PDF TimeSheet Express Manual

PDF TimeSheet Express Manual
TimeSheet
Express V3.29
TimeSheet Express 3.29 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 3.29 – September 24th, 2015
Copyright © 2000-2015 by ASP Microcomputers
TimeSheet Express, ZipNet Terminal, ZipNet Polling Program, ZipNet Anywhere, Zip-ID Terminal, Zip-ID Polling Program,
DataTag Homebase, IDTag, DataTag, TimeTag and the ASP logo are trademarks of ASP Microcomputers
Contents
Introduction .................................................................................................. 1
Installing TimeSheet Express 3.29 ................................................................. 2
Registering TimeSheet Express ..................................................................... 2
Getting Started ............................................................................................. 3
Using TimeSheet Express ............................................................................ 11
Adjusting Times ....................................................................................... 11
Right-Click Menu on Edit Scans Screen .................................................... 14
Tagging Times as Leave ............................................................................ 15
Tagging Whole Days as Leave or a Paid Holiday ....................................... 15
Defining Work Groups ............................................................................. 16
Defining Public Holidays........................................................................... 17
Reports .................................................................................................... 18
The Main Screens........................................................................................ 23
The Edit Scans Screen .............................................................................. 23
The Employees Screen ............................................................................. 24
The Data Collection Screen ...................................................................... 25
The Reports Screen .................................................................................. 26
The Program Options Screen ................................................................... 28
The Work Groups Screen ......................................................................... 30
The Menus .................................................................................................. 36
The File Menu .......................................................................................... 36
The Setup Menu ...................................................................................... 38
The Edit Menu ......................................................................................... 42
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
Common Questions and Answers ............................................................... 79
Glossary ...................................................................................................... 82
Copyright, License and Limited Warranty ................................................... 87
TimeSheet Express 3.29
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 3.29, in conjunction with ASP’s Time & Attendance
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 3.29 provides these advantages:
•
•
•
•
•
•
•
•
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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.
TimeSheet Express 3.29 is designed for Windows 7 or later operating
systems.
1
TimeSheet Express 3.29
2
Installing TimeSheet Express 3.29
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/DVD 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 3.29
3
Getting Started
The easiest way to get you up and running with TimeSheet Express 3.29 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 3.29
4
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 24 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 23 for more information.
TimeSheet Express 3.29
5
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.
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.
TimeSheet Express 3.29
6
Company tab
The Company Name that you enter here will appear at the top of every
report, and at other places in the program. The Export ID field is not
needed for most payroll export modules.
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. Usually, this
will be 7 or 14 days.
Holidays tab
This section of the program allows you to define public holidays in advance.
See Defining Public Holidays on page 17 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 29.
Don’t forget to click on the Save button to save your settings.
TimeSheet Express 3.29
Default Work Group Settings
In version 2, 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 3.29 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.
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8
TimeSheet Express 3.29
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 3.29
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 three common options – cabled Zip-ID Terminal, cabled ZipNet
Terminal, and ZipNet Terminal DataTag download. For more information,
see Data Collection and Downloading on page 45.
Cabled Zip-ID Terminal Connection
This option is where you’re using a single Zip-ID Terminal, connected to
your existing network (LAN) via an ethernet cable.
Select Data
Collection from
the Setup menu.
Then, on the Data
Collection Setup
screen, set the
Scanner Type to
Zip-ID Terminal.
In the Terminal
Settings section
of the screen, set
the Unit ID to the terminal’s ID, and the IP Address to the terminal’s IP
address, and tick the Master Terminal option.
Cabled ZipNet Terminal 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.
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TimeSheet Express 3.29
10
ZipNet Terminal 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.
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.
TimeSheet Express 3.29
11
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.
12
TimeSheet Express 3.29
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 81 for more details).
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 31) 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 31 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
31 for more details about this option.
Days with an odd number of scans are also highlighted in light blue.
TimeSheet Express 3.29
13
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.
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 3.29
14
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 3.29
15
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 40 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.
TimeSheet Express 3.29
16
Note also that TimeSheet Express does not keep track of leave
entitlements.
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 30.
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 31), but in other cases, you may need to have different
export tags for some employees (see page 35), 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.
TimeSheet Express 3.29
17
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 30 for more information.
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 81 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 3.29
18
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 19-Aug-2015 to 01-Sep-2015.
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 31 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 3.29
19
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
TimeSheet Express 3.29
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containing the name, ID’s, Workzone, and Work Group of each employee
listed.
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 3.29
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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).
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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 2015","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.
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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.
TimeSheet Express 3.29
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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.
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 31 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 14 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.
TimeSheet Express 3.29
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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.
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.
TimeSheet Express 3.29
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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).
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
TimeSheet Express 3.29
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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.
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.
TimeSheet Express 3.29
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The Program Options Screen
The Program Options section of the program allows you to set a number of
mostly administrative options, as shown below:
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.
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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 17 for more information on public
holidays.
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.
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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 – these are Work
Groups that have already been defined. 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.
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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
Public Holidays Are Paid Only If Worked 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.
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
32
TimeSheet Express 3.29
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 a fragment of which is 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.
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.
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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 3.29
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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.
TimeSheet Express 3.29
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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.
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.
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 above, 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 39 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.
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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.
Note that because a TimeSheet Express database must always contain at
least one employee, a “pretend” 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.
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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.
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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 17 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.
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39
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 25.
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 30 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
35), 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.
TimeSheet Express 3.29
40
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.
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 15. 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.
TimeSheet Express 3.29
41
Workzones
Workzones are a
convenient way of
grouping employees in
reports – see the Select
tab on page 27 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.
Departments
Departments allow
TimeSheet Express to be
used as a simplified Job
Costing system.
Each scan is assigned a
department, and that
information is then
available to export to
your payroll system.
Note that departments
can only be used when
Zip-ID Terminals are
used, AND the Departments option has been purchased, AND the payroll
export module supports Departments.
TimeSheet Express 3.29
42
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.
TimeSheet Express 3.29
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 18 for more
information on reports.
43
TimeSheet Express 3.29
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 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 3.29
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, Zip-ID Terminal, Direct
DataTag Download, or Text File. In the example above, it’s set to ZipNet
Terminal, which enables the Address section of the screen. In this section,
you need to configure each ZipNet Terminal, by Unit Number and by Com
Port (or serial port) number.
If the scanner type is set
to Zip-ID Terminal, which
enables the Terminal
Settings section of the
screen, you need to set
the Unit ID and IP
Address of the terminal.
If you only have one
Zip-ID terminal, or this
terminal is the “master” terminal (where you will enrol all your users), you
also need to tick the Master Terminal option.
With the scanner type set
to Direct DataTag
Download, which enables
the DataTag Homebase
section of the screen, you
need to 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 3.29
46
If you set the scanner type
to Text File, the Text File
section of the screen 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 – Periodic
Polling, where TimeSheet Express collects the data at a particular
Frequency (for example, every four hours, or every fifteen minutes),
Scheduled Polling, where TimeSheet Express collects the data at preset
times (for example, at 09:15 and 14:30), and Manual Polling Only, 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 Periodic
Polling box is checked, and select the desired
Frequency of polling from the drop down box, as
shown on the right.
Note that the periodic polling times are calculated
from midnight. This means that the 4 hrs setting,
for example, will result in polls at midnight, 4am,
8am, and so on.
TimeSheet Express 3.29
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.
The final option is Enable Polling On This Computer. If you have more than
one computer running the TimeSheet Express program on the same
database, you should enable polling on only one of the computers.
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.
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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), as shown on the
right here.
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 3.29
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.
TimeSheet Express 3.29
50
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.
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.
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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.
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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
ZipNet 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 a local
filename, a full UNC filename,
including the computer’s
network name, or a mapped
drive letter (eg s:\asp\zipnet.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 3.29
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.
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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.
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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.
56
TimeSheet Express 3.29
Finally, click on the “Re-process Select Scans” button, and the selected
unrecognised scans will be assigned to the newly entered employee.
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 3.29
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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:
TimeSheet Express 3.29
58
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.
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",29-06-2015
"002","James","Mary","Dept A1",29-06-2015
"003","Browne","Elizabeth","Dept A2",29-06-2015
"004","Smyth","Sue","Dept A4",29-06-2015
"005","Anderson","Bill","Dept A1",29-06-2015
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.
TimeSheet Express 3.29
59
If you need help with importing an employee list into TimeSheet Express,
please contact ASP or your dealer.
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","29-06-2015"
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","29-06-2015"
"12345<","17:30","29-06-2015"
TimeSheet Express accepts, but ignores, this direction indication.
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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,01-01-2015
Australia Day,26-01-2015
Labour Day,09-03-2015
Good Friday,03-04-2015
Easter Saturday,04-04-2015
Easter Sunday,05-04-2015
Easter Monday,06-04-2015
ANZAC Day,25-04-2015
Queen's Birthday,08-06-2015
Friday before AFL Grand Final,02-10-2015
Melbourne Cup,03-11-2015
Christmas Day,25-12-2015
Boxing Day,26-12-2015
Boxing Day Holiday,28-12-2015
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.
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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 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 3.29
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.
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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. This bell, shown on the right, is 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.
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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.
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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.
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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.
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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.
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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
F29062015
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
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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","29-06-2015"
"005","17:30","29-06-2015"
"005","09:00","30-06-2015"
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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,""
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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.
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An example of the file format of this export module is shown below:
MIFV02.00\TIMESHEET\29062015\\\\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
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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.
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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.
MYOB AccountRight Live Plus or Premier
ASP has developed a tightly integrated export module for the MYOB
AccountRight Live Plus or Premier accounting system. The separate
documentation for this export module is supplied when ordered.
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.
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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.
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:
000005E090715 00100750000
000003E090715 00100754500
000010E090715 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 2015
000005 NO=75
000003 NO=75.75
000010 NO=75.25
Xero Accounting
ASP has developed a tightly integrated export module for the Xero
Accounting system. The separate documentation for this export module is
supplied when ordered.
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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:
000005E090715 00100750000
000003E090715 00100754500
000010E090715 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 3.29
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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
090715
090715
090715
090715
090715
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:
000005E090715 00100750000
000003E090715 00100754500
000010E090715 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,29/06/2015,29/06/2015,Default,29/06/2015,09:00,29/06/2015,17:30,
Rock Ltd,005,time,29/06/2015,29/06/2015,Default,29/06/2015,09:00,29/06/2015,17:30,
Rock Ltd,005,time,29/06/2015,29/06/2015,Default,29/06/2015,09:00,29/06/2015,17:30,
TimeSheet Express 3.29
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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>2015-06-29T09:00:00</StartTime>
<FinishTime>2015-06-29T20:00:00</FinishTime>
<Department>Default</Department>
<Job/>
</ShiftHours>
</Shift>
<TotalHours>95.75</TotalHours>
</TimeCard>
</TimeCards>
TimeSheet Express 3.29
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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 12345-1508 to signify that the employee left in
August 2015.
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 3.29
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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 Misreads.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 3.29
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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 downarrow 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.
TimeSheet Express 3.29
82
The Esc key cancels date selection, and the Enter key selects the highlighted
day and exits back to the Edit Scan screen.
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 3.29
Company Name
83
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 3.29
84
Holidays
IDTag
Meal Breaks
Normal Hours
Overtime
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 3.29
Password
Pay Category
Names
Payroll Export ID
Payroll System
Pop Up Calendar
Read Only File
Start Date
85
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 3.29
86
Termination Date
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.
TimeSheet Express 3.29
87
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 this software will perform
substantially as anticipated and will correct bugs notified to ASP under
warranty for a period of three months. Within the warranty period there
will be no charge made for correction. After the three month period a
charge at our then current hourly rate will apply unless a support contract
has been taken out [refer to your support contract conditions]. We
encourage clients to carefully test all software and to and notify us of any
suspected bugs within three months after purchase.
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.
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