Pyramid | TimeTrax Clock | User manual | Pyramid TimeTrax Clock User manual

Pyramid TimeTrax Clock User manual
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TimeTrax Pro
USER MANUAL
Time and Attendance System
REFERENCE GUIDE
TIME & ATTENDANCE SYSTEM
REFERENCE GUIDE
TIMETRAX PRO
TIMETRAX PRO PRODUCT & SOFTWARE
LICENSING AGREEMENT
Copyright © 2001-2006 Pyramid Technologies,
LLC
Portions of this program Copyright © 1991-2005
Microsoft Corp.
Portions of the report generation software are
distributed under a licensing agreement with Data
Dynamics, Ltd.
Portions of this program Copyright © 1994-2000
eHelp Corp. All rights reserved.
Portions of this program Copyright © 1990-2005
Info-ZIP, and distributed under license dated 2005Feb-10.
Portions of this program Copyright © 1999
vbAccelerator.com, and distributed under their
Software License Version 1.0 dated 2002:
This product includes software developed by
vbAccelerator (http://vbaccelerator.com/).
Warning: This computer program is protected by copyright law and international treaties. Unauthorized
reproduction or distribution of this program, or any
portion of it, may result in severe civil and criminal
penalties, and will be prosecuted to the maximum
extent possible under law.
END-USER LICENSE AGREEMENT FOR
TIMETRAX PRO® TIME RECORDER &
SOFTWARE MANAGER
IMPORTANT-READ CAREFULLY: This Pyramid
Technologies, LLC. End-User License Agreement
(“EULA”) is a legal agreement between You (either
an individual person or a single legal entity, who
will be referred to in this EULA as “You”) and
Pyramid Technologies, LLC. for the Pyramid
Technologies, LLC. TimeTrax Pro Time Recorder
& Software Manager that accompanies this EULA,
including any associated media, printed materials
and electronic documentation (the “TimeTrax Pro
software”). The TimeTrax Pro software also
includes any software updates, add-on components, web services and/or supplements that
Pyramid Technologies, LLC. may provide to You
or make available to You after the date You obtain
Your initial copy of the TimeTrax Pro software to
the extent that such items are not accompanied by
a separate license agreement or terms of use. By
installing, copying, downloading, accessing or otherwise using the TimeTrax Pro software, You agree
to be bound by the terms of this EULA. If You do
not agree to the terms of this EULA, do not install,
access or use the TimeTrax Pro software; in such
event the original purchaser may, however, return
it to the place of purchase within thirty days of
the date of original purchase for a full refund.
TIMETRAX PRO SOFTWARE LICENSE
The TimeTrax Pro software is protected by intellectual property laws and treaties. The TimeTrax Pro
software is licensed, not sold.
1) GRANT OF LICENSE. This Section of the
EULA describes Your general rights to install and
use the TimeTrax Pro software. The license rights
described in this section are subject to all other
terms and conditions of this EULA.
General License Grant to Install and
Use TimeTrax Pro software. You may install
and use one copy of the TimeTrax Pro software on
a single computer but only for use in the number
of written language(s) that You selected at time of
first installation and in which You have acquired
rights. You can share a copy of the TimeTrax Pro
software installed on a common build/test
machine provided that You or Your entity has purchased a single license for that common build/test
machine and each developer using it has a license.
TimeTrax Pro software is an exception to this
clause and may not be shared. A license for the
TimeTrax Pro software may not be shared.
Redistributable File(s). Notwithstanding
the terms of this EULA to the contrary, certain of
the executable files of the TimeTrax Pro software
may be redistributed by You to the extent required
for the permitted operation of the application(s)
software installation code created by You while
using the TimeTrax Pro software. The redistributable file(s) are limited to those specifically
identified as “Redistributables” in the media,
printed materials, and “online” or electronic
documentation accompanying the particular
embodiment of the TimeTrax Pro software.
2) DESCRIPTION OF OTHER RIGHTS AND
LIMITATIONS.
Limitations on Reverse Engineering,
Decompilation, and Disassembly. You may not
modify, reverse engineer, decompile, or disassemble the TimeTrax Pro software, except and only to
the extent that such activity is expressly permitted
by applicable law notwithstanding this limitation.
The TimeTrax Pro software is licensed as a single
product. Except with respect to the Redistributables, its component parts may not be separated
for use on more than one computer.
Not for Resale Software. If the TimeTrax
Pro software is labeled “Not for Resale” or “NFR” or
“Evaluation Copy” or “30 Day Complimentary,”
then, notwithstanding other sections of this EULA,
You may not use the TimeTrax Pro software for
TIME & ATTENDANCE SYSTEM
commercial purposes nor sell, or otherwise transfer
it for value. Commercial purposes include the
use of the TimeTrax Pro software to create publicly
distributed computer software.
No rental, leasing or commercial hosting. You may not rent, lease, lend or provide
commercial hosting services to third parties with
the TimeTrax Pro software.
Software Transfer. You may permanently
and wholly transfer all of Your rights under this
EULA, provided You (a) retain no copies (whole or
partial), (b) permanently and wholly transfer any
and all of the TimeTrax Pro software (including all
component parts, the media and printed materials,
any upgrades, this EULA, and, if applicable, the
Certificate of Authenticity) to the recipient, and
(c) the recipient first agrees to abide by all of the
terms of this EULA. If the TimeTrax Pro software is
an upgrade, any transfer must include any and all
prior versions of the TimeTrax Pro software and
any and all of Your rights therein, if any.
Support Services. Pyramid Technologies,
LLC. may provide You with support services related
to the TimeTrax Pro software (“Support Services”).
The provision and use of Support Services is governed by the Pyramid Technologies, LLC. policies
and programs described in the TimeTrax Pro software user manual and/or in “online” documentation. Any supplemental software code provided to
You as part of the Support Services shall be considered part of the TimeTrax Pro software and subject
to the terms and conditions of this EULA. With
respect to technical information You provide to
Pyramid Technologies, LLC. as part of the Support
Services, Pyramid Technologies, LLC. may use such
information for its business purposes, including for
product updates and development.
Termination. Without prejudice to any of
Pyramid Technologies, LLC.’s other rights, Pyramid
Technologies, LLC. may terminate this EULA if You
fail to comply with the terms and conditions of
this EULA. In such event, You must destroy any
and all copies of the TimeTrax Pro software and all
of its component parts.
3) UPGRADES and SUBSCRIPTION. If
the TimeTrax Pro software is labeled or otherwise
identified by Pyramid Technologies, LLC. as an
“upgrade” or “subscription,” You must be properly
licensed to use a product identified by Pyramid
Technologies, LLC. as being eligible for the upgrade in order to use the TimeTrax Pro software.
A TimeTrax Pro software, labeled or otherwise
identified by Pyramid Technologies, LLC. as an
upgrade, replaces and/or supplements the product
that formed the basis for Your eligibility for such
upgrade. You may use the resulting upgraded product only in accordance with the terms of this
EULA. If the TimeTrax Pro software is an upgrade
of a component of a package of software programs
that You licensed as a single product, the TimeTrax
Pro software may be used and transferred only as
part of that single product package and may not be
separated for use on more than one computer.
4)
COPYRIGHT AND TRADEMARKS.
All title, trademarks and copyrights in and
pertaining to the TimeTrax Pro software, the
accompanying printed materials, and any copies of
the TimeTrax Pro software, are owned or licensed
by Pyramid Technologies, LLC. or its affiliated
companies. The TimeTrax Pro software is protected
by copyright and trademark laws and international
treaty provisions. You may make one copy of the
TimeTrax Pro software for back-up and archival
purposes. You may not copy the printed materials
accompanying the TimeTrax Pro software.
You may not remove, modify or alter any
Pyramid Technologies, LLC. copyright or trademark notice or the Pyramid Technologies, LLC.
name from any part of the TimeTrax Pro software,
including but not limited to any such notices contained in the physical and/or electronic media or
documentation, in the Pyramid Technologies, LLC.
Setup Wizard dialogue or ‘about’ boxes, in any of
the runtime resources and/or in any web-presence
or web-enabled notices, code or other embodiments originally contained in or otherwise created
by the TimeTrax Pro software.
5) DUAL-MEDIA SOFTWARE. You may
receive the TimeTrax Pro software in more than
one medium. Regardless of the type or size of
the medium You receive, You may use only that
one medium that is appropriate for Your single
computer. You may not use or install the other
medium on another computer, including but not
limited to portable computers under the exclusive
control of the registered developer. You may not
loan, rent, lease, or otherwise transfer the other
medium to another user, except as part of the
permanent transfer (as provided above) of the
TimeTrax Pro software.
6) U. S. GOVERNMENT RESTRICTED
RIGHTS. The TimeTrax Pro software and
documentation are provided with RESTRICTED
RIGHTS. Use, duplication, or disclosure by the
U.S. Government is subject to restrictions as set
forth in subparagraph C (1)(ii) of the Rights in
Technical Data and Computer Software clause at
DFARS 252.227-7013 or subparagraphs (c) (1)
and (2) of the Commercial Computer Software
Restricted Rights at 48 CFR 52.227-19, as applicable. Manufacturer is: Pyramid Technologies LLC.,
48 Elm Street, Meriden, CT, 06450, USA.
TIMETRAX PRO
7) APPLICABLE LAW. This EULA is governed
by the laws of the State of Connecticut. Should
You have any questions concerning this EULA, or
if You desire to contact PYRAMID TECHNOLOGIES
for any reason, please contact the PYRAMID
distributor serving you or write: PYRAMID
TECHNOLOGIES LLC. , 48 Elm Street, Meriden,
CT, 06450; Or Call Toll Free 1-888-479-7264
8) LIMITED WARRANTY. Pyramid
Technologies, LLC. warrants that (a) the TimeTrax
Pro software will, for a period of ninety (90) days
from the date of delivery, perform substantially in
accordance with Pyramid Technologies, LLC.’s written materials accompanying it, and (b) any Support
Services provided by Pyramid Technologies, LLC.
shall be substantially as described in applicable
written materials provided to You by Pyramid
Technologies, LLC.
CUSTOMER REMEDIES. In the event
of any breach of warranty or other duty owed
by Pyramid Technologies, LLC., Pyramid
Technologies, LLC.’s and its suppliers’ entire
liability and Your exclusive remedy shall be, at
Pyramid Technologies, LLC.’s option, either (a)
return of the price paid by You for the TimeTrax
Pro software (not to exceed the suggested U.S.
retail price) if any, (b) repair or replacement of
the defective TimeTrax Pro software or (c) reperformance of the Support Services. This Limited
Warranty is void if failure of the TimeTrax Pro
software has resulted from accident, abuse, or
misapplication. Any replacement TimeTrax Pro
software will be warranted for the remainder of
the original warranty period or thirty (30) days,
whichever is longer.
NO OTHER WARRANTIES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW,
PYRAMID TECHNOLOGIES, LLC. AND ITS SUPPLIERS DISCLAIM ALL OTHER WARRANTIES AND
CONDITIONS, EITHER EXPRESS OR IMPLIED,
INCLUDING, BUT NOT LIMITED TO, IMPLIED
WARRANTIES OF MERCHANTABILITY, FITNESS
Pyramid Technologies, LLC
48 Elm Street
Meriden, CT 06450
www.PyramidTechnologies.com
©2006 Pyramid Technologies, LLC. All rights reserved.
FOR A PARTICULAR PURPOSE, TITLE AND
NON-INFRINGEMENT, WITH REGARD TO THE
TimeTrax Pro SOFTWARE AND THE PROVISION
OF OR FAILURE TO PROVIDE SUPPORT SERVICES.
THE LIMITED WARRANTY GIVES YOU SPECIFIC
LEGAL RIGHTS. YOU MAY HAVE OTHERS,
WHICH VARY FROM STATE/JURISDICTION TO
STATE/JURISDICTION. Some states and jurisdictions do not allow disclaimers of or limitations on
the duration of an implied warranty, so the above
limitation may not apply to You. To the extent
implied warranties may not be entirely disclaimed
but implied warranty limitations are allowed by
applicable law, implied warranties on the TimeTrax
Pro software, if any, are limited to ninety (90) days.
9) LIMITATION OF LIABILITY. TO THE
MAXIMUM EXTENT PERMITTED BY APPLICABLE
LAW, IN NO EVENT SHALL PYRAMID TECHNOLOGIES, LLC. OR ITS SUPPLIERS BE LIABLE FOR ANY
SPECIAL, INCIDENTAL, INDIRECT, OR CONSEQUENTIAL DAMAGES WHATSOEVER (INCLUDING, WITHOUT LIMITATION, DAMAGES FOR
LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, OR
ANY OTHER PECUNIARY LOSS) ARISING OUT
OF THE USE OF OR INABILITY TO USE THE
TIMETRAX PRO SOFTWARE OR THE PROVISION
OF OR FAILURE TO PROVIDE SUPPORT SERVICES,
EVEN IF PYRAMID TECHNOLOGIES, LLC. HAS
BEEN ADVISED OF THE POSSIBILITY OF SUCH
DAMAGES. IN ANY CASE, PYRAMID TECHNOLOGIES, LLC.'S ENTIRE LIABILITY UNDER ANY PROVISION OF THIS EULA SHALL BE LIMITED TO
THE AMOUNT YOU ACTUALLY PAID TO PYRAMID TECHNOLOGIES, LLC. FOR THE TIMETRAX
PRO SOFTWARE OR SERVICE THAT DIRECTLY
CAUSED THE DAMAGE. BECAUSE SOME STATES
AND JURISDICTIONS DO NOT ALLOW THE
EXCLUSION OR LIMITATION OF LIABILITY,
THE ABOVE LIMITATION MAY NOT APPLY
TO YOU.
TIME & ATTENDANCE SYSTEM
TABLE OF CONTENTS
What’s in the Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Minimum System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Installing Time Recorder & Mounting Bracket . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Detaching Time Recorder from Mounting Bracket . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Serial Cable Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Using the Time Recorder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Using Employee Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Installing the Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Log In Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Initial Communication Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
TimeTrax Pro Setup Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Payroll Group Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Pay Categories Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Advanced Employee Groups Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Employee Details Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Configure Tab Including Date/Time Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Automatic Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
TimeTrax Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Time Source & Sync Standards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Supervisor Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Work Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Keypad Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Bell Schedules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Payroll Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Payroll Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Assert Global Special Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
TIMETRAX PRO
Workdays and Workweek . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Reports/Exports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Employee Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Archive Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Importing Employees From QuickBooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
ADP Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Generic Text Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
PAYCHEX Preview Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
PAYCHEX Paylink Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Prodata Evolution Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
QuickBooks 2003+ Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
QuickBooks Pre-2002 Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
QuickBooks Pro Timer Export Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Troubleshooting Guide for Time Recorder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Department Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
SQL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Modem Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
TimeTrax Ethernet Time Recorder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Multiplexer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Troubleshooting Guide for Time Recorder . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 & 75
Troubleshooting Support Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Troubleshooting Guide for Modem Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Troubleshooting Guide for Ethernet Version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Warranty Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Parts List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
TIME & ATTENDANCE SYSTEM
WHAT’S IN THE BOX?
SYSTEM REQUIREMENTS
The TimeTrax series system includes
the following:
In order to run the TimeTrax series
system the following is required:
• (1) TimeTrax series time recorder.
• IBM compatible PC with a Pentium®
class or faster processor.
• Power Supply.
• (1) 50 foot Flat serial communications
cable with RJ-45 connectors on both
ends.
• Minimum 32 megabytes of RAM.
• (1) RJ-45 to DB-9 serial port adapter.
• CD-ROM drive.
• (1) Stainless steel mounting bracket.
• VGA or higher resolution monitor.
• Wall bracket release key.
• Mouse or other pointing device.
• Mounting screws-#10 x 1” long.
• 9-pin serial port.
• (4) Plastic anchors.
• Microsoft Windows® NT, 2000 or XP.
• (25) Employee cards (numbered 1-25).
• Printer (if hard copy reports are
desired).
• CD-ROM with TimeTrax series software
and help system.
• Minimum 50 megabytes of free space
on the hard drive.
• Internet Explorer® Version 6 or later.
• (1) Loop back diagnostic plug. (Please
keep in a safe place for future use.)
• (1) USB interface w/standard RS232
adapter
(Additional cards, cable extensions and other supplies are available from Pyramid.
See pages 77-79 for accessories list.)
1
TIMETRAX PRO
INSTALLING THE TIME RECORDER
The TimeTrax series time recorder can be mounted on a wall using the mounting bracket or set on a desk using the rubber feet. The communications and
power cables may be routed through the hole in the bottom of the time
recorder or through the cutout in the mounting bracket and through the wall.
The mounting bracket features a locking tab that prevents the time recorder
from being removed once it is attached. A wall bracket release key is provided to
disengage the lock tab for removing the unit.
INSTALLING THE MOUNTING BRACKET
1. Hold the mounting bracket flush against the wall with the cable access cut
out to your left, the locking tab to your right and extended downward, with
the four mounting tabs on the corners extended upward. Level bracket, if
you are going to pre-drill holes for screws or anchors. Use a pencil to mark
the four screw holes close to the corner tabs. If you are going to run cables
through the wall, also mark the rectangular cable access cutout.
2. If needed, drill holes as marked for the four mounting screws and insert the
anchors.
3. If needed, drill and/or cut a hole centered in the rectangular mark drawn for
cable access. The hole should be big enough to allow you to conveniently
route the cables through the wall.
4. Screw the mounting bracket to the wall.
2
TIME & ATTENDANCE SYSTEM
ATTACHING THE TIME RECORDER
TO THE MOUNTING BRACKET
• Push the time recorder onto the
previously installed mounting
bracket so that the four tabs on
the bracket fit into the four
matching slots on the back of
the time recorder.
• Slide the time recorder downward
until the locking tab "clicks" into
place. When properly mounted,
the time recorder cannot be slid
up and off the bracket without
using the wall bracket release key
(included) to disengage the
locking tab.
3
TIMETRAX PRO
DETACHING THE TIME RECORDER
FROM THE MOUNTING BRACKET
• Hold the wall bracket release key (included) with the pointed end up and the
diagonally cut side away from you.
• Insert the key into the narrow slot on the bottom of the time recorder to the
right of the cable access cutout.
• Push the key all the way up into the slot. The key will slide easily until the
last 1/2 inch when some resistance from the locking tab will be felt.
• With key fully pushed into the slot, slide the time recorder up and off of the
mounting bracket.
1
2
3
4
5
6
7
8
9
CLEAR
4
0
ENTER
TIME & ATTENDANCE SYSTEM
SERIAL CABLE INSTALLATION
A
E
B
OPTION 1
D
OPTION 2
C
B
D
1
2
3
4
5
6
7
8
CLEAR
F
0
9
ENTER
G
CONNECTING POWER: Connect the AC power supply (fig. F) to a standard 115v
wall power outlet (fig. G) and also to the TimeTrax Pro unit (fig. E).
Two available options for connecting the TimeTrax Pro to your central PC (fig. A).
PARTS REFERENCE
A. Central PC
B. RJ45 to DB9 Adapter (PN 41400)
C. USB to RS232 Adapter (PN 41685)
D. 50’ White Flat Cat5 Cable (PN 1269)
E. TimeTrax Pro (PN TIMETRAXPROK)
F. AC Power Supply (included in shipment)
G. Standard 115v Wall Power Outlet
OPTION 1: PC has an available Serial 9-pin (COM) port.
Connect the white 50’ RJ45 cable (fig. D) to the RJ45/DB9 adapter (fig. B).
This will then connect to the back of your PC. (fig. A)
OPTION 2: PC only has a USB port. **Important** Make sure
the TimeTrax software is pre-installed prior to any hardware
and cable connections.
Connect the white 50’ RJ45 cable (fig. D) to the RJ45/DB9 adapter (fig. B) and
then connect the RS232/USB adapter (fig. C) to the back of your PC (fig. A).
*Note: If you purchased SQL (page 39), Modem Polling (page 48) or
Ethernet (page 58), see that section of this manual for additional installation
instructions.
5
TIMETRAX PRO
INTRODUCTION
Congratulations on your purchase of the Pyramid TimeTrax Pro Time and
Attendance System.
TimeTrax Pro takes proven card reader technology and combines it with the
powerful TimeTrax Pro software to create a time and attendance solution that
is both highly effective and easy to use.
Features
• Standard 50 Employees, upgradeable to 999 (25 badges)
• Weekly, Biweekly, Semi-monthly, or Monthly Pay Period
• Automatic overtime calculation
• Pay Interval rounding to 5, 6, 10, or 15 minutes
• Option to automatically deduct unpaid lunches
• Option to automatically deduct unpaid breaks
• Exports out of the box to ADP, PAYCHEX, QuickBooks, and Excel
• Produces a variety of useful reports
• Automatic history and backup
• Unlimited user-defined payroll groups and employee groups
• Unlimited user-defined pay codes/categories
• Bell scheduling
• Department codes (optional)
• Multiple locations (optional)
• Network version (optional)
• Ethernet version (optional)
6
TIME & ATTENDANCE SYSTEM
Using the Time Recorder
Once the time recorder is installed, the employee punch records that are generated from card punches are stored within the recorder even if those records are
uploaded to the TimeTrax Pro database.
The TimeTrax Pro recorder automatically stores the last 4,000 punches; depending on usage the punches can be retrieved on a more or less frequent basis.
However, it is recommended that punches should be retrieved on a regular basis
for two reasons:
1. The larger the number of new punches retrieved, the longer it takes for
downloading to the TimeTrax Pro database.
2. In case of catastrophic equipment failure of the time recorder, such as lightning or violent impact, the punch record is stored in a second place (the PC).
Using Employee Cards
1. Insert the employee card at the
top of the slot on the right side
of the time recorder. The card
must be held with the magnetic stripe to the right and the
card firmly in the slot.
2. Rapidly pull the card down
through the slot. If the employee number is successfully read,
the time recorder will beep
and the card number will be
displayed briefly on the screen.
3. Keypad entry of employee
numbers can be done in lieu
of employee cards.
7
TIMETRAX PRO
INSTALLING THE SOFTWARE
Click NEXT to continue
To accept licensing
agreement click
NEXT to continue
Enter User Name and
Organization.
Choose for whom to
install the application.
Click NEXT to continue
8
TIME & ATTENDANCE SYSTEM
Click INSTALL to
begin installation
When installation is
complete, click FINISH
Double click the
ICON placed on your
desktop to begin
9
TIMETRAX PRO
LOG IN WINDOW
When the program is launched, you are presented with the Log In Form.
Enter ADMIN into
USER NAME field
Enter PTI (uppercase)
into PASSWORD field
Search for Time Records
INITIAL COMMUNICATION FORM
After you successfully log in, the system initializes communications with the
time recorder attached to the PC. When this is successfully accomplished,
you will see Recorder Found. Once the initial communication between the PC
and the TimeTrax terminal is successfully completed, you may opt for the software to not “Search for Time Recorders” every time it is opened by unchecking
the SEARCH FOR TIME RECORDERS box on the Log In Form. When this box is
checked it will speed up access to the TimeTrax program. Whenever the download of punches occurs, TimeTrax will automatically search for time recorders.
Successful Connection
Click OK to continue
10
TIME & ATTENDANCE SYSTEM
TIMETRAX PRO SETUP WIZARD
Click YES to continue
PAYROLL GROUP SETUP
Payroll Groups categorize how groups of employees are paid. As an example,
Sales Department employees are paid monthly and Production Department
employees are paid bi-weekly. Sales and Production would be two different
Payroll Groups. If your company pays all employees on the same schedule,
you should have only one payroll group. It is important to note that once an
employee is placed in a Payroll Group, they cannot be moved to another Payroll
Group. You will need to make the employee inactive in the first Payroll Group
and enter them into the new one.
Click the ADD
button to start
11
TIMETRAX PRO
Select your Pay Period.
Note: Hourly employees paid on a
Monthly and Semi-Monthly basis
could accrue overtime in one Pay
Period that is applied to the next.
Select the day that your Pay Period
starts on.
Select the time to begin the new
Pay Period.
The time selected should be after the
last out-punch of the previous pay
period and before the first in-punch
of the current pay period.
Click SAVE
to continue
Once saved, click on
SETUP PAY CATEGORIES
PAY CATEGORIES SETUP
Pay categories are classifications of employee hours. Click EDIT to begin.
PAY CATEGORY: Predefined
classifications of employee hours.
(Holiday, Other, Overtime 1.5, Overtime 2,
Regular, Sick, Vacation)
RATE MULTIPLIER: The rate at
which the Pay Category is paid;
ADD allows access to the screen
for editing purposes. It also
doubles as SAVE. When your
selections are complete, click
Close to continue.
i.e., Holiday would be rate multiplier 1 if the
employee is paid regular rate for the day. If
you choose to pay time and a half, the rate
multiplier is 1.5.
APPLY TO WEEKLY OVERTIME:
Check box if category hours can accrue
towards overtime.
CATEGORY CODE: Provided by
the payroll company if you are
using one.
Ensures proper transfer of information from
the pay category in TimeTrax Pro to your
payroll service provider.
Click YES to continue
12
TIME & ATTENDANCE SYSTEM
Click EDIT to start.
DAILY OVERTIME:
Choose how it is paid and after
how many hours.
WEEKLY OVERTIME:
Choose how it is paid and after
how many hours.
MONTHLY/
SEMI-MONTHLY PAY
PERIODS ONLY: Must
select the day and time that the
workweek begins to calculate
overtime correctly.
Max Hours Before Missed Punch Assumed: The maximum number of
hours an employee can work without punching before the system assumes
the employee forgot to punch out.
Pay Interval Round: Click ENABLE if you wish to use Pay Interval
Rounding. Divides each clock hour into intervals of 5, 6, 10, or 15 minutes.
The software automatically edits the punch time so that it is set to the start
of the interval that contains the actual time. For example, at 5-minute intervals, 7:02 AM becomes 7:00 AM and 7:07 AM becomes 7:05 AM. Leave box
unchecked for No Pay Interval Rounding.
Filter-Out Punches Closer Than: This will eliminate duplicate punches
within a user definable time; i.e., If an employee goes to the time clock and
punches their badge, forgets that they punched it, and punches again, this
filter will automatically eliminate the second punch if it is within the filter
time defined. Pyramid recommends using 90-seconds.
13
TIMETRAX PRO
ADVANCED EMPLOYEE GROUPS SETUP
Employee Groups Advanced can be used when the standard Employee Groups
is not sufficient for an organization.
Shift Rounding: Prevents unauthorized overtime. You can enter
the number of minutes prior to
and following the end of each shift
that overtime will not be paid.
Punches made during this period
will display the actual punch time,
however, calculations will include
the additional time. To authorize
the punch and pay overtime for
these punches, simply edit the
punch and save it. This action will
override the Shift Rounding rule.
Shift Warnings: Allows the employee to punch at any time, but will generate
a warning when an employee punches outside of the defined shift. The user can
define the warning based on minutes before or after the shift starts or ends.
Saturday Overtime: Allows the employer to specify whether or not Saturday
is automatically overtime regardless of the number of hours worked during the
regular pay period.
Sunday Overtime: Allows the employer to specify whether or not Sunday is
automatically overtime regardless of the number of hours worked during the
regular pay period.
7th Day Worked Overtime: Allows the employer to specify whether or not
an employee who works 7 consecutive days is eligible for overtime regardless of
hours worked during the regular pay period.
Lunch Rules: Allows the employer to specify whether an employee must
punch out or have lunches automatically deducted or any combination of both.
You can choose both Automatic Lunch Deductions and No Deductions, if the
employees within your Employee Group will perform multiple activities where
they may not be able to consistently punch.
Enable Lunch Warnings: Allows the employee to punch at any time, but will
generate a warning when an employee punches outside of the defined lunch.
The user can define the warning based on minutes before or after the lunch
starts or ends.
Grace Window: The number of minutes that the employer will allow before a
warning is generated for lunch punches.
14
TIME & ATTENDANCE SYSTEM
EMPLOYEE DETAILS SETUP
This section is where individual employee information is stored. (For QuickBooks
users, please see the section on Importing Employees from QuickBooks)
Click ADD to continue
CARD 1, 2, 3: TimeTrax Pro allows
up to 3 different card numbers to be
assigned to each employee. Card 1 is a
required field.
ENTER EMP#: NOTE: It is very
important that you verify the Employee
Number with your Payroll Service
for proper exporting.
ENTER SSN: Employee Social
Security Number.
BE SURE TO SAVE EACH
EMPLOYEE RECORD.
Last:
First:
MI:
Employee Group:
Address 1:
Address 2:
City/St/Zip:
Home Phone:
Work Phone:
Hourly Pay Rate:
Inactive:
Anniversary:
Terminated:
Hired:
Notes:
Enter Last Name (required field)
Enter First Name (required field)
Enter Middle Initial
Assign the employee to the Employee Group
he/she belongs to.
Enter Street Address
Enter Alternate Street Address
Enter City, State and Zip Code
Enter Home Phone
Enter Work Phone
Enter Hourly Pay Rate
Check box if employee terminates employment.
(To view inactive employees, click VIEW INACTIVE
EMPLOYEES on the bottom left side of the screen.)
The date that benefits commence
The date the employee terminates employment
The date the employee was hired
Enter any pertinent employee data. To show/hide
Employee Notes, select FILE – Show Employee Notes
from the top menu bar.
15
TIMETRAX PRO
CONFIGURE TAB
Date/Time Setup: This is the screen in
which you will make any adjustments
necessary to the TimeTrax Pro date and
time, as well as Daylight Savings Time
settings.
Preferences: This is the screen in which you will define the preferences for
your system settings. Click SAVE and EXIT button when completed.
FORCE TEXT TO UPPERCASE: Select this option if you want
all text entries to be UPPERCASE.
DISPLAY RUNNING TOTALS
IN PUNCH DETAILS GRID:
Select this option if you want to
see cumulative totals in the Punch
Details Window.
ENABLE WORKDAYS SETUP
AND TRACK ABSENCES:
Select this option if you want to have
Set Workdays setup and Absences
reported.
DATE FORMAT: The format in which you want the
date displayed in the software as well as on reports.
TIME TOTALS FORMAT: The format in which you
want the times displayed in the software as well as on
reports.
TIME OF DAY FORMAT: The format in which you
want the hours displayed in the software as well as on
reports.
ALLOW AUTOMATIC
APPROVAL OF SELECTED
PAYROLL RECORDS DURING
EXPORT: Select this option if you
want to have payroll records automatically approved during exports. NOTE:
Pyramid does not recommend this
option.
AUTOMATIC BACKUP
This is the screen in which you will enable automatic backups for use when you
exit the system. This will create a file and save it to a specified location of your
choice.
16
TIME & ATTENDANCE SYSTEM
ACTIVATE AUTOMATIC BACKUP:
Select this option to turn on automatic backups.
BROWSE: Click this button to find the location
where you would like to store the backups.
NOTE: This can be on a network drive.
TIMETRAX SECURITY
BACKUP NOW: Immediate Backup.
APPLY: Click after screen changes.
RESTORE FROM CURRENT BACKUP:
Restores system database from the backup you
This is the screen in which you will set just created.
RESTORE FROM PRIOR BACKUP: Restores
User Names and Passwords, as well as
system database from a backup previously created.
security for anyone that logs into the
TimeTrax Pro Software. The number of users is unlimited.
NOTE: Pyramid strongly recommends you create a user name and password
immediately for data security.
USER NAME: Enter the desired login name.
PASSWORD: Enter the desired password for this
user.
USER LEVEL: Enter the desired User Level. (Levels
are explained below.)
DISABLE WAGE ACCESS: Select this option if
you do not want this user to be able to view or change
any wage information.
READ ONLY: Select this option if you only want to
give this user READ ONLY access to the database.
DISABLE EMPLOYEE NOTES: Select this
option if you do not want this user to have access to
the notes information in the Employee Details Screen.
USER LEVELS
Restricted: These users can only access the following: Punch Details, Payroll
Details, Employee Details, Assert Global Pay, Viewing Options, Date Time Setup
Form, Reports/Exports, and Retrieve Punch Data.
Regular: These users can access all of the Restricted Users areas and the following: Supervisor Functions, Preferences, Backups, and Archive Reports, Bell
Schedule and Department Codes (optional feature).
Super: These users can access all of the Restricted and Regular Users areas and
the following: Payroll Groups, Employee Groups, and Time Source and Sync
Standards, Upgrade Capability and Modem Polling Control Panel*, Modem
Polling Start Server*, Modem Polling Stop Server*.
Primary Administrator: This is the highest level in the Security chain, with
access to all TimeTrax functions. It is the only level capable of creating and
managing user accounts through the System Users and Passwords screen. Only
one Primary Administrator user is allowed, and while the USERNAME and PASSWORD can be edited, the account can never be deleted.
Supervisor: Indicates a user who is restricted to viewing the records of only
certain Employee Groups.
*Optional Features
NOTE: Please remember to save each user record.
17
TIMETRAX PRO
TIME SOURCE & SYNC STANDARDS
It is not necessary to make any changes on this screen.
TIME SOURCE STANDARD: By default
Time Recorder is the most reliable option for
time keeping. You can change the default to
PC if you choose, however, PCs experience
fluctuation by gaining and losing time.
TIME SYNCHRONIZATION
STANDARD: By default Powerline is the
most reliable option for time keeping. You can
change the default to Crystal if you choose,
however, internal crystals experience fluctuation
by gaining and losing time.
SUPERVISOR FUNCTIONS
NOTE: This option will only show if the “Keypad used for Punch Entry” has
been selected under ADVANCES/SET-UP/PREFERENCES.
This function will be used to set up the supervisor cards. With these cards the
supervisor will have the capability to enter a swipe into the recorder whenever
an employee forgets to punch in. The supervisor can only enter the swipe for
the current time. The administrator will still have to make the change to the
PUNCH DETAILS to have the time show correctly.
The field for the CARD NUMBER only holds two digits. The employer should
select a range of cards that will be dedicated to Supervisor Cards and do not
allocate those numbers to anyone else.
An employee designated to have a Supervisor Card should use that card only in
a supervisory function. If that supervisor is an hourly employee, the Supervisor
Card should be separate from his or her own employee swipe card.
To enter the swipe when an employee forgets to punch in:
1. Swipe the SUPERVISOR CARD through the Time Recorder.
2. Enter the card number of the employee who forgot to punch.
3. Make sure you let the administrator know about the punch and what the
correct time was supposed to be so the correction can be made.
WORK RULES
Addressed in initial TimeTrax Pro Setup Wizard.
18
TIME & ATTENDANCE SYSTEM
KEYPAD ENTRY
Using the Keypad
Punch records can be entered using the keypad on the time recorder if this
has been enabled in the software in either of two ways. Certain cards can be
designated as “supervisor cards” in the program. After a supervisor card is
swiped, the keypad is temporarily enabled and an employee number may be
entered. Additionally, a range of numbers may be designated in the software
as allowable for unsupervised keypad entry. These numbers may be keyed in at
any time. See help on Supervisor Functions for details on setting up supervisor
cards and unsupervised keypad entry in the software.
Supervised Keypad Entry
• Swipe a designated supervisor card through the slot on the time recorder.
• If the supervisor card is successfully read, the green LED on the right side of
the time recorder will flash, the time recorder will beep and the message
“Keypad#” will display on the LCD screen.
• Immediately use the keypad to type in an employee number and then push
the ENTER key to create a punch record or push the CLEAR key to abort the
entry and start over.
• If the employee number is accepted, the green LED on the right side of the
time recorder will flash, the time recorder will beep and the LCD screen will
go back to displaying the date and time.
Unsupervised Keypad Entry
• Use the keypad to type in an employee number which is in the allowable
range, and then push the ENTER key to create a punch record or push the
CLEAR key to abort the entry and start over.
• If the employee number is
accepted, the green LED on the
right side of the time recorder
will flash, the time recorder will
beep and the LCD screen will
go back to displaying the date
and time.
19
TIMETRAX PRO
BELL SCHEDULES
TimeTrax accommodates bell scheduling for customers who have standard
start/end and break/lunch times and want to program bells to ring at a specific
time to notify employees at the appropriate hour, up to 300 events. The programming is standard in the software, however, additional bell ringing hardware
and bells are available through Customer Support at 888-479-7264 or by email
at custsvc@pti.cc.
To program the bell schedule, your time recorder must be connected successfully
to your PC on the Initial Communications screen of the software. Select BELL
SCHEDULE from the Vertical Icon Bar.
To program the bell to ring, select ADD. In the time field, use the up and down
arrows to choose the time that you want the bell to ring and in the duration
field, choose the duration of the ring. Durations are 0.5 seconds, 1.0 seconds
and in 1 second increments up to a maximum of 15 seconds. Select the days of
the week that you want the bell to ring.
Circuits: The circuit selection indicates which circuits are to ring at the
designated time. The Time Recorder, connected to the Pyramid 5300 bell ringer,
will automatically be Circuit 1. With the Pyramid 5110 Bell Ringer Relay, you
can connect up to four independent bell circuits that can ring individually or
simultaneously with one another.
Enter the time that you want the
bell to ring.
Select the duration of the ring
from .5 to 15 seconds.
Select days of the week that bell
should ring.
Save and repeat steps for each time that you want the bell to ring throughout
the day.
20
TIME & ATTENDANCE SYSTEM
CHANGING BELL SCHEDULE
Once a bell schedule is established, the time of an entry cannot be changed. The
entire entry must be deleted and a new entry added for the correct time. To
delete the entry, highlight the entry that you wish to change and select DELETE.
A pop up question box asking, "Are you sure you want to delete this item?" will
appear. Select YES to delete the entry or select CANCEL to abort the deletion.
To change the duration, days of the week or circuit to ring, highlight the schedule you wish to modify, select the Edit button and make your change. Click the
Save button to save the change or click the Cancel button to return without
changing the existing bell schedule.
DELETING THE BELL SCHEDULE
Click the DELETE ALL button. A pop up question box asking, "Are you sure you
want to delete all scheduled items?" will appear. Select YES to delete the entry or
select CANCEL to abort the deletion
PAYROLL TAB
Get Punches: At Login you are offered the option to download punches.
Pyramid recommends that you do this on a regular basis to prevent data loss.
Otherwise, GET PUNCHES allows you to download punches when you are ready
for payroll activities. TimeTrax Pro will automatically recognize new punches,
and download only those not currently in the database.
Punch Details: The PUNCH DETAILS screen displays all in and out punches.
This screen allows you to view, insert, edit and delete punches, as well as assign
comments to punches. You can also view Current, Previous and 2 Prior pay
periods. This screen categorizes the type of pay category, and notifies you of
possible errors.
If an employee has no IN or OUT
punches for a specific day,
TimeTrax Pro will automatically
populate an Absent status.
Missed Out
21
TIMETRAX PRO
PUNCH EDITING
Insert Punch: To insert a punch, click the INSERT PUNCH button. Select the
date of the punch and then select the time of the punch and choose SAVE.
Edit Punch: Highlight the punch in question, click the EDIT PUNCH button,
change the date and/or time of the punch, and choose SAVE.
Delete Punch: Highlight the punch in question, click the DELETE PUNCH
button, and choose YES on the verification screen, if you are sure you want to
delete this punch.
An audit trail is automatically produced for any modifications made to the
original punch that will show up on screen as well as the timecard report.
PAYROLL DETAILS
The Payroll Detail’s section is the location in the program that allows you
to enter exceptions to the employee payroll record as well as approving and
un-approving employee payroll records. Most fields are pre-populated from
both the Punch Detail and Employee Detail screens.
To enter exceptions, click the
EDIT PAYROLL DETAILS button
and select which special
pay you wish to add (the date
will only pre-populate if special
pay accrues towards overtime
as selected in payroll groups).
Enter the hours associated with
the special pay in the edited
hours field. Click SAVE.
Approve, Un-Approve, and Approve (Next): Once you approve the payroll,
you can only edit the payroll if you click the UN-APPROVE button first. Once
you make your change, you must click APPROVE again. The APPROVE (NEXT)
button will approve the current employee, place the data into archive and bring
you to the next employee record.
22
TIME & ATTENDANCE SYSTEM
ASSERT GLOBAL SPECIAL PAY
In the circumstances where you wish to pay all employees or a group of
employees the same number of hours, (i.e., Independence Day @ 8 hours),
go to FILE – Assert Global Special Pay.
EMPLOYEE SELECTION: Choose
either EMPLOYEE BY GROUPS in the Selected
Payroll Group or INDIVIDUAL EMPLOYEES in
the Selected Payroll Groups. If you choose
EMPLOYEE BY GROUPS, you are selecting every
employee within the selected employee group.
If you click on INDIVIDUAL, you must click on
each individual that you wish to assert the
global special pay.
FOURTH/FIFTH SPECIAL PAY ENTRY:
Choose the special pay category, the date (if the
pay category accrues towards overtime, you will
be required to enter the date). If the pay category
does not accrue towards overtime, you will be
required to choose either the PAY BY AMOUNT
(Dollar Value) or PAY IN HOURS.
You can exclude special pay for employees who
were hired less than a user definable number of
days.
WORKDAYS AND WORKWEEK
ONLY THE REGULAR WORKWEEK:
This will set ONLY the workweek template for a
specified individual or group. You will enter what
days make up your regular workweek.
ONLY THE PAY PERIOD WORKDAYS:
This will set ONLY the workdays for a specified
individual or group. You will enter the actual
workweek; i.e., Jane could not work Monday
but worked Saturday instead, you would
uncheck Monday and check Saturday
THE WORKDAYS AND WORKWEEKS:
This will set template for the normally worked
days (Workweek) for a specified individual or
group AND the Workdays for a specified
individual or group.
Click OK to save changes.
23
TIMETRAX PRO
REPORTS / EXPORTS
REPORTS
When generating REPORTS you must select the PAY PERIOD you want included
in the report, as well as the EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES
you want included in the REPORT. Then, select the REPORT you want to run.
Select PAY
PERIOD to be
included in
REPORT
Choose
REPORT
Click
CREATE
REPORT
Select who
is included
in the REPORT.
Choose either
EMPLOYEE
GROUP or
INDIVIDUAL
EMPLOYEES.
Payroll Report: Shows total regular/overtime/special hours worked including
wage information for the selected PAY PERIOD.
Time Card Report: Shows individual punches, special pay and running totals
of regular and overtime hours worked for the selected pay period. Comments
input by user on PUNCH DETAIL screen will appear on this report if selected.
Attendance Report: Shows absenteeism and missed punches for the selected
pay period for TODAY, YESTERDAY or the SELECTED PAY PERIOD.
Punch Report: Shows the first IN and last OUT punch for a selected pay
period for TODAY, YESTERDAY or the SELECTED PAY PERIOD.
Detailed Payroll Report: Combines the PAYROLL REPORT and TIME CARD
REPORT. Comments input by user on PUNCH DETAIL screen will appear on
this report if selected.
Card Report: Shows CARD NUMBER and the EMPLOYEE NAME the card is
assigned to.
Card Report/Comprehensive: Shows CARD NUMBER and the EMPLOYEE
NAME the card is assigned to as well as the employee status.
Employee Card Report: Shows the EMPLOYEE GROUP NAME, EMPLOYEE
NAME, EMPLOYEE ID and all cards assigned.
24
TIME & ATTENDANCE SYSTEM
Employee Contact Information: Shows NAME, ADDRESS, HOME PHONE
and WORK PHONE.
Employee Seniority Report: Shows EMPLOYEE NAME, ID NUMBER, HIRE
DATE and DAYS EMPLOYED. You can sort by either 30/60/90 or 410-DAY
BANDS or BY NAME or BY DATE HIRED.
ARCHIVE REPORTS
Once a payroll record is approved, it is placed in Archive. Archive Reports allow
you to run reports from the date TimeTrax Pro was installed up to and including
the current date.
Select who is included in
the REPORT. Choose either
EMPLOYEE GROUP or
INDIVIDUAL EMPLOYEES.
START/END DATES:
Select the dates you want
included in the REPORT.
ACTIVE/INACTIVE
EMPLOYEES:
Select just active or active and
inactive to appear on REPORT.
Choose REPORT
Pay History Report: Shows a history of total regular/overtime/special hours
worked including wage information for the selected PAY PERIOD.
Hours Summary Report: Shows a history of total PAY CATEGORY hours.
Attendance Report: Shows a history of absenteeism and missing
punches.
Detail Pay History Report: Shows a history of the combined PAYROLL
REPORT and TIME CARD REPORT. Comments input by user on PUNCH DETAIL
screen will appear on this report.
Detail Pay History Report w/o Comments: Shows a history of the
combined PAYROLL REPORT and TIME CARD REPORT. Comments input by
user on PUNCH DETAIL screen will not appear on this report.
EMPLOYEE DETAILS
Click the Employee Details Icon to bring you to the EMPLOYEE DETAILS
SCREEN covered in the initial TIMETRAX PRO SETUP WIZARD.
25
TIMETRAX PRO
IMPORTING EMPLOYEES FROM QuickBooks
This section discusses how to import employees from your QuickBooks system
to TimeTrax Pro to eliminate the double entry of employee information.
After you complete the setup of EMPLOYEE GROUPS, you will be presented
with the following screen:
Click YES to continue.
Click SYNC EMPLOYEES WITH
QUICKBOOKS to continue.
Click LINK RULES to setup how
the system will import your
employees.
After going through the LINK
RULES (discussed below) click
START SYNCING EMPLOYEES
WITH QUICKBOOKS.
26
TIME & ATTENDANCE SYSTEM
MATCH ONLY ON EMPLOYEE ID:
The import will only match Employee IDs.
UNIQUELY MATCH: The import will do a
cross reference on all employee data to ensure it
is correct (Pyramid strongly recommends use of
this option).
Check this option to
have TimeTrax PRO/
ELITE update your
QuickBooks
Employee data.
Check this
option to have
QuickBooks
update your
TimeTrax PRO/
ELITE employee
data. (PYRAMID
STRONGLY
RECOMMENDS
USE OF THIS
OPTION).
If ALWAYS IMPORT
is selected, you
have the option to
select an employee
group that all new
employees will be
entered into by
default.
ALWAYS IMPORT:
When selected, this
option will always
import the QuickBooks
employee into TimeTrax
Pro without asking.
ASK BEFORE: When
selected, the system
will always ask before it
imports any employee
into TimeTrax Pro
(Pyramid strongly
recommends use of
this option).
NEVER IMPORT:
When selected, the
system will never import
any employees into
TimeTrax PRO.
ALWAYS IMPORT: When selected, this option
will always import the QuickBooks employee into
TimeTrax Pro without asking.
ASK BEFORE: When selected, the system will
always ask before it imports any employee into
TimeTrax PRO.
NEVER EXPORT: When selected, the system
will never export any employees from TimeTrax
PRO (PYRAMID STRONGLY RECOMMENDS USE
OF THIS OPTION).
27
TIMETRAX PRO
ADP
The following are instructions for setting up and using the ADP EXPORT
contained in the TimeTrax PRO. You will have to go into the REPORTS/
EXPORTS tab to proceed with the export. It may also be necessary for you to
setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS – SETUP
PAY CATEGORIES. (These codes will be provided to you from your payroll
service provider). It is also required that individual payroll records are approved
before export on the PAYROLL DETAILS SCREEN.
Choose EXPORT.
Select PAY PERIOD to be
included in EXPORT.
Select who is included in the
EXPORT. Choose either
EMPLOYEE GROUP or
INDIVIDUAL EMPLOYEES.
Setup/Create Export:
Choose SETUP or CREATE
EXPORT. Setup is typically a onetime screen for setup – CREATE
EXPORT will create the export
with the setup options you have
selected.
Enter your company code as provided by ADP.
Select the drive and location
where you want the export file to
be saved.
Click CONTINUE EXPORT and
SAVE ANY CHANGES to export
and save the file where you
selected.
Congratulations, you have successfully created and saved an ADP EXPORT FILE.
You will need to contact ADP to obtain steps on how to import the file you
created and saved into ADP software.
28
TIME & ATTENDANCE SYSTEM
GENERIC TEXT
The following are instructions for setting up and using the GENERIC TEXT
EXPORT contained in the TimeTrax PRO. You will have to go into the REPORTS/
EXPORTS tab to proceed with the export. It may also be necessary for you to
setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS – SETUP
PAY CATEGORIES. (These codes will be provided to you from your payroll
service provider). It is also required that individual payroll records are approved
before export on the PAYROLL DETAILS SCREEN.
Choose EXPORT.
Select PAY PERIOD to be
included in EXPORT.
Select who is included in the
EXPORT. Choose either
EMPLOYEE GROUP or
INDIVIDUAL EMPLOYEES.
Setup/Create Export:
Choose SETUP or CREATE
EXPORT. Setup is typically a
one-time screen for setup –
CREATE EXPORT will create the
export with the setup options
you have selected.
DELIMITER: Choose Comma,
Tab, or Semi-Colon.
QUOTED: Choose Yes or No
EMPLOYEE BY: Choose Name,
SSN, or EMP#
EXPORT TYPE: Choose Payroll
or Punches.
Select the drive and location
where you want the export file
to be saved.
Click CONTINUE EXPORT and
SAVE ANY CHANGES to export
and save the file where you
selected.
Type the desired name for this file
including the extension file.
Congratulations, you have successfully created and saved a GENERIC TEXT
EXPORT file. You will need to go to the location where you created and saved
the file and import it into the software of your choosing.
29
TIMETRAX PRO
PAYCHEX PREVIEW
The following are instructions for setting up and using the PAYCHEX
PREVIEW EXPORT contained in the TimeTrax PRO. You will have to go into
the REPORTS/EXPORTS tab to proceed with the export. It may also be necessary
for you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS
– SETUP PAY CATEGORIES. (These codes will be provided to you from your
payroll service provider). It is also required that individual payroll records are
approved before export on the PAYROLL DETAILS SCREEN.
Choose EXPORT.
Select PAY PERIOD to be
included in EXPORT.
Select who is included in the
EXPORT. Choose either
EMPLOYEE GROUP or
INDIVIDUAL EMPLOYEES.
Choose SETUP or CREATE
EXPORT. Setup is typically a
one-time screen for setup –
CREATE EXPORT will create
the export with the setup options
you have selected.
Setup/Create Export:
PAYCHEX will provide BRANCH,
CLIENT, and SITE NUMBER for
this export.
Select the drive and location you
want the export file to be saved.
Click CONTINUE EXPORT and
SAVE ANY CHANGES to export
and save the file where you
selected.
Congratulations, you have successfully created and saved a PAYCHEX PREVIEW
export file. You will need to contact PAYCHEX to obtain steps on how to import
the file you created and saved into PAYCHEX software.
30
TIME & ATTENDANCE SYSTEM
PAYCHEX PAYLINK
The following are instructions for setting up and using the PAYCHEX
PAYLINK EXPORT contained in the TimeTrax PRO. You will have to go into the
REPORTS/EXPORTS tab to proceed with the export. It may also be necessary for
you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS –
SETUP PAY CATEGORIES. (These codes will be provided to you from your
payroll service provider). It is also required that individual payroll records are
approved before export on the PAYROLL DETAILS SCREEN.
Choose EXPORT.
Select PAY PERIOD to be
included in EXPORT.
Select who is included in the
EXPORT. Choose either
EMPLOYEE GROUP or
INDIVIDUAL EMPLOYEES.
Choose SETUP or CREATE
EXPORT. Setup is typically a
one-time screen for setup –
CREATE EXPORT will create
the export with the setup options
you have selected.
Setup/Create Export:
PAYCHEX will provide BRANCH #,
CLIENT ID, and SITE #, SEQ #,
and whether or not to send
hourly rate for this export.
Select the drive and location
where you want the export file
to be saved.
Click CONTINUE EXPORT and
SAVE ANY CHANGES to export
and save the file where you
selected.
PAYCHEX will provide you with
the file name for this export.
Congratulations, you have successfully created and saved a PAYCHEX PAYLINK
EXPORT file. You will need to contact PAYCHEX to obtain steps on how to
import the file you created and saved into PAYCHEX software.
31
TIMETRAX PRO
PRODATA EVOLUTION
The following are instructions for setting up and using the PRODATA
EVOLUTION EXPORT contained in the TimeTrax PRO. You will have to go into
the REPORTS/EXPORTS tab to proceed with the export. It may also be necessary
for you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS
– SETUP PAY CATEGORIES. (These codes will be provided to you from your
payroll service provider). It is also required that individual payroll records are
approved before export on the PAYROLL DETAILS SCREEN.
Choose EXPORT.
Select PAY PERIOD to be included in EXPORT.
Select who is included in the
EXPORT. Choose either
EMPLOYEE GROUP or
INDIVIDUAL EMPLOYEES.
Choose SETUP or CREATE
EXPORT. Setup is typically a
one-time screen for setup –
CREATE EXPORT will create
the export with the setup options
you have selected.
Setup/Create Export:
ProData will provide RATE CODES
for this export.
Select the drive and location
where you want the export file to
be saved.
Click CONTINUE EXPORT and
SAVE ANY CHANGES to export
and save the file where you
selected.
Congratulations, you have successfully created and saved a PRODATA EXPORT
file. You will need to contact ProData to obtain steps on how to import the file
you created and saved into ProData software.
32
TIME & ATTENDANCE SYSTEM
QuickBooks 2003+
The following are instructions for setting up and using the QUICKBOOKS 2003+
LINK EXPORT contained in the TimeTrax PRO. You will have to go into the
REPORTS/EXPORTS tab to proceed with the export. It may also be necessary for
you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS –
SETUP PAY CATEGORIES. (These codes will be provided to you from your payroll service provider). It is also required that individual payroll records are
approved before export on the PAYROLL DETAILS SCREEN.
Choose EXPORT.
Select PAY PERIOD to be
included in EXPORT.
Select who is included in the
EXPORT. Choose either
EMPLOYEE GROUP or
INDIVIDUAL EMPLOYEES.
You will need to
browse to find
your QuickBooks
Company File.
Choose SETUP or CREATE
EXPORT. Setup is typically a
one-time screen for setup –
CREATE EXPORT will create
the export with the setup options
you have selected.
REGULAR PAY ITEM: This is
what is referred to as regular
time in QuickBooks.
OVERTIME 1.5 PAY ITEM:
This is what is referred to as
Overtime Rate in QuickBooks.
OVERTIME 2 PAY ITEM:
This is what is referred to as
Overtime Rate (2) in QuickBooks.
Click START
EXPORTING TO
QUICKBOOKS.
NOTE: It is imperative that you
match EXACTLY what is in
QuickBooks to these fields
(they are case sensitive as well).
Congratulations, you have successfully created and saved a QuickBooks export
file. At this point you can go into QuickBooks, and see that all of the hours will
be assigned to the proper employees, and you can go about processing payroll
as you normally would.
33
TIMETRAX PRO
QuickBooks – 2002
The following are instructions for setting up and using the QUICKBOOKS PRE2002 LINK EXPORT contained in the TimeTrax PRO. You will have to go into
the REPORTS/EXPORTS tab to proceed with the export. It may also be necessary
for you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS
– SETUP PAY CATEGORIES. (These codes will be provided to you from your payroll service provider). It is also required that individual payroll records are
approved before export on the PAYROLL DETAILS SCREEN.
Choose EXPORT.
Select PAY PERIOD to be
included in EXPORT.
Select who is included in the
EXPORT. Choose either
EMPLOYEE GROUP or
INDIVIDUAL EMPLOYEES.
Choose SETUP or CREATE
EXPORT. Setup is typically a
one-time screen for setup –
CREATE EXPORT will create
the export with the setup options
you have selected.
REGULAR PAY ITEM: This is
what is referred to as regular
time in QuickBooks.
OVERTIME 1.5 PAY ITEM: This is
what is referred to as Overtime
Rate in QuickBooks.
OVERTIME 2 PAY ITEM: This is
what is referred to as Overtime
Rate (2) in QuickBooks.
NOTE: It is imperative that you
match EXACTLY what is in
QuickBooks to these fields (they
are case sensitive as well).
Select the drive and location
where you want the export file to
be saved.
Select a file name for this export.
34
TIME & ATTENDANCE SYSTEM
To obtain a CREATE TIME, do the following:
1.
In the QuickBooks Tool Bar go into:
FILE
TIMER
EXPORT LISTS FOR TIMER
2.
Click OK when the EXPORTS LISTS FOR TIMER SCREEN appears.
3.
Save in whatever drive you choose to use.
4.
Change the file name to something easily identifiable such as myqbcompany.if. The name does not matter as long as the ending is .if.
5.
Click on SAVE. You will get a message showing that your data has been
exported successfully.
6.
Minimize your QuickBooks Screen.
7.
In either Microsoft Explorer or Notepad, open the file you
just created: Go into either Explorer or Notepad. Open the Drive you
saved the file in. Change the File of Type to ALL FILES. Look for the .if
with the name you assigned. Open the file.
8.
In the export file you just opened, look on the top line for the field
called COMPANYCREATETIME. Under that field name and slightly to
its left is a 10-digit number. This is your QUICKBOOKS COMPANY
NUMBER.
9.
Record your QuickBooks Company Number.
It will always be needed to perform the export.
Once this is complete click CONTINUE EXPORT and save any changes.
Congratulations, you have successfully created and saved a QUICKBOOKS
EXPORT file. At this point you can go into QuickBooks, and see that all of
the hours will be assigned to the proper employees, and you can go about
processing payroll as you normally would.
35
TIMETRAX PRO
QuickBooks PRO TIMER EXPORT USERS
The following are instructions for setting up and using the QUICKBOOKS
PRO TIMER EXPORT contained in the TimeTrax PRO. You will have to go into
the REPORTS/EXPORTS tab to proceed with the export. It may also be necessary
for you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS
– SETUP PAY CATEGORIES. (These codes will be provided to you from your
payroll service provider). It is also required that individual payroll records are
approved before export on the PAYROLL DETAILS SCREEN.
Choose EXPORT.
Select PAY PERIOD to be
included in EXPORT.
Select who is included in the
EXPORT. Choose either
EMPLOYEE GROUP or
INDIVIDUAL EMPLOYEES.
Choose SETUP or CREATE
EXPORT. Setup is typically a
one-time screen for setup –
CREATE EXPORT will create
the export with the setup options
you have selected.
REGULAR PAY ITEM: This is
what is referred to as regular
time in QuickBooks.
OVERTIME 1.5 PAY ITEM: This is
what is referred to as Overtime
Rate in QuickBooks.
OVERTIME 2 PAY ITEM: This is
what is referred to as Overtime
Rate (2) in QuickBooks.
NOTE: It is imperative that you
match EXACTLY what is in
QuickBooks to these fields (they
are case sensitive as well).
Select the drive and location
where you want the export file
to be saved.
Select a file name for this export.
36
TIME & ATTENDANCE SYSTEM
To obtain a CREATE TIME, do the following:
1.
In the QuickBooks Tool Bar go into:
FILE
TIMER
EXPORT LISTS FOR TIMER
2.
Click OK when the EXPORTS LISTS FOR TIMER SCREEN appears.
3.
Save in whatever drive you choose to use.
4.
Change the file name to something easily identifiable such as myqbcompany.if. The name does not matter as long as the ending is .if.
5.
Click on SAVE. You will get a message showing that your data has been
exported successfully.
6.
Minimize your QuickBooks Screen.
7.
In either Microsoft Explorer or Notepad, open the file you
just created: Go into either Explorer or Notepad. Open the Drive you
saved the file in. Change the File of Type to ALL FILES. Look for the .if
with the name you assigned. Open the file.
8.
In the export file you just opened, look on the top line for the field
called COMPANYCREATETIME. Under that field name and slightly to
its left is a 10-digit number. This is your QUICKBOOKS COMPANY
NUMBER.
9.
Record your QuickBooks Company Number.
It will always be needed to perform the export.
Once this is complete click CONTINUE EXPORT and save any changes.
Congratulations, you have successfully created and saved a QUICKBOOKS
EXPORT file. At this point you can go into QuickBooks, and see that all of
the hours will be assigned to the proper employees, and you can go about
processing payroll as you normally would.
37
TIMETRAX PRO
DEPARTMENT CODES
Department Codes allow employees to change Departments or Jobs throughout
the course of a workday. Department codes could be used when an employer
wants to capture time by job and employee vs. employee alone. The employee(s)
will swipe when leaving each position and again when starting under a new
department.
Department codes are not a standard feature on all models, but can be
purchased separately by calling Pyramid at 888-479-7264.
You can access the Department Code feature via. WORK RULES on the vertical
icon bar.
You must select the box ENABLE DEPARTMENT CODE ENTRY AT
THE TIME RECORDER(S) in order to use this feature.
Select ADD and assign a numeric code (maximum 4-digit) for each department.
Enter a text description for each department. Select Save and enter the remaining department codes. Next, go to employee details and assign a primary department code for each employee in the DEPT field.
If you have department codes activated – when your employee clocks IN and
OUT – their default department code will populate. Use the keypad to select the
appropriate department.
Select to
activate
feature
Add/Save
38
TIME & ATTENDANCE SYSTEM
SQL HARDWARE INSTALLATION
IMPORTANT: Software must be fully installed PRIOR to connecting the hardware.
1. Install SQL Server CD onto the PC that will act as the Server.
Close out of the program.
2. Install DB9 and USB adapter to the computer that will act as the Server.
3. Attach the RJ45 cable to the DB9 adapter.
4. Run the cable to the terminal.
5. Install SQL Client disk on all PCs that will run TIMETRAX program.
When upgrading to SQL From A Single User Version, or changing computers
and you are using a USB interface with standard RS232 adapter, you must
disconnect the adapter prior to installing the SQL Server CD. If you run the
installation program with the USB connected, the software will not be able to
locate the time recorder(s). If this happens, you must disconnect the adapter,
uninstall the software, reinstall the software and then connect the hardware
for the software to successfully locate the recorders.
*Note: When using serial TimeTrax terminals, only the computer that has
the TimeTrax attached can download the punches. When using
ethernet TimeTrax terminals all computers can download the punches.
PLEASE READ THESE INSTRUCTIONS THOROUGHLY BEFORE
ATTEMPTING THE INSTALLATION. ALSO PLEASE KEEP YOUR CDs IN
A SAFE LOCATION FOR FUTURE ACCESS TO THE SUPPORT FOLDER.
39
TIMETRAX PRO
Included in your shipment you should have received 2 CDs, one marked
TIMETRAX SQL_SVR and the other marked TIMETRAX SQL_CLIENT. If
you purchased TIMETRAX separately, you will have a TIMETRAX CD as well.
This TIMETRAX CD should not be installed when you are installing SQL.
Also, it is important that you not install a Client CD on the same machine
as the Server CD.
HOW TO SELECT YOUR SERVER
TIMETRAX SQL_SVR: Install the Server Edition on the one computer that
will store the database and respond to database access requests. Please note
the following before selecting which of your computers will act as the server:
• Windows® version must be: Windows® NT4 SP6A or Windows 2000
SP4 or XP SP1A or later.
• SQL Server must not be placed on compressed file systems or a remote
network drive such as a shared network directory. It must be located
on the C:\ Drive of the Server computer.
• Once you establish the server, files stored on the server cannot be
relocated.
• The Windows® User running the Server must have full administrative
rights.
• You MUST install the Server Edition before any Client Edition is installed.
NEW SQL INSTALL
Step 1: Install the TIMETRAX SQL_SVR into the CD-ROM of the machine you
have designated as the server. The Install Shield Wizard will begin.
Note: If your server computer
already has another product that
utilizes MS SQL Server 2000 MSDE,
the TIMETRAX SQL_SVR installer
may fail to install the database
system that TIMETRAX SQL
requires. See Troubleshooting for
further assistance.
Click OK
40
TIME & ATTENDANCE SYSTEM
When the InstallShield Wizard completes, you will have 3 icons on your
Desktop:
• TIMETRAX Network Agent – communicates with the client machines.
• TIMETRAX – Time and attendance program.
• SQL Server Network Utility – sets the network communication
parameters.
Recommendation:
To avoid possible conflict with other MSDE programs installed on server computer. We recommend that after installing TIMETRAX SQL onto your server
computer, please go to the Disc Drive and right click on the drive. Click on the
EXPLORE option, then locate folder named support and double click. Click on
the MSDE INSTALLER ZIP FILE. Select all the files and extract files on to your
desktop. On your desktop there should be a folder named “MSDE Install”.
Double click. Click on MSDE SETUP and let it run.
IMPORTANT: DO NOT OPEN/RUN TIMETRAX ICON OR THE
NETWORK AGENT ICON UNTIL THE SQL SERVER NETWORK
UTILITY SETUP IS COMPLETE!
Step 2: Open/Run the SQL Server Network Utility: Highlight “Named Pipes”
and “TCP/IP” in the Disabled protocols box and select ENABLE to
move the 2 network protocols to the Enabled protocols box.
Click OK to continue.
Enable
TIMETRAX
Network
Agent
TIMETRAX
Program
SQL Server
Network
Utility
Shows the
3 icons as
they appear
on your
desktop
after installation of the
TIMETRAX
SQL_SVR
CD.
Instance(s)
should
pre-populate
with:
(Computer
name)\
PYRTECHDB
Click OK
41
TIMETRAX PRO
Click OK
Step 3: Open/Run the Pyramid TIMETRAX Program by double clicking on the
desktop icon. A small window will flash quickly displaying the message
“Starting Microsoft SQL Server”.
Note: TIMETRAX – Login Standalone must show on the title bar. The
TIMETRAX application will do the required database initializations
only in the Standalone mode.
ADMIN
PTI
You will enter ADMIN into the User Name and PTI into the Password fields to
log into TIMETRAX.
The following screen may come up prompting you to call Pyramid Technologies
and provide the Serial Number shown to Customer Support. Customer Support
will then provide you with a key number to activate the program. Once the key
is entered, click VALIDATE.
Double
click on the
Pyramid
TIMETRAX
Program.
Enter Key
Number
Validate
Step 4: Follow the TIMETRAX Setup Wizard or refer to your TIMETRAX
manual for assistance. Once you have setup your company on the
Server, exit the TIMETRAX system. You are ready to install the Client
CD on the additional computers.
Step 5: TIMETRAX SQL_CLIENT: Install the Client Edition onto all other
computers that payroll may be viewed or processed.
42
TIME & ATTENDANCE SYSTEM
To allow access to the TIMETRAX database over the network, make sure that
the TIMETRAX program is closed on the Server. Then, double click on the
TIMETRAX Network Agent icon on the Server’s desktop. An icon in the form
of a blue pyramid will appear in the system tray on the lower-right corner of
your screen. This starts the Microsoft SQL Server and allows communications
with the Client(s).
The TIMETRAX network is now ready for normal operation. The server and
the client functions are interchangeable, and to secure the integrity of the
information being modified, only one user can be in the system at that time.
However, only the computer that is connected to the TIMETRAX terminal
(serial port) is capable of retrieving punch data, regardless if that computer
is the Server or the Client.
UPGRADE TO SQL FROM A SINGLE USER VERSION
It is important that you activate the SQL feature in your existing TimeTrax
or Fastime program by calling Pyramid before attempting the upgrade. If you
currently have TimeTrax (previously Fastime) software and are upgrading to
the SQL version, you must copy your database files.
• Close out of TimeTrax Software.
• Create a “TimeTrax Backup” folder on your desktop.
• Right-click on the Desktop and select ➞ NEW ➞ FOLDER.
• Name this folder DATA.
• Navigate to My Computer – C:\ Program Files\Pyramid\TimeTrax folder
and locate the following 6 files:
Pyramid.mdb
Pyrarchive.mdb
Pyrexport.mdb
Pyrpolmd.mdb
Pyramid.ini
Pyramid.bku
If you cannot see the file extensions, you may need to go to Tools, Folder
Options, View and then make sure HIDE FILE EXTENSIONS FOR KNOWN
FILE TYPES is unchecked. These are your database files and contain all of
your information.
• Copy these files to the DATA folder on your desktop. To do this, select the
first file and single left click so that it is highlighted, hold the CTRL key on
your keyboard and select the other 5 files. Choose EDIT ➞ COPY and close
out. Open the DATA folder on your desktop and choose EDIT ➞ PASTE.
*It is very important that you have all 6 files in your DATA file before
moving forward.
• Close out of all open windows. Navigate to Control Panel and select
ADD/REMOVE PROGRAMS. Locate TIMETRAX on the list and choose
REMOVE.
43
TIMETRAX PRO
• Once the program is removed, navigate to My Computer – C:\ Program
Files\Pyramid and delete the PYRAMID FOLDER.
Once you have created a folder on your desktop with the database files and
uninstalled and deleted the program and folder as instructed, follow Step 1
and 2 of the instructions for the New SQL Install on pages 40-42. When the
Server is completely installed, before accessing the TimeTrax program, go to the
folder on your desktop named DATA and choose EDIT ➞ SELECT ALL ➞ EDIT ➞
COPY. *All 6 files should copy over.
Navigate to My Computer – C:\ Program Files\Pyramid\TimeTrax and choose
Edit ➞ Paste into the TimeTrax folder. Choose YES TO ALL to replace the
existing files.
Continue with Steps 3-5 of the New SQL Install instructions on pages 42-43.
MAINTENANCE UPGRADES
All maintenance upgrades must be done on the Server computer and in the
standalone mode. Standalone means that the database is not available over the
network, but only to the user running it on the machine that hosts it (Server).
To disallow access to the TIMETRAX database over the network, make sure that
the TIMETRAX program is closed on each Client terminal. Then, right click on
the TIMETRAX Network Agent icon (blue pyramid) in the system tray on the
lower-right corner of your screen. Select Exit. The icon will disappear from the
tray and restrict communications with the Client(s).
To turn it back on, double click the TIMETRAX Network Agent icon on your
desktop. The blue pyramid icon will return to the system tray and the Client(s)
can access TIMETRAX from their terminals.
Alternatively, the TIMETRAX Network Agent can be started and stopped with
the Windows Task Scheduler. See, “Running TIMETRAX Network Agent as a
Background Task”.
DATABASE INFORMATION
The TIMETRAX database under SQL Server is the SQL Server Instance
PYRTECHDB. PYRTECHDB is comprised of six files stored at “C:\Program
Files\Pyramid\Data\ MSSQL$PRTECHDB\Data”. The files are named as follows:
1.
2.
3.
44
PyramidTIMETRAX.mdf,
PyramidTIMETRAX.ldf,
PyramidTIMETRAXArchive.mdf,
4.
5.
PyramidTIMETRAXArchive.ldf,
PyramidTIMETRAXExport.mdf,
6.
PyramidTIMETRAXExport.ldf.
TIME & ATTENDANCE SYSTEM
Running TIMETRAX Network Agent as a Background Task
The TIMETRAX Network Agent must be running to allow database access over
the network. Without the TIMETRAX Network Agent up and running, Client
TIMETRAX computers cannot run TIMETRAX. To eliminate this situation, The
TIMETRAX Network Agent should be set to run as a background task on the
Server computer.
Using your Microsoft Windows Task Scheduler, schedule the TIMETRAX
Network Agent to start after the computer boots up.
From the Control Panel (Start >Settings>Control Panel), double click the
SCHEDULED TASKS icon. Double click on ADD SCHEDULED TASK. This
will start the Scheduled Task Wizard.
Click NEXT
Click BROWSE
45
TIMETRAX PRO
Select: |Program Files\
Pyramid\TIMETRAX.
Double click on
PYRTT.NET.EXE
Task Name should prepopulate, however, if it
does not, enter PYRFTNET
Select: WHEN MY
COMPUTER STARTS
Click NEXT
Enter Windows User Name
Enter Windows Password
Confirm Windows Password
Select NEXT.
If the Next button won’t
advance you forward, you
may need to re-enter or
re-confirm the password.
Select:
OPEN ADVANCED
PROPERTIES FOR
THIS TASK
Select: FINISH
46
TIME & ATTENDANCE SYSTEM
Select: TASK tab
Add “-T” to the end
of the path.
Select: APPLY
In the “Run:” text field, it will display: “C:\Program Files\Pyramid\TIMETRAX\PyrFTNet.exe”. Click on the end of the line and add a space and then
"-T", as shown in the example above. Click APPLY.
Select: SETTINGS tab
Uncheck: STOP THE TASK
IF IT RUNS FOR: box
Select: APPLY
This completes the Scheduled Task. Now, whenever the Server computer is
booted up, the Windows Task Scheduler will automatically start the TIMETRAX
Network Agent without need of any user intervention.
47
TIMETRAX PRO
MODEM POLLING – HOST MODEM INSTALLATION
PARTS REFERENCE
48
A. Central PC
G. Standard 115v Wall Power Outlet
B. RJ45 to DB9 Adapter (PN 41400)
H. DB9 Adapter to RJ45
C. USB to RS232 Adapter (PN 41685)
I.
RJ45 Black Cable to Time Clk/PC
D. 50’ White Flat RJ45Cable
(PN 1269)
J.
Phone Line (RJ11) to Wall Jack
E.
TimeTrax Terminal
L.
F.
AC Power Supply
K. AC Power Supply
Standard 115v Wall Power Outlet
TIME & ATTENDANCE SYSTEM
MODEM POLLING – REMOTE MODEM INSTALLATION
Terminal with External Modem
Terminal with Internal Modem
PARTS REFERENCE
A. TimeTrax Terminal
E.
5050 External Modem
B. RJ45 into 5050 Modem
(Time Clk - White Cable)
F.
Standard 115v Power Outlet
C. RJ11 Standard Inwall
Phone Jack (Must Be Analog)
G. TimeTrax Terminal
(Internal Modem)
H. AC Power Supply
D. RJ11 Cable (Phone Line)
49
TIMETRAX PRO
PLEASE READ THESE INSTRUCTIONS THOROUGHLY
BEFORE ATTEMPTING THE INSTALLATION.
Introduction
TimeTrax Modem Polling is a powerful tool that allows users to download
punch records from multiple TimeTrax Recorders sited at remote locations.
Transmission of data is done via analog phone lines and internal and/or external
modems. Pyramid recommends that you have a dedicated analog phone line for
each TimeTrax terminal for use by the Host Modem to dial in and retrieve
punches from the remote terminal locations.
Included in your shipment (P/N FTPOL), you should have received
5050-external modem (P/N 5050), Adapter RJ45F to DB9F (P/N 41400) and
Black Cable (P/N 41539) to connect to your Host PC. To unlock the Modem
Polling Feature in your software, see Activating the Modem Polling Feature
later in this manual.
Installing the Host Modem (See diagram on page 48)
Connect the TimeTrax Recorder to the PC
Option 1: PC has an available Serial 9-pin (COM) Port: Connect the white 50’
RJ45 cable to the RJ45/DB9 adapter. This will then connect to the
back of your PC.
Option 2: PC only has a USB port. Connect the white 50’ RJ45 cable to the
RJ45/DB9 adapter and then connect the RS232/USB adapter to the
back of your PC.
Important Note: Once you connect the 5050 Modem to your PC, it becomes a
Host Modem. The Modem Polling Software shuts off the ability of the modem
to receive any phone calls. It can never perform the function of a Receiver
Modem without a manual reset. For more information on Resetting Receiver
Modem, see TROUBLESHOOTING at the end of these instructions.
Connect the 5050-Modem to the PC
Plug the 9-pin female connector end of the RJ-45 to DB9 connector into the serial port on the back of the PC. Plug the RJ45 black cable into the DB-9 to RJ-45
connector and the other end of the RJ-45 into the Time Clock port on the
modem. Plug the RJ11 phone cable into the port on the back of the modem
marked Phone Line and plug the other end into a phone outlet. Plug the supplied modem power transformer into a wall outlet or surge protector and the
cable from the transformer into the connector labeled Power on the modem.
50
TIME & ATTENDANCE SYSTEM
Installing Remote Recorder(s) and Modem(s) (See diagram on page 49)
TimeTrax Time Recorders installed at remote locations must be connected to a
phone line through a Pyramid Model 5050 external modem or installed directly
to the TimeTrax Time Recorder if it was purchased with an internal modem.
If connecting to 5050 Modem, plug the supplied RJ-11 phone cable into the
port labeled PHONE LINE and plug the other end into the analog phone
outlet designated for the TimeTrax Recorder.
Attach the modem to the TimeTrax Time Recorder by plugging the RJ-45 flat
cable into the port on the modem labeled TIME CLOCK. Make sure the connector “clicks” into place. Attach the cable from the supplied 18vac transformer to
the modem port labeled POWER IN. Plug the transformer into a wall outlet or
surge protector (recommended). When power is supplied to the modem, the
LEDs labeled POWER and READY will light up.
If connecting to TimeTrax with internal modem, connect the RJ-11 phone cable
into the port labeled Phone line and the other end into the analog phone outlet
designated for the TimeTrax Recorder. Plug the transformer into a wall outlet or
surge protector (recommended). When power is supplied to the modem, the
LEDs labeled POWER and READY will light up.
Activating the Modem Polling Feature
To activate your Modem Polling Feature, from the TimeTrax Toolbar, select
UPGRADES and then FEATURES. Highlight Modem Polling Option and select
INSTALL FEATURE: MODEM POLLING OPTION.
Highlight MODEM
POLLING Option
Select: INSTALL FEATURE
To get a key, call
Pyramid Customer
Support at 888-479-7264.
Enter Key to unlock the
feature and select
VALIDATE.
51
TIMETRAX PRO
Modem Polling Control Panel
The Modem Polling Control Panel is where the Modem Polling programming
takes place and is located by first selecting MODEM POLLING on the menu bar
and then selecting OPEN CONTROL PANEL from the pull down menu. If you
do not see MODEM POLLING on the menu bar, select FILE and SHOW MORE
MENUS and it will appear. You can also access MODEM POLLING by selecting
the Modem Polling Tab on the Vertical icon Bar.
Groups Tab
Establishing Modem Polling Group(s) for Remote Sites
Modem Polling Group is a remote location or a collection of remote locations
that are polled on the same schedule by the Modem Polling Server. Modem
Polling Groups share scheduling information such as the time zone and dialing
rules. To enter the information for each Polling Group:
Enter Name
of Group
Select correct
time zone from
drop down box.
Select
Standard Daylight
Savings Time
or enter Custom
Information if
necessary.
Groups Tab
• Open Modem Polling Control Panel
• Click GROUPS tab to display the
Polling Groups screen.
• Click the NEW GROUP button at
the bottom of the form.
• Type in a name for the group.
• Enter the number of times the
Modem Polling Server should retry
a call if it fails to connect with a
location that is a member of this
group in Retry Count box.
• Enter the time in minutes that the
Modem Polling Server should wait
52
Retry Times: Number
of attempts to redial
a remote modem if
the initial attempt is
unsuccessful.
Retry Minutes:
The duration of
minutes between
attempts to redial
the remote terminal.
New Group
before each retry in the Retry
Interval box.
• Select the appropriate time zone
for the group from the pull-down
menu.
• Select the appropriate daylight
savings time (DST) schedule for
the group.
• For custom Daylight Savings Times
(DSTs), select the month of the year
and the Sunday of the month on
which the DST starts and ends.
• Click the OK box at the bottom of
the form.
TIME & ATTENDANCE SYSTEM
Locations Tab
Entering the Location Information
The location is where the Remote Recorder and Modem are physically located.
Each remote location is setup in Modem Polling Locations Panel screen. To enter
the information for each remote location:
Locations Tab
Enter Location
Name
Select the Group
that the location
belongs to from
Dropdown box
Enter the telephone number
and any extension
needed at the
remote location.
• Open Modem Polling Control Panel
• Click on the LOCATIONS tab to
display the Polling Locations Form.
• Click the NEW LOCATION button
at the bottom of the form.
• Type in a name for the location.
• Select the group from which the
location is a member in the
pull-down menu.
New Location
• Enter the phone number to be
dialed to retrieve punch records
from this location. Include “1” +
the area code for a long distance
call and/or “9,” if dialing from a
PBX system.
• Enter an extension number in
the EXTENSION box if dialing a
location that is connected to an
extension, otherwise leave blank.
• Click the OK box at the bottom of
the form.
53
TIMETRAX PRO
Schedule Tab
The Modem Polling Server can automatically contact groups of remote locations
to download employee punch records based on a schedule setup by the user.
The Schedule Tab is where the polling schedule is set up. It contains a Schedule
Table in which the user can set the days and times that each group will be
polled to retrieve punch data. Programming a modem schedule is optional. If
you do not wish to set automatic scheduling, you can download punches from
the local or remote terminals at any time from the Modem Polling Menu or
Vertical Icon Bar.
Day Display
Schedule
Options
Schedule
Tab
Schedule
Time
Schedule Options
Screen
Host Time
Information
Using the Modem Polling Schedule Table
The Modem Polling Schedule Table is a 24 x 7 matrix with a row for each hour
and a column for each day of the week. Each cell in the table represents a onehour time slot. If the name of Polling Group is entered into a cell, the Modem
Polling Server will download punch records from each active location in that
group during the hour represented by the cell.
Show Sat/Sun or Show Mon/Tue
Only five days are displayed at any given time. The display can be toggled
between Monday through Friday and Wednesday through Sunday by clicking
on the SHOW SAT/SUN or SHOW MON/TUE menu bar respectively.
Schedule Options
Clicking on the Schedule Options menu bar allows access to table display features and sets up the local time information on the host. The checkbox labeled
USE COLORS IN LOCAL TIME column allows the program to use multiple colors
in the background of the LOCAL TIME column when checked.
54
TIME & ATTENDANCE SYSTEM
The TIME FORMAT selection allows times to be displayed in either 12 or
24-hour format.
The SET LOCAL TIME ZONE/DAYLIGHT SAVINGS TIME Button sets up local
time information on the host computer.
• Select the appropriate local daylight savings time (DST) schedule.
• For custom Daylight Savings Time (DST), select the month of the year and
the Sunday of the month on which DST starts and ends.
• Click the OK box at the bottom of the form.
Schedule Table
A Polling Group name is entered into a cell by double clicking the left mouse
button on a cell, clicking the right mouse button on a cell or by highlighting a
cell and then clicking the SET GROUP TO DIAL menu bar option. When the
user takes any of these actions, a pull-down menu appears which lists all of the
define group names, as well as an option to clear the cell. After selecting an
option from the pull-down, the user clicks on either the SAVE or the CANCEL
button to complete the entry.
Entries can be made in multiple cells simultaneously by highlighting a group
of cells to be changed and clicking the SET GROUP TO DIAL menu bar option.
The user's choice from the pull-down will be reflected in all highlighted cells.
Groups of cells can be highlighted in four ways:
1) Hold down the left mouse button and drag the cursor across the table.
2) Click an hour cell on the left to highlight that hour time slot for the
whole week.
3) Click a day cell at the top to highlight every time slot for that day.
4) Click the cell marked LOCAL TIME to highlight the entire table.
Cells and blocks of cells can also be cut, copied and pasted using the EDIT menu
bar option or the standard Windows Ctrl-X, Ctrl-C and Ctrl-V keystrokes.
55
TIMETRAX PRO
Starting the Modem Polling Server
In order to poll punches either via the Polling Schedule or the Poll Punch button, the Modem Polling Server must be running. The Modem Polling Server
should be running continuously on the Host computer. To turn the Server on:
• Click on MODEM POLLING on the menu bar and click on Start Server from
the pull-down menu.
• The splash screen will appear momentarily indicating that modem polling
has been started.
• A Pyramid icon will appear in the System Tray at the bottom right side of the
screen and remain present while the Modem Polling Server is running.
Stopping the Modem Polling Server
You will need to stop the Modem Polling Server for the following reasons:
• If you do not want the Modem Polling Server to follow the punch download
schedule
• If you want to immediately dial out to all locations prior to a polling punch
download
• If you are performing any system maintenance on the server
To stop the Modem Polling Server:
• Click on MODEM POLLING on the menu bar and click on STOP SERVER
from the pull-down menu or
• Right click on the Pyramid icon in the System Tray and select EXIT.
A question box will appear asking if you want to allow the server to finish
processing the current download only if one is running.
• Click on YES to allow the server to complete the current download before
stopping.
• Click on NO to end the server session immediately.
• Click on CANCEL to allow the server to continue running indefinitely.
.
56
TIME & ATTENDANCE SYSTEM
Retrieving Remote Punch Records
Employee punch records are stored in the remote TimeTrax Time Recorders
(up to 4,000) until automatically downloaded to the Host PC using the Modem
Polling Server according to the schedule created by the user. Downloaded
records are then stored in the Host Computer polling database until accessed by
the TimeTrax Software database (also located on the Host Computer) every time
a user logs into the TimeTrax Software. The TimeTrax Software can retrieve
punch data from the polling database as follows:
• Click on RETRIEVE PUNCH DATA on the main menu bar.
• Click one of the three menu options to retrieve punch records
1. BOTH LOCAL AND REMOTE
2. JUST LOCAL
3. JUST REMOTE
• When all punch records have been retrieved, a message will be displayed
which tells how many records were added to the database.
• Click the EXIT button to return to the Main Form.
or:
• Click the DOWNLOAD PUNCHES button on the initial TimeTrax Time
Recorder Connection Form that appears when you first start the TimeTrax
program.
Checking the Status of the Server in the Dial Log
The Dial Log, located on the host computer, is a log of polling activity
performed by the Modem Polling Server. Each time the program dials out to
retrieve punches, an entry is automatically made to the Dial Log so the activity
may be reviewed. You may access in any the following ways:
1) Right click on the Pyramid icon in the System Tray at the bottom right of the
screen. Select VIEW DIAL LOG.
2) Click on MODEM POLLING on the menu bar and select OPEN CONTROL
PANEL from the pull-down menu. Click on FILE on the menu bar and select
SHOW DIAL LOG from the pull-down menu.
3) Click on the GROUPS tab in the Control Panel. Click on the SHOW DIAL
LOG button at the bottom of the form.
57
TIMETRAX PRO
TIMETRAX ETHERNET TIME RECORDER
This product requires a network that has a DHCP server and that the server is
enabled. The clock will automatically locate the DHCP and the DHCP will assign
an IP address to the clock. The clock(s) and its corresponding IP Address will be
displayed on the Initial Communications Screen upon login. Also, the computer
and all Time Recorders must be on the same subnet.
* DO NOT PLUG IN THE POWER CORD UNTIL THE SOFTWARE
IS INSTALLED AND THE ETHERNET CABLE IS CONNECTED
PROPERLY TO THE TIME RECORDER*
*Note: If you plug in the power cord first, the correct IP address will not
be found and the software will not recognize the clock. You will
have to disconnect the power and wait approximately 1 hour
before attempting again.
INSTALLATION INSTRUCTIONS
It is important when installing your Pyramid TimeTrax Recorder(s) that you
follow the instructions below, in the order listed to make sure that the system
locates the correct IP address and functions correctly.
1. Install the TimeTrax software to the designated computer(s). Exit the
TimeTrax software.
2. Mount each Time Recorder according to the mounting instructions located
in this manual.
3. Plug the Ethernet cable that connects to your network into the Cat5 jack
of each TimeTrax, labeled “Ethernet”. DO NOT ATTACH THE POWER
CORD YET!
4. Attach power cord to the first Ethernet Time Recorder and plug opposite end
into 120 volt A/C outlet. Let it run for at least 3 minutes. (Leave all other
Ethernet Time Recorders unpowered.)
5. Open the TimeTrax program. Log into the software as the PRIMARY
ADMINISTRATOR (e.g. User Admin, password PTI). Select LOG IN.
6. Confirm that the recorder appears in the Initial Time Recorder Connection
Form. If not, click the RECONNECT button.
7. Allow the Initial Time Recorder Connection Form to remain on screen.
58
TIME & ATTENDANCE SYSTEM
8. Note: Time Recorders are going to be activated one-at-a-time! Power up
the next Ethernet Time Recorder Terminal with its power cord and adapter
(as was done for the first Time Recorder in Step 4) and let it run for at least 3
minutes. Click the RECONNECT button. Confirm that the recorder appears
in the Initial Time Recorder Connection Form.
9. Repeat Step 8 for each additional TimeTrax Time Recorder.
10. Once all recorders have been powered up and found, your TimeTrax system
is ready for normal use. Click the OK (Continue) button on the Initial Time
Recorder Connection Form to proceed.
59
TIMETRAX PRO
MULTIPLEXER
The Pyramid Multiplexer is a device that allows TimeTrax software to interface
with up to 8 additional TimeTrax recorders, and Bells or Synchronized Clocks
in a serial environment. The Multiplexer can be used in a single computer
environment or multi-computer environment with SQL software.
TimeTrax Recorders: Allows employers to place multiple Time Recorders
throughout a location so employees can swipe in and out using the same card
at multiple locations within a single facility. Because it is connected to one
TimeTrax software program, all punches will download, in chronological order,
to the Punch Detail screen of the employee. If using SQL software, you can
only retrieve punches from the computer that is attached to a Time Recorder.
Bells/Horns/Clocks: With the use of a Multiplexer, you can add Digital
Clocks, Bell Ringers, Bells and Horns to your system. Additional clocks in excess
of the 8 direct connections to the Multiplexer can be connected with a Clock
Booster. Call Pyramid at 888-479-7264 for more information.
Included in the Box:
P/N 8050 Multiplexer
P/N 41269 50’ RJ45 Cable
P/N 41285 Transformer
Accessory Items:
P/N 41270 Y Connector
P/N 41313 Cable Coupler
P/N 41314 100’ RJ45 Cable
60
TIME & ATTENDANCE SYSTEM
Electrical Installation:
1. Plug the power jack from the supplied wall transformer into the connector
labeled “POWER” and plug the wall transformer into the proper wall outlet.
The green LED on the front of the unit will turn on.
2. Insert the RJ45 cable included in the shipment from the host Computer into
the RJ45 connector marked “PC”.
3. Using RJ45 cable, plug the each Recorder, (maximum 8) into any one of the
RJ45 connectors labeled 1,2,3,4,5,6,7, or 8. A TimeTrax Recorder must be
inserted into the connector marked 1 when any clock is included in the
system so the clock receives a time signal.
4. Open the TimeTrax Program. The Initial Communication Screen will indicate
the proper connections.
To Connect With Multiple Clocks, Bells and Terminals:
61
TROUBLESHOOTING GUIDE
FOR YOUR TIME RECORDER
YOU MUST BE LOGGED IN AS ADMIN IN TIMETRAX AS WELL
AS ANY OTHER INTEGRATED SOFTWARE PROGRAM, SUCH AS
QUICKBOOKS, TO PERFORM ANY MAINTENANCE FUNCTIONS.
Software is Acting in an Unexpected Manner
TROUBLESHOOTING
• Restart TimeTrax and see if that corrects the problem.
• Reboot your computer and re-launch TimeTrax.
• Make sure you meet the minimum system requirements listed in the
MINIMUM SYSTEM REQUIREMENTS section of this manual.
Upgrade or Software Reinstallation Single Version User
• Close out of TimeTrax Software.
• Create a “TimeTrax Backup” folder on your desktop.
• Right-click on the Desktop and select ➞ NEW ➞ FOLDER.
• Name this folder DATA.
• Navigate to My Computer – C:\ Program Files\Pyramid\TimeTrax folder
and locate the following 6 files:
Pyramid.mdb
Pyrarchive.mdb
Pyrexport.mdb
Pyrpolmd.mdb
Pyramid.ini
Pyramid.bku
If you cannot see the file extensions, you may need to go to Tools, Folder
Options, View and then make sure HIDE FILE EXTENSIONS FOR KNOWN
FILE TYPES is unchecked. These are your database files and contain all of
your information.
• Copy these files to the DATA folder on your desktop. To do this, select
the first file and single left click so that it is highlighted, hold the CTRL
key on your keyboard and select the other 5 files. Choose EDIT ➞ COPY
and close out. Open the DATA folder on your desktop and choose
EDIT ➞ PASTE.
*It is very important that you have all 6 files in your DATA file before
moving forward.
• Close out of all open windows. Navigate to Control Panel and select
ADD/REMOVE PROGRAMS. Locate TIMETRAX on the list and choose
REMOVE.
62
• Once the program is removed, navigate to My Computer – C:\ Program
Files\Pyramid and delete the PYRAMID FOLDER.
• Insert the Disk provided (or download from the website) and proceed
with the install following all instructions and default selections.
• Once the new software is installed, go to the folder on your desktop
named DATA and choose EDIT ➞ SELECT ALL ➞ EDIT ➞ COPY. *All 6
files should copy over.
• Navigate to My Computer – C:\ Program Files\Pyramid\TimeTrax and
choose EDIT ➞ Paste into the TimeTrax folder. Choose YES TO ALL to
replace the existing files.
• Open the TimeTrax software with your usual user name and password. All
of your information will be there and the new version can be verified by
Selecting HELP and then ABOUT TIMETRAX. from the menu bar. The
version number should match the version number labeled on your CD.
QuickBooks users, see page 75 for additional information.
Following is an example of one of the messages you may see in
TimeTrax PRO:
STEP 1: Verify that the hardware
is set up correctly.
• Pyramid TimeTrax Pro units require
a COM Port for connection.
• You must first attach the DB9
(included in shipment) to your PC.
• Check to see if the wider side with
holes will connect into an available
port on the PC.
• If it does, screw it in securely.
• Connect the white Cat5 cable (included in the shipment) to DB9 and
connect the other end of the white Cat5 cable to the port in the back of
the time clock.
NOTE: The WHITE cable should never connect directly to the computer.
It should always connect to the DB9 and the DB9 should connect to the computer.
If the DB9 does not fit into a port on the computer, you will need a USB to
RS232 adapter to connect the DB9 to your computer. You can purchase this
adapter through Pyramid, P/N 41685.
63
TROUBLESHOOTING
Software Cannot Locate the Time Recorder
USB to RS232 adapter (PN 41685): For computers with only a USB port.
**Important** Make sure that the TimeTrax software is installed prior
to connecting the TimeTrax unit to the PC. Connect the white 50’
RJ45 cable (fig. D) to the RJ45/DB9 adapter (fig. B) and then connect
the RS232/USB adapter (fig. C) to the back of your PC (fig. A).
STEP II: Test that Windows, COM Port and DB9 are working properly.
• If the hardware is setup correctly, you will need to connect the
loop-back plug included in the shipment to the DB9 that is plugged
into your computer.
• Click the Reconnect Button on your screen.
• If the loop-back plug is found, it indicates that Windows, the COM
Port and the adapter are working properly.
TROUBLESHOOTING
IIa: Test that the Cable is working properly.
• Unplug the white Cat5 cable from the TimeTrax Pro unit and
from the back of the PC.
• Plug them both back in, in the reverse order.
• If this still does not work, replace the white cable with another
Ethernet or Cat5 cable.
IIb: If the LCD displays time and date, test the Time Clock.
• First, try unplugging the unit and letting it sit for a few minutes,
then plug it back into the wall socket.
• If it is still not connecting correctly, you will need to reset the
clock.
NOTE: Resetting the time clock erases all stored punches. To reset the clock,
unplug the unit and hold down the 0 key while plugging it back in. If it does not
connect at this point, the clock needs to be replaced.
Step III: Loop-Back Plug Not Found
• If the loop-back plug is not found, try connecting a USB to RS232
adapter (Pyramid P/N 41685) into the PC and then connecting
the DB9 to the USB adapter.
• If this still does not work, it may be necessary to contact your
computer support personnel.
Restoring Database From a Crashed Hard Drive
• Reload your TimeTrax Pro Software as shown in the Installing the Software
section of this manual. Note: Please make sure that you are installing the
same version that you are currently running.
• If you have AUTOMATIC BACKUP activated, go to CONFIGURE TAB on
the VERTICAL ICON BAR and Click on AUTOMATIC BACKUP.
64
Choose RESTORE
FROM CURRENT
BACKUP.
• This will restore all data from the last backup. If you have punches in the
TimeTrax Pro unit that have not been downloaded, download them as
described in the PAYROLL TAB, GET PUNCHES SECTION of this manual.
• If you do not have a backup, you will need to reinstall your software and
go thru the entire setup process beginning with the TimeTrax Pro Setup
Wizard.
Emergency Punch Download
• In the event of a catastrophic database failure due to damage from
viruses, hard drive crash, etc . . . you can retrieve the last 6,000 punches
by initiating an EMERGENCY PUNCH DOWNLOAD.
• Before you attempt to do this, please note that if you have any inactive
employees contained in the last 6,000 punches, you will need to go to
the EMPLOYEE DETAILS ICON on the PAYROLL TAB on the VERTICAL
ICON BAR and click on the VIEW INACTIVE EMPLOYEES TAB so those
punches will not come through as unassigned.
• If you re-assigned a card number to a new employee, all punches from
both the previous and new employee will go to the card number. You
will need to manually review the duplicate card number and determine
which punches should be deleted. Pyramid does not recommend reusing
a card number for at least 3 pay periods.
Click VIEW INACTIVE
EMPLOYEES.
65
TROUBLESHOOTING
• Once this is completed, you must perform an EMERGENCY PUNCH
DOWNLOAD as described in the following section.
For each employee, go to edit button and uncheck the INACTIVE check box
located under HOURLY PAY RATE.
From the PAYROLL ICON on the VERTICAL ICON BAR, click GET
PUNCHES.
TROUBLESHOOTING
Press the F12 key on your
keyboard and the screen
below will appear.
Click EMERGENCY
DOWNLOAD ALL
STORED PUNCHES.
Once the emergency
download is complete,
make sure you go back and
make the employees that
you activated, inactive again.
Click HIDE THE INACTIVE
EMPLOYEES Tab.
Note: Pyramid highly recommends the use of surge protectors to prevent data loss.
In the event that you are in an area where power surges are common, Pyramid
recommends the use of a battery backup system.
In the event that you cannot recapture your data using these methods,
please contact Pyramid for additional support.
Moving TimeTrax Pro From One Computer to Another
• Reload your TimeTrax Pro software as shown in the Installing the
Software section of this manual. Note: Please make sure that you are
installing the same version that you are currently running.
• You will need to copy the .mdb files and the pyramid.ini file from
the TimeTrax folder located in C:\Program Files\Pyramid directory.
1. Right click on the START button of your desktop and select
EXPLORE.
2. Navigate to C:\Program Files\Pyramid\TimeTrax.
3. From VIEW TAB, click DETAILS.
4. From TOOLS TAB, click FOLDER OPTIONS.
66
5. Select TYPE TO SORT by type of file.
6. Select pyramid.ini and all .mdb files.
7. Right-click and copy files.
Click VIEW TAB.
Click APPLY then click
OK.
For Non-Network PC users:
1. Right-click on your desktop.
2. Select NEW and FOLDER.
3. Open the folder, right-click and paste files.
4. Transfer files to the new computer.
5. Navigate to the TimeTrax directory and paste the files.
Examples of transfer methods are: email attachment (Pyramid does
not recommend this method due to the size of the files), Zip Disk, or
burn the files onto a CD or DVD.
For Network PC users:
Navigate to the TimeTrax directory of the computer you are moving
the files to and paste the files.
67
TROUBLESHOOTING
Make sure this box is
unchecked.
QuickBooks Does Not Display Punch Information After Export
TROUBLESHOOTING
Time tracking data is missing for ALL employees:
From QuickBooks Program:
1. Choose EDIT
2. PREFERENCES
3. TIME TRACKING
4. Tab to COMPANY PREFERENCES
5. DO YOU TRACK TIME? Check YES
6. Go to EMPLOYEES
7. Click on (any) 1 Employee
8. Change the Drop Down Box to PAYROLL AND COMPENSATION
INFORMATION
9. Make sure all of the EARNINGS are set up
10. Make sure USE TIME DATA TO CREATE PAYCHECKS is checked
Do this for each employee and then export again.
If this does not work, you must reinstall the QuickBooks link in TimeTrax
PRO. In order to do this, you must be in single user mode and logged in as
ADMIN in QuickBooks to complete this step.
STEP 1: Remove the TimeTrax Pro application from QuickBooks.
From the Edit Menu, select PREFERENCES (For 2004 edition and earlier, you
reach PREFERENCES by accessing the FILE MENU) and click on COMPANY
PREFERENCES tab and then INTEGRATED APPLICATIONS. Select PYRAMID
TIMETRAX, Click REMOVE then Click OK.
Make sure
DON'T
ALLOW ANY
APPLICATIONS TO
ACCESS THIS
COMPANY
FILE box is
unchecked.
COMPANY
PREFERENCES tab.
Click OK
REMOVE
Select
INTEGRATED
APPLICATIONS
68
STEP 2: Copy new QuickBooks 2003+Link_.exe from the original CD
provided in shipment to C:\Program Files\Pyramid\TimeTrax.
STEP 3: Re-launch TimeTrax program.
The QuickBooks – Application Certificate Screen appears. Make sure YES,
always allow access even if QuickBooks is not running is checked, and optionally
ALLOW this application to access personal data such as Social Security Number
and customer credit card information box is checked. Click CONTINUE and
DONE on the Access Confirmation Screen.
Click YES.
TROUBLESHOOTING
Check Box (optional)
CONTINUE brings you
to the Access
Confirmation Screen.
Click DONE to complete
Step 3.
Time tracking data is missing for SOME employees:
From QuickBooks Program:
• Go to EMPLOYEES
• Click on an affected EMPLOYEE
• Change the Drop Down Box to PAYROLL AND COMPENSATION
INFORMATION
• Make sure all of the EARNINGS are set up
• Make sure USE TIME DATA TO CREATE PAYCHECKS is checked.
Do this for each affected employee and then export again.
For further technical support, Pyramid recommends that you contact
Intuit (QuickBooks).
69
Troubleshooting Support Folder
Pyramid enclosed a support folder on the Server CD that does not load onto
the Server during installation. The Support folder contains workarounds in
the event that your Server requires other programs that need to work with
TIMETRAX. To access the support folder, put the TIMETRAX or the TIMETRAX SQL_SVR CD into the CD-ROM of the Server computer. When the CD
begins installing, click CANCEL. Navigate to your CD-ROM Drive, right
click and select OPEN.
TROUBLESHOOTING
Select: SUPPORT
A description of and
use for each folder
within the Support
folder is described
in more detail on the
following page.
70
DataDynamics ActiveReports 2 – Execute when TIMETRAX reports are not
printing correctly.
JET and MDAC – Execute MDAC first and then JET (order specific) when
you receive any error message relating to database issues.
MSXML 3.0 SP1 – The XML Processor needed for the QuickBooks 2003+
Link to run.
QB Begin Session Diagnostic – May be used to help troubleshoot
QuickBooks linking issues.
Serial Port Tester – Tests the validity of the computer serial port if TIMETRAX cannot locate the time recorder and troubleshooting efforts point to
the Serial Port as the issue.
W2KSP4 – Windows® 2000 Service Pack 4 upgrade.
PyRmt.exe – Pyramid file allowing for remote communications.
QBXMLRP2Installer.exe – Execute when QuickBooks import/export is not
working properly.
USBSrDvr.exe – Driver patch for USB adapter (USB to RS-232 serial port).
71
TROUBLESHOOTING
MSDEInstallFolder.zip – Contains the MSDE installer that may be unzipped
and executed manually, if the computer that you have selected as the Server
also contains another program that uses MSDE. Use when you get an error
at install advising you of this. Note: Execute MSDESetup.exe not setup.exe.
TROUBLESHOOTING FOR MODEM POLLING
Server Will Not Poll Punches/Resetting Receiver Modem
TROUBLESHOOTING
If a Receiver (Remote) Modem was ever attached to the Modem Polling
PC, the ability to receive any phone calls to retrieve the punches has been
prevented. To manually reset the Receiver (Remote) Modem, follow the
instructions below:
Click on your PC's Start button and select RUN.
Type the system name as shown below in the Open field:
“C:\Program Files\Pyramid\Timetrax\PyrPolMS.exe” REMOTE
If your Pyramid
Folder is titled
TimeTrax4, it must
be typed here.
Click OK
Your Modem has been reset.
Serial Port Problem
Receiving the message below indicates that the hardware is not connected
correctly (see installation) or that a problem is occurring with the Serial
Port. If your computer has only a USB connection, an RS232/USB adapter
may be necessary. You must install the adapter driver. If the driver is
installed and the error persists, there may be a more current version of the
driver necessary. An updated driver is included in the TimeTrax or SQL
Support Folder on the installation CD as well as on the Pyramid website.
To access the Support folder,
install the original CD into
the disk drive. When the
program begins to run, click
CANCEL. Open the drive
that the CD is in and select
the support folder. Double
click on USBSRDVR.EXE.
USBSrDvr.exe
72
TROUBLESHOOTING FOR ETHERNET VERSION
If a Time Recorder Cannot be Located After Multiple Attempts
Verify that it is connected properly according to the diagram shown. There
is a green LED nearby the Cat5 jack that should light up when the connection is made. Click RECONNECT after any changes are made to connection.
If there is still no connection, remove the power from the Time Recorder
and wait at least one hour before starting again with Step 1.
Important Note: The flat white cable (Pyramid Plug & Play Cable) usually
supplied with the standard (RS232 serial) Time Recorder does not work
for Ethernet!
The Ethernet Time Recorder utilizes the XPort module made by Lantronix
to establish the Ethernet connection. If the XPort module and your network
should experience issues regarding TimeTrax being able to locate and
recognize Ethernet Time Recorders, then programming a static IP address
of your choosing into the module of the Time Recorder can be a
workaround. A tool for this can be DeviceInstaller from Lantronix (obtainable at http://www.lantronix.com/device-networking/utilities-tools/deviceinstaller.html). Also, the XPort has a web interface that provides access to its
settings, including the ability to set the static IP address. It is the customer’s
responsibility to determine the IP address it presently uses. Note: A static IP
setting of 0.0.0.0 brings it back to the DHCP/Self-Assign mode. It is recommended that any manipulations you do to the module be done on an isolated tiny independent network of one computer, one switch or router, and
one Time Recorder. Pyramid cannot support the connection if you choose
this option.
Ensuring a Good Connection
Your hub/router/switch should indicate a connection on the port where the
Time Recorder is connected. There is a green LED on the XPort that should
light up when the connection is made. Ensure that the cable used to connect the Time Recorder is good. Try this power-up sequence: hub, wait a
minute, computer, wait until fully booted, Time Recorder, wait three minutes. Then try to contact it with the Lantronix software.
73
TROUBLESHOOTING
Establishing a Static IP Address if Time Recorder
Cannot be Located. (Not Recommended)
Connecting The Ethernet Time Recorder Via A Serial Port
TROUBLESHOOTING
Ethernet Time Recorder clocks are equipped with an RS-232 serial connection identical to the one used in the standard Time Recorder. If network
capability is compromised, it can be used to download punches and set the
date and time. The serial connection is to the left of the Ethernet connection and is labeled “ACC/SER”. An Ethernet cable and a Pyramid DB9 Serial
Adapter can be used to effect a connection to the PC. It works the same way
as the standard serial-based TimeTrax clock. Install the serial adapter to an
available 9-pin serial port on the PC. Insert one end of the Ethernet cable
into the ACC/SER jack, and insert the other into the Serial Adapter. When
TimeTrax is started, and the Initial Communications Form is displayed, the
Reconnect button may need to be clicked for the Time Recorder to be recognized. See the “TimeTrax Time Recorder (Standard, Serial Communications)”
section for more details.
Technical Networking Details
The WAN and the computer must allow for UDP broadcasts (via
255.255.255.255) on Port 30718, and TCP/IP on Port 10001. The computer
and Time Recorder must, of course, be on the same Subnet. TimeTrax sends
a UDP Broadcast packet to IP 255.255.255.255 on Port 30718. The recorder
should respond back via UDP to the IP of the TimeTrax computer, also on
Port 30718 (the Pyramid.log file should show evidence of this). TimeTrax
then opens a TCP connection to the recorder on Port 10001 using the IP
assigned to it by the DHCP server. It then sends a request to the recorder
(found during the UDP broadcast above) for its Time Recorder Model
information. Failure in either of these steps will result in TimeTrax not
seeing the recorder.
74
IMPORTANT INFORMATION
QuickBooks 2007 Integration
The new QuickBooks 2007 upgrade contains a PDF Converter that utilizes
a virtual port that masks itself as a COM port (COM1). This may interrupt
communications with time and attendance system, since we use your PC’s
COM1 to communicate with our serial time recorders.
Error Message:
Communications Failure – Computer cannot locate Time Recorder
• Select the Windows Start button
• XP Users: Select Printers and Faxes
Win2000 Users: Select Settings and then Printers
• Right click on QuickBooks PDF Converter and select Properties
from the drop down menu.
• Select the Ports tab
• Choose a Port, other than COM1, that is not in use and click OK.
QuickBooks 2003+ Link Failure
The new QuickBooks 2007 upgrade also moves the location of the company
file from the Application Folder to a special folder located in the Shared
Documents folder. For customers upgrading from an earlier edition of
QuickBooks, you will need to correct the path in the software. To do this,
follow the instructions below:
• Open the Pyramid time and attendance software.
• Select the Reports/Export tab
• Under Export Specification, Select QuickBooks 2003+ link
from the dropdown box
• Select Setup Export tab
• Select Browse in the QB Company File Name box and double
click on QuickBooks Company File.
75
TROUBLESHOOTING
Resolutions:
1. Connect USB Adapter: Attach RJ45/DB9 adapter to a RS232/USB
adapter and then connect the RS232 to your PC.
2. Re-assign the QuickBooks PDF Converter to a new port by following
the instructions below:
TIMETRAX PRO
WARRANTY INFORMATION
RETURNS
Returns on non-defective equipment can be made within 30-days of purchase for a full
refund after inspection. Returns on non-defective equipment made after 30-days, but
within 60-days of shipping will be accepted after inspection and are subject to a 15%
restocking fee. Returns after 60-days will not be accepted.
LIMITED HARDWARE WARRANTY
• Pyramid warrants the TimeTrax Pro equipment to the original user against defective
material or workmanship for a period of 1-year from the date of purchase. Proof of date
of purchase is required for warranty service on this product.
• Pyramid responsibility under this warranty is limited to the repair or replacement of the
defective part or parts, and repair or replacement is the sole discretion of Pyramid.
• For Return Shipments to Pyramid, the product must be shipped in its original carton or
equivalent, fully insured with shipping charges prepaid. Pyramid will not assume any
responsibility for loss or damage incurred in shipping.
• Pyramid reserves the right to determine whether the parts failed because of defective
material, workmanship, or other causes.
• Failure caused by accident, alteration, misuse or improper packaging of returned unit
is not covered by this warranty.
• Any repair to the equipment other than by Pyramid voids the warranty.
• Users in countries other than the USA should contact the Dealer from whom the unit
was purchased.
• The rights under this warranty are limited to the original user and may not be transferred to subsequent users.
• Extended Hardware Warranties are available by calling Customer Support at
888-479-7264 for more information.
LIMITED SOFTWARE TECHNICAL SUPPORT
Pyramid warrants the software and provides technical support assistance for a period of
90-days from the date of purchase. Extended warranties/technical support contracts can
be purchased separately through Pyramid. Call Customer Support at 888-479-7264 for
more information.
REGISTERING TIMETRAX PRO
Please be sure to complete the product registration form enclosed in your shipment
to activate your Technical Support/Hardware Warranty or register online at
www.pyramidtechnologies.com.
76
TIME & ATTENDANCE SYSTEM
TIMETRAX PRO PRODUCT LINE
PART NUMBER
TIMETRAX TERMINALS
TT950SK
TimeTrax Swipe Kit
TT950ST
TimeTrax Swipe Terminal Only
TT950MK
TimeTrax With Internal Modem Swipe Kit
TT950MT
TimeTrax With Internal Modem Terminal Only
TT950EK
TimeTrax With Ethernet Connection Swipe Kit
TT950ET
TimeTrax With Ethernet Connection Terminal Only
PART NUMBER
BADGE/SOFTWARE BUNDLE
41302S
Swipe Card & Software #1-25
41303S
Swipe Card & Software #26-50
41304S
Swipe Card & Software #51-100
PART NUMBER
SOFTWARE
FTEMP25
Software for Additional 25 Employees
FTEMP50
Software for Additional 50 Employees
FTEMP100
Software for Additional 100 Employees
FTEMP250
Software for Additional 250 Employees
FTEMP500
Software for Additional 500 Employees
FTEMP1000
Software for Additional 1000 Employees
FTEMPUNL
Software Unlimited Employees
FTDPT
Department Shifts for 8000 Only
FTSQL
Network Version of TimeTrax Pro
FTPOL
Polling Software and Polling Modem
PART NUMBER
SOFTWARE
41302
Badges 1-25
41303
Badges 26-50
41304
Badges 51-100
41305
Badges 101-150
41306
Badges 151-200
41331
Badges 201-300
41332
Badges 301-400
41333
Badges 401-500
41334
Badges 501-600
41335
Badges 601-700
77
TIMETRAX PRO
PART NUMBER
SOFTWARE continued
41336
Badges 701-800
41337
Badges 801-900
41338
Badges 901-1000
PART NUMBER
WARRANTY & SUPPORT
8000W1S
1-Year Software Technical Support + Maintenance Upgrades
8000W1H
1-Year Extended Hardware Warranty for Single Terminal
8000WTER
1-Year Extended Hardware Warranty Each Additional Terminal
8000WMES
1-Year Software Technical Support + Maintenance Upgrades for
Modem/Ethernet/SQL Clients
PART NUMBER
HARDWARE ACCESSORIES
8050
Multiplexer for Additional Terminals
5050
External Modem for TimeTrax Pro Terminals
41400
Serial Computer Connector – DB9
41685
USB Interface w/Standard RS232
500-4
Badge Rack – 40 Capacity (verses 25)
41539
7’ Plug & Play Cable
41269
50’ Plug & Play Cable
41314
100’ Plug & Play Cable
41270
“Y” Cable
41311
Diagnostic Loop-Back Plug
41287
Key
PART NUMBER
BELL & CLOCK ACCESSORIES
BELL RINGERS & BELLS
5300
Bell Ringer – 24 VDC – Single Zone
5024
Bell Ringer – 24 DVC – 4 Zone
5110
Bell Ringer – Relay – 4 Zone
41361
6” 24 volt DC Bells
41392
8” 24 volt DC Dells
41397
6” 110 volt AC Bells
41398
8” 110 volt AC Bells
41449
100’ Spool, Bell Wire
41450
250’ Spool, Bell Wire
78
TIME & ATTENDANCE SYSTEM
PART NUMBER
BELL & CLOCK ACCESSORIES continued
SYSTEM CLOCKS
5200
12” Analog System Clock (12 Hour)
5201
12” Analog System Clock (24 Hour)
5224
12” Analog System Clock – 24 VDC (12 Hour)
5225
12” Analog System Clock – 24 VDC (24 Hour)
41354
2.5” Digital Clock, White
41355
2.5” Digital Clock, Black
41356
4” Digital Clock, White
41357
4” Digital Clock, Black
DIG-9125B
2.5” Digital System Clock, Black
DIG-9125W
2.5” Digital System Clock,White
DIG-9140B
4” Digital System Clock, Black
DIG-9140W
4” Digital System Clock, White
79
TIMETRAX PRO
INDEX
7
7th Day Worked Overtime . . . . . . . . . . . . . . . . 14
A
Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
ADP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Advanced Employee Groups . . . . . . . . . . . . . . .14
Anniversary . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Approve . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Archive Reports . . . . . . . . . . . . . . . . . . . . . . . . 25
Assert Global Special Pay . . . . . . . . . . . . . . . . . 23
Attendance Report . . . . . . . . . . . . . . . . . . . . . . 24
Audit Trail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Automatic Backup . . . . . . . . . . . . . . . . . . . . . . .16
B
Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Bell Schedules . . . . . . . . . . . . . . . . . . . . . . . 20-21
C
Cable Installation . . . . . . . . . . . . . . . . . . . . . . . .5
Card Report . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Category Code . . . . . . . . . . . . . . . . . . . . . . . . . .12
COM Port . . . . . . . . . . . . . . . . . . . . .5, 50, 63, 64
Configure Tab . . . . . . . . . . . . . . . . . . . . . . . . . .16
Contact Information . . . . . . . . . . . . . . . . . . . . .25
D
Daily Overtime . . . . . . . . . . . . . . . . . . . . . . . . .13
Date Format . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Date/Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Daylight Savings Time . . . . . . . . . . . . .16, 62, 65
DB9 . . . . . . . . . . . . . 5, 39, 40, 47, 58, 60, 73, 79
Delete Punch . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Department Codes . . . . . . . . . . . . . . . . . . . . . . 38
Detail Pay History Report . . . . . . . . . . . . . . . . . 25
Detailed Payroll Report . . . . . . . . . . . . . . . . . . 24
E
Edit Punch . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Emergency Punch Download . . . . . . . . . . . . . . 65
Employee Contact Info . . . . . . . . . . . . . . . . . . 25
Employee Details . . . . . . . . . . . . . . . . . . . . . . . .15
Employee Groups . . . . . . . . . . . . . . . . . . . . . . .14
Employee Import . . . . . . . . . . . . . . . . . . . . . . . 26
Enable Lunch Warnings . . . . . . . . . . . . . . . . . .14
Ethernet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58
Exports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
80
F
F12 key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Filter-Out Punches . . . . . . . . . . . . . . . . . . . . . . .13
First Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Fourth/Fifth Special Pay . . . . . . . . . . . . . . . . . . 23
G
Generic Text . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Get Punches . . . . . . . . . . . . . . . . . . . . . 21, 65, 66
Global Special Pay . . . . . . . . . . . . . . . . . . . . . . 23
Grace Window . . . . . . . . . . . . . . . . . . . . . . . . . 14
H
Hardware . . . . . . . . . . . . . . . . . 39, 63, 64, 72, 76
Hired . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Home Phone . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Hourly Pay Rate . . . . . . . . . . . . . . . . . . . . . . . . .15
Hours Summary Report . . . . . . . . . . . . . . . . . . 25
I
Importing Employees from QuickBooks . . . . . 26
Inactive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Inactive Employees . . . . . . . . . . . . .15, 25, 65, 66
Initial Communication Form . . . . . . . . . . . . . .10
Insert Punch . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Installing the Software . . . . . . . . . . . . . . . . . . 8-9
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
L
Last Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Limited Hardware Warranty . . . . . . . . . . . . . . .76
Link Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Log In Window . . . . . . . . . . . . . . . . . . . . . . . . .10
Loop Back Plug . . . . . . . . . . . . . . . . . . . .1, 64, 78
Lunch Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
M
Middle Initial . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Minimum System Requirements . . . . . . . . . . . . .1
Missed Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Missed Punch . . . . . . . . . . . . . . . . . . . . . . . 13, 24
Modem Installation . . . . . . . . . . . . . . . . . . . 48-57
Monthly/Semi-Monthly Pay . . . . . . . . . . . . . . 13
Moving TimeTrax Pro From
One Computer to Another . . . . . . . . . . . . . . . . 66
Multiplexer . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
TIME & ATTENDANCE SYSTEM
N
Network PC Users . . . . . . . . . . . . . . . . . . . . . . . 67
Non-Network PC Users . . . . . . . . . . . . . . . . . . 67
Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
P
Parts List . . . . . . . . . . . . . . . . . . . . . . . . . . . 77-79
Password . . . . . . . . . . . . . . . 10, 17, 42, 46, 58, 63
Pay Categories . . . . . . . . . . . . . . . . . . . . . . . 12-13
Pay History Report . . . . . . . . . . . . . . . . . . . . . . 25
Pay Interval Round . . . . . . . . . . . . . . . . . . . . . . . 6
Pay Period . . . . . . . . . . . . . . . . . . . . . . . . . . . 6, 12
PAYCHEX Paylink . . . . . . . . . . . . . . . . . . . . . . . 31
PAYCHEX Preview . . . . . . . . . . . . . . . . . . . . . . 30
Payroll Details . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Payroll Group Setup . . . . . . . . . . . . . . . . . . . . .11
Payroll Report . . . . . . . . . . . . . . . . . . . . . . . 24-25
Payroll Tab . . . . . . . . . . . . . . . . . . . . . . . . . . 21-22
Preferences . . . . . . . . . . . . . . . . . . . . . . . . . .16-18
Prodata Evolution . . . . . . . . . . . . . . . . . . . . . . . 32
Punch Details . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Punch Editing . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Punch Report . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Q
QuickBooks – Application Certificate Screen . .69
QuickBooks 2003+Link_.exe . . . . . . . . . . . . . . 33
QuickBooks does not Display
Punch Information After Export . . . . . . . . . . . 68
QuickBooks Pre-2002 . . . . . . . . . . . . . . . . . 34-35
QuickBooks Pro Timer . . . . . . . . . . . . . . . . . . . 36
R
Rate Multiplier . . . . . . . . . . . . . . . . . . . . . . . . . .12
Regular . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Regular Pay . . . . . . . . . . . . . . . . . . . 14, 33, 34, 36
Remote Modem . . . . . . . . . . . . . . . . . . 49, 52, 72
Reports/Exports . . . . . . . . . . . . . . . . . . . . . . . . 24
Restore from Current Backup . . . . . . . . . . . 17, 65
Restore from Prior Backup . . . . . . . . . . . . . . . . 17
Restoring Database . . . . . . . . . . . . . . . . . . . . . . 64
Restricted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Running Totals . . . . . . . . . . . . . . . . . . . . . . . . . 16
S
Saturday Overtime . . . . . . . . . . . . . . . . . . . . . . 14
Seniority Report . . . . . . . . . . . . . . . . . . . . . . . . 25
Serial Cable Installation . . . . . . . . . . . . . . . . . . . 5
Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39-47
Shift Warnings . . . . . . . . . . . . . . . . . . . . . . . . . 14
Software Cannot Locate the Time Recorder . . 63
Special Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
SQL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39-47
Sunday Overtime . . . . . . . . . . . . . . . . . . . . . . . 14
Super . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Supervisor Functions . . . . . . . . . . . . . . . . . . . . 18
Sync . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Sync Employees with QuickBooks . . . . . . . . . . 26
System Crash . . . . . . . . . . . . . . . . . . . . . . . . . . 64
System Requirements . . . . . . . . . . . . . . . . . . . . . 1
T
Technical Support . . . . . . . . . . . . . . . . . . . . . . . 76
Terminated . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Time Card Report . . . . . . . . . . . . . . . . . . . . 24-25
Time of Day . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Time Source . . . . . . . . . . . . . . . . . . . . . . . . . 17-18
Time Totals . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Time Tracking Data is Missing . . . . . . . . . . . . . 68
TimeTrax Pro Setup Wizard . . . .11, 18, 25 42, 65
TimeTrax Security . . . . . . . . . . . . . . . . . . . . . . . 17
Track Absence . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Troubleshooting Guides:
– Ethernet . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
– Modem . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
– SQL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
– Time Recorder . . . . . . . . . . . . . . . . . . . . . . . 62
U
Un-Approve . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Uppercase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
User Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
User Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Using Employee Cards . . . . . . . . . . . . . . . . . . . . 7
Using the Time Recorder . . . . . . . . . . . . . . . . . . 7
V
Vertical Icon Bar . . . . . . . . . . . . . . 20, 38, 52, 54
W
Warranty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Weekly Overtime . . . . . . . . . . . . . . . . . . . . . 12-13
What's In The Box? . . . . . . . . . . . . . . . . . . . . . . 1
Windows . . . . . . . . . . . . . . . .1, 40, 43-47, 55, 62
Work Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Workdays/Workweek . . . . . . . . . . . . . . . . . . . . 23
81
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