been missed (for example, when an employee forgets to clock in, or forgets to clock out), we need to give it some “hints” about the work period. This is particularly important when a work period extends over midnight. In the example screen on the previous page (also shown above), we’ve said that Maximum Work Period is 12 hours, and that workers can begin work up to three hours before the defined work period end. Auto Highlight TimeSheet Express can be set to automatically highlight days where the hours total is more or less than figures you specify. For example, if your employees normally work seven and a half hours a day, you could set this to highlight days where more than 7:30 hours (i.e. 7.5 hours) or less than 7:30 hours had been worked, as in the example screen on the previous page (and also below). Even if your employees don’t work such regular hours, there might still be some benefit in highlighting days where more or less hours than you are expecting have been worked. For instance, perhaps everyone is expected to always work more than three hours and less than twelve hours. Also, remember that each Work Group can have a different Auto Highlight setting. TimeSheet Express will always highlight days where there are an odd number of scans in that day to bring those days to your attention. The most likely cause of this is that an employee forgot to clock in or clock out. TimeSheet Express V3.1 34 Fixed Hours In some workplaces, management wants to record the true start and finish times for their employees (or some of their employees), but wants to always pay them for a fixed number of hours anyway. TimeSheet Express can be configured so that if an employee's hours for a working day fall between two specified numbers of hours, they will be assumed to have worked for a fixed number of hours. These settings could be used, for example, to set the total to 7.5 hours if the total hours worked for the day was anywhere between 6.5 and 8.5 hours, as shown below. Note that this setting applies to all working days for all employees assigned to this Work Group. Rounding tab If employees clocked in and out at their exact starting and finishing times, there’d be no need to adjust their scan times. In the real world, though, most employees will usually clock in a little early, and clock out a little late. Sometimes, someone might get to work a little late, or go home a minute or two before knock off time. By the end of the pay period, instead of their hours adding up to exactly the right number, the actual totals based on their scan times will most likely be all over the place. TimeSheet Express’s Rounding Option is designed to save you time and headaches by automatically adjusting clock in and clock out times based on rules that you set. TimeSheet Express can be set to automatically round the clock in times and the clock out times to rules that you set. You can decide to Round Up, Round Down, or Round to the Nearest interval of 5, 6, 10, 15, 30 and 60 minutes. Using Window Rounding, you can also define ranges of times that will automatically be rounded to a specified time. Note that with the Rounding When Clocking In and Out rules, all clock in times are adjusted by one rule, and all clock out times are adjusted by another rule. And, if your employees clock in and out for their meal breaks, those times will also be adjusted using the same rules. TimeSheet Express V3.1 35 Using these rules, you might decide to automatically round all clock in times up to the next 15 minutes. That way, if an employee clocked in between (for example) 08:46 and 09:00, their clock in time would automatically be adjusted to 09:00. If they clocked in late between 09:01 and 09:15, their clock in time would be rounded up to 09:15. Similarly, you might decide to round down their clock off times to the previous 15 minutes. That way, if they clocked off between (for example) 17:30 and 17:44, their clock out time would automatically be adjusted to 17:30. If they clocked out early between 17:15 and 17:29, their clock out time would be rounded back to 17:15. The following table shows the results of the Round Up, Round Down and Round to Nearest settings for various scan times: Actual scan time Round up to next 15 mins Round down to previous 15 mins Round to nearest 15 mins 08:29 08:30 08:15 08:30 08:30 08:30 08:30 08:30 08:31 08:45 08:30 08:30 08:40 08:45 08:30 08:45 08:44 08:45 08:30 08:45 08:45 08:45 08:45 08:45 08:46 09:00 08:45 08:45 08:50 09:00 08:45 08:45 08:55 09:00 08:45 09:00 08:59 09:00 08:45 09:00 With Window Rounding, you can set a range of times (a “window”), and any clock in or clock outs that fall within the window will be automatically changed to a particular time. In the example shown on the right, the windows are set so that if someone clocks in (or out) between 07:55 and 08:35, their time is set to 08:30. Similarly, any times between 08:50 and 09:05 are set to 09:00, and any times between 17:25 and 17:59 are set to 17:30. Note that if you set window times that overlap (for example, one window changes times between 07:55 and 08:35 to 08:30, and another window is set to change 08:15 to 08:40 into 08:30), the first window that a time falls within will always be used. If the Same Settings Every Day option is set, each Work Group can have up to four Window Rounding rules, and these rules will apply to every day of the week. If the Same Settings Every Day option is not set, you can define up to four separate Window Rounding rules for each day of the week. TimeSheet Express V3.1 36 You don’t need to enter the time windows in any particular order (except that the time on the left must always be before the time on the right), but as soon as you close this screen, the list will be sorted into order based on the times in the left column. When TimeSheet Express applies rounding settings, the Window Rounding rules are applied first. If times do not fall within the defined windows, the normal Clock In and Clock Out rounding rules are applied. Pay Categories tab Each Work Group allows for a normal category, and three overtime categories, which start after a certain number of hours have been worked. By default, TimeSheet Express calculates overtime on a day-by-day basis. The Normal category applies until the number of hours specified in the Category 1 Threshold field is reached, and so on with the Category 2 and Category 3 Threshold fields. In the example screen on the right, the first 7.5 hours worked in each day will be in the Normal category, then the next two hours worked will be in Category 1, and all hours worked after that will be in Category 2. For each Pay Category, you can set a Pay Category Tag (from categories that you have previous defined – see Pay Categories on page 41 for more details). Setting a Pay Category Tag also sets the Export ID tag. Note that you don’t need to use all three overtime categories – in fact, you don’t need to use this facility at all. If you don’t pay overtime, just leave all of the Threshold fields blank and all hours worked will be in the Normal category. Please note that the figures that are entered into the yellow Threshold fields shown above are hours and minutes worked, not the time of day. In the first category in the example above, 07:30 means that the overtime category starts after 7.5 hours have been worked, not after the time 7:30. By un-checking the Same settings for every day option at the top of the screen, you can use different overtime settings for different days of the week. Otherwise, the same settings are used for every day. Instead of calculating overtime on a day-by-day basis, TimeSheet Express can calculate overtime over the pay period, if the Calculate Overtime Over The Pay Period option is enabled on the Pay Period Overtime tab of the Program Options screen is set (see the Pay Period Overtime tab on page 30 for more information). TimeSheet Express V3.1 37 When this option is set, two options become available on this screen: Calculate Overtime Over Pay Period If this option is set, overtime is calculated based on the total number of hours worked over the pay period, not the hours worked per day. In the example screen on the right, the work period is set to fortnightly, and the normal work period is 7.5 hours per day, which is 75 hours per pay period. Overtime is therefore set to apply only after 75 hours have been worked, regardless of the time employees work on individual days during the pay period. In this example, only one overtime category is set, so that category applies to all hours worked over the 75. Calculate Using Daily Overtime Settings When Total Work Period Over x Hours This option only becomes available when the previous option is set. It’s a cross between daily overtime and pay period overtime, in that overtime is calculated on the number of hours worked per day, but only after a certain number of hours have been worked in the pay period. You set the Threshold values as for overtime on a day-by-day basis, and then use this option to specify a total number of hours after which daily overtime will apply. TimeSheet Express V3.1 38 The Menus TimeSheet Express has five menus along the top of the screen, which are described in this section of the manual. The File Menu This menu provides access to the following database maintenance functions. New Database If you need to create a new TimeSheet Express database, select this item from the File menu. A standard Windows Open File window will be displayed, and you can select a location and enter a filename. When you create a new database, you can store the database anywhere – for example, it’s quite common to have the database on a server on your network. However, to meet the requirements of Microsoft Vista, TimeSheet Express stores database files in the following folder by default: C:\Documents and Settings\All Users\Shared Documents\ASP Timesheet We suggest that you store your databases in this folder unless you have a reason to store them elsewhere. Note that because a TimeSheet Express database must always contain at least one employee, an “artificial” employee called An Employee, with an employee ID of 000, is added to new databases. You can delete this extra employee once you’ve entered your own employees. Open Database The name and location of the current database are stored in the Windows system registry so that next time you run TimeSheet Express, that database will automatically open. This menu item allows you to change the current database that TimeSheet Express is using. Compact & Repair Database Selecting Compact & Repair Database from the File menu instructs TimeSheet Express to check the current database, re-establish indexes and pointers to the data in the database, and reclaim any available space in the database to reduce its size. You should use this function regularly (once a month is ideal) to allow TimeSheet Express to run most efficiently. TimeSheet Express V3.1 39 If TimeSheet Express is not shut down properly, or the computer is turned off or crashes while TimeSheet Express is running, you may get an error message indicating that the database is already in use when you know it isn't. You can use the Compact & Repair Database function to recover from this error. If the database is corrupted, this function will attempt to recover as much data as possible, and will warn you if any data could not be recovered. Archive Database After you’ve been using Timesheet Express for some time, you may find that it’s not as quick as it used to be at some functions. This is because the database grows every day, and larger files take longer to process. This will vary depending on the number of employees you have, and how long you’ve been using the program. For example, a small to medium company might archive data each financial year. When a database is archived, all the basic information in the database, such as the setup information and the current employees, are carried forward, while the same information, plus past employees, and all data from the start of the current database up to and including the archive date, are left behind in the archived file. This means that at any time in the future, by opening an archived file, reports as at a date in the past (in the archived period) can be run. Note that the archived database is a read only file, and accordingly no changes can be made to its contents once it has been archived. Database may be archived at any time, up to a date at least two days prior to the present date, but we recommend that the archive date corresponds with the end of a pay period. To archive your database, select Archive Database from the File menu. The Archive Database box will tell you the date up to which the archive will include, and allow you to change the date with the by now familiar pop-up calendar. The box will also suggest an Archive Filename, which includes the first two characters of the database name followed by the date in reverse (for example, ro070917.mdb). Although you can change this name, it is recommended that you use it to ensure consistency. Manual Poll Selecting Manual Poll from the File menu performs exactly the same function as pressing the Manual Poll button on the Data Collection screen. TimeSheet Express V3.1 40 Import To save time and effort, TimeSheet Express allows you import a list of employees, and/or a list of public holidays, rather than type them in manually. Import Employee Details You can import all or any of the employee information on the General tab of the Add Employee screen, but the minimum information needed by TimeSheet Express is the employee’s first and last name and their employee number. If you don’t import a Commencement Date, it will be set to the current date. If you don’t import an Export ID, it will be set to the Employee ID. If you don’t import a Workzone, it will be set to Default. Note that the Work Group is always set to Default for imported employees. TimeSheet Express’s employee import facilities are quite comprehensive, but also rather technical and because of this, importing data may be confusing to some users. If you need help importing an employee list, please contact ASP or your dealer. Import Holiday Details Please see Defining Public Holidays on page 18 for information on importing holidays from a text file. The Setup Menu The Setup Menu gives quick access to most of TimeSheet Express’s configuration screens. Show Ex-Employees Normally, TimeSheet Express does not display ex-employees after the date of their termination. However, if you select this option, terminated employees will continue to show up in the program after the date of their termination. To turn this option on or off, just click on this menu item. A tick will appear to the left of the menu entry if this option is on. Data Collection Selecting Data Collection from the Setup menu is the same as pressing the Data Collection toolbar icon on the main screen – it takes you to the Data Collection screen, as described on page 26. TimeSheet Express V3.1 41 Program Options This is where you set the mostly administrative settings like Company Name, access control password, and display options. You can also define public holidays from this section, and set your email options, if you want to send reports to email recipients. This menu item is the same as pressing the Program Options toolbar icon. For more information, see page 28. Work Groups New to this version of TimeSheet Express are Work Groups, which are the way that rounding, meal break, overtime, and other work-related settings are applied to groups of employees. You assign each employee to a Work Group, and the settings of that Work Group are applied to that employee. This menu item is the same as pressing the Work Groups toolbar icon – see page 31 for more information. Printer Setup In many workplaces, computer users can use more than one printer, and this menu item allows you to select and configure the printer that TimeSheet Express will use for reports. Pay Categories This menu item is used to define pay Category Names and Export Tags, via the screen shown on the right. Pay Categories are used on the Work Group screen (on the Pay Categories tab, see page 36), and also in Payroll Export Modules (see page 61). When a new database is created, the four categories shown above are automatically added. You can edit, delete, or keep these categories, as you require. To add a new pay category, type a category name and an export tag into the bottom line of the grid (the one that starts with the asterisk). The new pay category will automatically be saved. To edit an existing category name or export tag, click on it and just type in the new information. To delete a pay category, select the category by clicking in the grey box to the left of the category name, then press the Delete button. Note that you cannot delete a pay category that is being used in a Work Group. TimeSheet Express V3.1 42 Leave Categories The Leave Categories screen allows you to add, edit or delete leave categories that will appear on the right-click menu on the Edit Scans screen, as described in Tagging Times as Leave on page 16. The Export Tag information is used by Payroll Export Modules (see page 61) to export leave times if the export module and payroll program support that function. Note that TimeSheet Express does not keep track of leave entitlements. When a new database is created, the three leave categories shown in the example screen above are automatically added. These three categories are required by the program, and cannot be deleted. To add a new leave category, type a leave name and an export tag into the bottom line of the grid (the one that starts with the asterisk). The new leave category will automatically be saved. To edit an existing leave name or export tag, click on it and just type in the new information. To delete a leave category, select the category by clicking in the grey box to the left of the category name, then press the Delete button. Remember that you cannot delete the three “built-in” categories shown above, and you cannot delete a leave category that is being used in the database. Workzones Workzones are a convenient way of grouping employees in reports – see the Select tab on page 28 for more information. When a new database is created, a Workzone called Default is automatically created. You can change this name if you need. To add a new Workzone, type the Workzone name into the bottom line of the grid (the one that starts with the asterisk). The new Workzone will automatically be saved. To change the name of an existing Workzone, click on it and type in the new name. To delete a Workzone, select it by clicking in the grey box to the left of the name, then click on the Delete button. Note that you cannot delete a Workzone that is assigned to an employee – you will need to assign employees to another Workzone first. TimeSheet Express V3.1 43 The Edit Menu The Edit menu contains three items – Add Scans for a Holiday, Unrecognised Scans, and Reprocess Scans. Add Scans for a Holiday If you forget to define a public holiday until after it has occurred, go to the Holidays tab on the Program Options screen, and define the holiday. Then, select Add Scans for a Holiday on this menu. A list of public holidays that have been defined will be displayed, so select the holiday that you want to process, then click on the OK button to add the scans for the holiday. This will add the Day Start Time and Day End Time times that are defined on each Work Group’s Leave and Holidays tab, for the selected holiday. Unrecognised Scans Unrecognised scans most often occur when a card or IDTag has been used to scan in or out before it has been entered into TimeSheet Express, although they can also occur when a mistake has been made while entering the Employee ID on the Edit Employee screen. This menu item allows you to correct the problem and re-process the unrecognised scans. See Unrecognised Scans on page 55 for information on the Unrecognised Scans menu item. Reprocess Scans If you have mistakenly downloaded employee scans with some or all employees assigned to the wrong Work Group, or with the wrong overtime or other settings, TimeSheet Express may not correctly processed the scans. If this occurs, you can correct the Work Group or employee settings, and then process the scans again with this menu item. See Reprocessing Scans on page 54 for information on this function. The Reports Menu There are two ways to access TimeSheet Express’s reports – the toolbar icon, and the Reports menu. When you use the toolbar icon, you have to select the type of report, whereas when you select a report from the Reports menu, the reports screen will open with the chosen report already selected. See Reports on page 19 for more information on reports. TimeSheet Express V3.1 44 The Help Menu The Help menu provides you with access to a number of resources to help you use TimeSheet Express. The first item on this menu is Contents, which brings up a standard Windows help file containing all the information in this manual. Selecting Web Page from the next section of this menu will take you to the TimeSheet Express product page of ASP’s Internet web site (if you have a web browser and Internet access). Product web pages typically provide access to the latest version of programs, downloadable manuals, product notes, and answers to frequently asked questions. You can Send Email to Tech Support, provided you have a working email program on your system. This is an ideal way to obtain answers to your technical support queries. You can select Activation Key from this menu to enter your registration information (as shown on the right), or to enter a new key if you have purchased an export module after your initial registration. The First and Last Scan Date option displays the dates of the first and last scans in the current database. This can be particularly helpful when you open archived or old databases. Finally, selecting About displays the TimeSheet Express "Splash Screen", which displays the program version number and copyright information, as shown below. To remove the splash screen, just click anywhere on it. TimeSheet Express V3.1 45 Data Collection and Downloading Before you can start collecting clock-in and clock-out times for your employees, you need to configure the Data Collection section of TimeSheet Express. You can do this by clicking on the Setup menu, then selecting Data Collection from the menu, to bring up the screen shown below. TimeSheet Express has two methods of collecting clock in and clock out data – you can use one or more of ASP’s ZipNet Terminals, or you can use a device or program that outputs a text file that TimeSheet Express can import. If you wish, you can give each scanner a Scanner Name, as we’ve done in the example screen on the right. This facility is most useful if you have more than one scanner. The Scanner Type can be set to ZipNet Terminal, Text File, or Direct DataTag Download. In the example above, it’s set to ZipNet Terminal, which enables the Address section of the screen, and disables the Text File section. In this section, you need to configure each ZipNet Terminal, by Unit Number and by Com Port (or serial port) number. With the scanner type to Direct DataTag Download, the Address section of the screen is replaced with a section where you set the Com Port that the DataTag Homebase is connected to, and enable or disable Overdrive mode (you should enable this option unless you have trouble reading DataTags). See page 48 for more information on Direct DataTag Download. TimeSheet Express V3.1 46 If you set the scanner type to Text File, the Address section of the screen is disabled, and the Text File section is enabled. In this section, you can set the location and filename of the text file that TimeSheet Express is to collect data from. This text file can be located on the same computer that TimeSheet Express is running on, or it may be located on another computer on your network. TimeSheet Express will delete this text file once it has successfully collected the data, and if the file is not there when TimeSheet Express tries to collect data from it, it’s not a problem. The required format of the text file is described in Importing Scan Data from a Text File on page 59. You can set up more than one scanner, and they don’t all have to be the same type – you could have, for example, Direct DataTag Download, three ZipNet Terminals and two text files, or any combination. You also need to set when or how often TimeSheet Express will download data from the ZipNet Terminal, from the Poll Options tab, as shown on the right. There are three ways that data can be collected – Periodically, where TimeSheet Express collects the data at a particular Frequency (for example, every two hours, or every fifteen minutes), Scheduled, where TimeSheet Express collects the data at preset times (for example, at 09:15 and 14:30), and Manual, where the data is collected only when the Manual Poll button on the Data Collection screen is pressed. To set TimeSheet Express to periodically poll the scanner you’re setting up, ensure that the Scheduled Poll box is not checked, and select the desired Frequency of polling from the drop down box, as shown on the left. Note that the periodical polling times are calculated from midnight. This means that the 2 hrs setting, for example, will result in polls at midnight, 2am, 4am, 6am, 8am, and so on. TimeSheet Express V3.1 47 To set times for scheduled polls, ensure that the Scheduled Poll box is checked, then click on the Add button to add a poll time. You must enter poll times in 24 hour format. If you need to remove a time that appears in the scheduled poll list, select it by clicking on it, then press the Remove button. TimeSheet Express also has an option to Automatically Download When Program Starts – if this option is ticked, and there are any terminals connected directly to this PC, TimeSheet Express will automatically collect the data from the terminals each time that the program is started, in addition to any schedules that may be set. Once you’ve configured a scanner, press the Save button to store the settings, then press the Close button to get back to the main program. Important Note: Polls can only occur while the TimeSheet Express program is running – if it’s not running, or the computer is turned off, data cannot be collected from the terminals. The final section of the Data Collection Setup screen is Alerts – these are described in the section entitled Alerts – Sounding Bells or Sirens on page 61. TimeSheet Express V3.1 48 Direct DataTag Download In some situations, installing cabling to your ZipNet Terminals may be difficult to run, or the costs may be prohibitive. Or perhaps there just isn’t a PC around, such as on a building site. In these circumstances, Direct DataTag Download can be used, where collected data is downloaded by a staff member going to each ZipNet Terminal and touching a DataTag to the IDTag receptacle. To set up TimeSheet Express for Direct DataTag Download, plug the DataTag Homebase into a free serial port on your computer, then run TimeSheet Express and open the Data Collection item on the Setup menu, or press the Setup button on the Data Collection screen. Set the Scanner Type to Direct DataTag Download, and the Com Port to the port number that you connected the DataTag Homebase to, and enable the Overdrive option. Press the Save button, then the Close button, and you’re ready to start using the Direct DataTag Download facilities of TimeSheet Express. Note that TimeSheet Express doesn’t have to be active, it can be minimised to the task bar or system tray, but it must be running for Direct DataTag Download to work. Also, note that downloads are disabled while any of the TimeSheet Express setup screens are open, because you may change a setting that will affect the data being downloaded. Types of Tags used for Direct DataTag Download ZipNet Terminals use three different types of tags: IDTags are used to identity staff (fitted with an angled key fob black plastic tag). TimeTags, which are used to set the clocks and to initiate setup mode to set a network ID number (fitted with a straight black plastic tag (as shown below) and labelled “TimeTag”). DataTags, which are used to transfer data between a ZipNet Terminal and your PC (also fitted with a straight black plastic tag and labelled “DataTag”). TimeSheet Express V3.1 49 Setting the time on your ZipNet Terminals To set the time on your ZipNet Terminals when you’re using Direct DataTag Download, you need a TimeTag. When TimeSheet Express is running, just insert the TimeTag into the DataTag Homebase, and the Data Collection Log will display a message to let you know that the current time and date has been saved into the TimeTag. You can then take the TimeTag to a ZipNet Terminal and press it to the tag socket. The terminal will beep and display Set to let you know that the time and date have been set. TimeTags are also used to load Alert Events into ZipNet Terminals (see Alerts – Sounding Bells or Sirens on page 61 for more information). The Alerts have been cleared message on the screen above means that there were no Alerts set in TimeSheet Express, so any Alert Events that were already stored in this TimeTag have been cleared. 50 TimeSheet Express V3.1 Downloading data from your ZipNet Terminals Data is downloaded from your ZipNet Terminals via a DataTag, as shown on the right. When you need to download data from a ZipNet Terminal, you take a DataTag to the terminal, and hold it onto the tag socket. The green indicator on the terminal will start flashing, and the display will count through the number of scans that are being loaded into the DataTag. When the transfer of data from the ZipNet Terminal is finished, the ZipNet Terminal will start beeping and the display will show Done. You can then take the DataTag to another ZipNet Terminal to collect more data, or take it back to the PC for downloading. If there isn’t enough room in the DataTag to download all the data that’s stored in the ZipNet Terminal, the terminal will start beeping and the display will show Load to signal that the DataTag must be taken back to the PC for downloading. Any data that couldn’t be downloaded into the DataTag is retained in the ZipNet Terminal for later downloading. Provided there is room in the DataTag, you can download data from more than one ZipNet Terminal into a DataTag before returning the DataTag to the PC for downloading. When you take the DataTag back to the PC, as long as TimeSheet Express is running, you can insert the DataTag into the DataTag Homebase. A progress bar will appear at the bottom of the Data Collection screen (as shown on the right above). The data will be read, and then cleared from the DataTag, and finally the Data Collection Log screen will show the number of scans read from the DataTag, as shown in the screen fragment on the right. TimeSheet Express V3.1 51 Clocking in or out directly into TimeSheet Express If you are using IDTags for employee ID's, you can clock in and out at the PC running TimeSheet Express simply by inserting your IDTag into the DataTag Homebase, as long as the TimeSheet Express program is running. The Data Collection Log screen will show a message like the one above letting you know that your clock in or clock out has been recorded. Formatting DataTags Before you can use a DataTag for the first time with TimeSheet Express, you will need to format it, although this may have already been done for you by ASP or your dealer. To format a new DataTag, just insert it into the DataTag Homebase while TimeSheet Express is running, and the screen shown on the right will pop up. To format the DataTag for use with TimeSheet Express, press the Yes button. If you want to use this DataTag for downloading data from ZipNet Terminals, you must proceed with the format. TimeSheet Express V3.1 52 Using the ZipNet Polling Program ASP’s ZipNet Polling Program has been designed to allow you to connect ZipNet Terminals to a different computer to the one that you are running TimeSheet Express on. The ZipNet Polling Program downloads the data from the ZipNet Terminals and sends the data, as a text file, over your PC network to the computer that’s running TimeSheet Express. This might be appropriate where you have a computer close to where you want a ZipNet Terminal, and you don’t want to run cables all the way back to the computer running TimeSheet Express. To set up TimeSheet Express to run with the ZipNet Polling Program, go to the Data Collection Setup section of TimeSheet Express, and set the Scanner Name to ZipNet Polling Program, and the Scanner Type to Text File. On the Poll Options tab, set the polling schedule to poll every two hours (you can easily change this later). Leave the Text File name set to the default of virtual.txt in the TimeSheet Express data folder unless you have a good reason to change it. Next, you need to set up the ZipNet Polling Program on the computer that you will be running it on. In the File Settings section of the ZipNet Polling Program Setup screen (as shown on the right), select the Use with TimeSheet option. Set the Destination Filename entry field to the filename and location you used when you set up TimeSheet Express above. Note than you can use either a full UNC filename, including the computer’s network name (as shown in the example screen above), or you can use a mapped drive letter (eg s:\asp\virtual.txt). If you don’t understand these terms, or you don’t know which option is most appropriate for your network, you should contact your network administrator or your local computer support people. Next, in the Auto Poll section of the Setup screen, you should select the Enable Auto Poll option, and set either a Periodical Poll or one or more Scheduled Polls, keeping in mind the polling frequency that you’ve set in TimeSheet Express. TimeSheet Express V3.1 53 Once you’ve made these settings, you can minimize the ZipNet Polling Program, which will shrink it down into the system tray, near the clock display. The ZipNet Polling Program will then automatically collect data from the ZipNet Terminals, and store the data on the computer running TimeSheet Express, which will then periodically check for and then process the data. You should consider putting the ZipNet Polling Program into the Startup group of the computer it’s installed on so that it runs every time you start the computer. If, for some reason, the ZipNet Polling Program can’t immediately send the collected data to TimeSheet Express (for example, if your PC network is down, or the computer running TimeSheet Express is turned off), the ZipNet Polling Program will “hold on to” the data until it is again able to send it to TimeSheet Express over your network. Direct Download via ZipNet DataTag Utility If you want to use Direct DataTag Download, but you want to download the data to a computer other than the one running TimeSheet Express, you can use the ZipNet DataTag Utility. Operation is almost exactly the same as with the in-built Direct DataTag Download facility, except that the data is stored into a text file, either on the same computer running the ZipNet DataTag Utility, or on another computer via a network. TimeSheet Express is then set up to collect the data from this text file. The ZipNet DataTag Utility is designed to be left running all the time, ready to pop up when you insert a tag into the DataTag Homebase, which connects to a serial port on the PC. As soon as a tag is inserted into the DataTag Homebase, a window pops up to show you the data that has been downloaded, or to display various messages. When you remove the tag, the window will close, and the ZipNet DataTag Utility will return to the system tray, next to the clock at the bottom right of your screen. The type of tag that you insert determines what the DataTag Utility will do – if you insert a DataTag, the data stored in the tag will be retrieved and stored on the computer, and the DataTag will then be cleared. If a TimeTag is inserted, the DataTag Utility will store the time and date into the tag so that it can be taken to the ZipNet Terminals to update their clocks. TimeSheet Express V3.1 54 Reprocessing Scans TimeSheet Express processes and applies rounding, overtime, and other settings to clock in and clock out times when the scans are downloaded. If some or all employees were assigned to the wrong Work Group, or the wrong rounding, overtime, or other settings were active at the time of downloading, TimeSheet Express may not have processed the scans as you would have liked them processed. This can be a problem particularly where work periods extend over midnight. The Reprocess Scans function allows you to correct the problem and then process the scans again with the correct settings. To reprocess scans, select Reprocess Scans from the Edit menu, to open a screen similar to that shown on the right. First, you need to select the date range that you want to reprocess. You can process scans for All Employees, or for Selected Employees. Next, select Reprocess as Existing Work Group if you have changed the Work Group settings, or select another Work Group using the drop-down list. Finally, click on the OK button to reprocess the scans. Once the function has completed, use the Edit Scans screen or Reports to verify that the scans have now been correctly processed. TimeSheet Express V3.1 55 Unrecognised Scans Unrecognised scans most often occur when a card or IDTag has been used to scan in or out before it has been entered into TimeSheet Express, although they can also occur when a mistake has been made while entering the Employee ID on the Edit Employee screen. When TimeSheet Express tries to process an Employee ID that has not been allocated to any employee, the scans are stored in a file called misread.txt in the folder where the database is stored. To reprocess unrecognised scans, select Unrecognised Scans from the Edit menu, to open a screen similar to that shown on the right. This screen displays a grid containing all of the unrecognised scans from the misread.txt file, in reverse date order – that is, with the newest unrecognised scan at the top. The time and date of each scan is also listed. To the left of each scan, there is a checkbox. When this screen is first opened, all of these checkboxes will be unchecked. Even if you have a lot of unrecognised scans to process, we strongly recommend that you fix just one Barcode/IDTag number at a time. By right-clicking on a listed item, you can decide what to do with that scan to correct the problem. There are two main reasons that scans appear in the misread.txt file - either the scan was made before an employee was entered with that number, or an employee record should exist for that number but the operator made a mistake when they entered the number into the employee record. To handle the first situation, you need to create an employee record for the unrecognised scans. Right-click on the scan and pick “Select all with this number” from the menu that pops up, to select all unrecognised scans with the same number. Then, right-click on one of the selected scans, and choose “Create Employee Record” from the pop-up menu, which will open the “Adding a new employee” screen, with the selected barcode or IDTag number already automatically entered, and the Start Date set to the date of the earliest unrecognised scan. Next, add the rest of the information for the employee, then click on the Save button then the Close button to save the new employee record. Finally, click on the “Re-process Select Scans” button, and the selected unrecognised scans will be assigned to the newly entered employee. 56 TimeSheet Express V3.1 The second situation is slightly different – you thought you’d already set up an employee correctly, but their scans have appeared as unrecognised. The most likely answer is that you made a mistake when entering their barcode or IDTag number. To fix this problem, you need to change the Employee ID in the employee record. Right-click on the scan and pick “Select all with this number” from the menu that pops up, to select all of the unrecognised scans with this number. Then, right-click on one of the selected scans, and choose “Fix Employee Record” from the pop-up menu, which will open a list of employees to the right of the unrecognised scans list, as shown below. Locate the correct employee on the right side of the screen, then click on the grey section to the left of their current Employee ID, and their employee ID will then be changed to the one selected on the left, provided that there are no existing scans recorded against the employee (which should be the case if their employee ID is wrong). If there are already scans recorded against the employee (which could happen, for example, if the employee lost their original tag, and you’ve replaced it, but forgot to change their employee record), the screen shown on the right will pop up to warn you. Be careful – you may be doing the wrong thing if you change this employee’s ID. TimeSheet Express V3.1 57 Importing Employee Details from a Text File If you’ve got more than a few employees, entering their names, employee ID numbers, and other details can be tedious. If you already have your employee details entered into another computer program, and that program can create a text file containing the details, you should be able to import the file into TimeSheet Express. We recommend that you try this feature out on a new database created just for this purpose so that you can make sure that the text file contains compatible information. To do this, select New Database from the File menu, then enter a filename – perhaps test would be a good choice in the circumstances. Next, select Import then Employee Details on the File menu, to open the wizard. The first thing that the wizard needs to know is where the text file is located, and you can set this by pressing the Browse button. Next, the wizard needs to know how the fields in the text file are delimited – the options are a comma, a tab character, or a custom delimiter that you specify. After you’ve specified this, the screen shown on the right will appear. In the area at the top left, under the heading Field Structure of import data file, the contents of the first line of the import file are displayed. As described below, this is normally a description of the fields in the import file. Under the heading Field Structure of Employees table, the names of the fields within TimeSheet Express are displayed. What you have to do is match up the fields in the import database with the fields in TimeSheet Express. You do this by clicking on a field name on the left side of the screen, and clicking on a field name on the right side of the screen, then clicking the Add button. Once you’ve done this for all the fields you want to import (you don’t need to import everything, see below), the Related Fields section of the screen will look like this: If you notice that you’ve made a mistake in the Related Fields list, you can remove the line in error by clicking on it, then pressing the Remove button. You can then re-select the fields. TimeSheet Express V3.1 58 Once you’re happy with the connections you’ve established between the import file and the TimeSheet Express database, click the Next button. On the next screen, you can press the Finish button to import the text file. Any errors during the import will be displayed on the screen, and also written to a text file called ConversionErrors.txt in the folder that TimeSheet Express is installed in. At any time before pressing the Finish button, you can press the Back button to go back a step, or the Cancel button to quit without importing the text file. After importing the data into the test file, the Employees screen will be displayed. If everything looks okay, you can perform the whole procedure again on your real data file. If there were errors during the import, or the data doesn’t look right on the screen, you should go over each step to see if you can work out what went wrong. TimeSheet Express saves the fields settings, and offers to use the same settings next time you import employee details. If you are importing a file of the exact same format again, this saves you the step of having to define the related fields again. If the file you are importing is not in the same format as the last file you imported, you must not use the previously saved related fields information. A fragment of a suitable text file is shown below: "EmployeeID","Last_name","First_Name","Workzone","CommenceDate" "001","Rock","Ron","Dept A1",29-06-2009 "002","James","Mary","Dept A1",29-06-2009 "003","Browne","Elizabeth","Dept A2",29-06-2009 "004","Smyth","Sue","Dept A4",29-06-2009 "005","Anderson","Bill","Dept A1",29-06-2009 In the current release of TimeSheet Express, the following requirements and limitations apply to the import file: • Each line of the text file must contain a single record, with each record separated into fields by a comma, tab or user-defined character. • Text fields within each record must be surrounded by quotation marks. • The file must contain at least an Employee ID, a First Name, and a Last Name. If the file doesn’t contain an Export ID, it will be set to be the same as the Employee ID. If the file doesn’t contain a Workzone, the Workzone will be set to Default. If the file doesn’t contain a Commencement Date, the commencement date will be set to the current date. If you need help with importing an employee list into TimeSheet Express, please contact ASP or your dealer. TimeSheet Express V3.1 59 Importing Scan Data from a Text File Although TimeSheet Express is designed to be used with ASP’s ZipNet Terminals, any other device or program that can create a text file in the correct format can be used. When TimeSheet Express is configured to collect data from a Text File, the text file must contain one or more lines of text in the following format: "12345","18:14","29-06-2009" Each line of the file must contain three fields, with each field contained within quotation marks, and separated from the next field with a comma. The first field is the employee barcode or identification number, and must match TimeSheet Express’s Employee ID. The remaining two fields are the time and date that the scan was made. The time must be in 24 hour format, with the hours and minutes separated by a colon. The date must consist of the day, month and four digit year, separated with dashes. The Employee ID field can optionally end with a > or < character to signal the intended direction of the scan, as shown below, where the first line is a clock in and the second line is a clock out. "12345>","09:00","29-06-2009" "12345<","17:30","29-06-2009" TimeSheet Express accepts, but ignores, this direction indication. TimeSheet Express V3.1 60 Importing Holidays from a Text File TimeSheet Express is also able to import a list of public holidays from a text file. Each line of the text file must contain the name of the holiday, a comma, and the date of the holiday, in the following format: New Year's Day,01-01-2009 Australia Day,26-01-2009 Labour Day,09-03-2009 Good Friday,10-04-2009 Easter Saturday,11-04-2009 Easter Monday,13-04-2009 ANZAC Day,25-04-2009 Queen's Birthday,08-06-2009 Melbourne Cup,03-11-2009 Christmas Day,25-12-2009 Boxing Day,26-12-2009 Boxing Day Holiday,28-12-2009 As each holiday is imported, TimeSheet Express checks the date to make sure that you haven’t already defined a holiday for the same date. Remember that public holidays apply to all employees, unless the Disable Public Holidays option is checked in their Work Group. If this option is not checked, the Day Start Time and Day End Time defined on the Work Group’s Leave And Holidays tab are applied. A good source of information about public holidays in Australia are the state and federal government web sites – for example: http://www.australia.gov.au/302 If the above web site address doesn’t work, just leave off the /302 part, and type public holidays into the search field on the web site. TimeSheet Express V3.1 61 Alerts – Sounding Bells or Sirens The Smart RS-485 Adaptor can optionally be fitted with a relay option to allow an external device to be sounded at preset times. These times (and days) are defined in the Alerts section of the Data Collection Setup screen, as shown below. In the example screen on the right, Alerts have been set to sound once, for 0.25 seconds, at six times during the day, on weekdays. Each event can have different settings, although in the example above, they are all set the same. TimeSheet Express allows up to 32 Alert Events to be defined, and each Alert can be set to occur at a particular time of day, on specified days of the week, to sound for a set duration, and for a specified number of times. For example, the example screen on the right shows an Alert Event that is set to occur at 09:00 (9am) on weekdays, where the Alert device will sound three times for 1.25 seconds with 1.25 seconds between each sounding. To create a new Alert Event, open the Alert tab on the Data Collection Screen, as shown above, and right click on a blank part of the yellow area of the screen, then select Add Item from the menu that pops up. This will open the Edit Alert Entry screen as shown above. First, you need to set the time that the Alert Event will occur. Click on the hours or minutes digit in the Time field, then use the up and down arrow controls at the right of the field to change the selected hours or minutes. You can set Alert Events in AM/PM or 24 hour time, whichever you're most familiar with. Next, set the amount of time that the Alert will sound for, using the Period slider control. The period can be set to anywhere between 0.25 and 8 seconds, in 0.25 second increments. 62 TimeSheet Express V3.1 The Repetitions is the number of times that the Alert will sound for in this event, from one to eight. The time between each sounding of the Alert is the same as the period set in the previous paragraph. For example, if the period is set to 0.5 seconds, and the Repetitions is set to 2, the Alert will sound for half a second, be silent for another half a second, then sound for half a second again. Finally, you need to set the days on which the event will occur, in the Activate On section of the screen. You can tick as many days as necessary, and there are shortcut buttons to select weekdays and weekends. Click on the OK button to exit this screen, then the Save button on the Data Collection screen to save your new Alert Event. You can edit or delete existing Alert Events by right clicking on them, and selecting Edit Item or Delete Item from the menu that pops up. If your Smart RS-485 Adaptor is directly connected to this computer via cable, or connected to the same LAN, the Load Alerts button on the Data Collection screen can be used to send the Alert Events to your Smart RS-485 Adaptor. Note that the Alert Events are not controlled by the PC in any way – once the event times are loaded into the Smart RS-485 Adaptor, the PC does not even need to be running for the Alerts to occur. This also means that it is the time shown on the terminals that controls when the events occur, not the time shown on the PC. Remember that adding, deleting or editing Alert Events on the PC does not automatically send the Alert Events to your Smart RS-485 Adaptor – you need to use the Load Alerts button. TimeSheet Express V3.1 63 Technical Details of Alert Device Interface A Smart RS-485 Adaptor fitted with the Alert option contains a low voltage relay, with the normally open contacts of the relay brought out of the front of panel to a polarised low voltage connector. This type of switch is often called a "dry contact" connection. Note that the Smart RS-485 Adaptor does not and cannot supply power to external alert devices. The maximum voltage that may be applied to the relay contacts is 50V and the maximum current that the contacts are rated to switch is 2A, with an absolute maximum rating of 30W. Note that the contacts are not rated to switch the maximum voltage and maximum current at the same time. NOTE: The relay contacts and wiring are NOT MAINS-RATED and MUST NOT be directly connected to any mains powered device. Suitable Alert Devices Obviously, this is going to vary from workplace to workplace – what is suitable for a noisy factory will be far too loud for a quiet office. For small areas, ASP holds in stock a small (approx 45mm diameter by 25mm deep) but loud piezo beeper, model SDB320, which can be powered by a 12v DC plug pack. For larger factories and workshops, we recommend the Legrand model 414-16 24V AC bell, powered by a 24V AC plug pack. These bells are available from most large electrical wholesalers, or from ASP. Where there are existing 240V powered devices in an existing installation, we can supply customised AC switching modules to allow the Smart RS-485 Adaptor to safely control the 240V devices. Finally, if your workplace already has a Public Address (PA) system, you should contact the supplier - there are often tone modules available that can be operated by the dry contact closure of the Smart RS-485 Adaptor, and your existing PA system could then be used to sound the alerts. TimeSheet Express V3.1 64 Optional Payroll Export Modules Payroll Export Modules allow the data you have collected and corrected with TimeSheet Express to be turned into a data file that can be loaded directly into your payroll program. When an Export Module for a particular payroll program is installed on your computer, the name of the export module will appear in the Export Format list box along with ASP Standard Format. The most important thing to remember about exporting Timesheet Express data to your payroll package is that if you don’t set everything up in both programs in a compatible way, the export will not work. Each payroll program has specific requirements for things like pay type identifiers, employee numbers, perhaps even employee names. This is very important – if you don’t set these up the same way in TimeSheet Express and in your payroll package, you won’t get the results you’re expecting. In some cases, payroll programs also require the export file (from the payroll package’s point of view, this will probably be called the import file) to have a certain filename, and/or be written to a specific directory on your system. You will probably need to refer to your payroll package’s documentation for this information. You must carefully read your payroll program’s documentation to ensure that everything in it is set up correctly for the import. Some payroll programs allow a “trial run” before actually updating the time sheets – if you have this option, we suggest you use it. Otherwise, we suggest that you run a small test import with only one or two employees before doing a fullscale import. Installing Export Modules Export modules are installed simply by entering a special Activation Key either when you first register the program, or by selecting Activation Key from the Help menu. Note that only one Export Module can be installed at a time. Emailing Export Files TimeSheet Express has the ability to email exported data directly from the program - all you have to do is configure the email settings once, and make sure the Export Email File option is checked on the Reports screen. Then, when you press the Generate button, the export file will be emailed as at attachment to anywhere you specify. You can even send the export file to more than one email address at a time. When the recipient gets the email, they just save the attached file, then do a manual download with their copy of TimeSheet Express, and the corrected data for the branch office is then ready for payroll. TimeSheet Express V3.1 65 Employee ID’s and Export ID’s In the Employee Details section of the main TimeSheet program, you can enter an Employee ID and an Export ID for each employee. The Employee ID is the barcode card or IDTag number that is assigned to an employee to allow their scans to be identified to TimeSheet Express. If you set an Export ID for an employee in TimeSheet Express, it will be used in the export file to identify that employee, otherwise the Employee ID will be used. This Export ID facility was introduced because we found that it was not possible to set up some payroll programs to accept TimeSheet Express’s Employee ID. In the notes that follow, Export ID and Employee ID are used interchangeably – the reality is, though, that if an Export ID is defined, it will be used in the export file, but if an Export ID is not defined, the Employee ID will be used instead. Note that there cannot be any duplicate Employee or Export ID’s. Restrictions In Export Files Some Payroll Programs have restrictions or limitations on the size and content of some fields. For example, a Payroll Program may require its Employee Code to be no longer than six characters. TimeSheet Express’s Export Modules implement a number of rules to translate their own fields into fields suitable for the Payroll Programs, in case you do not do this yourself. These rules are described in broad terms below. In some cases, the Payroll Program may require that fields be fixed length, right justified, and zero or blank filled. If needed, this is taken care of in the Export Module. You should note that any duplicate codes that may be caused by the application of the rules below will not be detected by the Export Module. You should always endeavour to set up TimeSheet Express to match the Payroll Program’s requirements rather than rely on these rules to do the job for you. TimeSheet Express V3.1 66 Employee Code Restrictions TimeSheet Express allows Employee Codes to be up to 25 characters, so in export modules with restrictions, the following rules are used. In these rules, replace X with the limitation of the Payroll Program: 1. If the TimeSheet Express Employee ID is exactly 16 characters long (that is, if it’s an IDTag number), the first X characters are used in the export file. 2. Otherwise, if the TimeSheet Express Employee ID is more than X characters long, the last X characters are used in the export file. 3. Finally, if the TimeSheet Express Employee ID is X or fewer characters long, the whole field is used in the export file. Pay Category Code Restrictions TimeSheet Express allows Pay Category Export Identifier codes to be up to 20 characters long, so in export modules with restrictions, the following rules are used. In these rules, replace X with the limitation of the Payroll Program: 1. If the TimeSheet Express Pay Category is more than X characters long, the first X characters are used in the export file. 2. Otherwise, if the TimeSheet Express Pay Category is X or fewer characters long, the whole field is used in the export file. Workzone Code Restrictions TimeSheet Express Workzone codes can be up to 25 characters long, so in export modules with restrictions, the following rules are used. In these rules, replace X with the limitation of the Payroll Program: 1. If the TimeSheet Express Workzone is more than X characters long, the first X characters are used in the export file. 2. Otherwise, if the TimeSheet Express Workzone is X or fewer characters long, the whole field is used in the export file. TimeSheet Express V3.1 67 Standard ASP Export Module The Standard ASP Export Module format is designed for importing into Excel spreadsheets or other programs. The output file consists of a record for each employee, along with the employee’s name and Export ID, followed by totals for each of the defined pay categories, as shown below: "Anderson","Bill","005",0.00,0.00,75.00,0.00,0.00,0.00,0.00 "Browne","Elizabeth","003",0.00,0.00,75.75,0.00,0.00,0.00,0.00 "Chen","Jeff","010",0.00,0.00,75.25,0.00,0.00,0.00,0.00 Options are available to add a time and date header (to show the date and time that the export file was generated), and/or a header containing the name of each of the fields. ADP Payline After you have contracted with ADP Payline to provide your payroll services, and everything is set up with them, they will provide you with a report called the “Client Record Card”, which contains all the set up information you’ll need to configure TimeSheet Express. According to ADP Payline, clients may choose their own employee numbers and payroll codes when they are set up on their system, so no special handling or translation of these codes is required by TimeSheet Express. When you generate an payroll export file for ADP Payline, TimeSheet Express creates a text file which you must then upload to ADP Payline via their web site. ADP Payline will provide documentation on this procedure. When the ADP Payline export module is installed, you will find several new sections on the Options and Edit Employees screens – these are Additions, Deductions, Employee Contributions, and Pay Codes, and they allow you to define dollar amounts that are added to, or subtracted from, employee wages. Currently, these sections are not used with any other payroll export module, and are therefore disabled unless the ADP Payline export module is installed. Note carefully that when an Addition, Deduction, or Employee Contribution is defined on the Options screen via the Setup menu, it applies to all employees. If you want an Addition, Deduction, or Employee Contributions to apply only to a single employee, you must define it via the Edit Employee screen. Note also that once Additions, Deductions, or Employee Contributions are defined, they continue to be applied to your payroll until they are deleted. TimeSheet Express V3.1 68 Pay Codes ADP Payline Pay Codes are normally one letter followed by two digits, as in E01 or A14. These codes are detailed in the “Client Record Card” provided to you by ADP Payline, and should be entered into the relevant fields on the Pay Codes tab of the Options screen before your first payroll run. Note that Pay Codes entered in this way apply to all employees. If you need to use different Pay Codes for different employees, you must define them via the Edit Employee screen. An example of the file format of this export module is shown below: 01 F29062009 020000000005N 020000000003N 020000000010N 0101010007500 0101010007575 0101010007525 Attaché Business Partner Payroll To allow TimeSheet Express to work properly with Attaché, you must define the following Pay Category Export Identifiers in TimeSheet, and use them to refer to the listed pay categories: TimeSheet Export Tag Description Attaché Pay Code NOR Normal time NORMAL OT1 Time and a half overtime OT1.5 OT2 Double Time overtime OT2.0 Any other tag Anything else OTHER What this table means is that any time recorded by TimeSheet Express in a pay category with an export tag of NOR will be recorded as NORMAL time in the Attaché export file. Similarly, any time recorded by TimeSheet Express in a pay category with an export tag of OT1 or OT2 will be recorded as OT1.5 time and OT2.0 time respectively in the Attaché export file. Any time recorded by TimeSheet Express in pay categories with any other export tags will be recorded as OTHER time in the Attaché export file. All times in the Attaché format export file are listed as Normal Rate Hours, and are specified to two decimal places. Attaché allows Employee Codes to be up to eight alphanumeric characters long. See the Employee Code Restrictions section above for details. Attaché’s export file format allows for Location Codes of up to three alphanumeric characters long. TimeSheet Express’s Workzone field is used as the Location Code – see the Workzone Code Restrictions section above for details. Note that Location Codes are optional with Attaché – if you do not want to include the TimeSheet Express Workzone in the export file, you TimeSheet Express V3.1 69 can leave the Workzone fields in the TimeSheet Express employee records blank. According to the Attaché documentation, the TimeSheet Express export file must be called PAYTSHT.INP and must be written to the directory in which the Attaché Business Partner data files are located. Once Attaché has imported this file, it will be deleted. You should carefully read your Attaché documentation to ensure that everything is set up correctly for the import. Attaché recommends that you initially use the Test Disk File program to alert you to any problems in the import file before running the Disk File Entries program to actually update the time sheets. An example of the file format of this export module is shown below: T5,DEF,005,,N,Normal,75,,,,,,,,,,,,,,,, T5,DEF,003,,N,Normal,75.75,,,,,,,,,,,,,,,, T5,DEF,010,,N,Normal,75.25,,,,,,,,,,,,,,,, Data Transfer Module The intended application for this export module is companies that have more than one office, and want each branch office to correct and adjust the times for their own employees, but where payroll is performed at head office. This export module does not create an output file for a payroll program instead, it creates a text file in the exact same format as data downloaded from a ZipNet Terminal, so that the adjusted data can be imported directly into another copy of TimeSheet Express. In this scenario, each branch office runs their own copy of TimeSheet Express, and uses it to maintain and correct the data for their own employees. Then, when they have adjusted and corrected the times, they will export the adjusted data in ZipNet format, and send it to head office, who will import the adjusted times as if they were clock scans. Head office doesn't have to worry about whether the times for the branch offices are correct - this has already been done for them. Another thing to remember is that all employees at branch offices also have to be entered into the database at head office (with the same barcode number at both places!), otherwise their scans will not be recognised. One final note – while all the other export modules use the Payroll Export ID for an employee, this module exports the Employee ID – that is, the employee's barcode or IDTag number. An example of the file format of this export module is shown below: "005","09:00","29-06-2009" "005","17:30","29-06-2009" "005","09:00","30-06-2009" TimeSheet Express V3.1 70 Lewis Importa-Pay for Lewis Pay-Pack Lewis Importa-Pay does not have any specific limits on Employee Name and Employee Number fields in the import file, therefore no changes are made to these fields in the TimeSheet Express export file. Importa-Pay allows you to choose which keys you wish to match data records on when importing from TimeSheet Express. In Pay-Pack, the use of Employee Numbers is optional. 1. If you use Employee Numbers in Pay-Pack, you ensure that all Employee Numbers are unique, and then set the Order Of Keys For Employees to ESF (that is, Employee Number, Surname, First Name). 2. If you do not use Employee Numbers in Pay-Pack, then set the Order Of Keys For Employees to SF (that is, Surname, First Name). We have written the Lewis Pay-Pack Export Module to use the first letter of TimeSheet Express’s Pay Category Export Identifiers as the Grouping code in Hourly Rate Records in the export file. You will therefore need to set the Order Of Keys For Hourly Rates to G (that is, Grouping). Because we are only using the first letter of the Export Identifiers as the Grouping code, you will have to be careful that no duplicate codes are created, and that the first letter of each Export Identifier matches the Grouping codes that you use in Pay-Pack. In Pay-Pack, we are told that the most likely arrangement of Groupings is “A” for normal time, “B” for time and a half and “C” for double time. You should carefully read your Lewis Pay-Pack and Importa-Pay documentation to ensure that everything is set up correctly for the import. To make changes in Pay-Pack, from its Main Menu, choose Setting-Up; then User Options; then Importa-Pay Parameters. An example of the file format of this export module is shown below: "E","Anderson","Bill","005",0,"Def" "H","",1.0,1.0,"N",0,75.00,"" "E","Browne","Elizabeth","003",0,"Def" "H","",1.0,1.0,"N",0,75.75,"" "E","Chen","Jeff","010",0,"Def" "H","",1.0,1.0,"N",0,75.25,"" TimeSheet Express V3.1 71 MicrOpay To allow TimeSheet Express to work properly with MicrOpay, you must define the following Pay Category Export Identifiers in TimeSheet Express, and use them to refer to the listed pay categories: TimeSheet Export Tag Description MicrOpay NOR Normal time Normal time OT1 Time and a half overtime Time and a half OT2 Double Time overtime Double time Any other tag Anything else Any other time What this table means is that any time recorded by TimeSheet Express in a pay category with an export tag of NOR will be recorded as normal time in the MicrOpay export file. Similarly, any time recorded by TimeSheet Express in a pay category with an export tag of OT1 or OT2 will be recorded as time and a half and double time respectively in the MicrOpay export file. Any time recorded in TimeSheet Express in pay categories with any other export tags will be recorded as other time in the MicrOpay export file. All times in the MicrOpay export file are minutes worked. MicrOpay allows Employee Codes to be up to five alphanumeric characters long. See the Employee Code Restrictions section above for details. MicrOpay’s export file format also allows for Location Codes of up to four alphanumeric characters long. TimeSheet Express’s Workzone field is used as the Location Code – see Workzone Code Restrictions above for details. Location codes are optional for MicrOpay – if you do not want to include the TimeSheet Express Workzone in the export file, you can just leave the Workzone fields in the TimeSheet Express employee records blank. According to the MicrOpay documentation, the TimeSheet Express export file must have a filename extension of ‘.MIF’ and must be written to the root directory of the drive you specify. You should carefully read your MicrOpay documentation to ensure that everything is set up correctly for the import. MicrOpay recommends that you perform a local backup before importing data to allow you to restore the system to its prior state if the data file contains incorrect data that the system imports. TimeSheet Express V3.1 72 An example of the file format of this export module is shown below: MIFV02.00\TIMESHEET\29062009\\\\M 005\DEFA\\N\\ \TH\\\\\\\\\4500\ 003\DEFA\\N\\ \TH\\\\\\\\\4545\ 010\DEFA\\N\\ \TH\\\\\\\\\4515\ MYOB PowerPay These notes are specifically for MYOB PowerPay. See the next page for information on using MYOB Premier v10 or later (or MYOB Accounting Plus v16 or later and MYOB Premier Enterprise v4 or later) with TimeSheet Express. For TimeSheet Express to work properly with PowerPay, you must first define Pay Category Export Identifiers in TimeSheet that match the Item Codes you are using in PowerPay. This step is very important – if you don’t set the Export Identifiers correctly, the import will not work. PowerPay Item Codes can be up to six characters long -see the Pay Category Code Restrictions section above for details. PowerPay Employee Codes can also be up to six characters long – see the Employee Code Restrictions section above for details. All times in the PowerPay export file are output as hours worked, with two decimal places. No costing information is exported. The following information on importing payroll data into PowerPay is extracted from MYOB PowerPay Support Note 2520. If this information is not suited to the version of PowerPay you are running, you should contact MYOB for support. Pay information is imported into PowerPay by creating a new pay run: 1. From the “Prepare Pays” Command Centre, click “New Pay Run”. 2. After reading any messages, click “OK” until you reach the “Pay Calendar” window. 3. Select the pay date(s) to be included in the pay run. 4. Unclick the “Use Standard Pay” checkbox, then click “OK”. 5. Click “Yes” to this next message. 6. PowerPay will then request the name and location of the file containing the pay details. An example of the file format of this export module is shown below: Employee 005 003 010 Code Item Code Quantity NORMAL 75 NORMAL 75.75 NORMAL 75.25 TimeSheet Express V3.1 73 MYOB Timesheets These notes are specifically for MYOB Premier version 10 or later, but should also be applicable to MYOB Accounting Plus version 16 or later and MYOB Premier Enterprise version 4 or later. See the previous page for information on using MYOB PowerPay with TimeSheet Express. Before you can use TimeSheet Express with MYOB, you must configure the TimeSheet Express Pay Categories to match MYOB’s Payroll Categories. In MYOB, the list of Payroll Categories can be viewed from the menu bar at “Lists”, “Payroll Categories”, ”Wages”. In MYOB, you must set up Payroll to use Timesheets - from the menu bar, select “Set Up”, “Preferences” and under the “System” tab, select “I use Timesheets…”. The Payroll Categories that you are exporting from TimeSheet Express must be a valid selection for each employee in MYOB – if they’re not, you’ll get errors from MYOB when you try to import the timesheets. Depending in how you intend to use MYOB, the TimeSheet Express export module can be used in two different ways – you can either use it to pay all the hours, or just overtime, with MYOB handling the basic salary. If you are paying all hours from TimeSheet Express, then the relevant employees must have the “Pay Basis” set to Hourly and the relevant Wage categories selected. The Standard Pay hours must also be set to zero as you will be importing these hours into the pay via Timesheets. If you are only exporting the overtime hours from TimeSheet Express, then the relevant employees must have the “Pay Basis” set to Salary, and the relevant Wage categories selected. To import the timesheets from TimeSheet Express into MYOB, you need to perform the following steps in MYOB after you’ve generated the export file in TimeSheet Express: 1. Select “File”, “Import Data”, “Timesheets” 2. Set the Import File Format to tab Delimited and select the First Record is a Header Record option. 3. Select the .TXT file exported from TimeSheet Express. 4. Click the “Match All” button. 5. Click the “Import” button. TimeSheet Express V3.1 74 After the timesheets file is processed, a message will be displayed, advising the number of records that were Imported Successfully, Skipped, and Imported with warnings. If any records were Skipped or Imported with Warnings, MYOB will create a log file explaining the errors. The most likely errors that may occur are: Error 216: You imported a Pay Category from TimeSheet Express that was not defined as a Payroll Category in MYOB. To correct this problem, ensure that TimeSheet Express’s Pay Categories are exactly the same as MYOB’s Payroll Categories. Error 217: You imported a Payroll Category from TimeSheet Express that was not selected for the employee in MYOB. To correct this problem, select that Wage category for the employee. Quicken Quick Payroll Pro Most Payroll programs expect time summaries from an electronic time clock, such as that on a certain day, Fred Smith worked 5 hours normal time, and 2 hours overtime. Quick Payroll Pro is different - it expects the start time and end time for an employee on a specific date, and then calculates worked hours itself. Quick Payroll Pro also calculates when overtime starts, based on a grouped set of rules known as an “Award”. To accommodate this approach, TimeSheet Express exports the adjusted times for each period actually worked. For instance, in at 9am, out for lunch at 1pm, back in from lunch at 2pm, out at the end of the day at 5pm. When lunch times are set as an Automatic Meal Break in TimeSheet Express, but clocking out and back in is not required, the export module “pretends” that these clockings actually took place. TimeSheet Express uses the “Work Zone” field (which can be set for individual employees) to pass an “Award” to Quick Payroll Pro. You must ensure that the Company Name used in the TimeSheet Express database is exactly the same as that used in Quick Payroll Pro. You must also set the “Payroll Export ID” for each staff member to be the same as the Employee Number used in Quick Payroll Pro. At the same time, set up the “Work Zone” to exactly the same as you have used in Quick Payroll Pro for the employee’s “Award”. For each employee whose times will be collected by Timesheet Express, go to the Quick Payroll Pro “Edit Employee” screen and set up their “Pay Employee Using” box to “Timesheet”, then make sure their “Pay Rates tab” has “Use Award” turned on. When you’re ready to create the Export file in TimeSheet Express, use the “Reports” button as usual, select the date range for your Export, then select “Export Report”, and select “Quick Payroll” from the Export Formats. The Export File will be set automatically to be compatible with Quick Payroll Pro. TimeSheet Express V3.1 75 The export module will automatically set the two dates required by Quick Payroll Pro, the “Pay Date” and the “Date Paid” to the date you have set as “Report Dates” “Last”. This will be correct providing you are actually paying staff on the Pay Date. If not, you can edit Date Paid on Quick Payroll Pro’s “Process Pays” screen, “Pay Dates” tab. You must ensure that you’ve chosen a date range for your Export Report that accords with the pay range dates you are using with Quick Payroll Pro. Once you’ve created the export file, you can import it into Quick Payroll Pro from the “Activities Menu”, by selecting “Import”, and “Timesheet”. An example of the file format of this export module is shown below: 000005E090706 00100750000 000003E090706 00100754500 000010E090706 00100751500 WinPay Payroll To allow TimeSheet Express to work properly with WinPay, you have to first define Pay Category Export Identifiers in TimeSheet Express that match the Pay Type labels you are using in WinPay. This is very important – if you don’t set the Export Identifiers correctly, the import will not work. Because it appears that WinPay doesn’t use any particular Pay Type code for particular categories of pay, we can’t make any specific recommendations – just ensure that you set both programs up the same. WinPay Pay Type codes are only two characters long - see the Pay Category Code Restrictions section above for details. WinPay Employee Numbers need to be six characters long, right justified and zero filled. See the Employee Code Restrictions section above for details. All times in the WinPay export file are output as hours worked, with two decimal places. No costing information is exported. An example of the file format of this export module is shown below: wpimport 29 Jun 2009 000005 NO=75 000003 NO=75.75 000010 NO=75.25 TimeSheet Express V3.1 76 Other Payroll Export Modules The following export modules are also available, but we do not yet have specific payroll program configuration information available. In general terms, though, all export modules are similar, in that you need to do the following: 1. Configure TimeSheet Express’s Employee Export ID numbers to match the employee identification numbers used in your payroll program, so that employee working hours are assigned to the correct employees. 2. Configure TimeSheet Express’s Pay Category Export Identifiers to match your payroll program’s pay codes, so employee working hours are paid at the correct rates. 3. Set TimeSheet Express’s export file output filename and path to suit your payroll program. ASP is keen to include additional information from export module users in this section of the manual, so if you have any hints or insights about your payroll program that may help other users, please forward them to ASP. ADP PayForce ADP PayForce is similar in concept to ADP PayLine, but is intended for larger companies. After you have contracted with ADP to provide your payroll services, they will be able to provide you with a report that should contain all the set up information you need to configure TimeSheet Express. An example of a section of the file format of this export module is shown below: 000005E090706 00100750000 000003E090706 00100754500 000010E090706 00100751500 Arrow The "Arrow PAY Input Program" accepts payroll details from time clocks in a number of different formats. ASP has chosen the KRONOS format (option '2'), so this format must be selected in Arrow. Please see the Other Payroll Export Modules section for general information on this export module. An example of a section of the file format of this export module is shown below: 005\P\NORMAL\4500\ 003\P\NORMAL\4545\ 010\P\NORMAL\4515\ TimeSheet Express V3.1 77 Chris21 (Frontier Software) Please see the Other Payroll Export Modules section for general information on this export module. An example of a section of the file format of this export module is shown below: 002 002 002 003 003 090706 090706 090706 090706 090706 NORM OT1 OT2 NORM OT1 007500+ 000825+ 000150+ 007475+ 000250+ Genius Please see the Other Payroll Export Modules section for general information on this export module. An example of a section of the file format of this export module is shown below: "005","NORMAL",75,0 "003","NORMAL",75.75,0 "010","NORMAL",75.25,0 NPS Pay Plus Please see the Other Payroll Export Modules section for general information on this export module. An example of a section of the file format of this export module is shown below: 000005E090706 00100750000 000003E090706 00100754500 000010E090706 00100751500 Pronto Simplex Please see the Other Payroll Export Modules section for general information on this export module. An example of a section of the file format of this export module is shown below: Rock Ltd,005,time,29/06/2009,29/06/2009,Default,29/06/2009,09:00,29/06/2009,17:30, Rock Ltd,005,time,29/06/2009,29/06/2009,Default,29/06/2009,09:00,29/06/2009,17:30, Rock Ltd,005,time,29/06/2009,29/06/2009,Default,29/06/2009,09:00,29/06/2009,17:30, TimeSheet Express V3.1 78 Sybiz Visipay Please see the Other Payroll Export Modules section for general information on this export module. An example of a section of the file format of this export module is shown below: "007",NORMA,74.75 "004",NORMA,75.5 "008",NORMA,75 Wage Easy Please see the Other Payroll Export Modules section for general information on this export module. An example of a section of the file format of this export module is shown below: <?xml version="1.0"?> <TimeCards Version="2.3"> <TimeCard> <TimeCardNo>002</TimeCardNo> <EmployeeName>Jones, Mary</EmployeeName> <Shift> <ShiftHours> <StartTime>2009-06-29T09:00:00</StartTime> <FinishTime>2009-06-29T20:00:00</FinishTime> <Department>Default</Department> <Job/> </ShiftHours> </Shift> <TotalHours>95.75</TotalHours> </TimeCard> </TimeCards> TimeSheet Express V3.1 79 TimeSheet Express V3 Upgrade Assistant TimeSheet Express V3 uses a different database format to previous versions of the program. If you try to open a database from a previous version, TimeSheet Express will display a message asking you to use the Upgrade Assistant. When you run the Upgrade Assistant, it will automatically fetch the filename and location of the database that your previous version of TimeSheet Express last used, and it will use the same filename for the new database. The path for the new database will be set to a Microsoft Vista compatible location, which is: C:\Documents and Settings\All Users\Documents\ASP Timesheet If you want to upgrade a different database, or store the new database in a different location or under a different filename, just click on the relevant buttons on the Upgrade Assistant screen. Note that your original database will remain unchanged. TimeSheet Express V3 “Downgrade” Assistant If you try out TimeSheet Express V3, but then decide that you want to return to using an earlier version, there are a couple of issues that you need to be aware of. The most fundamental issue is that all of your employee scans since you upgraded to version 3 will be in the version 3 database, not in your original database. However, we have provided a “Downgrade Assistant” program to copy the raw scans back into your old database if required. You also need to be aware that any other changes that you’ve made since upgrading cannot be automatically transferred back to the original database. In particular, changes to rounding and overtime settings, and employee changes (new employees, changes to old employees, etc), will have to be manually performed. You will need to make these changes before running the Downgrade Assistant program. Once the raw scans have been copied into the original database via the Downgrade Assistant program, you will need to open your original TimeSheet Express program and perform a manual poll to begin processing of the raw scans. TimeSheet Express V3.1 80 Common Questions and Answers How do I determine the number of an IDTag? If you look at the bottom of an IDTag, you’ll see the iButton logo and web site address, and underneath that, two characters on the left (the CC in the photo on the right), two characters on the right (the FF in the photo), and then 12 more characters below that (the SSSSSSSSSSSS in the photo). The complete IDTag number starts with the two characters on the left, then the 12 characters below that, then the two characters on the right. For example, a typical IDTag number might be 67000000C63165101. Note: IDTag numbers contain only the letters A to F and the digits 0 to 9, and are always sixteen characters long. IDTags always end in 01, DataTags always end in 0C, and TimeTags always end in 04. Note that if you have a DataTag Homebase connected to the PC running TimeSheet Express, and it’s configured in Data Collection Setup, you can insert the employee’s IDTag when the cursor is in the Employee ID field to enter the IDTag number automatically, rather than typing it in. How can I re-use an employee ID card or IDTag? TimeSheet Express doesn’t allow more than one employee to have the same employee ID number. If you need to re-issue a previously used ID card or IDTag, you have to change the employee ID number for the previous staff member before you can re-use that ID number for a new employee. Click on the Employees button on the main screen, select the previous employee, right click, select Edit from the menu that pops up. and then change the Employee ID. We suggest you add something like an X, or perhaps the date of termination to the previous employee’s ID number, so that you avoid complications if an ID number has been re-issued multiple times. For example, an existing ID number of 12345 might become X12345, or perhaps 12345-0812 to signify that the employee left in December 2008. Once you’ve changed the ID for the employee who previous held that ID, you can add the new employee and re-use the employee ID for them. TimeSheet Express V3.1 81 What happens if I adjust times in the future? TimeSheet Express keeps two sets of times – the raw unadjusted scans, which show the actual time of each scan, and the adjusted times, which are created by the application of the Rounding rules, or by manual editing from the Edit Scans screen. Once adjusted times are created automatically, or are entered manually, no further automatic adjustments will be made. What this means is if you manually enter times for any day that you haven’t yet collected scans, when the collected scan data is eventually processed, the rounding options will not be automatically applied, because they would then override the manual adjustments you’d already made. What are “Unrecognised Scans”? If an employee scans a barcoded card or IDTag that has not been entered as an Employee ID for anyone, TimeSheet Express will not know what to do with the scan. When this scan is downloaded from the terminal, TimeSheet Express will display a message on the download log screen, listing any scans that have not been recognised. As shown on the log screen above, unrecognised scans are stored in a file called Misread.txt so that they can be reprocessed - see Unrecognised Scans on page55. The most likely reason that unrecognised scans occur is that a mistake has been made while entering the Employee ID on the Edit Employee screen, or a new employee has scanned their card or IDTag before they have been entered into TimeSheet Express. TimeSheet Express V3.1 82 Why isn’t TimeSheet Express collecting data? First of all, is TimeSheet Express running at the time that your data collection is scheduled? If it’s not running, it can’t collect data. Secondly, data collection won’t occur unless you’re at either the Edit Scans, Employees, Data Collection or Reports main screens. If you have any other screen open, particularly if you’re changing a setting or editing an employee’s details, you may change something that could affect the data collection, so TimeSheet Express won’t collect the data. What does “Database is already in use” mean? If TimeSheet Express is not shut down properly, or the computer is turned off or crashes while TimeSheet Express is running, you may get an error message indicating that the database is already in use when you know it isn't. You can use the Compact & Repair Database function on the File menu to recover from this error. If the database is corrupted, this function will attempt to recover as much data as possible, and will warn you if any data could not be recovered. This function will normally only take a few seconds. How do I set or change the Start Date? The Start Date is the first date for displayed data on the Edit Scans screen. The easiest way to change this date is to click on the down-arrow just to the right of the year, which will display a calendar, as shown on the right. The currently set Start Date will be highlighted with a grey oval, while today's date is shown inside a red circle. To set a new Start Date, just double-click on the new date, if it's within the current month, or change to a new month by using the left and right arrows on either side of the month and year. You can also click on the month name, then select the month you want from the dropdown list that appears. The fastest way to change the year is to click on it - up and down arrow buttons will appear. There are also a number of keyboard shortcuts available – the Pg Up and Pg Dn keys move back or forwards one month, the Up arrow and Down arrow keys move back or forward one week, and the Left arrow and Right arrow keys move back or forward one day. The Home and End keys reset the date to the first and last day of the month. The Esc key cancels date selection, and the Enter key selects the highlighted day and exits back to the Edit Scan screen. TimeSheet Express V3.1 83 There's one final "nicety" for changing the Start Date – if you click on the up or down arrows at the far right of the Start Date field, the date will move backwards or forwards by the number of days set as the Display Period if you are displaying a single employee on the Edit Scans screen, or by a single day if you are displaying all employees. Glossary This section contains definitions for many of the terms used in the program and in this manual. Activation Key Adjusted Report Adjusted Times Barcoded Cards Clock In Time Clock Out Time Commencement Date An Activation Key is used to unlock the evaluation version of TimeSheet Express and turn it into a fully functional program, without the 30 day limit. To generate your Activation Key, we need your Hardware Fingerprint, and the name you want the program registered under. This report shows the adjusted clock in, clock out and hours worked times. The list of hours worked on this report is what you need to transfer to your payroll system. Unadjusted times become Adjusted times after they have been edited or changed manually from the Edit Scans screen, or when they are automatically changed via Rounding options. Credit card sized plastic Barcoded Cards are the simplest, least expensive, and most common way of identifying employees. Barcoded cards can be printed with text, logos, photographs, the employee's name and signature, and can sometimes be used for other purposes (ie library lending cards, membership or identity cards, etc). The Clock-In Time is the time that an employee scan in for a period of work. Employees typically clock-in at the start of a working day, and then clock-out at the end of the working day. In some workplaces, employees may also clock-out at the start of their meal break, then clock-in again when their meal break is over. The Clock-Out Time is the time that an employee scans out after a period of work. An employee's Commencement Date is the date that an employee started work for the company, or the date when the employee was entered into TimeSheet Express. TimeSheet Express V3.1 84 Company Name The Company Name is used in the title bar of the main screen, and at the top of all printed and on-screen reports. It is set by selecting Company Name from the Setup menu. Currently Selected The Currently Selected Day is the day with the to Day the left of it on the Edit Scans screen. The unadjusted times for this day are shown at the bottom of the screen. Date Entry The keyboard Pg Up and Pg Dn keys move back or Shortcut Keys forwards one month, the Up arrow and Down arrow keys move back or forward one week, and the Left arrow and Right arrow keys move back or forward one day. The Home key resets the date to the first day of the month and the End key sets the date to the last day of the month. The Esc key cancels date selection, and the Enter key selects the highlighted day and exits back to the Reports Selection window. Decimal Hours Traditionally, times are specified in hours and minutes format (that is, 08:30). Where it makes sense, TimeSheet Express also allows times to be entered as 8.5 or as 8:30. Report totals can also be displayed in decimal hours. Display Period The Display Period is the number of days that are displayed on the Employees screen, and the default number of days for Reports. Download This the term used to describe the collection of scan data from the ZipNet Terminal(s) or text files. Employee ID This is the number encoded on the employee’s barcode card or IDTag. It is a unique but otherwise arbitrary number assigned to an employee and used by TimeSheet Express to identify the employee. Export ID The text entered into the Export Identifier field is used on the Adjusted Attendance report to label hours worked within the defined category. Export Identifiers are also used with the export facility. Group See Work Groups. Hardware A Hardware Fingerprint code is a code that is unique Fingerprint to a particular computer. The Hardware Fingerprint is used, together with the name the program is registered to, to generate an Activation Key to register your copy of TimeSheet Express. Help Button Pressing this button brings up the online help window. TimeSheet Express V3.1 Holidays IDTag Meal Breaks Normal Hours Overtime 85 TimeSheet Express allows public holidays (that is, days that are paid, but not worked) to be defined, either in advance, or after the fact (in case you forgot to define one in advance). An IDTag is about 15mm in diameter and about 6mm high, usually mounted on a plastic tag for convenient attachment to key-rings. Each IDTag contains electronic circuitry that has a unique identification number. IDTags are smaller, more robust, and more secure than barcoded cards, although they're more expensive. IDTags can't be duplicated, whereas a photocopy of a barcoded plastic card will scan as easily as the original. A Meal Break is just what it sounds like - when your employees have their lunch (or other meal). TimeSheet Express can be set to automatically deduct a meal break after a certain number of hours have been worked in a day. Normal hours are an employee's basic working hours for a day. The overtime categories can be set to start after a specified number of hours have been worked for a day. The term Normal Hours is also sometimes used to mean the hours that an employee would normally work – that is, the time they normally start and finish work. For public holidays, and for leave, you can set the normal working hours for your employees on the Holidays tab of the Options screen. The term Overtime, as used by the TimeSheet Express program, refers to hours worked after a specified number of normal hours have been worked in a work period. The rates these hours are paid at is entirely up to you and your payroll program. TimeSheet Express has three overtime categories, which are called Overtime1 (or OT1), Overtime2 (or OT2) and Overtime3 (or OT3) in reports. Pay Category Names can be used to identify these categories in export reports. Overtime categories are set to begin after a specified number of hours have been worked. For example, category Overtime1 might be set to start after 8 hours have been worked in a day, and category Overtime2 might be set to start after 9.5 hours have been worked. TimeSheet Express V3.1 86 Password Pay Category Names Payroll Export ID Payroll System Pop Up Calendar Read Only File Start Date The Password is used to control who has access to a particular TimeSheet Express database. As TimeSheet Express can use with multiple databases, each password is associated with a particular database, and will be required before the program can access the database. TimeSheet Express remembers the database in use when the program was last shut down, and will re-enter ready to use this database. Pay Category Names are labels that can be assigned to the Normal Hours and Overtime Hours definitions in Work Groups. The Payroll Export ID is the number used in your payroll program to identify an employee. If a Payroll Export ID is set, it will be used in the export file, otherwise the Employee ID will be used. The Payroll Export ID is used where you cannot change the Employee ID numbers in your payroll program to suit the card or IDTag numbers used by TimeSheet Express. This term refers to your existing manual or computerised payroll system. The currently selected date is highlighted by a grey oval. If the displayed month is the current month, today's date will be circled in red. To move backwards or forwards by one month, click on the arrows at either side of the month and year, or press the keyboard Pg Up and Pg Dn keys. To select a different month from a list, click on the month name. To select a different year, click on the year to display a pair of buttons to step through the years. To move backwards or forwards by one week, press the keyboard Up arrow and Down arrow keys. To select the first or last day of the month, press the keyboard Home or End keys. To select a date using the mouse, simply click on the desired day. To select a date using the keyboard, use the Left arrow and Right arrow keys to locate the day, then press Enter to select the highlighted day. You can press the Esc key to cancel date selection and retain the previous date. A Read Only File is one that has been created in such a way that no new data can be added to it, and the data already in it cannot be changed. The Start Date is the first date listed on the screen or on a report. In most cases, this will be the first day of your pay period. TimeSheet Express V3.1 Termination Date 87 An Employee's Termination Date is the date on which the employee ceased to work for the company. Time Window See Window Rounding. Total Hours The Total Hours Worked are the adjusted hours Worked worked by an employee in a work period. Unadjusted This report shows the actual clock-in and clock-out Report times for each employee, as they were scanned, with no adjustments made. Unadjusted Times Unadjusted times are the actual times that people clock-in and clock-out. UNC Filename UNC is short for Universal Naming Convention, or Uniform Naming Convention, and is a way of specifying the location of a file on a local-area network (LAN). A UNC filename uses the following format: \\server-name\shared-resource-pathname\filename So, for example, to access the file test.txt in the directory examples on the shared C: drive of the server silo, you would use the UNC filename \\silo\c\examples\test.txt Window Rounding Window Rounding is where a clock in or clock out occurring between two specified times is automatically changed to a third specified time - for example, where any clockings between 07:55 and 08:35 are changed to 08:30. The Time Window in this case is 07:55 to 08:35. Work Groups A Work Group is a collection of rounding, overtime, and other settings that can be applied to groups of employees. Working Hours Working Hours is the term used by TimeSheet Express to refer to the hours worked by an employee during a work period. Workzone A Workzone is simply a convenient way to group employees. Reports can be restricted to specific Workzones. ZipNet Terminal A Time and Attendance data collection terminal, which displays the time, and accepts and stores data from IDTags and barcoded cards. 88 TimeSheet Express V3.1 Copyright, License and Limited Warranty TimeSheet Express is a proprietary product of ASP Microcomputers and is protected by copyright laws. Once installed on a computer, a systemspecific activation code is required from ASP to enable unlimited use of the program on that computer. Copies of TimeSheet Express in its original inactivated limited trial version may be supplied to others for evaluation on the basis that they will similarly contact ASP to purchase a licence and obtain an activation code should they wish to have unlimited use of the program. Subject to this authorisation, copyright laws prohibit making additional copies of the software for any other person. ASP Microcomputers grants the purchaser of this software a license to use one copy of the software on a single-user computer, but not to sub-license, rent or lease the software. You may permanently transfer your license to use the software by passing the original disk and manual to another person and simultaneously destroying all copies of the software or documentation in your possession. Such a transfer terminates your license to use the software. The new possessor of the software accepts a license to use the software on the basis expressed here on first use of the software. ASP Microcomputers undertakes that the software will perform substantially as described herein, and will correct “bugs” notified by licensed users within a reasonable time. Should such “bugs” not be correctable, the only remedy available to you will be return of the software for refund. This warranty is in lieu of other warranties express or implied including but not limited to the implied warranties of merchantability and fitness for purpose. In no event will ASP Microcomputers be liable for damages including loss of profits or other consequential damages arising out of your use or inability to use the software. This limited warranty gives you specific legal rights. Some states give other rights and/or do not allow excluding or limiting implied warranties or limiting liability for consequential damages. Accordingly, the above limitations/exclusions may not apply to you. If any provision of this agreement shall be void unlawful or unenforceable then that provision shall be severable without affecting the validity of remaining provisions. This agreement is governed by the law of Victoria, Australia.
* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project