Lathem PayClock Pro software Installation and Setup Guide
Iklan
Iklan
PayClock Pro
Time and Attendance Software
Installation and
Setup Guide
PayClock, Lathem and the Lathem logo are registered trademarks of Lathem
Time Corporation. MS-DOS and Windows are registered trademarks of Microsoft
Corporation. Other product names mentioned in this manual may be trademarks of their respective companies and are hereby acknowledged.
The Software described in this document is furnished under a license agreement, and may be used or copied only in accordance with the terms of that agreement. It is against the law to copy the software on any medium except as specifically allowed in the license agreement. This manual is a confidential proprietary document solely for the use of Lathem customers. Information in this document is subject to change without notice and does not represent a commitment on the part of Lathem Time Corporation. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose, without the express written permission of Lathem.
Copyright © 2001 Lathem Time Corporation. All rights reserved.
Lathem Time Corporation
200 Selig Drive, SW
Atlanta, Georgia USA 30336 www.lathem.com
Revised 12-20-2002
Document Number: USG0010E
Table of Contents
What is PayClock Pro ..................................................................................................... 11
Getting Help..................................................................................................................... 11
Using Online Documentation......................................................................................... 11
Install the Software ......................................................................................................... 13
Welcome to PayClock ..................................................................................................... 16
Log In ..............................................................................................................................17
PayClock Features.............................................................................................................17
Feature Selection Wizard ...................................................................................................18
System Overview.................................................................................................... 21
System - General Tab........................................................................................................21
Setup Company Information............................................................................................................................... 21
System - Terminal Tab ......................................................................................................21
System - Preferences Tab...................................................................................................22
Setup Preferences.................................................................................................................................................. 23
To edit a pay code ............................................................................................................................................ 24
To create a new pay code ................................................................................................................................ 25
To set pay code adjusters ................................................................................................................................ 26
To set holiday schedules ................................................................................................................................. 28
To set date and time display ........................................................................................................................... 29
To set non -work time defaults........................................................................................................................ 29
To turn off Undo messages ............................................................................................................................. 29
System - Payroll Export Tab ..............................................................................................30
Setup Exports......................................................................................................................................................... 30
To run an export wizard .................................................................................................................................. 30
To run a payroll export .................................................................................................................................... 30
To run an ASCII export ................................................................................................................................... 31
System - Groups Tab.........................................................................................................31
Name and Assign Group Levels ......................................................................................................................... 32
Setup Groups ......................................................................................................................................................... 36
To create a Level 2 or 3 group ....................................................................................................................... 36
To create a Level 1 group (or department)................................................................................................... 37
To edit a group .................................................................................................................................................. 38
To delete a group .............................................................................................................................................. 39
Pay Class Overview................................................................................................ 40
Pay Class - General Tab.....................................................................................................40
Setup Pay Class Information............................................................................................................................... 40
Pay Class - Overtime Tab ..................................................................................................41
Setup Overtime ...................................................................................................................................................... 42
Pay Class - Advanced Tab .................................................................................................43
Setup Advanced Pay Class Features.................................................................................................................. 44
Pay Class – Consecutive Day Tab.......................................................................................45
Setup Consecutive Day Overtime ...................................................................................................................... 46
Pay Class – Premium Time Tab..........................................................................................47
Setup Premium Time ............................................................................................................................................ 48
Schedules Overview ............................................................................................... 51
Schedules - General Tab/IN ...............................................................................................51
General IN Setup................................................................................................................................................... 51
Schedules - General Tab/OUT............................................................................................52
General OUT Setup.............................................................................................................................................. 53
Schedules - General Tab/Rounding.....................................................................................54
Setup General Rounding...................................................................................................................................... 55
Schedules - General Tab/Misc............................................................................................56
Apply this Schedule to Previous Day................................................................................................................ 56
Setup Guaranteed Time ....................................................................................................................................... 56
Setup Pay Code Overrides................................................................................................................................... 57
Setup Premium Time Zone Overrides............................................................................................................... 57
Setup the Premium Majority Worked Hours Rule Option............................................................................. 60
Setup Options fo r Schedules that Cross Midnight .......................................................................................... 61
Schedules - Break & Meal Rules Tab..................................................................................61
Setup Breaks & Meals .......................................................................................................................................... 64
To create a floating punched break ............................................................................................................... 64
To create a fixed punched break .................................................................................................................... 65
To create an Auto-Deduct............................................................................................................................... 66
To create a break that is both Punched and Auto-Deduct ......................................................................... 67
To create a punched paid break that adds time back if the break is not taken ....................................... 67
To create an Auto-Add .................................................................................................................................... 68
To assign a break to a schedule ...................................................................................................................... 68
Schedules - Rounding Rules Tab........................................................................................69
Setup Rounding Rules.......................................................................................................................................... 69
Employees Overview.............................................................................................. 71
Employees – General Tab..................................................................................................71
Setup an Employee ............................................................................................................................................... 72
To add an employee ......................................................................................................................................... 72
To edit an e mployee......................................................................................................................................... 73
To delete an employee ..................................................................................................................................... 74
Employees – Schedules Tab...............................................................................................74
Assign Schedules .................................................................................................................................................. 75
When you set punched breaks and/or auto-deductions at the Pay Class icon........................................ 75
When you did not set punched breaks and/or auto-deductions at the Pay Class icon .......................... 76
To assign a rotating schedule to an employee ............................................................................................. 78
To assign schedules that do not rotate but change from week to week for an employee..................... 78
To use schedule locking for this employee .................................................................................................. 79
Employees - Benefit Time Tab...........................................................................................79
Setup Benefit Time ............................................................................................................................................... 80
Employees – Assignments Tab...........................................................................................81
Setup Employee Assignments ............................................................................................................................ 81
Employees – Personal Tab.................................................................................................82
Setup Personal Information................................................................................................................................. 82
Employees – Messages Tab................................................................................................83
Create and Send Messages .................................................................................................................................. 83
Employees – Terminal Tab ................................................................................................83
Assign Employee to the terminal(s) .................................................................................................................. 83
Remove an Employees Assignment from the terminal(s) ............................................................................. 84
To Update the Terminal(s) with the Employees Assignment ....................................................................... 84
Poll Overview........................................................................................................... 85
Timecard Overview................................................................................................ 86
Using the Schedule Bar......................................................................................................87
To add a punch.................................................................................................................................................. 88
To edit a punch.................................................................................................................................................. 88
To adjust an employees maximum work day length by day in the timecard ......................................... 88
To adjust an employees work schedule end time by day in the timecard ............................................... 88
To force a punch to start the next day ........................................................................................................... 89
To Undo forcing a punch to start the next day ............................................................................................ 89
To delete a punch.............................................................................................................................................. 89
To undelete a punch......................................................................................................................................... 89
Using the Timecard Table ..................................................................................................90
To add a punch.................................................................................................................................................. 90
To delete a punch.............................................................................................................................................. 90
To edit a punch.................................................................................................................................................. 90
To customize the timecard table .................................................................................................................... 91
To delete a column ........................................................................................................................................... 91
To resize columns............................................................................................................................................. 91
To change colors in the table .......................................................................................................................... 92
Using the Timecard Menu..................................................................................................93
9.3.1 File Menu ................................................................................................................................................... 93
9.3.2 Edit Menu................................................................................................................................................... 93
9.3.3 View Menu ................................................................................................................................................ 95
9.3.4 Insert Menu................................................................................................................................................ 99
Exceptions ...................................................................................................................... 105
Exception Definitions.........................................................................................................................................105
Global Overview................................................................................................... 107
Global - Registrations Tab ............................................................................................... 107
Add a Global Punch ...........................................................................................................................................107
Global - Schedules Tab.................................................................................................... 108
Assign Schedules Globally ...............................................................................................................................109
Global - Non-Work Time Tab.......................................................................................... 109
Add Global Non-Work Time ............................................................................................................................110
Global - Settings Tab....................................................................................................... 111
Assign Global Settings.......................................................................................................................................111
Global - Purge Tab.......................................................................................................... 112
Purge Punches .....................................................................................................................................................113
Report Manager Overview.................................................................................. 114
Menu and Button Bar ...................................................................................................... 114
Menu and Button Definitions ...........................................................................................................................115
Preview Button................................................................................................................................................115
Print Button .....................................................................................................................................................115
Types Button ...................................................................................................................................................115
Dates Button....................................................................................................................................................116
Options Button................................................................................................................................................117
Employees Button ..........................................................................................................................................119
Help Button .....................................................................................................................................................120
Select Pay Codes Button ...............................................................................................................................120
Compare Pay Codes Button..........................................................................................................................121
Report Selection .............................................................................................................. 122
Select a Report to Run .......................................................................................................................................122
Report Properties............................................................................................................. 123
Run a Report ........................................................................................................................................................123
Report Toolbar Definitions...............................................................................................................................124
Report Definitions ........................................................................................................... 126
Export Overview.................................................................................................. 132
Close Overview..................................................................................................... 133
Confirm Close................................................................................................................. 133
Re-Open the last closed pay period ................................................................................... 133
Database Manager Overview.............................................................................. 135
User Icon........................................................................................................................ 135
User Information.................................................................................................................................................137
Password...............................................................................................................................................................138
Access Manager..................................................................................................................................................138
Access Manager - General Tab ....................................................................................................................138
Access Manager - Employee Tab ................................................................................................................139
Access Manager - Reports Tab ....................................................................................................................139
Group Manager ...................................................................................................................................................140
Backup Icon ........................................................................................................... 141
Backup a Database..............................................................................................................................................141
Archive Data........................................................................................................................................................142
Restore a Database..............................................................................................................................................143
Remap the Database Folder ..............................................................................................................................143
Locking Icon ........................................................................................................... 145
Glossary.......................................................................................................................... 146
Terminal Manager Overview (Optional) ............................................................ 164
Getting Around in Terminal Manager ............................................................................... 165
Open Terminal Manager....................................................................................................................................165
The Terminal Manager Main Screen ...............................................................................................................165
Terminal Manager Commands.........................................................................................................................167
Terminal Manager Menu ...................................................................................................................................168
Making Selections ..............................................................................................................................................170
The Terminal Manager Tree .............................................................................................................................171
Keep Help Visible while you Work.................................................................................................................171
Exit Terminal Manager......................................................................................................................................172
Using Terminal Manager ...................................................................................... 172
Connections Defined ..........................................................................................................................................172
RS-232 Connections ......................................................................................................................................172
RS-485 Connections ......................................................................................................................................173
Modem Connections......................................................................................................................................173
TCP/IP Network Connections......................................................................................................................174
Make Connections in Terminal Manager .......................................................................................................174
Add a Terminal to an RS-485 Network ..........................................................................................................174
Adding TCP/IP Network Connections............................................................................................................175
Remove Connections..........................................................................................................................................176
Set System Properties ...................................................................................................... 176
System Properties – General Tab.....................................................................................................................177
System Properties – Host Tab...........................................................................................................................178
System Properties – Dial-Out Tab ...................................................................................................................183
System Properties – Dial-In Tab ......................................................................................................................184
System Properties – Modem Tab .....................................................................................................................186
System Properties – Log File Tab....................................................................................................................188
System Properties – Time/Date Tab ................................................................................................................189
System Properties – Patch Tab .........................................................................................................................191
Set Terminal Properties.................................................................................................... 192
Terminal Properties – General Tab..................................................................................................................193
Terminal Properties – Connection Tab ...........................................................................................................194
Terminal Properties – Port Settings Tab.........................................................................................................196
Terminal Properties – Time/Date Tab .............................................................................................................197
Terminal Properties – Recovery Tab...............................................................................................................199
Terminal Properties – Advanced Tab..............................................................................................................201
Terminal Properties – Patch Tab (PC400 Only)............................................................................................204
Terminal Properties – Options Tab (PC400) .................................................................................................205
Set Converter Properties .................................................................................................. 206
Converter Properties – General Tab ................................................................................................................207
Converter Properties – Connection Tab..........................................................................................................208
Converter Properties – Port Settings Tab .......................................................................................................209
Set TCP/IP Network Connection Properties ...................................................................... 211
TCP/IP Terminal Properties - General Tab ....................................................................................................211
TCP/IP Terminal Properties - Time / Date Tab .............................................................................................213
TCP/IP Terminal Properties - Recovery Tab .................................................................................................214
TCP/IP Terminal Properties - Advanced Tab................................................................................................215
Terminal Port Settings (Hardware) ................................................................................... 217
Set Polling Schedules ...................................................................................................... 219
Polling Schedules – General Tab .....................................................................................................................220
Polling Schedules – Times Tab ........................................................................................................................222
Polling Schedules – Days of Week Tab ..........................................................................................................223
Employee and Terminal Assignments ............................................................................... 224
Assign an Employee to a Terminal..................................................................................................................224
View Employee and Terminal Assignments..................................................................................................224
Remove an Employee Assignment ..................................................................................................................225
Dial-In Wizard (PC400 and PC2000 w/modem Only) ........................................................ 226
Get Around in the Dial-In Manager Wizard ..................................................................................................226
Local Modem Setup ...........................................................................................................................................227
Global Schedule Setup .......................................................................................................................................227
Specific Schedule Setup ....................................................................................................................................228
Dial In To Terminal Manager...........................................................................................................................229
Auto Poll Manager Overview............................................................................ 231
Open Auto Poll ............................................................................................................... 231
Options in Auto Poll...........................................................................................................................................231
License Manager Overview.................................................................................. 232
Setup License Manager.................................................................................................... 233
Feature Wizard................................................................................................................ 234
Select Features.....................................................................................................................................................234
Purchase Software ..............................................................................................................................................237
Enable Features ...................................................................................................................................................238
Recovery ................................................................................................................ 239
Troubleshooting ............................................................................................................ 240
Hardware........................................................................................................................ 240 oftware........................................................................................................................... 241
Section A - Database Support Utility Overview......................................................... 243
Emailing your database to Technical Support ...............................................................................................243
Section B – Merge Exports ........................................................................................... 245
Section C – Terminal and Transfer Validation Table ............................................... 248
Section D –To setup accrual policies
(Not available in all versions) ................... 249
PayClock Pro Installation and Setup Guide
What is PayClock Pro
CHAPTER 1
Welcome to PayClock Pro, the easy to use time and attendance system. PayClock Pro uses the power of your PC to make your time and attendance reporting easier. While at your PC, you can use the data from your clock for payroll reports, edits, exports and so on. A backup/archive feature gives you data backup and protection.
Getting Help
You can obtain information about your PayClock software application from four sources:
This User’s Guide (also available through the on-line help)
On-line Help Files and documentation
The dealer where you purchased your system
Or
Visit the Lathem Knowledge Base at www.lathem.com
for common problems and their solutions
Using Online Documentation
PayClock’s on-line files contain a complete Help system and the User’s Guide. The Help system is an on-line reference for concepts, commands, dialog boxes and messages. If you select a command, open a dialog box, or display a message, and then start Help, you will get help for that item. Otherwise, you’ll see the Help Welcome to PayClock page. You can also access the on-line
User’s Guide from the Help system. If you misplace your User’s Guide, you can print one out right from the Help System.
Start Help by clicking Help | Contents from the menu. Or you can press the <F1> key at any time to display the appropriate help information
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PayClock Pro Installation and Setup Guide
Contacting Your Dealer
If you have a question about PayClock, first consult your User’s Guide or the on-line Help. If you cannot find an answer, contact your PayClock dealer, who can answer your questions. You should always consult your dealer before contacting the Lathem PayClock support line, since your dealer is local and is better equipped to solve your problem in a timely manner.
When obtaining any technical support on a PayClock product, you should have the following information available so your question can be answered quickly and efficiently:
•
Version and serial number of your software. This is available by clicking Help | About from the menu
•
Description of your computer hardware
•
The exact wording of any messages that appear on the computer screen or on your time clock
•
The current text displayed on your time clock
•
Description of what happened and what your were doing when the problem occurred
•
Description of how you tried to solve the problem
•
Can you recreate the problem?
•
The current configuration settings, which you can get by running the Configuration
Report from the PayClock Pro software
•
Details of your time clock setup. This includes the model of your terminal, type of connection, cable length, etc.
Conventions
PayClock software uses many of the Windows® conventions. You may move from selection to selection using the <Tab> key or the mouse. You can make selections by using the spacebar and you can accept a selection by pressing <Enter>. In Windows 95/98/NT/ME/2000/XP , clicking on an item with the right mouse button brings up a small menu selection if applicable
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PayClock Pro Installation and Setup Guide
CHAPTER 2
Install the Software
Steps to Install Single User PayClock Pro
PayClock Pro contains a Setup program that checks your system and asks questions about how you want to install the program. The setup program copies files from the CD to your computer so you can use PayClock.
Reboot the computer and close all other programs
Run the Setup Program
» Insert the PayClock Pro CD in your computer’s CD-ROM
» The Setup program should run automatically. If it does not , follow the steps below
» Click Start | Run from the Windows taskbar
» At the command line, type d:setup.exe where d: is the letter of the drive for your
CD-ROM
» Click OK
Follow the Setup Steps
» At the Welcome screen, click Next
» Read the license agreement, then click Next (or Cancel to exit)
» Choose the folder where you want to install PayClock Pro, then click Next
» Choose Yes to backup any replaced files, then click Next
» Choose the program group where you want to add PayClock Pro, then click Next
» Click Next to start the install
» Once Setup copies the files to your computer, click Finish
» Click OK to restart the PC to complete the install
» Please view the Readme file for last minute changes to the program
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PayClock Pro Installation and Setup Guide
Open PayClock Pro
» To run the PayClock Pro program after installing:
» Double click on the PayClock Pro icon on your desktop or
» Click Start | Programs | PayClock | PayClock Pro from the Windows taskbar (XXX= exact version that was installed)
» When PayClock Pro first opens, the Log In window appears
» You can choose from two users, Administrator or Guest. The Administrator log in gives you full access to PayClock, while the Guest does not allow access to personal employee data or wage information; the Guest log in does allow the user to edit timecards and run reports
» Once you choose a user, enter your password. The default password is “lathem”. You should change it to a unique password by clicking the Change button
» Once you change your password, keep a copy of it in a safe place in cas e you forget it
Register the Software
When PayClock is started for the first time, a “Registration Wizard” will open and allow a form to be filled out and sent to Lathem using the Internet, an Email account or by printing and mailing or faxing it in.
Steps to Register PayClock Pro
» Select the registration method to use from the drop down list
» Fill out the Model, Serial Number and Purchase Information
» Fill out the Customer Information
» Click finish to finalize the registration
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PayClock Pro Installation and Setup Guide
Updating the software through Service Packs
After the installation of the PayClock software, you have the opportunity to download any updates or Service Packs, since your software release using your internet connection. This online process will check for any changes since your versio n was released and copy the Service Pack to the hard drive of your computer and run the install. You can run the on line update by selecting Help |
Online Updates
Online Updates are not available for versions prior to 3.350 of the PayClock Pro software
IMPORTANT: Charges may apply for Service Packs, check with your dealer or Lathem to determine if the Service Pack is needed.
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PayClock Pro Installation and Setup Guide
CHAPTER 3
Welcome to PayClock
About This Manual
Some features of PayClock Pro are available only when you have purchased the multi-user version or turned on the Terminal Manager feature. A star appears for features that are available only with the multi-user version and not the single -user version
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PayClock Pro Installation and Setup Guide
Section 3.1 Log In
When you first open PayClock, a Log In window appears waiting for you to enter your password. The default password is “lathem”. (You should change it to a unique password)
Choose Administrator or Guest from the User List, or if you have the multi-user version of PayClock, you can choose your name from the User List. The Administrator log in gives you full access to PayClock, while the Guest does not allow access to personal employee data or wage information; the Guest log in does allow the user the edit timecards and run reports
Enter your password, then click OK
To change the password
•
•
•
At the Log In window, select a user from the User List, then click the Change button
Type in your password under Old Password
Type in your new password under New Password and Confirm New Password, then click
OK
•
Once you change your password, keep a copy of it in a safe place in case you forget it
For details on setting up the administrator and users, see the Database Manager help
Section 3.2 PayClock Features
The list below shows you the features you get with PayClock Pro
» Employee and punch data reports
» Rounding intervals defined by user
» Round punches individually
» Exports for use with payroll services
» Backup/archive capability
» Up to 1000 employees per system
» Up to 3 levels of labor tracking
» Transfers at the clock (hardware dependent)
» Set overtime to calculate daily, weekly or by pay period
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PayClock Pro Installation and Setup Guide
» Up to 3 overtime levels , with Saturday and Sunday as optional overtime
» Grace periods
» Employee work schedules
» Fixed or flexible breaks
» Breaks can be auto deducted, paid or unpaid, punched or not punched
» In/Out zones defined by user
» Up to 50 defined breaks
» Define pay period as weekly, bi-weekly, semi -monthly or monthly
» Pre-defined pay codes, plus up to 85 definable pay codes
» Up to 10 pay classes
» Scheduling holidays in advance
» Benefit time tracking
» Premium time
» Consecutive Day Overtime
» Terminal Manager software (optional)
» Modem communications (Terminal Manager required)
» Multiple clock options (Terminal Manager required)
» Auto polling (Terminal Manager required)
» Bell ringing (hardware dependent)
Section 3.3 Feature Selection Wizard
There are several optional features you can add to your PayClock Pro software. You add features using the
Feature Selection Wizard. To open the wizard, select Help | Feature Wizard from the menu when you first open your Pro software. When you choose a feature, you can use it on a trial basis for 30 days, and then the software will no longer allow you to use this feature until you purchase it
If you are currently running PayClock Pro in demo mode, you can purchase the software through the
Feature Wizard
Features available through the Feature Wizard:
•
100-1000 Employees
You can increase your employee capacity to 100, 250, 500 or 1000
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PayClock Pro Installation and Setup Guide
•
Custom Exports
•
If your company exports data to a payroll service that PayClock Pro does not currently support,
Lathem can write a custom export for your company so you can still use the export features of the software. PayClock Pro currently supports ADP, Rapid Pay, QuickBooks Pro, Paychex Paylink,
Paychex Prevew and Payroll 1. Call your dealer for more information on this feature
•
Custom Reports
•
If you would like a report other than what is included in the PayClock software, Lathem can write a custom report for your company. Call your dealer for more details on this feature
•
Terminal Manager
•
This feature allows you to use more than 1 clock for your employees to punch In and Out. Call your dealer for more details on this feature
•
PC Punch (This feature may not be available in all versions.)
•
This feature allows employees to punch the clock at their computer. It also includes dollar amounts and report viewing
•
3-24 Concurrent Users
•
You can increase how many users can use the software at the same time: 3, 6, 9, 12 or 24. Without this feature, you can have multiple users, but they cannot log on at the same time
•
Accurual Manager (This feature may not be available in all versions.)
•
You can use Accrual Manager to setup policies to automatically accrue non worked time such as vacation or sick
3.3.1 Purchase a Feature
Ÿ Open the Feature Wizard by clicking Help | Feature Wizard from the menu. The main screen displays
Ÿ Click Next > to go to the screen that lists your feature choices
Ÿ Under the list of Available Features, click on the ones you want, then click Add -->
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PayClock Pro Installation and Setup Guide
Ÿ Once the features you want show in the Selected Features list, click Next > to go to the purchase screen
Ÿ Call your dealer and read them the serial number and purchase code that display on your screen.
Your dealer will give you a license key for you to enter into your software
Ÿ Once you have your license key, click Finish from the purchase screen. An Enable Features window appears, where you will type in your license key
Ÿ Click Enable
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PayClock Pro Installation and Setup Guide
CHAPTER 4
System Overview
At the System icon, you define your basic company structure. Here you setup Company Info, Clock communications, Preferences, Payroll Exports, Labor Tracking Levels, etc.
Section 4.1 System - General Tab
In the General tab, enter your company name, address, home page, phone and fax number
4.1.1 Setup Company Information
In the System General tab, enter your company information.
Ÿ Enter your company name and address under Company Name, Address (1), Address (2), City,
State, Country and Postal Zip
Ÿ Enter your phone number under Main Phone Number
Ÿ Enter your fax number under Main Fax Number
Ÿ Enter your web site address under Company’s Home Page
Ÿ Click the Save button to keep your changes
Section 4.2 System - Terminal Tab
In the Terminal tab, you define your clock settings.
Note: This tab will not display if the Terminal Manager option is enabled
4.2.1 To Setup a Terminal
What you enter in the Terminal tab at the System icon tells the software how to communicate with your clock.
•
Ensure your clock model (PC3500, PC2000, PC400 or PC100) displays in the Type box
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PayClock Pro Installation and Setup Guide
•
Under Time and Date, your computer's time and date will display. If they are not correct, you need to change it in Windows. You cannot change the time or date in the Pay Clock software
•
Check Use 24-Hour display if you want the 24-Hour time format to show at your terminal
•
Uncheck Turn On Daylight Savings Time if your region does not use daylight savings
•
Under Communications, enter the COM port where your clock connects to the PC and your clock's Baud Rate. If you have problems communicating with the clock, see Troubleshooting
•
Check Auto Update when Polling if you want the software to send any new or changed employee information to the clock each time the clock is polled
You can also click the Update Clock button if you want to update the employee and department names to the clock manually
•
Click the Test Clock button to confirm that the communication settings you entered are correct
•
Click the Send Time/Date to Clock button to set your clock's time and date to what is shown in the Time and Date boxes in this tab
Section 4.3 System - Preferences Tab
In the Preferences tab, you choose how dates and times d isplay in the software and you define certain software settings. Here, you also setup pay codes, pay code adjusters and holiday schedules
You can also setup accrual policies if you have enabled the Accrual Manager feature in the Feature Wizard
(Once you enable Accrual Manager, go to Database Manager to make sure you have turned on your access rights)
Pay Codes - Click this button to edit or add pay codes. The Pay Codes window displays, where you can change the rate modifier, differential or wage rate calculation method
Accrual Manager – (This feature may not be available in all versions.) Click this button to open
Accrual Manager. You can use the Accrual Manager to set rules for employee accruals, such as vacation or sick time. Once you setup your policies, PayClock stores the accruals in the Benefit Time tab of the
Employee icon
Badge Excluder Utility - Click this button to open the Badge Excluder Utility. This utility allows you to select badge numbers that you do not want the PayClock software to automatically assign when you are adding new employees.
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PayClock Pro Installation and Setup Guide
Example: You have lost badge #87, 88 and 89. You go into the Badge Excluder and select badge #87,
88 and 89 to be excluded badge numbers, when you add new employees these badge numbers will not be used.
To exclude badge numbers
•
Select the range of badge numbers you want to select from and click the Load List button
•
Click in the box to choose the badge number(s) , you know you have selected the badge number when there is a check in the box
•
Click the Apply button and then click Close
Pay Code Adjusters - Click this button to assign pay codes to 5 adjusters
Holiday Schedules - Click this button to setup dates as paid holidays
Open Schedule Override - Choose this option if you want the open schedule to start on the previous day.
This option is normally used when you have split shifts or when the pay period starts before midnight and you want the hours of the shift to count on the day the shift ended.
Use this Date Format - Choose how to show dates in the software, i.e. 01/31/99, 31/01/99 or 99/01/31
Use 24-Hour Time Format - Check this box to show 24-hour time in the software
Non-Work Defaults - In this section, set the default for inserting non-work time at the Timecard icon. Nonwork time is time paid to an emp loyee but not worked, such as vacation or holidays
Confirm Undo’s - Uncheck this box to turn off the caution message that appears any time you click the
Undo button
Unselect Terminated Employees from Groups when Closing a Pay Period - Check this box to have any employees that were terminated removed from the All Employees list during the pay period close
* Note * Selecting this option will not delete employees from the PayClock database. The terminated employees will be removed from the All Employees filter list
4.3.1 Setup Preferences
What you enter in the Preferences tab tells the software how to display dates, times and non-work defaults.
You can also define pay codes, pay code adjusters and holiday schedules
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PayClock Pro Installation and Setup Guide
To edit a pay code
Ÿ
Click the Pay Codes button to setup your pay codes. The Pay Codes window appears
1. Select a pay code from the list at the top of the Pay Codes window
2. You can change the pay code name under Name
3. You can type in a new rate modifier or differential
4. When you choose a non -worked pay code, the Number (Use at terminal): box is enabled.
Type a number employees can enter at the clock to use this pay code.
For example, if the terminal Number for Sick is 52, an employee can clock out and use #52 to indicate that he left sick. Note that only clocks that support this function will accept pay code numbers
5. Non-work pay codes allow you to choose if the pay code Counts toward Overtime. If this pay code counts toward overtime, check the Counts toward overtime box. For example, some companies allow sick time to count towards overtime. So, if a person worked 8 hours 3 days,
10 hours 1 day and called in sick 1 day, the person would have a total of 42 hours with 2 hours overtime, although the person only worked 34 hours
Note: If you enter non-work time that counts toward overtime in the Timecard, you should enter that time according to the same rounding that you have setup. For example, if you have set rounding to 15-minute intervals, enter your non-work time as a 15-minute interval, such as
8:15. If you enter 8:13, the time will remain at 8:13 and will not round to 8:15. If you do this, some of your totals in your reports will not round
6. If this pay code counts toward accruals, you can check the "Counts toward Accruals" box. If this pay code is benefit time that Accrual Manager tracks, check this box
7. If this pay code counts toward consecutive day overtime, check the "Counts toward
Consecutive Days" box. See step 5 above
8. If this pay code also calculates as regular time, check the Also show as Regular Time box
9. If this pay code will use the optional rate calculation method, check the “Rate Calculation” box
10. Click the Save button to keep your changes
11. Click Close after you have finished
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PayClock Pro Installation and Setup Guide
To create a new pay code
Ÿ
Click the Pay Codes button to setup your pay codes. The Pay Codes window appears
1. Click New
2. Type in a name for the pay code under Name
3. If you will use this pay code for dollar amounts (such as Bonus, Tips, etc), check the
"Amount" box, enter an ID number for this amount under Number (Use at Terminal), then click Save. Skip the steps below
4. Type in a rate modifier or differential
5. When you create a pay code, you can set the rate type to Worked or Non-Worked. Nonworked hours are paid but not worked, such as Vacation or Bereavement
6. At Apply As, you can choose whether this pay code shows in the regular time list or overtime list. If you choose Any, the pay code shows in both the regular and overtime list
7. At the Number (Use at terminal): box, type in a number employees can enter at the clock to use this pay code. You can only enter a pay code number for non-worked pay codes. (Note :
You cannot use a number that you set as a group number)
For example, if you set terminal Number for Sick to 52, an employee can clock out and use
#52 to indicate that he left sick. Note that only clocks that support this function will accept pay code numbers
8. Choose if you want this pay code to Also show as Regular Time by checking the box
9. If this pay code counts toward overtime, check the "Counts toward overtime" box. For example, some companies allow sick time to count towards overtime. So, if a pers on worked
8 hours 3 days, 10 hours 1 day and called in sick 1 day, the person would have a total of 42 hours with 2 hours overtime, although the person only worked 34 hours
Note: If you enter non-work time that counts toward overtime in the Timecard, you should enter that time according to the same rounding that you have setup. For example, if you have set rounding to 15-minute intervals, enter your non-work time as a 15-minute interval, such as
8:15. If you enter 8:13, the time will remain at 8:13 and will not round to 8:15. If you do this, some of your totals in your reports will not round
10. If this pay code counts toward accruals, you can check the "Counts toward Accruals" box. If this pay code is benefit time that Accrual Manager tracks, check this box
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PayClock Pro Installation and Setup Guide
11. If this pay code counts toward consecutive day overtime, check the "Counts toward
Consecutive Days" box. See step 8 above
12. If this pay code will use the optional rate calculation method, check the “Rate Calculation” box
13. Click the Save button to keep your changes
14. Click Close after you have finished
Ÿ
To create a worked pay code that does NOT count toward weekly overtime:
1. Click New
2. Type in a name for the pay code under Name
3. Type in a rate Modifier or Differential
4. Set the rate type to Worked. If you choose Non-Worked you will not be able to select the option on the next step.
5. At Apply As, choose Regular or Any. If you choose Overtime you will not be able to select the option on the next step.
6. Choose Does NOT count toward Weekly Overtime by checking the box
7. Choose if you want this pay code to Also show as Regular Time by checking the box
8. If this pay code will use the optional rate calculation method, check the "Rate Calculation" box
9. Click the Save button to keep your changes
10. Click Close after you have finished. You are ready to assign this pay code in the Pay Codes
Override option on the Advanced tab of the Schedules icon
To set pay code adjusters
You can adjust an employee's time for hours (or minutes) that they did not actually accumulate on the clock. One example of an adjustment is you allow an employee to work through their 15 minute paid break so they may leave early. Because they have clocked out 15 minutes early, the accumulated total will be short for the day. You can add 15 minutes with an adjuster
Ÿ Click the Pay Code Adjusters button
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PayClock Pro Installation and Setup Guide
Ÿ Using the down arrow on each of the five Adjusters, assign a pay code to each adjuster. If you do not want to assign all five, leave the adjuster as "Not Selected"
To use adjusters, you must assign the adjuster to a pay code. You can set adjusters in the System
Preferences tab or in the Timecard
To enter an adjustment
•
•
•
Make the Adjuster colu mn visible in the Timecard table if you don't see it
Click on the cell in the Adjuster column where you want to make the adjustment
Enter the adjustment amount and press Enter
If you can also see the pay code column that you adjusted, it will increase by the amount that you just added
To clear all adjustments on a timecard
•
•
Choose the employee timecard that you want to clear
Click Edit | Adjuster | Reset All from the menu
This clears all adjusters on that timecard only
To delete an adjustment
•
•
Click on the adjustment you want to delete
Press the Del key
To change pay code assignments
•
•
•
•
While in the Timecard, select Edit | Adjusters | Set Pay Codes
Select the down arrow in the adjuster to change
Select a pay code from the list
Click OK to save your changes or Cancel to return without saving your changes
NOTE: Because you can change the pay code that the adjuster points to, you can use the same adjuster to point to more than one pay code. If you display the Adjuster in the Timecard, any adjustments you previously made will still point to their original pay codes. This may result in a confusing Timecard.
Change Adjusters with care
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PayClock Pro Installation and Setup Guide
To set holiday schedules
Ÿ Click the Holiday Schedules button
Ÿ Click New to create a holiday calendar
Ÿ Type in a name for this holiday schedule under Calendar Name
Ÿ Enter the Starting Month & Year for your holiday calendar
Ÿ Enter the number of months this calendar spans (1-18 months)
Ÿ In the calendar, click on your first holiday date, then click Add
Ÿ Leave the default name for this holiday at Name, or type in a new one. For example, instead of
"Sat, Jan 01, 2000", you can rena me this holiday as "New Year's Day"
Ÿ The Hours Paid fills in as the Non-Worked Defaults that you entered in the System Preferences screen. You can change this value here if you wish. This value appears in the timecard as Holiday
Non-Worked hours for all emp loyees assigned to this Holiday Calendar in their Pay Class. If the employee does work on this day, they will also be paid the number of hours that they actually worked. You can place these hours into a special Pay Code, "Worked Holiday" by changing the selection in the Worked field
Ÿ If you require employees to work the day before or after a paid holiday, check the Before and/or
After boxes. This will affect when a holiday is paid, as shown in the examples below:
Example 1 Employee 1 works on a 5 day, Monday through Friday schedule. Labor day is on a
Monday. You require your employees to work the day before and the day after a holiday in order to be paid for it. Employee 1 worked on Friday and Tuesday, so they are paid for this holiday
Example 2 Employee 2 works on a 5 day, Monday through Friday schedule. Labor day is on a
Monday. You require your employees to work the day before and the day after a holiday in order to be paid for it. Employee 2 did NOT work on Friday, but did work on Tuesday, so they are NOT paid for this holiday
Example 3 Employee 3 is not assigned to a schedule. Labor day is on a Monday. You require that your employees work the day before and the day after a holiday in order to be paid for it. Employee 3 worked on Friday and Tuesday. However, because they are not on a schedule and they did not work the day before the holiday (Sunday), they are NOT paid for this holiday
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PayClock Pro Installation and Setup Guide
Ÿ If you require a specific schedule to be applied on the holiday select the schedule in the Schedule
Override (Open Schedules Only).
Ÿ
* Note * Holiday schedule overrides will only be applied if the day of the holiday has an Open
Schedule applied
To set date and time display
Ÿ Select the date format - MM/DD/YY = 01/31/99, DD/MM/YY = 31/01/99, YY/MM/DD =
99/01/31
Ÿ Check Use 24-Hour Time Format if you want the time in the software to display in 24-hour format
Ÿ Click the Save button to save your settings
To set non-work time defaults
Ÿ Under Start Time, enter when the non-work time begins
Ÿ Under Duration, enter the length of non-work time
Ÿ Under Pay Code, choose your default pay code setting
To turn off Undo messages
Ÿ Uncheck Confirm Undo’s to turn off the caution message that appears any time you click the
Undo button
Ÿ Unselect Terminated Employees from Groups when Closing a Pay Period - Check this box to have any employees that were terminated removed from the All Employees list during the pay period close
Ÿ
* Note * Selecting this option will not delete employees from the PayClock database. The terminated employees will be removed from the All Employees filter list
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PayClock Pro Installation and Setup Guide
Section 4.4 System - Payroll Export Tab
In this tab, you setup how the software exports data
If you use a payroll service, you can run an export wizard here to setup your data to export in the format your payroll service can read. The following export wizards were available at this printing:
ADP PC/Payroll
Paychex Paylink for Windows
Preview by Paychex
Rapid Payroll
Payroll 1
You can also run exports from this tab
QuickBooks Pro
QuickBooks Pro/Premier/Enterprise 2002
4.4.1 Setup Exports
In the System Payroll Export tab you can setup the software to export data in the format your payroll service can read. You can also run ASCII exports to run exports that will export data in a text format
To run an export wizard
Ÿ Under Payroll Wizards, select your payroll service
Ÿ After choosing your payroll service, click the Setup button to run the wizard
Ÿ Fill in the requested information. This information is in your payroll software
Ÿ After finishing the wizard setup, click the Refresh button. This will put the export in the list of
Payroll Interfaces
To run a payroll export
Ÿ After you complete the wizard, you can run exports. Make sure your payroll service is still selected in the Payroll Wizards list
Ÿ Make sure the export you want to create has an “x” in its box
Ÿ Under Period to Export from, choose which pay period. If you want to export for a date range select ‘Other Period’, then enter the date range under Start Date and End Date
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PayClock Pro Installation and Setup Guide
Ÿ Under Pay Class, choose the pay class you want to export. Select the ‘Export All Pay Classes’ box if you want to create the export file for all pay classes
IMPORTANT NOTE:
If you have multiple pay classes and they start on different days do not use this options.
Ÿ Click the Export button to export your data
To run an ASCII export
Ÿ In the Payroll Interfaces list, click each export you want to run – Employee List or Employee
List/Wages
Ÿ Under Period to Export from, choose which pay period you want to export
Ÿ Under Pay Class, choose the pay class you want to export
Ÿ Click the Export button to export your data
Section 4.5 System - Groups Tab
In the Groups tab, you can create groups and filters. You can do this by clicking the Properties button
The Groups tab charts your group assignments, or labor tracking levels. You use group assignments mainly for filtering. If you are at the Employees or Timecard icon and you click on the menu option View | Filter
By ..., you can choose which employees you want to list. Filters also apply to the Report Properties in
Report Manager, so you can run filtered reports
The default group levels are labeled as Department (Level 1), Level 2 and Level 3
You can rename these levels to suit your company, and you can assign levels to create your company structure
In the example pictured below, Level 1 is named Department, Level 2 is named Division and Level 3 is named Company.
There are five departments - Sales, Press, Accounting, Shipping and Engineering. There are two divisions - Manufacturing and Administration. There is one company - Lathem Time Company
The Press, Shipping and Engineering departments are assigned to Manufacturing, and the Sales and
Accounting departments are assigned to Administration
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PayClock Pro Installation and Setup Guide
4.5.1 Name and Assign Group Levels
Once you create your groups and filters, you can assign the group levels to create your company structure
The steps belo w walk you through a typical setup
Step 1: Rename the Group Levels
Click in each level, type over the text to name the levels what you want, then press the Tab key
In this example, Level 1 is named
Department, Level 2 was renamed Division and Level 3 was renamed Company
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PayClock Pro Installation and Setup Guide
Step 2: Choose the Level 3 group (Lathem Time Company)
Click on a company group (Lathem
Time Company) to work with. Make sure nothing else is selected at this point. The chart helps you see your assignments. Here, only the company is chosen, with no assignments
Step 3: Assign a Level 2 group (Manufacturing) to Level 3 (Company)
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When you click on a group in Level 2, notice the chart now shows it assigned
PayClock Pro Installation and Setup Guide
Step 4: Assign Level 1 groups to Level 2 (Manufacturing)
Click on each group (or department) to assign. They will show up on the chart.
Now Press, Shipping and Engineering are assigned to Manufacturing
Step 5: Assign the next Level 2 group (Administration) to Level 3 (Lathem Time Company)
Temporarily unassign Manufacturing by clicking it to take off the highlight. It will disappear on the chart. Now click on
Administration to assign it to Lathem Time
Company. Make sure you choose only one
level at a time when you assign groups
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PayClock Pro Installation and Setup Guide
Step 6: Assign Level 1 groups to Level 2 (Administration)
Click on each group to assign. They will show up on the chart. Now Sales and
Accounting are assigned to Administration.
Note that if both Manufacturing and
Administration were chosen, then you would have assigned Sales and Accounting to both
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PayClock Pro Installation and Setup Guide
Step 7: Reassign the groups you had temporarily unassigned
Click back on Manufacturing. Now the chart shows Manufacturing and its departments assigned to Lathem Time Company, along with Administration and its departments assigned to Lathem
Time Company
4.5.2 Setup Groups
In the Groups tab, you can create groups for filtering your reports and employee lists. Also, if your clock supports employee transfers, you can create groups so employees can transfer from one to another. You can also use transfers to flag special pay, for example ‘Call In Time’
Note: The PC400, PC2000 and PC3500 allow the first punch of the day to be a department transfer.
To create a Level 2 or 3 group
Ÿ At the bottom of the Groups tab at the System icon, click the Properties button. The Group
Properties window appears
Ÿ Click the down-arrow at the top-left corner of the screen to choose your group Level 2 or Level 3.
You cannot add employees to Levels 2 or 3 - you can only add employees to Level 1 (department) groups
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PayClock Pro Installation and Setup Guide
Ÿ Click New
Ÿ Under Name, type in a name for this group
Ÿ Under Number, PayClock gives this group an ID number. If you want to change it, type in a new one (Note: This number cannot be the same as a pay code number)
Ÿ Under Filter Code, you can type in a code name to identify the group. You will probably only use this field if you need to use an ID for the group that is longer than a 4-digit number
Ÿ Click Save to save this group
To create a Level 1 group (or department)
Ÿ In the Groups tab at the System icon, click the Properties button. The Group Properties window appears
Ÿ Click the down-arrow at the top-left corner of the screen to choose your group Level 1
(Department)
Ÿ Click New
Ÿ Under Name, type in a name for this group
Ÿ Under Number, PayClock gives this group an ID number. If you want to change it, type in a new one
Ÿ Under Filter Code, you can type in a code name to identify the group. This field would only be used if you have purchased a custom report
Ÿ Under Type, choose whether this hourly rate is added to the person’s base pay, a percentage of the base pay or is a flat rate. If you choose Not Selected, the Hourly Pay Rate section is grayed out
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PayClock Pro Installation and Setup Guide
Ÿ You can use the Hourly Pay Rate section for running wage reports. Under Minimum, enter the least amount a person can earn working in this group
Ÿ Under Maximum, enter the most a person can earn working in this group
Ÿ Under Normal, enter the amount a person usually earns working in this group
Ÿ Check Guaranteed Time to enable this setting, typically used with ‘Call In Time’.
Ø Under Worked Hours to Qualify, enter how long a person must work before receiving guaranteed time
Ø Under Minimum Paid Hours, enter the guaranteed time amount
Ø Under Pay Code, select in which pay code the time will be placed
Ø Check ‘Ignore All OT Rules’ if you don’t want this time to count toward any type of overtime
Ÿ
Example: Your company has a policy that says if you are called back to work the company guarantees 4 hours of pay at double time, even if you only work for 30 minutes. If you work over the 4 hours all time is paid at double time.
Ÿ
Sally comes in Tuesday morning and works her normal 7:00am to 3:30pm shift. She goes home, but is called back to work to comp lete a project. She arrives at 6:30pm and presses the transfer button on the clock, keys in the number for to the "Call In" department. She completes the project in 2 hours and punches out like normal at 8:30pm. Her timecard will show her normal 8 hours from the 7:00am to 3:30pm shift and 4 hours of Call In time, which is paid at double time.
Ÿ At the list of employees, click on the people you want to add to this group (Hold down the Ctrl key to choose more than one person). If you haven’t yet setup your employees, you can do this at the Employees icon, General tab
Ÿ Check Include in Home List to include this group in the home list. Do not check this box if you plan to use this group only as a filt er
Ÿ Click Save to save this group
To edit a group
Ÿ From the list at the top-left corner of the screen, choose the level that contains the group you want to edit
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PayClock Pro Installation and Setup Guide
Ÿ From the second list at the top-left corner of the screen, choose the group you want to edit
Ÿ Change any information that you need to
Ÿ To add or remove employees from a Level 1 group (department) , hold down the Ctrl key, then click on their names in the employee list. When their name is highlighted, they are added; when their name is not highlighted, they are removed
Ÿ To remove any employees that you have marked as terminated, you can click the Unselect
Terminated button
Ÿ Remember that the Group Properties window only sets filters - you must assign employees to their
Home in the Employees icon, General tab or to Alternates in the Assignments tab
Ÿ Click Save to keep your changes
To delete a group
Ÿ From the list at the top-left corner of the screen, choose the level that contains the group you want to delete
Ÿ From the second list at the top-left corner of the screen, choose the group you want to delete
Ÿ Click Delete
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PayClock Pro Installation and Setup Guide
Pay Class Overview
CHAPTER 5
A Pay Class consists of the rules your company sets for handling payroll. At the Pay Class icon, you can setup your pay period, overtime, premium time and other advanced pay class features
Section 5.1 Pay Class - General Tab
In the General tab, you can create pay classes and define your pay period for each pay class. You enter when the pay period starts, select punch rounding, choose the pay period type and select a holiday calendar.
Name - Name your pay class
Current Pay Period starts on - Enter when your current pay period began
Round Unscheduled Registrations by - Choose how punches round when they do not occur within a schedule
Pay Period Type - Select if your pay period is weekly, bi-weekly, semi-monthly, monthly or custom. For semi -monthly and monthly, also choose the pay period start dates. For custom, choose when the current and next pay period will end.
Use this Holiday Calendar - Choose which holiday calendar this pay class uses. You can also set a waiting period before the holiday will be applied to the employees by setting the "Apply Rule This Many Days
From Hire Date" option
Caution: If you change the pay period start date, any maximum day overrides made in the timecard
will be reset and will require that you add those edits back.
5.1.1 Setup Pay Class Information
In the Pay Class General tab, you setup your pay period
Ÿ If you want to create a new Pay Class, click New. If you want to edit a pay class, choose it from the list of pay classes at the top of the screen
Ÿ Under Name, you can change your pay class name by typing it in
Ÿ Under Current Pay Period starts on, enter the date your current pay period began
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PayClock Pro Installation and Setup Guide
Ÿ Once you have setup your start date, changing it later can affect the data on your next close - moving the date forward can cause data loss.
Ÿ NOTE: Use the + (plus) and - (minus) keys on your numeric keypad to move the date
forward or backwards.
Ÿ Under Round Unscheduled Registrations by, select how you want punches to round when they do not occur within a schedule. The software keeps track of the exact time when the employee punched; rounding is for calculations only
Ÿ Under Pay Period Type, choose Weekly, Bi-Weekly, Semi-Monthly, Monthly or Custom
Ÿ If you chose Semi-Monthly, select the First Start date and the Second Start date. For example, your pay period might start on the 1 st
(First Start) and the 15 th
(Second Start)
Ÿ If you chose Monthly, select the First Start date. For example, your pay period might start on the
1 st
(First Start)
Ÿ If you chose Custom, set the date the current pay period will END and then set the date the next pay period will END. For example, your current pay period might start on the 1st and end on the
18th and your next pay period will start on the 19th and end on the 31st. When you close a custom pay period you will be prompted to set the date that the "new" next pay period will end.
Ÿ NOTE: Use the + (plus) and - (minus) keys on your numeric keypad to move the date forward or backwards.
Ÿ Under Use this Holiday Calendar, choose which holiday schedule this pay class uses. Set a waiting period before the holiday will be applied to the employees by setting the "Apply Rule
This Many Days From Hire Date" option. If you do not have a “probation period” set this to 0
(zero). If you have not setup holiday schedules, you can do this at the System icon, Preferences tab
Ÿ Click Save to keep your changes
Ÿ Caution: If you change the pay period start date, any maximum day overrides made in the timecard will be reset and will require that you add those edits back.
Section 5.2 Pay Class - Overtime Tab
In the Overtime tab, you can set how the software calculates overtime
You can define up to 3 Overtime Levels
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PayClock Pro Installation and Setup Guide
Daily Pay Code - If employees can get overtime on a daily basis, use these boxes to set how to calculate daily overtime
Weekly Pay Code - If employees can get overtime on a weekly basis, use these boxes to set how to calculate weekly overtime
If employees get overtime by working on Saturday, choose the overtime pay code under Pay Saturday as
OT
If employees get overtime by working on Sunday, choose the overtime pay code under Pay Sunday as OT
Weekly Overtime Start Day - Choose the day that starts the week. This setting defaults to whatever you entered in the General tab for the current pay period date, so you usually only need to change this setting if you have a semi -monthly or monthly pay period
Calculate Overtime by Pay Period - Check this box if your pay period is other than weekly and employees get overtime on a Pay Period basis instead of a Weekly basis. This changes your settings from Weekly Pay
Code to Pay Period Pay Code
Daily OT Overrides Level 1 Weekly OT – Check this box if your employees will continue to get daily overtime after the weekly overtime has been reached.
Example: You pay OT1 after 8 hours a day and after 40 hours a week. You also pay OT2 after 12 hours a day. If an employee works 13 hours the day the 40 hours are reached you wi ll pay 12 of those hours at OT1 and 1 hour at OT2.
5.2.1 Setup Overtime
At the Pay Class Overtime tab, you can set how the software calculates overtime. You can define up to three overtime levels. If you have not yet setup your overtime pay codes, you can do this from the Pay
Codes button, in the Preferences tab at the System icon
Ÿ If employees can get overtime on a daily basis, choose the pay code from the Daily Pay Code list. (If employees do not get daily overtime, leave the box as Not Selected)
•
Under Limit, enter how much time an employee works in a day before getting overtime
Ÿ If employees can get overtime on a weekly basis, choose the pay code from the Weekly Pay
Code list. (If employees do not get weekly overtime, leave the box as Not Selected)
•
Under Limit, enter how much time an employee works in a week before getting overtime
Ÿ If you have a semi-monthly or monthly pay period, choose the day that starts the overtime week under Weekly Overtime Start Day
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PayClock Pro Installation and Setup Guide
•
•
Ÿ Check Calculate Overtime by Pay Period if you want to calculate overtime on a pay period basis instead of a weekly basis. This changes Weekly Pay Code to Pay Period Pay Code
Choose the pay code from the Pay Period Pay Code list
Under Limit, enter how much time an employee works in a pay period before getting overtime
•
Check Daily OT Overrides Level 1 Weekly OT if your employees will continue to get daily overtime after the weekly overtime has been reached.
Section 5.3 Pay Class - Advanced Tab
In the Advanced tab, you can set punched breaks, auto deductions and workday options
The settings in this tab only apply to employees not assigned to a work schedule
Punched Break - If you want to set a time frame for when employees can punch for a break, check this box.
This creates punched break settings for every person. If you want t o change the punched break settings for a certain employee, select that person at the Employee icon, then change the settings at the Schedules tab
Minimum Hours from Start - Enter the shortest amount of time a person can work before he can punch for a break
Maximum Hours from Start - Enter the longest amount of time a person can work before punching for a break
Length - Enter how much time the break lasts
Extended Break Amount - Enter the max extra amount of time a person can take and the punch still count as a break rather than an in/out punch
Note: The Extended Break Amount setting will be dimmed if the ‘Round Unscheduled Registrations By’ on the General tab of the Pay Class icon is set to ‘Not Selected’.
Auto Deduct - If you want to automatically deduct a break without employees punching, check this box.
This sets an auto deduct for every person. If you want to change the auto deduct settings for a certain employee, select that person at the Employee icon, then change the settings at the Schedules tab
Worked Hours to Qualify - Enter how long an employee must work before PayClock will deduct the break
Length - Enter how much time PayClock deducts each day
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PayClock Pro Installation and Setup Guide
When PayClock auto deducts a break, a portion of the time bar at the Timecard is shaded blue
Beginning of Day - Enter when the day starts. Normally, you should leave this setting a the default of 12:00 am. You can not change this setting if you have t urned on the Open Schedule Override.
Maximum Work Day Length - Enter how long an employee can work in one day. Normally, you should leave this setting at the default of 14:00 hours
Calculate Weekly OT by Total Hours - Check this box if you want PayClock to calculate overtime based on all hours rather than regular hours. Unless your company has special rules regarding overtime, you probably do not want to check this box
5.3.1 Setup Advanced Pay Class Features
At the Pay Class Advanced tab, you can set breaks, overtime calculations and workday settings
Ÿ Check the Punched Break box if you want employees to punch in and out for their breaks. The
Punched Break settings apply for all employees. If you want to change a setting for one employee, do this under the Schedules tab at the Employees icon
At Minimum Hours from Start, enter how many hours each person must work before punching out for a break
At Maximum Hours from Start, enter the longest amount of time each person can work before punching for a break
At Length, enter the break length
The green line in the schedule bar at the Timecard icon shows when a person can clock out for break
At Extended Break Amount, enter the max extra amount of time a person can take and the punch still count as a break rather than an in/out punch.
Note: The Extended Break A mount setting will be dimmed if the ‘Round Unscheduled
Registrations By’ on the General tab of the Pay Class icon is set to ‘Not Selected’
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PayClock Pro Installation and Setup Guide
Ÿ Check the Auto Deduct box if you want to deduct a break without employees needing to punch
Enter how much time an emp loyee must work before PayClock will deduct the break in the
Worked Hours to Qualify box
Enter how much time to deduct in the Length box
When PayClock auto deducts a break, a portion of the time bar at the Timecard is shaded blue
Ÿ Check the Calculate Weekly OT by Total Hours box if you want to calculate overtime based on total hours instead of regular hours. Unless your company has special rules regarding overtime, you probably do not want to check this box
Ÿ Enter when the workday starts at Beginning of Day. Normally, you should leave this setting at the default of 12:00 am. You can not change this setting if you have turned on the Open Schedule
Override.
Ÿ Enter the longest amount of time a person can work in 1 day at Maximum Work Day Length.
Normally, you should leave this setting at the default of 14:00 hours
Ÿ Click the Save button to keep your changes
Section 5.4 Pay Class – Consecutive Day Tab
In the Consecutive Day tab, you can set Consecutive Day overtime. Setting this rule allows you to override the regular and overtime pay codes for a person who works a certain number of days in a row
For example, if a person works 7 days in a row, you can set a person's pay rate to double time on the 7th day, instead of your normal 1½ times pay for overtime
Apply this Rule - Check this box to turn on Consecutive Day Overtime. You can define up to 3 rules
After this Number of Days - Enter how many days a person works in a row before receiving consecutive day overtime. For example, if a person receives consecutive day overtime on the 7th day, type in a 6
Reset On - Choose when the consecutive d ay resets. You can reset on the Pay Period Start day or on a certain day of the week
Pay Code Overrides - Click this button to set the pay codes that will override your normal pay codes
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PayClock Pro Installation and Setup Guide
5.4.1 Setup Consecutive Day Overtime
In the Consecutive Day tab, you can set Consecutive Day overtime. Setting this rule allows you to override the regular and overtime pay codes for a person who works a certain number of days in a row
For example, if a person works 7 days in a row, you can set a person's pay rate to double time on the 7th day, instead of your normal 1½ times pay for overtime
To set Consecutive Day Overtime
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Check Apply this Rule to use the Consecutive Day Overtime rule (you can define up to 3 rules)
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Under After this Number of Days, choose how many days a person must work in a row before this rule will apply. For example, if a person receives consecutive day overtime on the 7th day, type in a 6
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Under Reset On, choose when the consecutive day resets. You can reset on the Pay
Period Start day or on a certain day of the week
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Click the Pay Code Overrides button to set the pay codes that will override your normal pay codes. When you click this button, the Pay Code Overrides window appears
At Regular, choose the pay code that overrides your Regular pay rate
At Overtime Levels (1), (2) and (3), choose the pay codes that override your Overtime1,
Overtime2 and Overtime3 pay rates
Use the Daily OT Limit Override to set how much time an employee must work on this day before the override occurs
Under Limit 1,2 and 3 enter the number of hours a person must work on this day before the Overtime Level (1), Overtime Level (2) or Overtime Level (3) overrides apply (i.e.
8:00, 12:00 & 14:00)
Click OK
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PayClock Pro Installation and Setup Guide
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Click Save to keep your changes
Section 5.5 Pay Class – Premium Time Tab
In the Premium Time tab, you can set certain times of the day when employees get paid a certain pay rate, or premium. Setting this rule allows you to override regular and overtime pay codes for a person who works certain times of the day, such as midnight to 4:00 am. You can also apply contingency rules that must be met to qualify for the premium pay rate
For example, when a person works any hours from midnight to 4:00 am, he receives an extra $1.50 per hour. Or perhaps, he receives double -time instead of time-and-a-half for overtime
If you use premium time and an employee has an auto deduct, please note that the time deducted occu rs at the end of the day just before overtime begins to accrue.
Important! You must use premium overtime pay codes you created if you have overtime setup in the
Overtime tab of the Pay Class icon, otherwise punches may not calculate correctly. Do not use the systems default overtime pay codes for premium overtime.
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PayClock Pro Installation and Setup Guide
5.5.1 Setup Premium Time
Use the Premium Time tab to override your regular and overtime pay codes during certain times of the day.
Before setting premium time, you need to create your premium time pay codes
To create a premium time pay code
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In the Preferences tab of the System icon, click the Pay Codes button
Click New
Type in a name for the premium time pay code under Name
Type in a rate Modifier or Differential for premium time
Under Apply As, choose Regular if this pre mium pay code will override regular time or
Overtime if this pay code will override Overtime
Important! You must create premium overtime pay codes if you have overtime setup in the
Overtime tab of the Pay Class icon, otherwise punches may not calculate correctly.
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Set the rate type to Worked
Choose any other options such as Also show as Regular Time as needed
Click the Save button to keep your changes
Click Close after you have finished
To create a premium time rule
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At the Premium Time tab of the Pay Class icon, click New
Under Name, type in a name for this premium time rule
Under Start and End, enter the time of day that your company treats as premium time
Under the list of pay codes, choose which premium pay codes will override the normal pay codes. If premium time overrides regular hours, choose your regular time premium pay code at Regular. If premium overtime overrides normal overtime, choose your premium overtime pay codes for levels OT(1), OT(2) and OT(3)
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PayClock Pro Installation and Setup Guide
Important! You must use premium overtime pay codes you created if you have overtime setup in the Overtime tab of the Pay Class icon, otherwise punches may not calculate correctly. Do not use the systems default overtime pay codes for premium overtime.
* Note * If you have only 1 level of overtime, OT(1), be sure to set the pay codes for OT(2) and
OT(3) to the same that you set for the OT(1)
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At Use Rule on These Days, choose which days this rule applies
* Note * When creating premium time zones to be applied to schedules you do not need to select the day(s) of the week
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Click the Contingency Rules button and select up to 2 rules that must be met before the premium time rule is applied. Use the drop down list for rules 1 and 2 and select from the following rules:
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Not Contingent, choose this if the premium time pay codes will always override the normal pay codes
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Worked x hours this day, choose the amount of time that must be worked in a day before the premium time pay codes will override the normal pay codes
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Worked x hours this week, choose the amount of time that must be worked in a week before the premium time pay codes will override the normal pay codes
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Worked x hours this period, choose the amount of time that must be worked in a pay period before the premium time pay codes will override the normal pay codes
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Worked x days before, choose the amount of days that must be worked before the premium time pay codes will override the normal pay codes. This selection uses the Consecu tive Day tabs Reset On setting to decide the beginning day
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Days first punch is between, choose the time period where the first punch of the day must happen before the premium time pay codes will override the normal pay codes
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Worked x reg hours this week, choose the amount of regular hours that must be worked in a week before the premium time pay codes will override the normal pay codes
Click Save
Repeat these steps until you have created as many premium time rules as needed
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PayClock Pro Installation and Setup Guide
To set premium time
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As you create premium time rules, they will appear in the list of Available Rules
At the top of the screen, choose which pay class will use premium time
Under Available Rules, choose the premium time rules for this pay class. You know you have chosen a rule when you see an "x" in its box
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Click Save
Repeat these steps until you have set premium time for as many pay classes as needed
To edit a premium time rule
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Highlight a rule from the list of Available Rules
Make any changes needed
Click Save
To remove a rule from a pay class, deselect it from the list of Available Rules by removing the "x" from its box
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PayClock Pro Installation and Setup Guide
Schedules Overview
CHAPTER 6
Schedules tell the software when a person should punch the clock. This way, the software knows what to do with those punches. For each schedule, you can define certain In/Out rules, breaks, meals, etc.
If you do not assign employees to a work schedule, they are considered t o have an "open schedule ". An employee's open schedule starts with his/her first punch of the day - see the Advanced Tab at the Pay Class icon and the Schedules Tab at the Employees icon for more information
Section 6.1 Schedules - General Tab/IN
The IN tab (one of 4 subtabs under the General Tab) defines all the rules for t he start of the day. This includes the Start time, the IN Revision zone, the IN Grace zone, and the Very Early IN zone
IN Revision zones round punches forward to the start time
IN Grace zones round late punches back to the start time
Very Early IN zones define the earliest time a person can punch. You use this box only if you have set
Very Early IN Rounding in the Rounding subtab
When the schedule is a floating schedule, you do not use the In Revision box
*** The above settings apply toward the Schedule that shows at Name. You can either rename this schedule by typing in another name or create a new schedule by clicking the New button and typing in a name
If you want to create an off schedule , check the Off bo x, then follow the same steps for setting up schedules
6.1.1 General IN Setup
Use the IN subtab of the General tab at the Schedule icon to create the IN time for work schedules
Ÿ Either choose a schedule you want to change from the schedule list at the top of the screen, or click New to create a new schedule
Ÿ If you want to create a floating schedule, go to the steps below for creating the IN time for a floating schedule
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PayClock Pro Installation and Setup Guide
Ÿ Under Name, type in a name for this schedule
Ÿ Under Start, enter the time people using this work schedule should punch in for work
Ÿ Under IN Revision, enter the time that when people punch in early, the IN punch rounds forward to the Start time
Ÿ Under IN Grace, enter the time when people can punch in late. This IN punch rounds back to the
Start time and no time is docked
Ÿ Under Very Early IN, enter the earliest time that a person is allowed to punch in for work. The punches between Very Early IN and IN Revision will round according to your choice in the
Rounding subtab for Very Early IN Rounding
Ÿ Note that PayClock treats punches earlier than the Very Early IN time as out of schedule, and these punches will trigger an exception. PayClock does not calculate these punches until you correct the exception at the Timecard
To create a floating schedule (IN tab section) :
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Click New to create a new schedule
Under Name, type in a name for this schedule
Check the box ‘This is a floating schedule’
Under Start, enter the time people using this work schedule can punch in for work
Under IN Grace, enter the latest time that a person can punch in for work. For example, if a person can punch in for work any time between 6:00 am and 10:00 am, enter 6:00 am under Start and 10:00 am under IN Grace
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Note that PayClock treats punches earlier than the Start time as out of schedule, and these punches will trigger an exception. PayClock does not calculate these punches until you correct the exception at the Timecard
Section 6.2 Schedules - General Tab/OUT
The OUT tab (one of 3 subtabs under the General Tab) defines all the rules for the end of the day. This includes the End Time, the OUT revision zone, the OUT Grace zone, and the Very Late Out zone.
OUT Revision zones round late out punches back to the end time
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PayClock Pro Installation and Setup Guide
OUT Grace zones round early out punches forward to the end time
Very Late OUT zones define the latest time a person can punch. You use this box only if you have set Very
Late OUT Rounding in the Rounding subtab
*** The above settings apply toward the Schedule that shows at Name. You can either rename this schedule by typing in another name or create a new schedule by clicking the New button and typing in a name
If you want to create an off schedule , check the Off box, then follow the same steps for setting up schedules
Note: You can override a schedule’s ‘End’ time in the timecard by using the ‘Allow Maximum Day
Edits’ timecard view option.
6.2.1 General OUT Setup
Use the OUT subtab of the General tab at the Schedules icon to create the OUT time for work schedules
Ÿ The schedule you want to work with should already show in the schedule list at the top of the screen
Ÿ If you are creating a floating schedule, go to the steps below for creating the OUT time for a floating schedule
Ÿ Under End, enter the time people using this work schedule should punch out from work
Ÿ Under OUT Revision, enter the time when people can punch out late. This OUT punch rounds back to the End time
Ÿ Under OUT Grace, enter the time when people can punch out early. This OUT punch rounds forward to the End time
Ÿ Under Very Late OUT, enter the latest time that a person is allowed to punch out from work. The punches that fall during the OUT Revision to Very Late OUT will round according to what you choose in the Rounding subtab for Very Late OUT Rounding
Ÿ PayClock treats punches later than the Very Late OUT time as out of schedule, and these punches will trigger an exception. PayClock does not calculate these punches until you correct the exception at the Timecard
To create the OUT time for a floating schedule:
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Ensure the box ‘This is a floating schedule’ is checked
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PayClock Pro Installation and Setup Guide
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For floating schedules, use the End box to define the floating schedule length
For example, if a person’s work day usually lasts 9 hours, add 9 hours to the Start time, then enter this time under End. So, if you set the Start time to 6:00 am, and a person punched IN at 7:00 am,
PayClock calculates the End time as 7:00 am + 9 hours (4:00 pm) - this person should punch out by 4:00 pm
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Under OUT Revision, enter the time when people can punch out late. This OUT punch rounds back to the end of the floating schedule
For example, if a person clocks out 30 minutes later than the End time, and you still want that time to round back to the end of the floating schedule, add 30 minutes to the End time, then enter this time under OUT Revision
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Under OUT Grace, enter a time when people can punch out early. This OUT punch rounds forward to the end of the floating schedule
For example, if a person can punch out from work up to 15 minutes early, subtract 15 minutes from the End time, then enter this time under OUT Grace
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Under Very Late OUT, enter the latest time that a person is allowed to punch out for work. The punches between the End and Very Late OUT settings will round according to your choice in the Rounding subtab for Very Late OUT Rounding
Section 6.3 Schedules - General Tab/Rounding
In the Rounding tab (one of 4 subtabs under the General Tab), you can tell the software how to round punches. You can round Very Early IN, Very Late OUT, any other IN and any other OUT punches
If you need to setup rounding other than 1/4 and 1/10 hour rounding, you can do this in the Rounding Rules tab at the Schedules icon
Other In Rounding - Rounds any In punch that falls within the schedule Start and End time
Other Out Rounding - Rounds any Out punch that falls within the schedule Start and End time
Very Early IN Rounding - If you want a very early IN punch to round, choose the rounding here. This applies to a Very Early In punch that falls between the Very Early In and In Revision settings at the IN subtab. There is no Very Early In rounding with floating schedules
Very Late Out Rounding - If you want a very Late OUT punch to round, choose the rounding here. This applies to a Very Late Out punch that falls between the Out Revision and End time settings at the Out subtab
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PayClock Pro Installation and Setup Guide
Note: The rounding rule assigned for the Very Late Out Rounding will round forward at the break point.
Example: 1/4 rounding (15 minute round with a 7 minute breakpoint) is used and the employee punches out late to go home at 7:07pm, this punch will round forward to 7:15pm
6.3.1 Setup General Rounding
Use the Rounding subtab of the General tab to set rounding for scheduled punches. If you need to setup rounding other than 1/4 and 1/10 hour rounding, you can do this in the Rounding Rules tab at the Schedules icon
Ÿ The schedule you want to work with should already show in the schedule list at the top of the screen
Ÿ If you are creating a floating schedule, go to the steps below for setting up rounding for a floating schedule
Ÿ Under Other In Rounding, choose how scheduled In punches round (punches that fall between the Start and End time)
Ÿ Under Other Out Rounding, choose how scheduled Out punches round (punches that fall between the Start and End time)
Ÿ Under Very Early In Rounding, choose how Very Early In punches round (punches that fall between Very Early In and In Revision)
Ÿ Under Very Late Out Rounding, choose how Very Late Out punches round (punches that fall between Out Revision and Very Late Out)
To Setup Rounding for Floating Schedules:
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Under Other In Rounding, choose how scheduled In punches round (punches that fall between the floating Start and End time)
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Under Other Out Rounding, choose how scheduled Out punches round (punches that fall between the floating Start and End time)
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Very Early In Rounding does not apply in floating schedules
Under Very Late Out Rounding, choose how Very Late Out punches round (punches that fall between the Out Revision and Very Late Out floating schedule)
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PayClock Pro Installation and Setup Guide
Section 6.4 Schedules - General Tab/Misc
In the Misc. tab (one of 4 subtabs under the General Tab), you can have hours shifted from one day to the next, setup guaranteed time as well as apply the premium majority worked hours rule and choose the option for schedules that cross midnight
6.4.1 Apply this Schedule to Previous Day
Apply this Schedule to Previous Day - Choose this option if you want the schedule to be applied to the previous day. This option is normally used when you want to split shifts or when the pay period starts before midnight and you want the hours of the shift to count on the day the shift ended.
Split Shift Example: Sally comes in Tuesday morning and works the 7:00am to 3:30pm. She goes home, then comes back and works the Tuesday night 11:00pm to 7:30am Wednesday morning shift.
You don't want the hours to be on the same day, you want to "split" the shift between 2 days.
With this option selected for the 1100pm - 730am schedule, apply the schedule in Sally's timecard for
Wednesday. The software will split the shift and force the hours from 11:00pm Tuesday through
7:30am Wednesday to calculate as Wednesday hours.
Note: Sally's hours may not calculate if this option is not selected when you apply the schedule in the timecard. The software will be expecting the punches to be 11:00pm Wednesday night thru 7:30am
Thursday morning if the schedule was applied without the option selected.
Pay Period Starts before Midnight for 3rd Shift Example: The pay period starts on Sunday, but you want any punches after 10:30pm Saturday night to be on the new pay period.
You assigned Sally's work schedule at the Employee Schedules tab. She works from 11:00 pm at night to 7:30 am in morning which is the 11:00pm-7:30am schedule.
With this option selected for the 1100pm - 730am schedule, Sally's punches for Saturday night will calculate and count on Sunday, the start of the next pay period.
Note: Sally's hours will calculate as worked on Saturday, the end of the pay period if this option is not selected for the schedule.
6.4.2 Setup Guaranteed Time
At the Schedules General tab, under the Misc subtab, you can setup whether your employees get guaranteed time
Guaranteed Time - Check this box if your employees get guaranteed time
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PayClock Pro Installation and Setup Guide
Worked Hours to Qualify - Enter how long a person must work before receiving guaranteed time
Minimum Paid Hours - Enter the guaranteed time amount
Example 1: On a Saturday you call Maintenance to fix a problem in the plant. You have guaranteed them at least 6 hours for any day they are called in to work. They fix the problem in just 3 hours. By setting up a guaranteed minimum on the maintenance department's schedule, the maintenance workers will be paid for 6 hours even though they only clocked in for 3. However, if the problem takes 9 hours to fix, they will be paid for the entire 9 hours. In this example you would have zero Worked Hours to
Qualify and 6 Minimum Paid Hours
Example 2: You have temporary workers who are called in regularly. Many show up even if they are not needed. You have a policy that if they work for more than one hour, you guarantee them 4 hours.
In this example you would have 1 Worked Hours to Qualify and 4 Minimum Paid Hours
6.4.3 Setup Pay Code Overrides
Pay Code Overrides - Click this button to override the Regular, Overtime1 and Overtime2 pay codes when needed. You may want to do this if a person gets paid a differential while working regular time and overtime. You can create differential pay codes in the Preferences tab of the System icon, then use this function to set which pay codes you will override. See Pay Code Overrides for more details on this function
When you click this button, the Pay Code Overrides window appears.
Regular - Choose a pay code to use when a person gets paid a differential while working regular hours.
For example, a person might get a differential when working the Graveyard shift
Check the Daily OT Limit Override box and choose your daily pay codes for overtime levels. This section works just like setting up overtime at the Pay Class icon. For example, this person might get a higher differential if he is working overtime on the Graveyard shift
You can create differential pay codes in the Preferences tab of the System icon
You can also use pay code overrides for other needs such as consecutive day overtime or makeup time
6.4.4 Setup Premium Time Zone Overrides
Premium Time Zone Overrides - Click this button to override / attach a premium time zone(s) directly to a schedule. Premium time zones no longer have to be attached to the pay class. This will allow you to assign the premium to only those employees that should be getting paid the differential. When the premium time zone is attached to the pay class it will apply to all employees on that pay class.
For example, you can create a schedule for the night shift. If you work the night shift you get paid a .75
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PayClock Pro Installation and Setup Guide differential added to your base wage. The night shift starts at 11:00pm and ends at 7:30am
When you click this button, the Premium Time Zone Overrides window appears.
Start Day - Displays a list of all of the premium time zones that are configured. Select 1 or mulitple premium time zones that you want to be applied the day the schedule starts
Next - When a schedule that goes across midnight is set up it will extend over 2 days. You have the day the schedule starts and the day the schedule ends. Select 1 or mulitple premium time zones that you want to be applied to the day the schedule ends. This setting would normally only be used for schedules that cross midnight
ID - Used for internal purposes only
Ignore Next Days Pay Class PT Zone - With this option any premium time zones applied through the pay class will be ignored on the day the schedule ends. This setting would normally only be used for schedules that cross midnight
Ignore Next Days Schedule PT Zone Overrides - With this option any premium time zone overrides applied through the schedules will be ignored on the day the schedule ends. This setting would normally only be used for schedules that cross midnight
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PayClock Pro Installation and Setup Guide
To create a schedule with a premium time zone override:
Create a new premium time zone at the Premium Time tab of the Pay Class icon
Create a new schedule at the Schedules icon and name it 11:00pm - 7:30am
Enter the information at the In, Out, and Rounding subtabs of the General tab, as well as the Break &
Meal Rules and Rounding Rules tabs. Enter this information as normal for creating a schedule
In the Misc subtab of the General tab, click the Premium Time Zone Overrides button
The Premium Time Zone Overrides window appears
Check the 11:00pm - 7:30am box under Start Day
This applies the 11:00pm - 7:30am premium time zone to this schedule
To apply this 11:00pm - 7:30am schedule you can go to the Employees icon or to apply the schedule on a certain day, open that employee's timecard by clicking the Timecard icon the employee from the list at the top of the screen
, then choosing
In the timecard table, make the Schedule column visible
Move your mouse to the row that shows the day where you want to apply the 11:00pm - 7:30am schedule
Double-click on the cell in the Schedule column
The cell changes to a list where you can choose a schedule
Click the down arrow to view the list, then choose the 11:00pm - 7:30am schedule
Press the Enter key on your keyboard
The 11:00pm - 7:30am schedule applies to only one day, leaving the rest of your schedule settings unchanged.
* Note * You can also use the premium time zone overrides to take the place of your premium time zones that are assigned to the pay class when needed
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PayClock Pro Installation and Setup Guide
Premium Time Zone Time Card Legend
In the timecard schedule bar the following graphics will represent different premium time zones.
This represents a premium time zone that was applied through the pay class
This represents a premium time zone that was applied through a schedule
This graphic will display on the day the schedule ends. It represents a premium time zone that is applied to the following scheduled day
This graphic will display on the day the schedule ends. This represents a disabled premium time zone that was applied through a schedule
* Note * A schedule that crosses midnight will extend over 2 days. You have the day the schedule starts and the day the schedule ends
6.4.5 Setup the Premium Majority Worked Hours Rule Option
"Apply Majority Worked Hours Rule" - Choose this option if you want all of the hours worked during the schedule to be collected in the time zone that has the most hours. Time zones worked could be a non premium zone, premium zone or multiple premium zones
Example: You assigned Sally's work schedule at the Employee Schedules tab. She works from 2:00 pm to 10:30 pm Monday thru Friday. There is a premium time zone set up in the Pay Class that starts at
7:00pm and ends at 11:00pm with any regular hours worked in the premium going to the EveReg paycode and any overtime hours worked in the premium going to the Overtime 1 paycode.
With this option selected for the schedule;
Sally worked on Wednesday from 2:00 pm to 10:30 pm, all of her hours were collected in the Regular pay code. She had 5 hours of regular time and 3 hours and 30 minutes of premium time, so the majority of the hours were regular so all of the hours will be collected in the regular pay code.
Sally worked on Thursday from 5:00 pm to 10:00 pm, all of her hours were collected in the EveReg pay code. She had 2 hours of regular time and 3 hours of premium time, so the majority of the hours were premium so all of the hours will be collected in the premium pay code.
If you do not choose this option, Sally's hours would be collected in the pay codes where they were worked
"Use Alternate Method" - Choose this o ption if you want to place a condition on whether premium time will be paid. With this option the majority of the time must be worked in premium zone(s) in order for the premium(s) to be paid.
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PayClock Pro Installation and Setup Guide
* Note * "Apply Majority Worked Hours Rule" box must be checked to use this option
Example: You assigned Sally's work schedule at the Employee Schedules tab. She works from 2:00 pm to 10:30 pm Monday thru Friday. There is a premium time zone set up in the Pay Class that starts at
7:00pm and ends at 11:00pm with any regular hours worked in the premium going to the EveReg paycode and any overtime hours worked in the premium going to the EveOT1 paycode.
With this option selected for the schedule;
Sally worked on Wednesday from 2:00 pm to 10:30 pm, all of her hours were collected in the Regular pay code. She had 5 hours of regular time and 3 hours and 30 minutes of premium time, so the majority of the hours were regular so all of the hours will be collected in the regular pay code.
Sally worked on Thursday from 5:00 pm to 10:00 pm, her hours are split into the pay codes where they were worked. She had 2 hours of Regular time and 3 hours of EveReg premium time, so the majority rule condition was met
If you do not choose the "Use Alternate Method" option, all of Sally's hours would be collected in the
EveReg pay codes
6.4.6 Setup Options for Schedules that Cross Midnight
"If this schedule is used on the last day of the Pay Period, apply the hours to the next Pay Period" - Choose this option if your schedule crosses midnight and you want all the hours in a shift to count on the day the shift ended. If you do not check this box, all hours are counted on the day the shift started
Example: You assigned Sally's work schedule at the Employee Schedules tab. She works from 10:00 pm on Tuesday night to 7:00 am Wednesday morning; however, the pay period ends on Tuesday night
With this option selected for this schedule, Sally's hours count on Wednesday, the start of the next pay period. With this option, you will see these hours highlighted in turquoise in the next pay period of the timecard
If you do not choose this option, Sally's hours count as worked on Tuesday, the end of this pay period
Section 6.5 Schedules - Break & Meal Rules Tab
When setting up schedules, you can define rules for breaks and meals for each schedule
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PayClock Pro Installation and Setup Guide
In the Break & Meal Rules tab, you can set whether employees punch for a break or if the s oftware deducts it automatically. You can choose one, both or none of these settings. You can also set an “add back” feature that can add an interval of any unused punched breaks back at the end of the day
Available Rules - To edit a rule, choose it from this list. To assign it to a schedule, choose the schedule from the schedule list at the top of the screen, then click in the rule’s box
To create a new rule, click the New button and enter the name of the rule at Name
Breaks can be floating or fixed. A fixed break occurs at a certain time, and a floating break occurs within a time range. To set a break as a fixed break, click the Fixed box
Breaks can be punched, auto deduct or both
Floating Breaks
Minimum Hours from Start - Enter the least amount of time a person must work before taking the break
Maximum Hours from Start - Enter the most amount of time a person can work before taking the break
The green line in the schedule bar at the Timecard icon shows when a person can clock out for break
Unpaid Length - Enter how much of the break is unpaid, if any
Extended Break Length - Enter the max extra amount of time a person can take and the punch still count as a break rather than an in/out punch
Paid Length - Enter how much time of the break is paid, if any (Unpaid Length + Paid Length = Total
Break Length)
Unscheduled Rounding - Set the rounding for unresolved punches that fall in this break. An unresolved punch is when only one punch occurs during a break, instead of the expected two punches. For example, if a person works a half-day and punches Out during the lunch break, the Out setting determines how this punch rounds
Note: The rounding rule assigned for the Unscheduled Out and In Rounding will round forward at the break point. Example: ¼ rounding (15 minute round with a 7 minute break point) is used and the employee punches out to go home at 12:07pm, this punch will round forward to 12:15pm
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PayClock Pro Installation and Setup Guide
Fixed Breaks
Fixed - Click this box to set the break as fixed. When you click this box, the requested information changes
Start Relative to Schedule Start - Enter how many hours after the schedule Start time this break begins
End Relative to Schedule Start - Enter how many hours after the schedule Start time this brea k ends
Extended Break Amount - Enter the max extra amount of time a person can take and the punch still count as a break rather than an in/out punch
Paid Length - Enter how much time of the break is paid, if any
Punched breaks, auto deduct breaks or both
Punched - Check this box if employees must punch in and out for this break
Auto Deduct - Check this box if employees do not punch to take the break, and if the break is automatically taken out
Punched and Auto Deduct - Check both boxes if employees may or may not punch. If they punch, then the break is taken out. If they do not punch, then the break is automatically taken out
When you check the Auto Deduct box, two more boxes are enabled, Length and Worked Hours to
Qualify:
Length - Enter the amount of time to auto deduct
Worked Hours to Qualify - Enter how long an employee must work before deducting the break the time bar at the Timecard is shaded blue
When PayClock auto deducts a break, a portion of
Punched breaks that add time back to the day if not taken
Punched - Check this box if employees must punch in and out for this break
Auto side tab - Check the "This is an Auto Add" box, check the Auto Add box. When you check the Auto Add box, two more boxes are enabled, Length and Worked Hours to Qualify:
Length - Enter the amount of time that will be added back to the day
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PayClock Pro Installation and Setup Guide
Worked Hours to Qualify - Enter how long an employee must work before adding time back for the break that was not taken
6.5.1 Setup Breaks & Meals
You can use the Break & Meal Rules tab at the Schedules icon to setup breaks and meals for your work schedules
To create a floating punched break
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Click New
At Name, type in a name for this break
Click the Punched box to select it
Go to the Punch subtab
At Minimum Hours from Start, enter how much time a person must work before he can take this break
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At Maximum Hours from Start, enter the longest time a person can work before taking this break
At Unpaid Length, enter how long the unpaid part of this break lasts
At Paid Length, enter how long the paid part of this break lasts, if any
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Go to the Auto subtab
If any or the entire break will be added back if it is not used, click This is an Auto Add.
The Auto Deduct will change to Auto Add
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Click the Auto Add checkbox
Enter the number of hours that must be worked to receive the add back in the Worked
Hours to Qualify box
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Enter how mu ch time to add back in the Length box
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Go to the Advance subtab
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At Interval Rounding, enter the rounding for the Extended Break Length
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At Extended Break Length, enter the max extra amount of time a person can take and t he punch still count as a break rather than an in/out punch
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Unscheduled Rounding, set the rounding for unresolved punches that fall in this break. An unresolved punch is when only one punch occurs during a break, instead of the expected two punches
For example, if a person works a half -day and punches Out during the lunch break, the Out setting determines how this punch rounds
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Click Save to keep your changes
To create a fixed punched break
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Click New
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At Name, type in a name for this break
Click the Punched box to select it
Go to the Punch subtab
Click the Fixed box to select it
At Start Relative to Schedule Start, enter how many hours after the schedule Start time this break begins
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At End Relative to Schedule Start, enter how many hours after the schedule Start time this break ends
The amount of time between Start and End is the Unpaid Length of the break. For example, if you set the break Start to 4:00 and the break End to 5:00, then the break is a 1-hour unpaid break
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At Paid Length, enter how long the paid part of this break lasts, if any
If this entire break is paid, make sure that you keep the Start and End time the same. For example, if you set the break Start to 4:00, the break End to 4:00 and the Paid Length to 1:00, then the break is a 1-hour paid break
If you set the break Start to 4:00, the break End to 5:00 and the Paid Length to :30, then the break lasts 1½ hours, and 1 hour is unpaid and ½ hour is paid
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Go to the Auto subtab
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If any or the entire break will be added back if it is not used, click This is an Auto Add.
The Auto Deduct will change to Auto Add
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Click the Auto Add checkbox
Enter the number of hours that must be worked to receive the add back in the Worked
Hours to Qualify box
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Enter how much time to add back in the Length box
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Go to the Advance subtab
At Interval Rounding, enter the rounding for the Extended Break Length
At Extended Break Length, enter the max extra amount of time a person can take and the punch still count as a break rather than an in/out punch
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At Unscheduled Rounding, set the rounding for unresolved punches that fall in this break. An unresolved punch is when only one punch occurs during a break, instead of the expected two punches
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For example, if a person works a half -day and punches Out during the lunch break, the Out setting determines how this punch rounds
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Click Save to keep your changes
To create an Auto-Deduct
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Click New
At Name, type in a name for this break
Make sure the Punched is not checked
Click the Auto-Deduct box to select it
Go to the Auto subtab
Under Worked Hours to Qualify, enter how long a person must work before the software deducts this unpaid break
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Under Length, enter how much time the software will deduct
Click Save to keep your changes
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To create a break that is both Punched and Auto-Deduct
(When you create a break that is both punched and auto-deduct, the software first looks to see if a person punched for this break. If he did punch, the break follows the rules for the punched break. If he did not punch, the break follows the rules for the auto-deduct)
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Click New
At Name, type in a name for this break
Click the Punched box to check it, then follow the steps for creating a punched break, whether it be fixed, floating or auto-punched
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Click the Auto-Deduct box to check it, then follow the steps for creating an auto-deduct
Click Save to keep your changes
To create a punc hed paid break that adds time back if the break is not taken
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(When you create this break, the software first looks to see if a person punched for this break. If he did punch, the break follows the rules for the punched break. If he did not punch, the break follows the rules for the auto-add)
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Click New
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At Name, type in a name for this break
Click the Punched box to check it, then follow the steps for creating a punched break, whether it be fixed, floating
Go to the Auto sub-tab
Click the "This is an Auto Add" box, the Auto-Deduct box will change to an Auto-Add box
Click the Auto-Add box to select it
Under Worked Hours to Qualify, enter how long a person must work before the software adds the time
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Under Length, enter how much time the software will add if the break is not taken
Click Save to keep your changes
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To create an Auto-Add
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Click New
At Name, type in a name for this break
Make sure the Punched is not checked
Go to the Auto sub-tab
Click the "This is an Auto Add" box
Click the Auto-Deduct box will change to an Auto-Add box select it
Under Worked Hours to Qualify, enter how long a person must work before the software adds the time
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Under Length, enter how much time the software will add
Click Save to keep your changes
To assign a break to a schedule
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Choose the schedule you want to use from the schedule list at the top of the screen
Under Available Rules, assign the break by clicking in its box. The break is assigned when an “x” appears in the box
A company can have multiple breaks assigned to one schedule. When you assign more than one break to a schedule, PayClock uses sequencing to know which break to apply first. When you assign breaks, click on them in the order you want them to fire. See the example below
In this example, First Lunch and Second
Lunch are assigned to the schedule. First
Lunch fires first (01) and Second Lunch fires next (02)
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PayClock Pro Installation and Setup Guide
Section 6.6 Schedules - Rounding Rules Tab
When setting up schedules, you can define rounding rules
Available Rules - To edit a rule, choose it from this list
To create a new rule, click the New button and enter the name of the rule at Name
Rounding Unit - Enter how punches round (for example, if you enter 15, the punches will round to 15 minute intervals)
Break Point - Enter when a punch rounds up or down (for example, if you enter 7, before 7 minutes, the punch rounds back; at 7 minutes, the punch rounds forward; after 7 minutes, the punch rounds forward)
6.6.1 Setup Rounding Rules
PayClock comes with four rounding rules already defined – 1/4 hour rounding, 1/10 hour rounding, 1/1 hour rounding and 15/3 rounding. If your company rounds punches using another rule, you can create it here
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Click New to create a new rounding rule
Under Name type in the name you want to give this rule
Under Rounding Unit, enter how punches round
For example, if you enter 15, punches will round to 15 -minute intervals
Under Break Point, enter when a punch rounds up or down
For example, if you enter 7, before 7 minutes, the punch rounds back; at 7 minutes, the punch rounds forward; after 7 minutes, the punch rounds forward
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Here are some rounded punches using the example above:
Punch Rounded Punch
7:00 7:00
7:01 7:00
7:05 7:00
7:06 7:00
7:07 7:15
7:10 7:15
7:15 7:15
7:22 7:30
7:25 7:30
Note: The rounding rule assigned for the Very Late Out Rounding, Break & Meal Rules |
Unscheduled Rounding and Extended Break Length will round forward at the break point. Example:
1/4 rounding (15 minute round with a 7 minute breakpoint) is used and the employee punches out late to go home at 7:07pm, this punch will round forward to 7:15pm
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CHAPTER 7
Employees Overview
At the Employees icon, you setup your employees in the software. You can enter their name, address, pay rate, emergency info, etc.
You can also assign their benefit time and labor tracking levels
Section 7.1 Employees – General Tab
In the General tab, you can enter basic information about a person
Last Name, First Name, M.I. - Enter the last name, first name and middle initial of the person
Badge Number - Enter the badge number this person uses to punch the clock
Employee Number - If your company uses some other number to identify employees, enter it here. Usually, you have an employee number if you export your data to a payroll service. Note that each time you add a new employee, the employee number increments to the next unused number
Base Pay - Enter the person’s hourly pay rate
Salaried Hours - (View Only) Check this box for a salaried employee. When you check this box, you must also enter how many hours this person works each pay period. Note: This setting will not display in reports or exports.
Type of Employee - Choose Full Time, Part Time, Temporary or Seasonal
Pay Class - Assign the employee to a Pay Class by choosing one from this list
Home - Assign this employee to a home group. (You must setup groups at the System icon, Groups tab,
Properties button before you can assign a home group)
Name at Terminal - Type in a name up to 7 characters long that displays at the clock when the person punches (Not supported by the PC2000, PC400, PC1000 or PC100 terminals)
Do Not Include in Exports - Check this box if you do not want to include this employee in the file you export for payroll. Example: You may want to use this option for temporary employees where you need to track their time, but the temp agency pays them
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Allow Supervisor Functions - This allows the employee to perform supervisor functions at the terminal
(hardware dependent)
Ignore Holiday Schedule - All employees in a pay class get the same holiday schedule. Check this box if this employee will not get paid for the holidays you set in the holiday schedule
Ignore Premium Time Rules - All employees in a pay class get the same premium time rules. Check this box if this employee does not get premium time
Reset All Schedule Overrides - Check this box if you do not want to keep the one time schedule changes made in the timecard when changing an employee's schedule assignment in the Schedules tab. If left unchecked, you will be prompted to override Yes or No
Date of Hire - Enter the hire date
Inactive - If the person is temporarily not working at the company, check the Inactive box and enter the date inactivity began
Terminated - If the person no longer works at your company, check the Terminated box and enter the last day of employment. The employee remains in the software with a Terminated status. The badge number will reset to zero so you can reuse this badge for another person. If you want to delete an employee, click the Delete button
7.1.1 Setup an Employee
At the Employee General tab, you can add an employee, change employee information or delete an employee
To add an employee
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Click the New button
Type in the person’s last name, first name and middle initial under Last Name, First Name and
M.I.
Enter the person’s badge number under Badge Number
If your company uses an Employee Number, enter it here. Usually, payroll services require an employee number for exports
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Enter the person’s hourly base pay under Base Pay
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For a salaried employee, check the Salaried box. View only on this screen, does not show in reports or exports. (Future Enhancement)
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From the list under Type of Employee, choose whether this person is Full Time, Part Time,
Temporary or Seasonal
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From the list under Pay Class, assign this employee to a pay class
At Home, choose the person’s home group. You must setup groups in the Groups tab at the
System icon before you can assign them. When you select a home, this person is automatically added to that group filter
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Under Name at Terminal, type in the name that shows at the clock when this person punches (This only applies to clocks that support this feature)
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At Do Not Include in Exports, check this box if you do not want to include this employee in the file you export for payroll. Example: You may want to use this option for temporary employees where you need to track their time, but the temp agency pays them
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Check the Allow Supervisor Functions box if this employee can perform supervisor functions at the terminal, such as edits (hardware dependent)
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Check the Ignore Holiday Schedule box if this person does not get paid for the holidays you setup in the holiday schedule
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Check the Ignore Premium Time Rules if this employee does not receive premium time
Reset All Schedule Overrides – Check this box to automatically override changes to schedules when the schedule at the time card does not match. If left unchecked, you will be prompted to override or not
Enter the person’s hire date under Date of Hire
Clic k Save to keep your changes
When you change or add employee information, you should send it to the clock. You can do this in Terminal Manager by choosing the clock(s) to update, then click the Update Clocks button
To edit an employee
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From the list at the top of the screen, choose the employee you want to edit
Click on any area you want to change and enter the new information
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If you change home departments and you don’t want this person to appear in the old department anymore for reports and exports, you must manually remove him
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Go to the Preferences tab at the System icon and click the Departments button
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Choose the department where you want to remove the employee
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Under Employees Assigned to, click on the employee to remove the highlight
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Click the Save button
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To make an employee Inactive, check the Inactive box, then enter the date the person became inactive
To make an employee active again, uncheck the Inactive box
To mark an employee as terminated, check the Terminated box, then enter the termination date.
The badge number resets to zero so you can reuse this badge for another person
Click Save to keep your changes
When you change or add employee information, you should send it to the clock. You can do this in Terminal Manager by choosing the clock(s) to update, then click the Update Clocks button
To delete an employee
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From the list at the top of the screen, choose the employee you want to delete
Click the Delete button
When you change or add employee information, you should send it to the clock. You can do this in Terminal Manager by choosing the clock(s) to update, then click the Update Clocks button
Section 7.2 Employees – Schedules Tab
You use the Daily Open section of this tab for employees with an open sch edule. If you have entered settings in the Advanced tab at the Pay Class icon, this becomes the setting for every person in that pay class with an open schedule unless you change it here in the Schedules tab
If you did not set any punched breaks or auto-deductions at the Pay Class icon, you can still set them for an employee in the Schedules tab
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You use the Maximum Work Day Length to override the setting in the Pay Class | Advanced tab for individual employees
You use the Rotating Schedule section of this tab to assign employees to a work schedule. For each day, you choose a schedule that you created at the Schedules icon
Use Schedule Locking at Terminal - Check this box if a person tries to punch the clock during a time outside his schedule and you don't want the clock to accept this punch (Only PC2000, PC400, PC3500 and
PC3500TX clocks support this feature)
7.2.1 Assign Schedules
At the Schedules tab at the Employees icon, you can change an open schedule or set a rotating schedule for an employee. What you have set in the Advanced tab at the Pay Class icon affects your settings in this tab
When you set punched breaks and/or auto-deductions at the Pay Class icon
When you have settings defined in the Advanced tab at the Pay Class icon, the same settings appear in the Schedules tab for each person with an open schedule in that pay class unless you change them
To change Punched Break settings:
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From the employee list at the top of the screen, choose the employee you want to edit
If you want to require this employee to punch for a break, make sure the Punched Break box is checked
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At Minimum Hours from Start, enter the shortest amount of time a person can work before punching for a break
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At Maximum Hours from Start, enter the longest amount of time a person can work before punching for a break
The green line in the schedule bar at the Timecard icon shows when a person can clock out for break
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At Length, enter how long the break lasts
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At Extended Break Amount, enter the max extra amount of time the person can take and the punch still count as a break rather than an in/out punch. Note: “Round Unscheduled
Registrations By” must be selected on the General tab of the Pay Class icon
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Click Save to keep your changes
If you checked the Punched Break box in the Advanced tab at the Pay Class icon and you don’t want to require this person to punch for a break, check the Punched Break box, then set all the amounts under Punched Break to 00:00
To change Auto Deduct settings
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From the employee list at the top of the screen, choose the employee you want to edit
If you want PayClock to auto-deduct an amount of time for this employee, make sure the
Auto Deduct box is checked
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At Worked Hours to Qualify, enter the amount of time a person must work before the time is deducted
When PayClock auto deducts a break, a portion of the time bar at the Timecard is shaded blue
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At Length, enter the amount of time to deduct
If Auto Deduct is checked in the Advanced tab at the Pay Class icon and you don’t want
PayClock to deduct any time for this person, set the Work Hours to Qualify and Length to 00:00
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Click Save to keep your changes
When you did not set punched breaks and/or auto-deductions at the Pay Class icon
When you do not have settings defined at the Pay Class icon, you must set any punched breaks or autodeductions for each employee that has them
To set a Punched Break
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From the employee list at the top of the screen, choose the employee you want to edit
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PayClock Pro Installation and Setup Guide
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If you want to require this employee to punch for a break, check the Punched Break box
At Minimum Hours from Start, enter the shortest amount of time a person can work before punching for a break
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At Maximum Hours from Start, enter the longest amount of time a person can work before punching for a break
The green line in the schedule bar at the Timecard icon shows when a person can clock out for break
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At Length, enter how long the break lasts
At Extended Break Amount, enter the max extra amount of time the person can take and the punch still count as a break rather than an in/out p unch. Note: “Round Unscheduled
Registrations By” must be selected on the General tab of the Pay Class icon
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If this person does not need to punch for a break, do not check the Punched Break box
Click Save to keep your changes
To set an Auto Deduct
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From the employee list at the top of the screen, choose the employee you want to edit
If you want PayClock to auto-deduct an amount of time for this employee, check the
Auto Deduct box
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At Worked Hours to Qualify, enter the amount of time a person must work before the time is deducted
When PayClock auto deducts a break, a portion of the time bar at the Timecard is shaded blue
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At Length, enter the amount of time to deduct
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If you do not want to set an Auto -Deduct for this person, do not check the Auto Deduct box
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PayClock Pro Installation and Setup Guide
•
Click Save to keep your changes
To set the Maximum Work Day Length
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Enter the longest amount of time a person can work in 1 day at Maximum Work Day Length.
Normally, you should leave this setting at the default of 14:00 hours. This setting will override the setting at the Pay Class | Advanced tab for this employee
To assign a rotating schedule to an employee
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From the employee list at the top of the screen, choose the employee you want to edit
Under Starting Week, choose the day when your work schedule begins
IMPORTANT NOTE: This date should be set to the current pay period start date or earlier. It should never be set in the future.
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Under Number of Rotating Weeks, choose how many weeks the schedule cycles (1 -9)
Make sure you have selected Week Number as 1
For each day, choose the schedule you want to assign to this employee
If your rotating schedule has more than one rotating week (if Number of Rotating Weeks is more than 1), choose the next Week Number and assign schedules for each day of the next week
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Once you have assigned all the days, click Save to keep your changes
If you do not assign a schedule for every day, then you can use the open schedule settings for the days you did not assign. See the section on open schedules above
To assign schedules that do not rotate but change from week to week for an employee
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Step 1
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From the employee list at the top of the screen, choose the employee you want to edit
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Under Starting Week, choose the date when the employees work schedule begins. This is used as a reference point when you have the number of rotating weeks set at 2-9. The date should set to the current pay period start or earlier. The PayClock software cannot apply the schedules correctly if the date is set in the future.
Under Number of Rotating Weeks, choose how many weeks of schedules you want assign (1-9)
Make sure you have selected the Week Number as 1
For each day, choose the schedule you want to assign to this employee
Choose the next Week Number and assign schedules for each day of the next week and continue until you have set up the desired amount of weeks
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Step 2
Before you have reached t he end of the rotating weeks that you defined, you will move the reference date forward and set up the schedules for the next cycle of weeks
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Click the button next to the Starting Week date to move the Starting Week reference date ahead 1 week. You can click this button as many times as needed.
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Select each Week Number to make the new schedule assignments
For each day, choose the schedule you want to assign to this employee
Choose the next Week Number and assign schedules for each day of the next week and continue until you have set up the desired amount of weeks
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Click Save to keep your changes
To use schedule locking for this employee
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If a person tries to punch the clock during a time outside his schedule and you don't want the clock to accept this punch, check the Use Schedule Locking at Terminal box. (The PC100 and PC1000 do not support this feature)
Section 7.3 Employees - Benefit Time Tab
This tab keeps track of an employee’s benefits, such as how much sick or vacation time he has taken. You can track up to 5 pay codes. The software keeps track of how much time the employee has taken and how
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PayClock Pro Installation and Setup Guide much time the employee has left. If you have the multi-user version of PayClock, you can also use Accrual
Manager to accrue employee benefit time for you
Pay Code - Choose the pay codes you want to track
Allowed - Enter how much time the employee is allowed for a year. Note that if you are setting up
PayClock for the first time, and the year has already started, type in how much time the employee has left for the year. You will need to update this box each year
Start Date - Enter the date when the allowed benefit time began
The software keeps track of how much time an employee has taken and how much time an employee has left to take for each pay code you chose. Also, when you apply benefit time to an employee at the
Timecard, the software will let you know if you have applied more time than this person is allowed
Accrual Policy - When you use Accrual Manager to setup benefit time accruals, you can assign them to employees here. This feature is not available in all versions.
7.3.1 Setup Benefit Time
This tab keeps track of employee benefits, such as how much sick or vacation time. You can track up to 5 pay codes. The software keeps track of how much time the employee has taken and how much time the employee has left
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From the employee list at the top of the screen, choose the employee you want to setup
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From the Pay Code column, choose up to 5 pay codes
From the Allowed column, enter in how much time the employee has accrued for the year. Note that if you are setting up PayClock for the first time, and the year has already started, type in how much time the employee has left for the year. You will need to update this box each year
From the Start Date column, enter the date when the allowed benefit time began
Click Save to keep your changes
To reset benefit time
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At the Pay Code you want to reset, click the Zero Taken button to reset the Taken column to zero
Click Save to keep your changes
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To use accrual policie (This feature is not available in all versions)
You must first define your accrual policies in Accrual Manager
At Accrual Policy, assign a policy to this employee
Last Applied Rule shows you which rule for this policy has completed. Only change this field if you need to edit the employee's policy. For example, if the policy includes a rule for the first 90 days of employment, but this employee is not a new employee, you can choose the next rule so the policy will skip the rule for the first 90 days of employment
Effective Date shows when this policy began. Only change this field if you need to change the effective date when the policy began
Rule Cycle Number shows you how many times this rule has occurred (Reapplied). Only change this field if you need to change how many times this rule should have cycled. This field resets to 0 once the rule starts the last cycle
Last Applied Date shows the last time PayClock added an accrued benefit to this employee
Section 7.4 Employees – Assignments Tab
Use this tab to assign employees to alternate groups. This way, employees can transfer at the clock
Note: Although the software allows you to assign up to 10 alternates, the settings you choose only work at the clock if your clock supports this function. See the Appendix Section C - Terminal and Transfer
Validation Table for details.
When an employee transfers to one of these alternates, the pay you assign to this alternate overrides that person’s base pay
Note: If you want the employee to transfer back into their Home assignment, you must make it one of the alternates as well
7.4.1 Setup Employee Assignments
Use this tab to assign employees to alternate groups. This way, employees can transfer at the clock
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From the employee list at the top of the screen, choose the employee you want to assign
At the Optional lists, choose up to 10 alternates
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For each alternate you choose, the Normal Hourly Pay Rate that you set for this group in the
Group Properties will fill in the Pay Rate. This pay rate overrides the employee’s base pay when he transfers to this group. If you still want to use the employee’s base pay, enter it in the Pay Rate box
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Remember that although the software allows you to assign up to 10 alternates, the settings you choose o nly work at the clock if your clock supports this function. For example, if your clock only allows employees to transfer to two departments other than the home department, an employee can only transfer at the clock to the first two alternates you assigned. However, you can still do manual transfers in the software at the Timecard icon to transfer the employee to the other groups
*No validation - employees can transfer using any number 1-99 (1-9999 for the PC400, PC3500,
PC3500TX and BIO3500), even if you have not setup that number as a group. In other words, the clock does not check to ensure the person entered a valid group number. See Terminal Manager
Guide for setting Validation
See the Appendix Section C - Terminal and Transfer Validation Table for details.
Section 7.5 Employees – Personal Tab
In the Personal tab, you can keep track of certain employee information, such as address, phone number and who to contact in an emergency.
7.5.1 Setup Personal Information
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Select an employee from the list at the top of the screen
Enter the person’s street address under Address (1) and Address (2)
Enter the city, state, country and zip under City, State, Country and Postal Zip
Enter the person’s home phone number under Home Phone
Enter the person’s social security number under Social Security Number
Enter the person’s birthday under Date of Birth - note that the year will not display in reports
Under the Emergency Data section, enter two people to contact in case of an emergency. You can enter their name, phone number and relationship to the employee
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Click the Save button to keep your changes
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Section 7.6 Employees – Messages Tab
In the Messages tab, you can create messages to display on the clock when an employee punches
This only works with clocks that support this feature. (Supported by PC400, PC3500, PC3500TX)
7.6.1 Create and Send Messages
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Under "This message will be sent to the terminal on the next update", choose a message from the list that you want to send to this employee
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You can update your clock by choosing it in the Terminal Manager clock list, then clicking the
Update Clocks button
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Check the "This is a persistent message" box if you want this message to appear each time the person punches. If you only want the message to appear the next time the person punches, do not check this box
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If the message you want does not appear in this list, you can create a message by clicking the
Message Manager button
Once the Terminal Message Manager window opens, click New to create a message
A message line appears at the bottom of the list that reads "New Message"
Click in this line, type your message, then press Enter
Click Save
Click Close to close the window
Follow the first two steps above to choose your message
Section 7.7 Employees – Terminal Tab
Ÿ In the Terminals tab, you can assign or remove an employee's assignment to the terminal(s).
7.7.1 Assign Employee to the terminal(s)
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From the emp loyee list at the top of the screen, choose the employee
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PayClock Pro Installation and Setup Guide
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From the Terminal List, choose the terminal(s) by clicking in the box next to the terminal name.
You know you have assigned an employee to the terminal when you see an "x" in its box . Choose the "Assign Employee to All Terminals" box to assign the employee to all of the terminals
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Click Save to keep your changes
7.7.2 Remove an Employees Assignment from the terminal(s)
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From the employee list at the top of the screen, choose the employee
From the Terminal List, choose the terminal(s) by clicking in the box next to the terminal name.
You know you have unassigned an employee from the terminal when you see the "x" removed from its box
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Click Save to keep your changes
7.7.3 To Update the Terminal(s) with the Employees Assignment
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To update all terminal(s) in the Terminal List choose the "If this box is checked All Terminals in the list will be updated when the Update Terminal Button is clicked, otherwise only the terminal with the highlight will be updated" box
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To update a single terminal highlight the desired terminal from the Terminal List
Click the Update Terminal button
Ÿ * Note * If you are running Terminal Manager on a different computer than the PayClock Base module you cannot update the terminal(s) from the Employees | Terminal tab. Updating the terminal(s) will have to be done from the Terminal Manager module
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CHAPTER 8
Poll Overview
Click the Poll icon to pull data from the clock(s) into the software. After you poll a clock, you can edit and manage your data
If you are in the timecard when you poll, make sure to set the employee selection to 0000 - Not Selected as shown before polling
If you have an employee selected in the timecard during the poll, that employee's data would not display in the timecard. To pull the employee's data into the timecard, set the employee selection to 0000 - Not
Selected and poll the clock(s) again
Click the Poll button to poll
When you click the Poll icon with the Terminal Manager option turned on, click on the box of each clock you want to poll. To choose every clock, click the Select All box
If you recently added clocks to your system through Terminal Manager, you may need to click the Refresh button to display the new clocks in this window
Click the Poll button to poll the data from the selected clocks
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CHAPTER 9
Timecard Overview
At the Timecard icon, you can view and edit a person’s activity. You can use the schedule bar at the top of the screen, the table at the bottom of the screen or the menu options. You can also add dollar amounts or mark employees as approved
The timecard graphically displays punches and non-work time in the schedule bar
You can view the current pay period, any closed pay period or the next pay period.
The current pay period is the active pay period that you have not closed
A closed pay period is one that you have closed out using the Close icon. To view a closed pay period, click View | Select Pay Period from the menu. You cannot edit a closed pay period
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The next pay period is the upcoming pay period. Sometimes you may have future transactions such as vacation time to enter in the next pay period. Check the box in the top-right corner of the timecard labeled ‘Next Pay Period’ to view it
Section 7.1 Using the Schedule Bar
You can insert, edit and delete punches at the schedule bar. You can also undelete a punch that was originally punched at the clock. You can also force a punch to start a new day if you have schedules that overlap
Delete Punch button
Add Punch button
Add Amounts button
Start New Day button
24 Hour
Time Line
Insertion Point and
Time Reference
Graphical
Schedule
Zoom In /
Zoom Out
Rounded
Punch
Actual
Punch
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•
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To add a punch
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Move your mouse pointer to where it turns into a down arrow in the lower section of the schedule bar
Click at the time for the punch
If needed, press the left or right arrow on your keyboard to adjust the punch time
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Click the Add Punch button
To edit a punch
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Hold down the Ctrl key and click your mouse on the punch you want to edit
Still holding the Ctrl key, drag the punch with the mouse to the new time
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To adjust an employees maximum work day length by day in the timecard
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Move your mouse pointer to where it turns into a down arrow in the lower section of the schedule bar
Click on the time for the new max day length
If needed, press the left or right arrow on your keyboard to select the punch time
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Click the button
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To adjust an employees work schedule end time by day in the timecard
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Move your mouse pointer to where it turns into a down arrow in the lower section of the schedule bar
Click on the time for the new schedule end time
If needed, press the left or right arrow on your keyboard to select the punch time
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Click the button
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To force a punch to start the next day
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Click on the punch with your mouse
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A box surrounds the punch to show that you selected it
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Click the Start New Day button
Choose Yes for this registration to start a new day
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The punch will be forced to the next day, and will display the Start New Da y flag
To Undo forcing a punch to start the next day
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Click the punch that has the Start New Day flag with your mouse
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A box surrounds the punch to show that you selected it
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Click the Start New Day button
Choose Yes to complete the Undo
The punch will be moved to the previous day and will display normal
To delete a punch
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Click the punch with your mouse
A box surrounds the punch to show that you selected it
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Click the Delete Punch button
To undelete a punch
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Make sure the Show Deleted Punches option is turned on. Do this by clicking View | Options from the menu, then click on the Show Deleted box
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Deleted punches show in the schedule bar with a light gray color your mouse
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A box surrounds the punch to show that you selected it
. Click the punch with
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Click the Delete Punch button . Deleting a deleted punch actually restores it
Once you restore the punch, notice that it changes to the same color as the other punches
Section 9.2 Using the Timecard Table
You can add, edit and delete punches at the timecard table . You can also change the colors in the table, insert columns and resize columns. You can also make one-time employee schedule changes
To add a punch
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Double-click under the In or Out column on the day when you want to add a punch
In the Registration Edit window, type in the punch time and date
If your time is set to 12-hour format, type an ‘A’ or ‘P’ to change to AM or PM
To delete a punch
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Click on the punch you want to delete
Press the Delete key on the keyboard
When the message appears, click “Yes” to tell PayClock that you want to delete the punch
To edit a punch
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Click on the punch you want to edit. You know you have selected it when you see a dashed line surrounding it
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Press the space bar
Type in the new time for your punch. Use the right arrow key to move from hours to minutes
Type an 'A' or 'P' if you need to change the time to AM or PM
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To customize the timecard table
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To add a column to the timecard table , click Insert from the menu
Select Column
When the Column Definition window appears, choose the column heading you want from the
Field Name list
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Check to Show this column
Check any other options you want
Click OK
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Or
Click on the column heading that is left of where you want to place the new column
Choose the column to insert, then check to Show this column and to Insert right of column
Check any other options y ou want
Click OK
To delete a column
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Click on the column heading
Uncheck Show this column
Click OK
To resize columns
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Click on the right side of the column heading that you want to resize
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While holding the mouse button down, drag the column to the size you want
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Or
Click in the column heading that you want to resize
When the Column Definition window appears, type in the new width at Width
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Click OK
To change colors in the table
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To change row colors, click the View menu, then choose Options
Choose the color you want from the list under Day Highlight Color
Click OK
To change column colors, click the heading of the column you want to change
Choose the color you want from the list under Back Color
Click OK
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To make a one -time schedule change
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In the timecard, you can make a one-time change in an employee’s schedule for only the day you selected. All other days keep your original setup that you defined in the Schedules tab at the
Employees icon
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If you have the Schedules column turned on in the timecard table, you can change schedules by double-clicking on the cell that you want to change
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Double-click on the cell you want to change
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Click the down arrow to view the schedule list
Click on the schedule you want
Press the Enter key
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Section 9.3 Using the Timecard Menu
You can access the timecard functions from the menu at the top of the screen
9.3.1 File Menu
Recalculate Option
Clicking File | Recalculate from the Timecard forces PayClock to instantly update the data calculations in the software. You can choose to recalculate the data for one employee, the employees in the employee list or all employees
Exit Option
Clicking File | Exit from the menu closes the PayClock program
9.3.2 Edit Menu
Delete Option
Clicking Edit | Delete from the timecard deletes whatever item you have clicked on in the timecard table
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Find Exception Option
Clicking Edit | Find Exception from the timecard will highlight the next exception in the timecard table. You can choose either Previous or Next to move backward or forward
Before using this function, make sure you have chosen the exceptions you want to track by clicking the
Exception Filter button to the right of the timecard table
Adjusters Option
There may be times when you want to pay an employee for hours not actually worked or punched.
Perhaps you let them leave 15 minutes early instead of taking a 15-minute paid break. Using Pay Code
Adjusters you can add the missing 15 minutes to their timecard
You can assign up to 5 adjusters to different pay codes. You can get to Pay Code Adjusters by clicking the button in the System Preferences tab, or by clicking Edit | Adjusters | Set Pay Codes in the
Timecard menu
To use adjusters, you must assign the adjuster to a pay code. You can set adjusters in the System
Preferences tab or in the Timecard
To enter an adjustment
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Make the Adjuster column visible in the Timecard table if you don't see it
Click on the cell in the Adjuster column where you want to make the adjustment
Enter the adjustment amount and press Enter
If you can also see the pay code column that you adjusted, it will increase by the amount that you just added
To clear all adjustments on a time card
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Choose the employee timecard that you want to clear
Click Edit | Adjuster | Reset All from the menu
This clears all adjusters on that timecard only
To delete an adjustment
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Click on the adjustment you want to delete
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Press the Del key
To change pay code assignments
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While in the Timecard, select Edit | Adjusters | Set Pay Codes
Select the down arrow in the adjuster to change
Select a pay code from the list
Click OK to save your changes or Cancel to return without saving your changes
NOTE: Because you can change the pay code the adjuster points to, you can use the same adjuster to point to different pay codes. If you display the Adjuster in the Timecard, any adjustments you previously made will still point to their original pay codes. This may result in a confusing Timecard.
Change Adjusters with care
9.3.3 View Menu
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Select Pay Period Option
Clicking View | Select Pay Period from the timecard brings up the window fo r you to choose a past pay period for you to view in the timecard
Sort Option
Clicking View | Sort By from the timecard sorts the employee list by Name or by Badge Number
Filter Option
Clicking View | Filter By allows you to choose which employees you want to appear in the employee list. You can choose All Employees or a group that you created. Click ‘Use this group as my default’ if you want to use this filter each time you open t he Timecard or Employees icon
Filters are also used when running reports. You can choose which groups you want to report on in the
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Report Properties section of the Report Manager
Show As Option
Clicking View | Show As from the timecard allows you to choose one of 5 ways to view your timecard. You can customize each view to suit your company’s needs
To customize a view
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Click View | Show As
Choose the View to customize
Click View | Options
The Timecard Options window appears
Notice that the View you chose now shows under View Name of the Timecard Options window
Any changes you make here will apply to this view. Also, any changes you make in the Timecard
Table affect this view
Timecard View Options
Clicking View | Options from the timecard allows you to customize the timecard for your needs
The View Name is the view you have selected in the menu View | Show As. You can customize up to
5 views. You can type over the View Name to change its name
You can select the date and time format that you want to display in the timecard
Check ‘Do not allow out of range edits’ to prevent you from inserting an item outside of your workday setting
Check ‘Allow double clicks to add’ if you want to double click in the schedule bar to add punches
Check ‘Show deleted’ to show clocked punches that you deleted. When you check this box, PayClock shows these punches grayed or dimmed
Check 'Allow Start New Day Edits' to enable the Start New Day button . When you check this box, PayClock allows you to select a punch and make that punch the beginning punch of the next day
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Check ‘Allow Maximum Day Edits’ to enable the New Max Day button . When you check this box, PayClock allows you to set the maximum day length or adjust a schedules end time by day. This allows you to have a different maximum day length for each day of the pay period.
Choose a color from the Day Highlight Color list to add color to your timecard table
Check ‘Show totals in Employee List’ to show each person’s totals for the current pay period next to their name in the employee list
Uncheck ‘Show pay period calendar’ to turn off the calendar in the timecard
Check “Show Intervals by Department” to list totals per row in the timecard table. If you do not check this box, the timecard table will list totals per day
Check “Show Interval Value on Bar” to show accumulated time in the time bar. Note that autodeductions are not s ubtracted from this value, but will display in the timecard table
Check “Show In/Out in Employee List” to show the current status of the employees in the employee list since the last poll
Check ‘Two Days on Schedule Bar’ to show punches for the selected day and the next day on the schedule bar
Schedule Bar Option
Clicking View | Schedule Bar from the timecard turns the schedule bar off or on
Refresh Option
Clicking View | Refresh from the timecard refreshes your screen
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9.3.4 Insert Menu
PayClock Pro Installation and Setup Guide
Registration Option
Clicking Insert | Registration from the Timecard brings up the window for you to add a punch
Non-Work Time Option
Clicking Insert | Non-Work Time from the timecard brings up the window for you to add non-work time. Non-work time is time paid to an employee, but not actually worked, such as vacations or holidays
Ÿ Enter when the non-work time starts under Start Time
Ÿ Enter the length of non-work time under Duration
Ÿ Check to make sure the date for the non-work time is correct
Ÿ Choose the pay code from the list (Sick, Holiday, Vacation,
Personal or Other)
Ÿ Under Number of Days, select how many days to apply this non-work time. For example, if a person takes 3 days of vacation, enter the first day of the vacation und er Date, then choose 3 under
Number of Days
Ÿ Click OK
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Note: If you select the time to start the non work with the mouse pointer first and then select Insert |
Non-Work Time, the Time: field will display the time selected with the mouse pointer and the
Duration: field will display 000:00. Enter the amount of non-work time in the Duration: field and click OK
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Transfer Option
Clicking Insert | Transfer from the timecard brings up the window for you to do an employee transfer from the software
If you have the Loc Code column turned on in the timecard table, you can also transfer by double clicking on the cell that you want to change
•
Double-click on the cell you want to change
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Click the down arrow to view the group list
Click on the group you want
Press the Enter key
When you enter a transfer from the software, it shows up in the timecard as a double arrow looks slightly different from a transfer made at the clock
and
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Amount Option
At the timecard, click Insert | Amount from the menu. This brings up the window where you can add a dollar amount such as tips or bonuses. You can enter a positive or negative amount
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Choose a person to receive an amount
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Click New
•
Choose the date, time and pay code for this amount
•
Click in the Amount box and enter the dollar amount
•
Click to cancel or to accept
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New Max Day Length Option
PayClock allows you to set an employee’s maximum work day length by day in the timecard for the open schedule. You can also adjust the end time of a work schedule by day in the timecard. The New
Max Day Length option has to be turned on for this button to be active.
To turn on the New Max Day Length Option
•
Click View | Options
•
•
•
The Timecard Options window appears
From the Registrations section check the Allow Maximum Day Edits box
Click OK
To change an employees maximum work day length or work schedule end time by day in the timecard:
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Move your mouse pointer to where it turns into a down arrow in the lower section of the schedule bar
Click on the time for the new max day length or new schedule end time
If needed, press the left or right arrow on your keyboard to adjust the desired time
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Click the New Max Day Length button
Note: Adjusting the max day length or schedule end time will only effect the selected day
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Column Option
You can choose which columns you want to show in the timecard table . You can bring up the
Column Definition by clicking the Insert | Column menu
In the Column Definition, you can rename any of these column headings at the Title box
You can choose to show running totals in the Totals list to the right of the timecard table by choosing to ‘Show Totals for this Column’. Some columns also let you choose whether to show a running total in the column itself by choosing ‘Show Running Totals’
The list below describes each column and its function
Date – Date
Day - Day of the week
In - In punches
Out - Out punches
Loc Code – Shows the labor tracking level or pay code for the In and Out time, such as Sales or Sick
Day Totals – Total hours for the day
Regular – Regular hours worked
Overtime 1 – Overtime 1 hours
Overtime 2 – Overtime 2 hours
Overtime 3 – Overtime 3 hours
Adjusters (1 through 5) – Extra time applied
Wage – Total wages for the day
Vacation - Vacation time applied
Sick - Sick time applied
Holiday - Holiday time applied
Worked Holiday - Worked holiday time applied
Personal - Personal time applied
Other - Other non-work time applied
Auto Deduct - Deducted break amounts
Week Totals - Total hours for the week
Period Totals - Total worked hours for the pay period
HTOTotals - Hours accumulating toward OT
Schedule - Assigned work schedule for this person
Grand Totals – Total of all Regular, Overtime and Non-Work hours
You can also show any other pay codes that you created
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Section 9.4 Exceptions
At the Timecard, click the Exception Filter button to the right of the timecard table to choose which exceptions you want to track
An exception occurs when PayClock flags something out of the ordinary, such as a missed punch or break
9.4.1 Exception Definitions
Missing Registration
PayClock flags missed punches by looking for an even number of punches. If there is an odd number of punches, then PayClock assumes a punch is missing
Arrived Early Exception
PayClock flags an Arrived Early exception by looking for a punch that falls between the Very Early In and In Revision settings in the person's schedule
Arrived Late Exception
PayClock flags an Arrived Late exception by looking for an In punch that occurred after the person's scheduled Start time
Left Early Exception
PayClock flags a Left Early exception by looking for an Out punch that occurred before the person's scheduled End time
Left Late Exception
PayClock flags a Left Late exception by looking for a punch that falls between the Out Revision and
Very Late Out settings in the person's schedule
Long Break
PayClock flags this exception if a person punches Out for a break within the scheduled time for the break length, and punches In from a break within the scheduled extended break amount
Missed In Registration Exception
PayClock flags a Missed In Registration exception if a day that has a schedule assigned has no punches
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Missed Out Registration Exception
PayClock flags a Missed Out Registration exception by looking for a missing punch as an Out punch, a
Left Early exception or if the punch occurred out of range
Missed Break
PayClock flags a missed break when it does not find any punches within the scheduled time for the break
Missed Break In Registration
PayClock flags this exception when the In from break punch occurs after the scheduled extended break amount
Missed Break Out Registration
PayClock flags this exception when the Out for break punch occurs too early or if no punches occurred for the scheduled break
Auto Out Registration Added Exception
(future enhancement)
Absent (No Registrations) Exception
PayClock flags an Absent exception when no punches occurred on a day when a person has an assigned schedule. PayClock does not flag this exception if you have added non -work pay codes on this day, such as sick or vacation
Unscheduled Registration Exception
This exception is OBSOLETE. Use the Missed Out Registration exception
Off Schedule Registration Exception
PayClock flags this exception when someone punches on a day when he is not supposed to work
(off schedule )
Out of Schedule Registration Exception
PayClock flags an Out of Schedule exception by looking for a punch that occurred outside the schedule’s range
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CHAPTER 10
Global Overview
At the Global icon under the Data list bar, you can edit data and settings for multiple employees at one time. You can add and remove global punches, add global non-work time, as well as assign schedules and home groups (departments)
Section 10.1 Global - Registrations Tab
In the Registrations tab you can add a punch for several employees at one time. Set the time and date of the punch, select the employees to add the punch to and click Apply.
Group Level - Narrow down your choices to display in the employee list by choosing a group level
Group - Here, narrow down your search even more by choosing which group of employees you want to work with, such as all employees, certain departments or groups, etc
Employee List - Pick employees from the Employee List by holding the Ctrl key and clicking the ones you want
Time of New Registration - Enter the time of the punch you want to add
Date of New Registration - Enter the date of the punch you want to add
You can keep from adding a duplicate punch by checking the box “Do not add if registration already exists between”
Start Time and End Time - Enter the time range you want to check for a punch
Start Date and End Date - Enter the date range you want to check for a punch
10.1.1 Add a Global Punch
In the Global Registrations tab, you can add a punch for several employees at once
Recalculate - When you check this box, the software automatically recalculates the data once you click
Apply
You can keep from adding a duplicate punch by checking the box “Do not add if punch already exists”
•
Under Group Level, choose a group level
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•
Under Group, choose which group of employees you want to work with, such as All Employees or a certain department or group
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Under the Employee List, choose employees by holding the Ctrl key and clicking the ones you want
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•
Under Time of New Registration, enter the time for the punch
Under Date of New Registration, enter the date for the punch
If you want to check for a duplicate punch, check the box “Do not add if registration already exists between”
•
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•
Enter the time range you want to look for under Start Time and End Time
Enter the date range you want to look for under Start Date and End Date
Click Apply to add the punch to the selected employees
Section 10.2 Global - Schedules Tab
In the Schedules tab you can assign schedules for multiple employees. Select the employees whose schedules you want to assign, select the correct schedule for each day of the week and click Apply
Group Level - Narrow down your choices to display in the employee list by choosing a group level
Group - Here, narrow down your search even more by choosing which group of employees you want to work with, such as all employees, certain departments or groups, etc
Employee List - Pick employees from the Employee List by holding the Ctrl key and clicking the ones you want
Starting Week - Choose the day the work schedule begins. This setting will only apply if the number of rotating weeks is greater than 1
Number of Rotating Weeks - Choose how many weeks the schedule cycles (1-3)
Week Number - Choose the week number to work with
Sunday-Saturday - Select the schedule you want to assign for each day
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10.2.1 Assign Schedules Globally
In the Global Schedules tab, you can assign work schedules to several employees at once
•
Under Group Level, choose a group level
•
•
•
•
•
•
•
•
Under Group, choose which group of employees you want to work with, such as All Employees or a certain department or group
•
Under the Employee List, choose employees by holding the Ctrl key and clicking the ones you want
Under Starting Week, choose the day when your work schedule begins
Under Number of Rotating Weeks, choose how many weeks the schedule cycles (1 -9)
Make sure you have selected Week Number as 1
For each day, choose the schedule you want to assign to these employees
If your rotating schedule has more than one rotating week (if Number of Rotating Weeks is more than 1), choose the next Week Number and assign schedules for each day of the next week
To apply these changes immediately, check the "Recalculate" box at the top
Once you select all the schedules, click Apply
Section 10.3 Global - Non-Work Time Tab
In this tab you can add non -work time. Select the employees you want to edit, click the date in the
Calendar, select the Pay Code, enter how much time to add and click Apply.
Recalculate - When this box is checked, the software automatically recalculates the data once you click
Apply
Group Level - Narrow down your choices to display in the emplo yee list by choosing a group level
Group - Here, narrow down your search even more by choosing which group of employees you want to work with, such as all employees, certain departments or groups, etc
Employee List - Pick employees from the Employee List by holding the Ctrl key and clicking the ones you want
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Pay Code - Choose the type of non -work time, such as sick, holiday, vacation, etc.
Duration - Enter the length of the non-work time
Calendar - Choose which days this non-work time is for by holding the Ctrl key and clicking on the dates
Start Override - Click this box if you want to use a start time other than what you set in the Non-Work
Defaults in the Preferences tab at the System icon. Enter the start time you want to use
Clear Dates - Click this button to clear the dates so you can start over
10.3.1 Add Global Non-Work Time
In the Global Non-Work Time tab, you can add time to several employees at once. Non-work time includes sick, holiday, vacation, etc.
Recalculate - When you check this box, the software automatically recalculates the data once you click
Apply
•
•
Under Group Level, choose a group level
Under Group, choose which group of employees you want to work with, such as All Employees or a certain department or group
•
•
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Under the Employee List, choose employees by holding the Ctrl key and clicking the ones you want
Under Pay Code, select the type of non-work time
In the calendar, choose the date(s) when you want to add the time. Holding the Ctrl key while you click selects the date(s)
•
•
•
If you need to start over, you can click the Clear Dates button
Under Duration, enter how long this non-work time is for, i.e. 8 hours
Click the Start Override box if you want to use a start time other than what you set in the Non-
Work Defaults in the Preferences tab at the System icon. Enter the start time you want to use
•
Click the Apply button to add the non-work time
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Section 10.4 Global - Settings Tab
In this tab you can assign employees to a home group (department), assig n employees to a pay class, send a message and set the schedule locking to these employees. Select the employees you want to assign, choose a pay class, home group, message and/or set schedule locking, then click Apply
Recalculate - When you check this box, the software automatically recalculates the data once you click
Apply
Group Level - Narrow down your choices to display in the employee list by choosing a group level
Group - Here, narrow down your search even more b y choosing which group of employees you want to work with, such as all employees, certain departments or groups, etc
Employee List - Pick employees from the Employee List by clicking the ones you wa nt
Use this Pay Class - If you want to assign these employees to a pay class, choose it from this list
Home - If you want to assign these employees to a home group (department), choose it from this list. This changes the employee home assignment in the General tab at the Employee icon
Terminal Message - To send a message to these employees the next time they punch the clock, choose one from this list. Note that only clocks that support this feature will display messages
Schedule Locking - Choose to turn on or off schedule locking for the employees selected. You can also select no change to schedule locking when changing one of the other settings. (Only PC2000, PC400,
PC3500 and PC3500TX clocks support this feature)
Reset Accrual History - If you want to reset the accrual history of the selected employees, select this box.
This setting would be used if the accrual policy was set up wrong or if you want to change the accrual policy and have the changes be retroactive
10.4.1 Assign Global Settings
In the Global Settings tab, you can assign pay classes and home groups to several employees at once. You can also choose which employees will see a message on the clock when they punch
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Under Group Level, choose a group level
•
Under Group, choose which group of employees you want to work with, such as All Employees or a certain department or group
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Under the Employee List, choose employees by holding the Ctrl key and clicking the ones you want
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To assign these employees to a different pay class, choose the pay class from the “Use this Pay
Class” list
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•
•
If you want to assign these employees to a home group (department), choose it from the Home list.
If you leave your choice as Not Selected, the home group for these employees will not be affected
•
If you want these employees to see a message on the clock when they punch, choose a message from the Terminal Message list. If you leave your choice as Not Selected, your message setup will not be affected. You can create messages in the Employee Messages tab. Note that only clocks that support this feature will display messages
To apply these changes applied immediately, check the "Recalculate" box at the top
Click the Apply button to assign these employees
Section 10.5 Global - Purge Tab
In this tab you can remove punches from several employees at once. Select the employees you want to purge, choose the start and end dates and times to purge, then click Apply
For instance, if you earlier added temporary global punches, you can quickly remove them using this feature. When using this feature for temporary punches, be sure to purge before polling the clock, so that you will not remove the true punches
Recalculate - When this box is checked, the software automatically recalculates the data once you click
Apply
Group Level - Narrow down your choices to display in the employee list by choosing a group level
Group - Here, narrow down your search even more by choosing which group of employees you want to work with, such as all employees, certain departments or groups, etc
Employee List - Pick employees from the Employee List by clicking the ones you want
Start and End Time of Registrations - Enter the time frame of the punches you want to remove
Start and End Date of Registrations - Enter the date range of the punches you want to remove
Remove Timecard Approval - Check this box to remove any approvals from these employees
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10.5.1 Purge Punches
In the Global Purge tab, you can remove punches from several employees at once
For instance, you can use this feature to q uickly remove a temporary global punch that you added
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Under Group Level, choose a group level
Under Group, choose which group of employees you want to work with, such as All Employees or a certain department or group
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Under the Employee List, choose employees by holding the Ctrl key and clicking the ones you want
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Under Start and End Time of Registration, enter the time range for the punches you want to remove
Under Start and End Date of Registration, enter the date range for the punches you want to remove
Check the Remove Timecard Approval box to take off the approved status for the employees that you chose
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Click Apply
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CHAPTER 11
Report Manager Overview
Using Report Manager, you can run reports that reflect the data in your software. You can open the Report
Manager by clicking its icon in the program group or clicking the Reports icon within the PayClock software
If you want to run a report that includes dates since the last time you polled the clock, you should poll the clock again to ensure all data appears in the reports
When you open the Report Manager, you see three sections, the Menu and Button Bar, Report Selection and Report Properties
You can run reports on the current pay period, any closed pay period or the next pay period
The current pay period is the active pay period that you have no t closed
A closed pay period is one that you have closed out using the Close icon in the PayClock software
The next pay period is the upcoming pay period. Sometimes you may have future transactions such as vacation time to enter in the next pay period - you can report on this
Section 11.1 Menu and Button Bar
You can access all the functions of the Report Manager from the menu and button bar
Use the Preview and Print buttons to view and print a report
Use the Types button to create custom report types
Use the Dates, Options and Employees buttons to set your default Report Properties
Use the Select Pay Codes button to choose which pay codes you want to display in your reports
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Use the Compare Pay Codes button to choose which pay codes you want to display in the Pay Code
Comparison report
11.1.1 Menu and Button Definitions
Preview Button
After choosing your report fro m the Report Selection section of Report Manager, you can view it
You can click the Preview button or click Report | Preview from the menu
Print Button
After choosing yo ur report from the Report Selection section of Report Manager, you can print it
You can click the Print button or click Report | Print from the menu
The Print button also appears in the Report Toolbar of the Preview screen, so that once you view a report, you can click the Print button
Types Button
Because there are many reports to choose from, Report Manager categorizes the reports into report types. The standard report types are All Reports, Employee Lists, Payroll Reports, Attendance
Reports, Schedule Reports, Management Reports, Administrator Reports and Custom Reports (if you purchased the custom report feature)
You can also create your own custom report types, so that you can group together the reports you use most often
To create a custom report type
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Either click the Types button or Report | Types from the menu. This brings up the Report Types
Setup window
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Click the New button
Type in a name for your custom report type at Report Type Name
Click on each report you want to add to your report type (hold the Ctrl key as you click)
After choosing your reports, click Add
To change the pay codes for the custom report type click the Customize Pay Codes button
Click Save
Dates Button
You can change the default settings that appear in the Report Properties section of the main screen. Use the Dates button to change the default Other Period date setting
The settings you enter here apply for all reports. If you want to change the dates for one report without changing the default setting, y ou can make a temporary change to the dates setting in the
Dates section of the Report Properties in the main screen
If your company uses more than one pay class, you can run reports on them at the same time. You choose the pay classes you want to show on your reports. The date range that includes these pay classes will display as the default Other Period in the Dates section of the Report Properties in the main screen
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To change the default Other Period date setting
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Either click the Dates button or Report | Dates from the menu. This brings up the Dates Setup window
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Hold the Ctrl key while you click on the pay classes you want
The date range that includes all of the pay classes you chose will show at the bottom of the window
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Click Apply
Options Button
You can change the default settings that appear in the Report Properties section of the main screen
The settings you enter here apply for all reports. If you want to change the options for one report without changing the default settings, you can make a temporary change to the options settings
To change the default options
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Either click the Options button or Report | Options from the menu. This brings up the Options
Setup window
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At Sort Order, choose in which order you want the employees to display in the reports: by Name,
Badge Number or ID
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At Format, choose whether times display in 12-Hour or 24-Hour format. Also, choose whether times display in Minutes (i.e. 1:15) or Hundredths (i.e. 1.25)
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At Employee Type Options, choose whether to include Full Time, Part Time, Temporary and/or
Seasonal employees in your reports
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At Other Options, choose whether to include Inactive, Terminated and/or Employees with Zero
Hours
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Also at Other Options, you can insert a page break between each group of employees, and you can choose if you want to report on complete pay periods. If you choose to report on complete pay periods, the software will examine the dates you entered for this report. Even if those dates do not include a complete pay period, the report will contain the complete pay period(s). You can also choose whether or not to display social security numbers in the Timecard report
After making your choices, click Apply
You will notice that these settings now appear in the Report Properties section at the main screen of Report Manager
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Employees Button
You can change the default settings that appear in the Report Properties section of the main screen
The settings you enter here apply for all reports. If you want to change the employee choices for one report without changing the default values, you can make a temporary change to the employees setting
To change the default employee selections
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Either click the Employees button or Report | Employees from the menu. This brings up the
Employees Setup window
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At Group Level, narrow down your choices to display in the employee list by choosing a group level
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At Select Groups to Report, narrow down your search even more by choosing which group of employees you want to choose from, such as all employees, certain departments or groups, etc
When you choose All Employees, you will also see an option labeled “Auto Select All
Employees”. When this box is checked, all employees are automatically highlighted. This can help you when you add a new employee, this person will automatically appear in your reports without having to return to the Employees button to include the employee
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At Select Employees to Report, choose the employees you want to appear in reports. Hold down the Ctrl key while clicking to choose more than one person. Only selected employees appear in reports
Help Button
When in the main screen of the Report Manager, clicking the Help button brings up the overview for the three sections of the main screen, the Menu and Button Bar, Report Selection and Report
Properties
When viewing a report, clicking the Help button brings up a description of that report
You can also get help by clicking Help | Contents from the menu
Select Pay Codes Button
You can use Select Pay Codes to choose which pay codes you want to display in your reports. You can choose up to 6 separate pay codes. The software then combines the rest of your pay codes into a column named Misc
The settings you enter here apply for all reports, so if you want to run a report with different pay code settings, you need to change your choices here
To select pay codes
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Either click the Select Pay Codes button or Report | Select Pay Codes from the menu. This brings up the Select Pay Codes window
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At Field #1 click the down arrow and choose a pay code from the list
Under Column Headers, type the header you want to show on the report for this pay code
Repeat these steps for Fields # 2 - 6
Click Apply
Compare Pay Codes Button
You can use Compare Pay Codes to choose which pay codes you want to display in the Pay Code
Comparison report
The Compare Pay Codes report compares two sets of pay codes that you define. You can choose as many pay codes for each set as you want
To choose pay codes
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Either click the Compare Pay Codes button or Report | Compare Pay Codes from the menu. This brings up the Compare Pay Codes window
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For Set #1, click on each pay code you want to use. To choose more than one pay code, hold down the Ctrl key while you click
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Under Hours Header, type in the header you want to show on the report for the pay code hours total in this set
Under Pay Header, type in the header you want to show on the report for the wages total in this set
Follow the same steps above for Set #2
Click Apply
Section 11.2 Report Selection
The Report Selection section of the main screen is where you choose which report you want to run
11.2.1 Select a Report to Run
You choose the reports you want to run in the Report Selection section of the main screen
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Choose which report type you want to run. If you have created custom report types, click the
Custom Report Types option, then choose the report type
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Under Report Names, choose the report you want to run. Notice that as you click o n a report, a brief description of it shows up in the Report Description box
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In the Report Properties section of the main screen, you can change any of the properties if needed
At the button bar, click Preview to view the report or Print to print it
Section 11.3 Report Properties
The Report Properties section of the main screen shows the settings for the report you are about to run
The default properties show in this section. If you want to make a temporary change for the reports you are about to run, simply make the changes in this section. The next time you open Report Manager, the settings will revert to the default
Use the button bar or menu options t o make permanent changes to your default settings
11.3.1 Run a Report
Before running your first report, you should set the report properties
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In the Report Selection section of the main screen, choose the type of report you will run under
Standard Report Types
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If you have created custom report types, click on Custom Report Types, then choose the type of report you will run
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Under Report Names, click on the report you want to run. As you click on reports, a short description of it appears under Report Description
You can also open a saved report by clicking File | Open from the menu
Make sure the Report Properties section reflects the dates, employees and other options t hat you want to report on. Make any needed changes to the Report Properties section
Click the Preview button to view the report
Once you view a report, the Report Toolbar appears
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11.3.2 Report Toolbar Definitions
Print Button
After choosing your report from the Report Selection section of Report Manager, you can print it
You can click the Print button or click Report | Print from the menu
The Print button also appears in the Report Toolbar of the Preview screen, so that once you view a report, you can click the Print button
Save Button
PayClock uses the RPT (Crystal Reports) format when you view a report. Click the Save button to save your report in this format
If you want to save your report in a different format, use the Save As... button
Save As... Button
PayClock uses the RPT (Crystal Reports) format when you view a report, but you can also save it in some other format so you can pull it into another software program such as Excel, Lotus, etc.
Use the Save As... button to save your report in one of these other formats
Close Button
When viewing a report, click this button to close and return to the Report Manager main screen
Help Button
When viewing a report, clicking the Help button brings up a description of that report
You can also get help by clicking Help | Contents from the menu
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First Page Button
When viewing a report, click this button to return to the top of the report
Previous Page Button
When viewing a report, click this button to go back a page
Next Page Button
When viewing a report, click this button to go to the next page
End of Report Button
When viewing a report, click this button to go to the end of the report
Printer Setup Button
When viewing a report, click this button to setup your printer before printing a report
View List Button
When viewing a report, click this button to turn on/off a list to the side of that report
Depending on the report, the View List shows a list of employees or labor tracking levels
When you have the list turned on, click on a person or level in the list to go to that part of the report
This button only appears in reports that pertain to employees or labor tracking levels
Zoom Control
When viewing a report, use the zoom control to display a report at the size you want
Click the arrow to drop down a list of zoom percents or type a percent in the box and press the Tab key
Search Button
When viewing a report, you can look for text in a report. Type the text in the box, then click the search
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The search feature is not case sensitive
Example:
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Type Mike Miller in the box and click the search button
The report scrolls to the next place it finds “Mike Miller”
Section 11.4 Report Definitions
If you have purchased the multi-user version of PayClock Pro, you may not see all of these reports.
With the multi-user version, the administrator can restrict which reports users can view
Absence Report
This report lists employees who are absent on days they were scheduled to work
Accruals History Report
(Not available in all versions)
This report is only available if you have purchased the multi-user version of PayClock
The Accruals History Report lists how much benefit time each employee has accrued and when this benefit time was applied. It also shows additions or subtractions for any merit system rules you have setup in Accrual Manager
Accrual Setup Report (Not available in all versions)
This report is only available if you have purchased the multi-user version of PayClock
The Accrual Setup Report lists any policies you have created in Accrual Manager. Under each policy, you will see the rules you have assigned to the policy, as well as any merit system rules
You can get to this report by clicking Report | Accrual Setup Report from the menu. This report will open in Notepad for you to print
Approaching Overtime Report
This report lists employees that will have earned overtime by the end of the pay period
Attendance Report
This report lists the number of hours a person worked each day. Pay codes describe vacation, tardy, sick time, etc.
You choose the time frame for this report up to a year’s worth of data
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Audit Trail Report
This report lists any changes made to a person’s timecard and who made the changes. This includes added or deleted punches, added non-work time, auto-punches, etc.
Benefit Time Report
This report lists the benefit time a person is allowed, how much time the person has taken and the balance of benefit time left. The report lists each pay code separately, such as Vacation, Sick, etc.
Birthday List Report
This report lists employees and their birthday
You can run this report for a certain month or for all months
Budget vs Actual Hours Report
This report compares the budgeted worked and non-worked hours to the scheduled hours for each day
Budget vs Actual Wages Report
This report compares the budgeted worked and non-worked wages to the scheduled wages for each day
Company Totals Report
This report lists the grand total for hours and wages by pay code, including a pie chart with percentages for each pay code
Configuration Report
This report lists how the PayClock software is setup
Custom Reports
PayClock Pro allows you to include reports to suit your company’s needs. If you need a report that is not one of Report Manager’s standard reports, you can contact your dealer to request a custom report be built for you (Charges will apply)
You can purchase the custom report using the Feature Wizard. You can get to the Feature Wizard by clicking Help | Feature Wizard at the menu when you first open the PayClock Pro software
Daily Coverage Report
This report graphs each person’s work schedule for the day you choose
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Daily Gross Pay Report
This report breaks down each group’s p ay codes and wages per employee, then totals each group. You can use Select Pay Codes to choose which pay codes you want to display in this report
You choose which day to report on
Daily Totals Report
This report breaks down each group’s pay codes per employee, then totals each group. You can use
Select Pay Codes to choose which pay codes you want to display in this report
You choose which day to report on
Details Report
This report lists each employee’s punches, breaks, non-worked time and dollar amounts (such as tips).
The report also shows punches added (+) at the Timecard, exceptions (?) and tardies (*)
This report is sorted by department and gives a subtotal for each department
The details report totals the hours, summarizes pay period totals by pay code and gives a cumulative total. You can use Select Pay Codes to choose which pay codes you want to display in this report
Emergency Contact Report
This report lists the emergency contact information for each employee
Employee List Report
This report lists each group's employees and their badge number, ID number, type (full -time, part-time, temporary or seasonal) and any break rules (auto-deductions and punched breaks)
Employee Period Totals Report
This report lists a summary of each employee's activity. You can use Select Pay Codes to choose which pay codes you want to display in this report
You can choose the time frame you want to report on, usually a pay period
Employee Personal List Report
This report lists employees and their social security number, hire date, birthday, address and telephone number
Employee Setup Report
This report lists employees and their badge number, ID number, pay class and status (active, inactive or terminated)
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Employee Wage List Report
This report lists employees and th eir hire date, pay rate, pay type (hourly or salaried), employee type
(full time, part time, temporary or seasonal) and status (active, inactive or terminated)
Exceptions Report
This report lists employees with exceptions and the date of the exception
You can choose the time frame to report on, usually a pay period
When you run this report, a window appears so you can choose which exceptions you want to see
Future Non-Work Report
Use this report to list non-work hours that you have entered, but that have not yet occurred, such as vacations, floating holidays, etc.
You can enter future non-work time at PayClock Pro's Global icon, in the Non-Work Time tab
Gross Pay Report
This report breaks down each group's pay codes and wages per employee per day. You can use Select
Pay Codes to choose which pay codes you want to display in this report
You can choose the time frame you want to report on, usually a pay period
Group List Report
This report lists all the groups created within the Preferences tab at the System icon of the PayClock software
For each group, this report lists each employee in that group and that employee’s Home group
It also marks with an asterisk (*) whether the group appears in the Home List of the PayClock software
Holiday Schedule Report
This report lists the holiday schedules that you have setup
Level 1 Details Report
This report breaks down each group’s hours and wages per employee. You can use Select Pay Codes to choose which pay codes you want to display in this report
You choose the time frame for this report, usually a pay period
Level 1 Overtime Report
This report breaks down each group’s overtime hours per employee.
You choose the time frame for this report, usually a pay period
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Level 1 Totals Report
This report lists each group’s hours and wages, including a pie chart with percentages for each group
You choose the time fra me for this report, usually a pay period
Level 1 Wage List Report
This report lists the employee name, hire date and pay rate for each group. It also gives a total and average hourly pay rate for each g roup
Level 1 Wage Summary Report
This report lists each group’s total and average hourly pay rate, and the number of people who work in that group
Overtime Report
This report lists employees who have worked overtime
You choose the time frame for this report, usually a pay period
Pay Code Comparison Report
This report compares two sets of pay codes and pay. You can u se Compare Pay Codes to choose which pay codes you want to display in this report
Punch Compliance Report
This report lists the counts of employee’s punches and exceptions. You can choose up to 4 different exceptions
Schedule vs Actual Report
This report compares each employee's scheduled hours with the hours actually worked
Tardy Report
This report lists tardy employees, when they were supposed to punch, the time they actually punched and how many minutes they were tardy
You can choose the time frame for this report, usually a pay period
Timecard Report
This report lists each employee's punch activity, breaks, any non-worked time and dollar amounts
(such as tips). The report also shows punches added (+) at the Timecard, exceptions (?) and tardies (*)
The timecard report totals the hours, summarizes pay period totals by pay code and gives a cumulative total. You can use Select Pay Codes to choose which pay codes you want to display in this report
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There is a Signature line for employees to confirm the report data and a Comments line for you to write notes
Totals Report
This report breaks down each g roup's pay codes per employee per day. You can use Select Pay Codes to choose which pay codes you want to display in this report
You choose the time frame for this report, usually a pay period
Transaction Listing Report
This report lists each employee's transactions in chronological order, such as punch dates and times
Weekly Schedule Report
This report shows which schedules have been assigned to each employee for the week
Who’s In Report
Lists the employees currently punched In and when they punched In
Who’s Out Report
Lists the employees who are currently punched Out and when they punched Out
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CHAPTER 12
Export Overview
At the Export icon, you can export your data to payroll
With the Export option, the software creates an export file. Select this if you use a payroll service and you send your data to them
When you click the Export icon, a dialog box appears with the exporting options
If you have not setup the software to export data, you can do this at the System icon, in the Export tab
To Export to payroll:
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Click the Export icon, the Export Payroll Data box appears
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Under Payroll Interfaces, choose which export you want to create if it is not already selected
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Under Period to Export from, choose which pay period you want to export
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Under Pay Class, choose for which pay class you want to create the export file. Select the Export All
Pay Classes box if you want to create the export file for all pay classes
IMPORTANT NOTE:
If you have multiple pay classes and they start on different days do not use this options.
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Click the Export button
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CHAPTER 13
Close Overview
At the Close icon, you can close out the current pay period. You can also re-open the last closed pay period
When you perform the close process, the software closes out the current pay period
After you close your pay period, you can still run reports and exports, but you cannot edit the closed d ata
Make sure that you have finished making all your changes before closing your pay period
You may want to export your data first to ensure it is correct before closing the pay period
To Close the pay period:
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Click the Close icon, the Close Pay Period box appears
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Under Pay Class, choose which pay class you want to close
Click the Apply button, the Confirm Close dialog box appears
Section 13.1 Confirm Close
Once you choose to Close the current pay period, a window appears asking you t o confirm the close
Make sure the dates listed in this window are the dates you want to close out
Remember that once you close your pay period, you cannot edit the data. However, you still can run reports or export this data
Confirm the close by typing ‘yes’ in the box, then click the OK button
Section 13.2 Re-Open the last closed pay period
When you perform the re-open process, the software moves the lasdt closed pay period back to the current pay period
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After you re-open your pay period, you can edit the data in the timecard just like before closing the pay period
To Re-Open the last closed pay period
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Click the Timecard icon, make sure the employee selection is 0000 – Not Selected, otherwise you will not be able to select the re-open option in the next step
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Click the Close icon, the Close Pay Period box appears
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Click the ReOpen button, the ReOpen Last Pay Period box appears
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Under Pay Class, choose which pay class you want to re -open. Confirm the re-open by typing
‘Yes’ in the box, then click the Apply button
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Click the Yes button to complete the re-open
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CHAPTER 14
Database Manager Overview
The Database Manager is a separate program that you can use to provide user access rights, backup your
PayClock database and release locked employees
Since the Database Manager reads your PayClock database, you must close the PayClock Pro program before the Database Manager will open. Double-click the Database Manager icon in your program group to open it
At the User icon, you can define users and set their access rights and passwords
At the Backup icon, you can backup, archive, restore or import a database. You can also map the database path
At the Locking icon, you can release an employee that has been locked during edits
Section 14.1 User Icon
At the User icon, you can add users, edit user access rights, set or change their passwords, and select which groups the user may view. You can have up to 24 users, depending on the features you have purchased
Note: With Single User Pro you can only edit the Administrator and Guest user accounts
When you click the User icon, you see the user list. The buttons and columns in the user list are described below:
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- Click this button to add a user
- Highlight a user in the list, then click this button to edit the user
- Highlight a user in the list, then click this button to remove the user
- Click this button to refresh the screen
- Click this button to get help
Name - You can see the user names in this column
Active (Yes or No) - Set a user to Inactive if you do not want them to be able to access PayClock. Use this function to deny access without deleting the user from the list
Login - This is the user's Login name. When the user opens a PayClock program, he chooses his Login name, then types in his password
ID - This is the user ID#. You cannot change this number
Access Profile - This lists the type of access you have assigned to this user
View Only (Yes or blank) - If you assign View Only rights to a user, he can only view reports. He cannot use any other PayClock programs
In Use (Yes or No) - When a user currently has a PayClock program open, In Use is marked as "Yes"
When a user is "In Use", the date, time and computer that the user is working on display in the Date, Time and Computer Name column
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14.1.1 User Information
At the User icon, you can add, edit or delete a user
To add a user, click
To edit a user, highlight the user name, then click
To delete a user, highlight the user name, then click
Once you click to add or edit a user, t he User Information window will appear. The information that you can enter or change is described below:
Last Name - Enter the user's last name
First Name - Enter the user's first name
M.I. - Enter the user's middle initial
Login - Enter the user's login name. When a user opens a PayClock program, the login window appears.
The user will select his login name, then enter his password
User's Access Profile - You can choose the access rights for this user. You can create access profiles by clicking the button. If you have already created an access profile, and you don't need to change it, choose it from this User's Access Profile list
Groups the User may view - The groups (or departments) that you select here will be the only employees that this user will see in any PayClock program. To choose a group, check the box next to the group name
. If you need to create or change any groups, click the button
Active - Select this box to enable this user's access. When you uncheck this box, the user cannot open any
PayClock programs
View only - Select this box to give this user access to Report Manager only. Remember that when you give
View Only access, you still need to choose which reports the user can see in Access Manager
button - Click this button to set the user's password . The user can also change this password at the login screen. Note that the administrator must change his/her password here at the
Password button
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14.1.2 Password
Use the Password window to set or change a user's password. You can get to the Password window at the
User icon. Click to add or edit a user, then click the
At New Password, type in a password for this user
At Confirm Password, type in the password again
button
14.1.3 Access Manager
Use the Access Manager to set or change access rights (profiles). You can get to the Access Manager at the
User icon. Click to add or edit a user, then click the
Manager window
button to open the Access Profile
At the Access Profile Manager window, choose a profile from the Name list, or click new profile
to create a
Access Manager - General Tab
At the Access Manager General tab, you can name your access profile and select which PayClock programs this profile allows access to
Base Module - This is the full PayClock Pro program
Supervisor Module - This is the Supervisor Pro program, which contains only the Employees, Timecard and Reports icons
PC Punch Module - (This feature is not available in all versions) The PC Punch program allows employees to punch, enter non-work time, transfer and enter dollar amounts at a computer. This program also contains some reports
Report Manager - You use Report Manager to run reports in PayClock
Terminal Manager - This program keeps track of multiple clocks connected via RS232, RS485 or modem
Accrual Policy Manager - (This feature is not available in all versions) This allows the user to access accrual policies
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Select Allow Setup Changes to allow the user to access the Setup List in PayClock. With access to the
Setup List, the user can change system, pay class, schedule and employee settings. If you want to restrict access to certain employee settings, such as wages, you can do this in the Employee tab
If you select the View Only box, this profile will only allow access to Report Manager
Access Manager - Employee Tab
Use the Employee tab to choose the employee information that the user profile will allow users to view
Before making your choices, ensure that the profile you want displays in the Name box at the top of the screen
Show Base Pay Information - Allow this user to view employee wages
Show Optional Pay Rates - Allow this user to view pay rate override amounts when working in alternate groups or departments
Show Benefit Time Information - Allow this user to view employee benefit times (time allowed, time taken and balance)
Show Personal Information - Check this box to turn on the two boxes below it, Show Social Security
Number and Show Date of Birth
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Show Social Security Number - Check this box to allow this user to view the employee social security numbers
Show Date of Birth - Check this box to allow this user to view employee dates of birth
Allow Schedule Assignment - Allow this user to change employee schedules
Allow Password Changes - Allow this user to change the passwords for employees using PC Punch.
Allow Benefit Time Taken Edits - Allow this user to edit benefit time taken at the Benefit tab of the
Employee icon
Do Not Allow Benefit Time Overrides - Restrict this user from applying benefit time to employees that have a balance less than the amount being applied in the timecard
Access Manager - Reports Tab
Use the Reports tab to choose which reports that the user profile will allow users to view
Before making your choices, ensure that the profile you want displays in the Name box at the top of the screen
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In the list of Available Reports, choose which reports this user can view. A report is selected, when an 'x' fills the box
To choose all reports, click
To deselect all reports, click
As you click on a report, you can see its definition in the Report Description
14.1.4 Group Manager
Use the Group Manager to set or change employee groups (or departments). You can create certain groups of employees that a user can view
You can get to the Group Manager at the User icon. Click to add or edit a user, then click the
button to open the Group Manager window
When making changes in the Group Manager window, keep in mind that these changes also affect the main
PayClock Pro program. You can only create Level 1 groups in the Group Manager
A note on filters: You can create filters that are not necessarily "departments". For example, say you create a group called Senior Employees and choose the employees from each department with the most seniority.
So, when you select the Senior Employees filter, you can list or report on the senior employees that you placed in this group. You distinguish the group as a filter by unchecking the Include in Home List box
To add or edit groups
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Click the down-arrow at the list of departments to choose a department to edit or click New to add one
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Under Name, type in a name for this group
Under Number, PayClock gives this group an ID number. If you want to change it, type in a new one
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Under Filter Code, you can type in a code name to identify the group. You will probably only use this field if you need to use an ID for the group that is longer than a 4-digit number
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At the list of employees, click on the people you want to add to this group (Hold down the Ctrl key while clicking to choose more than one person)
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Check Include in Home List to include this group in the home list. Do not check this box if you plan to use this group only as a filter
Click the Unselect Terminated button to deselect any employees that have been terminated
Click Save to save this group
Section 14.2 Backup Icon
You can use this utility to backup or archive your data, restore a backed up or archived database, or change where the software looks for your Database folder (remap)
When you open this utility, you see the menu, toolbar and database record list
Menu
Toolbar
Database record list
14.2.1 Backup a Database
The backup function makes a complete copy of all your data files in the Database folder, then compresses them into one file. You can restore this file in the event of a disaster. This puts all of your data b ack to the time of the backup.
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Click the backup button
Manager window opens
or File | Backup a Database from the menu. The Database Backup
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Under File Name, type in the name you want to give your backup (the default name is Databas e).
Backups have the file extension TDK. If you leave your backups with the same name each time, the Database Manager adds the new backup information to the file, and does not overwrite the file
Under Note, you can type in a description of your backup (optional)
You can choose the folder where you want to save the backup
If you choose a different folder than listed for your backup, you can make it the default by clicking the checkbox ‘Save as my Default Backup Location’
To make the Backup, click Create
Once you have made the backup, click Close
14.2.2 Archive Data
If your computer gets low on hard drive space, you can free up some memory by archiving some of your data. For example, you can move old data to a floppy disk.
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Click the archive button or File | Archive a Database from the menu. To archive, you can only choose closed (or historical) pay periods
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Select the Pay Class to archive
Under Historical Pay Periods, choose which pay periods you want to archive. You can click Select
All to choose all listed pay periods
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Under File Name, type in the name you want to give your archive. Archives have the file extension TDA
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Under Note, you can type in a description of your archive (optional)
You can choose the folder where you want to save the archive
If you choose a different folder or drive than listed for your archive, you can make it the default by clicking the checkbox ‘Save as my Default Archive Location’
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To make the archive, click Create
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Once you have made the archive, click Close
14.2.3 Restore a Database
You can restore any backed up or archived database
When restoring a backup, the Database Manager will completely overwrite your current database with the backed up database, restoring all data back to the time of the backup. You can also restore a backup from another folder by importing a database
When restoring an archive, the Database Manager will add that pay period(s) back into the database. You can then report on and export this data, but you still cannot edit historical (closed) data
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Click on a backup or archive that listed in the table of the database log
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Clic k the restore button or File | Restore a Database from the menu
A window appears showing you where the restored files will be written and the name of the database that will be restored. Click Restore, type ‘Yes’ in the box and click OK to confirm that you want to restore this database
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Once you have restored the database, click Close
When restoring a database from a backup, you can use a browse feature to locate the backup file
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From the File menu, select Import a Database
The Database Restore Manager Window appears
Confirm the path shown under "Import to this Database". Your restored database will end up here.
If it is not correct, you may need to close this window and remap your database folder
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"Import Data from this location" shows where your backup is currently located. If the correct path is not shown, you can use the Browse button to find your backup (*.tdk) file
Follow the prompts to restore (or transfer) the database
14.2.4 Remap the Database Folder
You can choose where your software looks for your database. This allows you to store your data wherever you want. Your Database folder is originally located under your program folder
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You can get to the remap function through Database Manager, or you can click on the Mapping Utility icon
in your program group
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You must first move the Database folder to its new location. You can do this in File Manager or
Windows Explorer
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In Database Manager, click the remap button the menu (or open the Mapping Utility)
or click Tools | Map Database Path ... from
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If your database is on another computer, choose the computer from the list at the bottom of the screen
Ÿ If you do not see the drive you need, you must connect to it in Windows Explorer before it will display in this list
To connect to a drive in Windows Explorer:
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Open Windows Explorer
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Click the Map Drive button menu
or click Tools | Map Network Drive from the
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The Map Network Drive window appears. At Path, type in the name of the drive
In this example, the name of the server is "Network"
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When you connect to this drive, do not connect directly to the Database folder. This can cause an error when using the Mapping Utility
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Click OK
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If the Shared Name is not the same as the Computer Name, you may get a message "Path Not
Found". Click OK and make sure your path is correct
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Under the folders, go to the Database folder that you moved
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Double-click on the Database folder. The new folder should show under New Database Path
Click Apply. Now the new folder should also show under the Database to Remap
Click Close
Section 14.3 Locking Icon
When users open PayClock and view employee information, the employee is "locked", so that no other user can view or edit this employee at the same time
If you ever need to unlock an employee, you can do it here at the Locking icon
When you click the Locking icon, a message will appear asking if you want to scan for employee locks. If you click Yes, any locked employees will list
Or, you can scan at any time by clicking the button at the top of the screen
To unlock an employee, highlight the person in the list to unlock, then click the button
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CHAPTER 15
Glossary
24-Hour Time
The time displays in military time (00:00-23:59) instead of 12-hour am and pm time (12:00-11:59 am and 12:00-11:59 pm).
Examples:
3:00 am in 24-hour time is 03:00
3:00 pm in 24-hour time is 15:00
Also Show as Regular Time
Note that this option is NOT frequently used. You will probably only choose this option if your payroll service requires your data to export in this format
You can choose this option when creating or editing pay codes in the Preferences tab at the
System icon
Choose this option if your company treats all worked hours as regular time, whether or not the hours have moved into overtime
Example:
Say a company pays an extra half -time after 40 hours
Say Mike worked 45 hours
You can set an overtime pay code to pay Mike 45 hours at regular time (rate modifier = 1.0) and 5 hours of overtime (rate modifier = 0.5)
This calculates the same as paying time -and-a-half after 40 hours. The only difference is how the data will export
Approved
You can use the Approved checkbox at the top of the Timecard to help remember which employees you have edited
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For example, at the end of the pay period, you can make your edits, then check each one as approved. Once you mark an employee as approved, you will know that you have entered all your changes for this employee
You cannot make any changes to this employee while the Approved box is checked
If you click the down arrow to see the list of employees at the top of the timecard, the ones that you have approved will have the word Approved next to their name
If you find later that you need to make more changes, simply uncheck the Approved box
Beginning of Day
In PayClock, the day starts at midnight, but you can change this default setting in the Advanced tab at the Pay Class icon
Since you create employee schedules that control employee work days, you do not need to change this setting
Benefit Time
Employee benefits, such as sick or vacation time
You can set up benefit time in the Benefit Time tab at the Employees icon
Break Length
You can set a break length for all employees at the Pay Class icon in the Advanced tab. The break can either be punched or auto -deducted
If you want to set a break length for a particular employee, you can do this at the Employees icon in the Schedules tab
Calculating Overtime
At the Pay Class icon Advanced tab, you can set PayClock to calculate overtime by total or regular hours. PayClock calculates overtime by regular hours by default. Select ‘Calculate Weekly OT by
Total Hours’ if you want to calculate overtime by total hours instead. This option applies only if you select daily and weekly or pay period overtime at the Pay Class icon Overtime tab
Example where overtime starts after 8 hr/day and 40 hr/week:
A person works Mon-Thurs 10 hours each day, totaling 32 regular and 8 overtime hours. He then works 10 hours Fri
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Using ‘Regular Hours’, the employee must work 8 hours on Fri before he reaches weekly overtime. So, his week ends with 40 regular and 10 overtime hours
Using ‘Total Hours’, the employee reaches 40 weekly total hours after Thurs. So, any time worked on Fri is overtime. His week ends with 32 regular and 18 overtime hours
Call In Time
Some companies will pay employees a special rate and a guaranteed amount of time if they are called back to work. The group properties allows you to setup the rule and define the trigger that will pay the "Call In" time to the employee.
Example:
Your company has a policy that says if you are called back to work the company guarantees 4 hours of pay at double time, even if you only work fo r 30 minutes. If you work over the 4 hours all time is paid at double time.
Sally comes in Tuesday morning and works her normal 7:00am to 3:30pm shift. She goes home, but is called back to work to complete a project. She arrives at 6:30pm and presses the t ransfer button on the clock, keys in the number for to the "Call In" department. She completes the project in 2 hours and punches out like normal at 8:30pm. Her timecard will show her normal 8 hours from the 7:00am to 3:30pm shift and 4 hours of Call In time which is paid at double time.
Data List
In the List Bar, you can click on the Data button to display the Data List. The Poll, Timecard,
Global, Reports and Close icons appear in the Data List
Employee List
The employee list appears at the Global icon of PayClock and in the Accrual Manager. You can list all employees or only certain employees depending on what you choose in the Filter By box
In the Emp loyee List, you can choose a single employee by clicking on one
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To select more than one employee hold the Ctrl key while you click on the ones you want. Or, you can click on one employee, move down the list some, hold the Shift key and click another employee - this selects all employees between the two you just clicked
Once you select your employees, your actions apply only to those employees
Extended Break Amount
This determines the longest time a person can be punched out for a break. Add this amount to the break length to get the maximum break length. Once the max is reached, PayClock calculates the punches as in/out punches instead of a break
This affects the way PayClock rounds punches. If considered a break, the break time rounds. If considered an in/out punch, the In/Out times round instead of the break time
Filter
A filter helps you to narrow down a list by showing only the items you want to see
For example, if you filter your list of employees by Shipping, your list will only show the people who work in Shipping
Filters are used at the Employees and Timecard icon, as well as the Report Manager in setting report properties
You can also create a filter that is not necessarily a “department” that people work in. For example, say you create a group called Senior Employees and choose the employee from each department with the most seniority. So, when you select the Senior Employees filter, you can list or report on the senior employees that you placed in this group. You can create groups and filters from the Properties button in the Groups tab at the System icon. You distinguish the group as a filter by unchecking the Include in Home Lis t box
Floating Schedule
At the Schedules icon in the General tab, you can set floating schedules to allow a person to come into work during a time range, rather than a certain time
For example, you might allow employees to come in anytime between 6:00 am and 9:00 am, and they will work 8 hours
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At the In subtab, the Start time is 6:00 am and the IN Grace is 9:00 am. So, people working this schedule can punch in anytime between 6:00-9:00 am
At the Out subtab, the End time is 9 hours after the Start time (8 hours of work, plus 1 hour of lunch). Here, the End time is 3:00 pm. Assume a person clocks in at 8:00 am, the schedule adjusts to an End time of 5:00 pm (9 hours after the In punch)
The same adjustments apply to Out Grace, Out Revision and Very Late Out. Out Grace applies to
5 minutes before the end time (not necessarily 2:55), and the Out Revision applies to 10 minutes after the end time (not necessarily 3:10). Very Late Out applies to 1 hour after the end time (not necessarily 4:00). In this case, the Out Grace adjusts to 4:55, Out Revision adjusts to 5:10 and
Very Late Out adjusts to 6:00
Note that Very Late Out only applies if you have set Very Late Out Rounding in the Rounding subtab
Guaranteed Time
You can give a person credit for more hours than actually worked
For example, you might say that a person gets credit for 8 hours as long as he works 6
In this case, set the Minimum Paid Hours to 8:00 and the Worked Hours to Qualify to 6:00
You can set Guaranteed Time in the Misc subtab of the General tab at the Schedules icon
Holiday Schedule
Using Holiday Schedules, PayClock can automatically add non-worked hours for holidays. You can set these dates up to 18 months in advance. You can setup 10 different Holiday Schedules
Create your holiday schedules at the System icon, Preferences tab, Holiday Schedules button
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If Ignore Holiday Schedule is checked in the Employees General tab, PayClock will not automatically add any non-work hours for this person. You might want to select this box for temporary employees
Home List
Assign employees to their home here (Employees icon, General tab)
You create Home groups at the System icon in the Group tab, Properties button
When you create a group and you want it to appear in the Home List, check the Include in Home
List box. When you do not check this box, the group is created as a filter
The home list appears in the General tab and Assignments tab at the Employees icon
Home Page
Under the System section in the General tab, you can enter your company’s web site address. For example, Lathem’s home page is www.lathem.com
Inactive Employee
You can keep track of inactive employees in PayClock in the General tab at the Employees icon.
Inactive employees stay in the system, but cannot punch the clock
For example, you might want to make an employee inactive when she goes on maternity leave or when a seasonal worker is off-season
Note: You cannot reassign an inactive employee’s badge. You can only reuse a badge number if you mark the employee as Terminated
Level Number
Each level item that you create in PayClock must have an ID number. You can have a maximum of 400 total level items
List Bar
You can use the List Bar at the left side of the PayClock window to get to various sections of the software. When you click an icon in the List Bar, that section appears in the work area
There are two lists in the List Bar:
The Setup List contains all the features needed to setup your system. You will use most of these features the first time you setup your software but seldom after that
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The Data List contains the features used on a regular basis to retrieve, edit and manage your data
Maximum Work Day Length
Sets the longest amount of time a person can work in 1 day when assigned to an open schedule.
PayClock defaults this setting to 14 hours. So, an employee can punch up to 14 hours after his first punch of the day
You can change the Maximum Work Day Length in the Advanced tab at the Pay Class icon
Normally, you should leave this setting at its default of 14:00 hours
Example:
Ÿ Max Work Day Length is set to 14 hours
Ÿ Rick punches in at 7:00 at night
Ÿ Rick can punch any time up to 9:00 am
Ÿ Say Rick punched out at 11:30 am. This punch will not calculate because it fell out of range.
You can correct this by
1) Changing the punch to fall within the range
2) Creating a schedule that accepts a long time range, then making a one time schedule change in the timecard table
To make a one time schedule change, make the Schedule column visible in the timecard table, double-click in the Schedule column on the day you want to change, when the list of schedules appears, choose the new schedule, then p ress Enter
3) Setting your Maximum Work Day Length to a longer amount of time. Make sure you do not increase your Maximum Work Day Length too much, or punches can start showing up on the wrong day in the timecard
Menu Bar
The Menu Bar, located at the top of the PayClock window, provides access to the functions in the software. You can get to the same sections in the software using either the Menu Bar or the List
Bar
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Multi -User Pro
Some features of PayClock Pro are available only when you have purchased the multi-user version. The star indicates that a feature is available only with the multi-user version and not the single-user version
The multi-user version of PayClock Pro allows more than one person to use PayClock Pro at the same time. With the single-user version, more than one person can use PayClock Pro, but only one person can log on at a time
Non-Work Time Defaults
You can set the non-work default time in the Preferences tab at the System icon. Non-work time is time paid to an employee, but not actually worked, such as vacations or holidays
What you enter here sets the default for adding non-work time at the Timecard icon. This helps you avoid repetition for the non-work time you enter most often
Example:
When you set the defaults in the
Preferences tab at the System icon
...
... the same settings show up when you click Insert | Non-Work Time from the menu at the Timecard icon
Off Schedule
When a person does not come in to work, he is considered "off" for the day. You can setup an Off
Schedule by clicking the Off box at the Schedules icon
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To setup an Off Schedule
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In the Schedules icon, click New
At Name, type in a Name for this s chedule
Check the Off box
PayClock automatically sets this Off schedule from 8:00 am - 5:00 pm. You can change these times the same way you setup any schedule
The hatched lines indicate "off" time
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Assign this schedule to your employees in the Employees icon, Schedules tab. For example, if an employee does not work on Sundays, assign him an Off Schedule for
Sunday
Open Schedule
An open schedule allows PayClock to define the start and end of the wo rk day for everyone in a pay class. Employees have an open schedule if they are not assigned to a work schedule. An employee’s open schedule starts with his/her first punch of the day
You can set open schedules in the Advanced tab at the Pay Class icon
Example:
The beginning of day setting is 12:00 midnight and the maximum work day length is set to 14 hours
Ÿ Jane Doe’s first punch this morning was at 7:30 am
Ÿ Using the settings above, PayClock defines Jane’s open schedule to start at 7:30 am and end by
9:30 pm
Ÿ So, Jane can punch any time today until 9:30 pm
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Let’s say Jane also has a 1-hour break setting so that she can punch for lunch anywhere from 3 to
6 hours after her first punch.
Ÿ Jane’s punch was at 7:30, so she can punch out for lunch from 10:30 am to 1:30 pm
Open Schedule Override
An open schedule override allows PayClock to start the day before midnight for the open schedule. Employees have an open schedule if they are not assigned to a work schedule. An employee’s open schedule starts with his/her first punch of the day
Pay Code
Pay Codes are accumulators or categories that accumulate either hours or dollar amounts
Pre-defined Pay Codes in Pro:
Worked Pay Codes
Regular
Overtime 1
Overtime 2
Non-Worked Pay Codes
Vacation
Sick
Holiday
Amount Pay Codes
Tips
Overtime 3 Personal
Worked Holiday Other
(Note: Other can be set to worked or non-worked)
You can change the pay rates, set the hours to count toward overtime, set the hours to not count toward overtime, change the way a differential will calculate wages depending on their settings .
You can add up to 80 more pay codes to this list to suit your company’s needs
You can get to the pay codes properties by clicking the Pay Codes button in the Preferences tab at the System icon
Pay Code Adjusters
There may be times when you want to pay an employee for hours not actually worked or punched.
Perhaps you let them leave 15 minutes early instead of taking a 15 minute paid break. Using Pay
Code Adjusters you can add the missing 15 minutes to their timecard
You can assign up to 5 adjusters to different pay codes. You can get to Pay Code Adjusters by clicking the button in the System Preferences tab, or by clicking Edit | Adjusters | Set Pay Codes in the Timecard menu
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Pay Code Overrides
You can use pay code overrides to override your Regular, Overtime1 and Overtime2 pay codes when needed
For example, you can create a schedule calle d Makeup Time, so that when an employee is working extra hours to makeup time, this schedule will not allow these extra hours to count as overtime
To create a Makeup Time schedule:
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Create a new schedule at the Schedules icon and name it Makeup Time
Enter the information at the In, Out, Rounding and Misc subtabs of the General tab, as well as the Break & Meal Rules and Rounding Rules tabs. Enter this information as normal for creating a schedule
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In the Misc subtab of the General tab, click the Pay Code Overrides button
The Pay Code Overrides window appears
Set all of your pay codes to Regular.
This makes all of your pay codes count as regular time instead of overtime
Check the Daily OT Limit Override box
Leave your Limits set to 00:00. This means that all hours worked by this employee will go toward regular time
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To apply this Makeup time schedule to an employee on a certain day, open that employee's timecard by clicking the Timecard icon from the list at the top of the screen
, then choosing the employee
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In the timecard table, make the Schedule column visible
Move your mouse to the row that shows the day where you want to apply the Makeup schedule
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Double-click on the cell in the Schedule column
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The cell changes to a list where you can choose a schedule
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Click the down arrow to view the list, then choose the Makeup time schedule
Press the Enter key on your keyboard
The Makeup Time schedule applies to only one day, leaving the rest of your schedule settings unchanged. Your employee can makeup his time, and you don't have to worry about paying him overtime on that day
You can also use pay code overrides in setting consecutive day overtime or differentials
Pay Period Type
Your pay period defines the start and stop of the pay time length. You define your pay period in the Pay Class General tab
Weekly - a 7-day length. You choose which day the pay period begins
Bi-Weekly - a 14-day length. You choose which day the pay period begins
Semi -Monthly - twice per month. You choose which two dates the pay period begins
Monthly - once per month. You choose which date the month begins
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Custom - allows the user to define their own pay period length. You set the date the current pay period will END and then set the date the next pay period will END. For example, your current pay period might start on the 1 st and end on the 31 st
and end on the 18 th
and you next pay period will start on the 19 th
. When you close a custom pay period you will be prompted to set the date that the ‘new’ next pay period will end.
NOTE: Use the + (pl us) and – (minus) keys on your numeric keypad to move the date forward or backwards.
Polling the Clock
When you poll the clock, you pull information from the clock into the software. To poll the clo ck, click the Poll icon at the Data list
Premium Time
You can define premium times to increase an employee's base pay under certain conditions. For example, when employees work any time between midnight and 4:00 am, you might want to increase their pay by $1.50 per hour or double their pay
You can set Premium Time in the Premium Time tab at the Pay Class icon
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Rate Calculation
PayClock can calculate differential wages using 1 of 2 methods
The default rate calculation method is
(( Base Wage + Differential ) * Modifier )
Example: John Doe's base wage is $8.00 per hour. If he works the second shift he will get a .35 differential. This pay period John has worked 4 hours and 30 minutes in the second shift. The 4 hours and 30 minutes was Overtime which is paid at 1.5
(( 8.00 + .35 ) * 1.5 ) * 4.5 Johns pay for the differential is $56.36
The optional rate calculation method is
(( Base Wage * Modifier ) + Differential )
Example: John Doe's base wage is $8.00 per hour. If he works the second shift he will get a .35 differential. This pay period John has worked 4 hours and 30 minutes in the second shift. The 4 hours and 30 minutes was Overtime which is paid at 1.5
(( 8.00 * 1.5 ) + .35 ) * 4.5 Johns pay for the differential is $55.58
You can get to the rate calculation at the System icon, Preferences tab, Pay Codes button
Rate Differential
PayClock uses the rate differential to compute wages
Use the rate differential to add a certain amount to an employee's base pay
For example, if a person gets paid $2.00/hour extra when he works on a holiday, set the Worked
Holiday differential to $2.00
You can get to the rate differential at the System icon, Preferences tab, Pay Codes button
Rate Modifier
PayClock uses the rate modifier to compute wages
Enter the modifier to set a pay code’s rate
For example, if Overtime is paid at double-time, set its modifier to 2.00 (two times the base pay)
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You can get to the rate modifier at the System icon, Preferences tab, Pay Codes button
Rate Type
You can create or edit pay codes at the System icon, Preferences tab, Pay Codes button
For example, Regular and Overtime are Worked pay codes, while Sick and Vacation are Non-
Worked pay codes
When you create a pay code, choose if the rate type for this pay code is Worked or Non-Worked
When you choose a non -worked pay code, the Number (Use at terminal): box is enabled. You can type in a number employees can enter at the clock to use this pay code
For example, if you set the Number for Sick to 52, an employee can clock out and use #52 to indicate that he left sick. Only clocks that support the terminal number function will accept pay code numbers
Registration
A punch at the clock or a punch added from the software
You can view punches in PayClock at the Timecard icon
IN punches are shown in the schedule bar as arrows pointing down, while OUT punches are shown as arrows pointing up
Examples:
An IN punch p unched at the clock
An OUT punch added at the software
To add a punch :
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In the timecard table, double-click under the In or Out column on the day when you want to add a punch, or you can click Insert | Registration from the Timecard menu
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In the Registration Edit window, type in the punch time and date
If your time is set to 12-hour format, type an 'A' or 'P' to change to AM or PM
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Rounding
In the Pay Class General tab, you can set how punches round
15 minute rounding with a 7-minute break point [1/4 hour]
6 minute rounding with a 3-minute break point [1/10 hour]
No rounding [1/1]
No rounding [Not Selected]
If you need to define rounding rules other than these, you can do this in the Rounding Rules tab at the Schedules icon
Examples: ¼ hour punch rounding is selected in the General tab
An employee punches at 8:09
Since :09 is after the 7-minute break point, the punch rounds to 8:15
An employee punches at 8:06
Since :06 is before the 7-minute break point, the punch rounds to 8:00
An employee punches at 8:07
Since :07 is at the 7-minute break point, the punch rounds to 8:15
Schedule Bar
At the Timecard icon, the schedule bar shows a graph of a person’s activity for the day. Turn the schedule bar off and on by clicking View | Schedule Bar from the menu at the top of the screen
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When viewing the Schedule Bar, move the mouse until it changes to a magnifying glass, then click the right or left mouse button to zoom in or out
Use the scroll bar to move around in the schedule bar
On the left, the single arrow shifts the schedule bar left, while the double arrows shift the schedule bar back one day
On the right, the single arrow shifts the schedule bar right, while the double arrows shift the schedule bar forward one day
Setup List
In the List Bar, you can click the Setup button to display the Setup List. The System, Pay Class,
Schedules and Employees icons appear in the Setup List
Supervisor Badges (PC100 Terminal Only)
Three supervisor badges are available for your PayClock package. These badges perform certain setup tasks at the clock
⇒
Badge #251 – Clock Status
Swipe this badge to briefly display a status report. The status report shows the current clock setup
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⇒
Badge #253 – Set Baud Rate
Swipe this badge to change the baud rate - the default is 9600. You may need to reduce the baud rate if you have problems communicating with the clock. These problems can result from a noisy environment or a long serial cable (usually more than 50 feet)
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Badge #254
Use this badge to change the clock ID - the default ID is 49
When prompted, swipe an employee badge that matches the desired ID number
WARNING: IF YOU HAVE CUSTOM CARDS MADE
⇒
Badge #252
This badge resets the terminal to factory defaults. Using this badge will erase all memory and reset your clock's configuration. If you use non-Lathem cards with your PC100 system, do not use this number
Time Bar
The time bar is part of the schedule bar at the Timecard icon. When a person punches at the clock, the time bar shows which labor tracking level that time applies to. If that person receives nonwork time, the pay code displays for that block o f time. In the example below, the person worked the first half of the day in Shipping, then went home sick after lunch
Timecard Table
The timecard table lists data on a person’s activity for the current or next p ay period. You can choose which columns you want to show - punches, pay codes, dates, totals, etc. You can view the timecard table at the Timecard icon
When editing or adding punches in the timecard table, type in the punch time, then type an 'A' for
AM or 'P' for PM
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CHAPTER 16
Terminal Manager Overview (Optional)
If you have the Terminal Manager feature turned on, you can use more than one terminal, plus more features are added to your Time and Attendance software. “Terminal” refers to both the physical terminal and the connection made in the Terminal Manager software. You can add RS -232, modem or TCP/IP terminals directly to your System icon connect a SWIFT converter terminal to it.
. To add an RS-485 terminal, you must first
to your System icon, then connect the RS-485
Ÿ Offers multi-terminal capabilities that are easy to setup, use and maintain
The Connection Wizard makes setup easy. Terminal connections are as easy as point-and-click
Ÿ Provides all you need to setup a cost-effective terminal network
Terminal Manager provides all you need to access data on your local and remote terminals
Ÿ Works easily with various terminals as your company grows
You can setup your Time and Attendance Syste m with one terminal and add more terminals later, if needed
Ÿ Terminal Connections
You can connect terminals directly using an RS-232 serial port, in a network using an RS -485 connection, remotely using a terminals internal modem or on a LAN / WAN using a T CP/IP network connection
Ÿ Remote Terminals
You can call modem terminals from a central location or you can program them to call the host PC at certain times
Ÿ Enhanced Polling
You can schedule when the PC downloads time and attendance data from selected terminals. You can also choose to download your terminal data continuously
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Section 16.1 Getting Around in Terminal Manager
You can quickly start Terminal manager from the task bar of Windows 95 or higher
16.1.1 Open Terminal Manager
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Click the Start button and then point to the Programs icon
Click on your PayClock Pro folder
Click the Terminal Manager Icon
16.1.2 The Terminal Manager Main Screen
You see the Terminal Manager main screen when you open Terminal Manager - the text area, title bar, menu bar, tool bars, and status bar
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Depending on the view you use, different screen elements will be available. You can also display or hide some screen elements
IP Status Screen (Only available when TCP/IP Server is turned on )
Use the IP Status window to check the condition of the TCP/IP connections
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To open the IP Status window, choose IP Status from the View menu or click the button
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To close the IP Status window, choose IP Status from the View menu or click the
IP Status Columns
Socket ID
Displays the position used when the Server connect with the terminal
Client Name
Displays the TCP/IP terminals name
IP Address
Displays the TCP/IP terminals IP address
Port
Displays the port that the Server used when connecting to the TCP/IP terminal
Connected
Displays the status of the connection. Yes = connected, No = no connection
button
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Node ID
Displays the terminals ID that was setup on the Terminal Properties General Tab
Registrations
Displays the amount of registrations since the last connection to the termina l
Connect Date
Displays the date when the Server last connected with the terminal
Connect Time
Displays the time when the Server last connected with the terminal
Refused Connections
Displays any connections that were refused by the Server
IP Address
Displays the refused TCP/IP terminals IP address
Authorized
Displays the status of the connection. Yes = authorized, No = unauthorized
Port
Displays the port that was used when connecting
Reason
Displays the reason why the connection was refused
If you’ve used other Windows programs, you won’t have any trouble clicking buttons and commands to perform various tasks, opening menus and windows, or entering and saving data. However, if you are new to the Windows environment, you should review the Windows online tutorial
16.1.3 Terminal Manager Commands
A command tells Terminal Manager to do something. You can choose the most common Terminal
Manager commands by using the mouse to click the tool bar buttons. For example, to see a terminal’s properties, click the Properties button on the tool bar
You can also access commands from the menu. Some commands carry out an action immediately, and others display a window for you to enter information
To Choose Commands
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From the tool bar, click a button
To see more information about a tool bar button, point to the button. The name of the tool bar button appears on the screen, and more information about this button appears in the status bar
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From the menu, point to menu commands and click the left mouse button
A command name followed by an ellipsis (...) indicates that the command has additional options you can use to refine the function of the command
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From the keyboard, press the ALT key and then press the underlined letter in the menu to choose a command. For example, to choose Properties from the File menu, press ALT, F, P
If you select a menu by mistake, you can close it by clicking outside the menu or pressing the ESC key twice
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When you choose certain items in Terminal Manager, you can display a shortcut menu. Shortcut menus contain commands related to the item you’re working with; these menus appear in the document window
1. Select the object you want to work with
2. To open the shortcut menu, click the right mouse button
3. To choose the command you want, click the comma nd
To close a shortcut menu without choosing a command, click anywhere outside the shortcut menu or press ESC
16.1.4 Terminal Manager Menu
File Menu
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New creates a new Connection or Terminal
Save saves any settings you have changed
Delete allows you to delete a connection or a terminal
Properties opens the properties for the currently selected terminal or connection
Recalculate All Employees allows you to recalculate all employee data
Import (Not Used)
Close Pay Period available if you have enabled TCP/IP Server and Auto Pay Period Close
Exit closes the Terminal Manager program
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Edit Menu
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Undo allows you to undo the most recent change you made to the system
Select All highlights all the available employees
View Menu
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Polling Schedules opens the polling schedules screen for editing
IPStatus opens the IP Status screen for troubleshooting
Employees changes which employees display in the list. You can choose from All to display all employees, Assigned to a selected terminal to display t he employees assigned to the clock you have highlighted, or Not assigned to a Terminal to display the employees that you have not assigned yet
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Terminals changes which clocks display in the list. You can choose from All to display all the clocks or Assigned to Selected Employees to display the clocks assigned to the employees you have highlighted
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Refresh refreshes the Terminal Manager screen to display any changes you made to the employee or terminal lists
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Window allows you to Tile windows if you have more t han one opend at the same time
Tools Menu
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Employees adds employees to or removes employees from the terminals you have highlighted.
You can choose from Assign to Selected Terminals or Remove Assignment from Selected
Terminals
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Poll Now retrieves data from the clocks. You can choose from Selected Terminals to retrieve data from the clocks you have highlighted, Terminals of Selected Employees to retrieve data from the clocks assigned to the employees you have highlighted, or Selected Polling Schedule to retrieve data according to the polling schedules you have created. See the section on Polling
Schedules for more details
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Update Settings Now updates employee and department names. You can choose Selected
Terminal(s) to update the clocks you have highlighted or Selected Employees to update the clocks assigned to the employees you have highlighted
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Set Time/Date for all Terminals synchronizes all terminals with the current PC time and date
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Wizards step you through setting up the internal bell ringer if you choose Bell Ringer or setting up remote access if you choose Dial In Manager. See the section on the Dial In Wizard for more details
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Create a Node From This Refused Connection (TCP/IP terminal only) With TCP/IP Server enabled you can add new TCP/IP connections by s electing the connection in the Refused
Connection list and then select this option. This option will be dimmed if you have any terminals selected in the Terminal Pane. To remove the highlight click on Refresh from the View menu.
Help Menu
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Contents opens th is help file to the contents page. You can also access help specific to the current screen by clicking the help button
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About Box tells you which version of the software you have, as well as where the software data files are stored on your hard drive
16.1.5 Making Selections
Terminal Manager sometimes needs additional information before it can carry out a command. You provide this information by choosing window options. You can select check boxes or option buttons, type or edit text in a text box, or select items from a list
Some windows provide options on separate tabs. For example, the System Properties window has the following tabs: General, Host, Dial-Out, Dial-In, Modem, Log File, and Time/Date
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To select a tab, click on the tab o r press CTRL+TAB
To select or clear options, point to the option button, check box, or list item, then click the left mouse button
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To select an item in a drop-down list, click the down arrow to display the list, and then click the item you want
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If you prefer to use the keyboard, you can press TAB until a check box or one option button in a group of options is enclosed in a dotted box. Then press the SPACEBAR to select or clear a check box
To select one option button in a group, press the UP ARROW or DOWN ARROW key until the option you want is selected
16.1.6 The Terminal Manager Tree
In Terminal Manager, you can see the tree of terminals on your terminal network and all the employees for your company. This helps you setup your terminal network
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To see properties for a specific terminal double-click it or choose File | Properties from the menu
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A plus sign next to an item means that further hardware is connected to it
To see the hardware, click the plus sign
To change the size of the terminal or employee pane, drag the bar that separates the two panes
16.1.7 Keep Help Visible while you Work
If you want to follow the steps in a Terminal Manager Help procedure while you work, you can keep the
Help steps visible, or “on top”
To keep Help procedures visible while you work
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When the procedure you want appears on the screen, click the On Top button at the top of the
Help procedure window. The procedures will stay on top of the document as you work
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To remove this setting, click the On Top button again
You cannot maximize a Help window when it is on top
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16.1.8 Exit Terminal Manager
To exit Terminal Manager
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Double-click the application control menu box
Or
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From the File menu, choose Exit
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If you have made changes since your last save, Terminal Manager asks if you want to save the changes. Click Yes to save the changes or No to lose them. To keep working in Terminal Manager without saving, click Cancel
Section 16.2 Using Terminal Manager
16.2.1 Connections Defined
This document uses terminal “connections” to mean the configuration of a system of terminals that meets a specific set of terminal networking needs
A connection between a PC and a terminal applies on two levels. First, you must use the appropriate
physical connections that allow the PC and terminals to exchange compatible signals. Second you must select the correct combination of signaling called logical connections to cause the PC to signal the desired response at the terminals. Terminal Manager supports the physical and logical connection features that you need, so you can take full advantage of your terminal network
RS-232 Connections
An RS-232 connection, often referred to as a direct connection, is the most basic connection. You connect a serial cable between a COM port on y our computer and the terminal
There are limits as to when you can use an RS-232 connection. First, you can only use one terminal. Second, according to the Electronic Industries Association (EIA) RS-232C specification, the distance from the PC to the termin al should not exceed 50 feet or a baud rate, or data
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The Electronics Industries Association represents American manufacturers. The EIA publishes standards such as EIA RS-232D and RS-485 that govern the electrical characteristics of connections between the personal computer and external peripherals such as terminals, printers, and modems
RS-485 Connections
For this connection, an RS-485 converter is connected to one of the computer’s COM ports via an
RS-232 connection. You should use the – SWIFT PC converter (Swift 485+) – for PC2000,
PC400 or PC100-D terminals. You should use the – SWIFT PC converter (Pro series) – for
PC3500 terminals. You can then connect up to 31 terminals in various configurations with a maximum bus-cable length of 4000 ft. A single RS-485 converter can operate in several different modes depending on the types of terminals connected to it. Select the appropriate mo del and mode of converter from the Type selection on the General Tab of the Converter Properties window. You can also connect Sync Time Devices via RS-485: Digital Wall Clocks, Mini Masters and
Sonachrons. According to the Electronic Industries Association (EIA) the distance from the PC to the terminal(s) should not exceed 4000 feet.
The Electronics Industries Association represents American manufacturers. The EIA publishes standards such as EIA RS-232D and RS-485 that govern the electrical characteristics of connections between the personal computer and external peripherals such as terminals, printers, and modems
Modem Connections
A modem connection allows a Hayes compatible modem attached to a PC to communicate through a telephone s ystem to a remote terminal equipped with Lathem’s modem option. Once dial up communications is established, the local and remote modems allow the PC and terminals to communicate as if they are directly connected. The modem connection provides the least exp ensive alternative for periodic movement of data over long distances for two reasons. First, the connection works with most voice-grade telephone lines, enabling a PC and an attached modem to dial and communicate with a remote terminal through the public telephone system. Second, you do not have to use a dedicated telephone line to make periodic calls with the computer
Because of the early dominance of the Hayes Smartmodem in the PC community, most modem vendors today include a Hayes -compatible command mode in their products. This command mode enables you to use software designed specifically for the Hayes command set. Besides the Hayes mode, some modems also have a mode specifically designed by the modem manufacturer. The manufacturer’s own mode often duplicates the Hayes mode, and can provide additional capabilities beyond those found in the Hayes mode
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TCP/IP Network Connections
A TCP/IP network connection allows you to tap directly into a typical TCP/IP Ethernet 10 -Base T network. W ith this connection, an ethernet cable is connected to a switch on the computer network and to the terminal. This type of connection is "real-time". When an employee punches at the terminal the punch is added to the PayClock database at the moment of the t ransaction. No polling of the terminal is required.
There are limits, the single cable run between the switch and the terminal cannot exceed 328 feet.
* Note * You must enable the TCP/IP Server when you are using TCP/IP terminals. It is recommended to run Terminal Manager on a separate computer when you enable the TCP/IP
Server option
16.2.2 Make Connections in Terminal Manager
The first step in setting up Terminal Manager is to create connections that represent your terminal network.
The connections you use depend on the physical connection of your PC to terminals
Follow the steps below to make an RS-232, RS-485 Network, Modem (remote) or TCP/IP Network connection
To create a connection
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Select the System object in the terminal tree
From the File menu, click New | Connection
In the Connection Wizard window, select the settings you want
Choose Finish
After you create the connection, a window appears with settings for the terminal or converter supplied by the connection. Change the settings if needed
16.2.3 Add a Terminal to an RS-485 Network
An RS-485 connection can have up to 31 attached terminals via Lathem’s SWIFT 485+ RS-485 converter.
Similarly, you can create a network of Sync Time Devices – Digital Wall Clocks, Mini Masters and
Sonachrons. You add Sync Time Devices the same way as any other terminal, but do not intermix these sync time devices on the same network as terminals
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To add a terminal to a SWIFT 485 (RS-485 converter)
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In the terminal tree, select the SWIFT 485 where you want to attach a terminal
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From the File menu, choose New | Terminal
After you attach the terminal, a window appears with the terminal properties already defined.
Change the properties if needed
16.2.4 Adding TCP/IP Network Connections
A TCP/IP network connection allows you to tap directly into a typical TCP/IP Ethernet 10 -Base T network.
With this connection, an ethernet cable is connected to a switch on the computer network and to the terminal. This type of connection is "real-time". When an employee punches at the terminal the punch is added to the PayClock database at the moment of the transaction. No polling of the terminal is required.
Terminal Manager must stay running for the punches to be added to the database
* Note * You must enable the TCP/IP Server when you are using TCP/IP terminals. It is recommended to run Terminal Manager on a separate computer when you enable the TCP/IP Server option
1. Mount the TCP/IP terminal as outline in the terminals Installation & User's Guide
2. Turn on the TCP/IP Server on the Host tab of the System Properties
3. After Terminal Manager is restarted the new terminal will show under ‘Refused Connections’
4. Select the terminal from the Refused Connections list then from the Tools menu select ‘Create a Node
From the Refused Connection’. The terminal will automatically be added and the ‘Terminal Properties’ window will open
-PC3500TX will display in the Name field, change to your description
-PC3500TX will display as the Type
-The software will automatically set the ID to the next available number
-The terminal’s IP Address will automatically be set
-Enter a description for the TCP/IP terminal the Name field
5. Make any settings on the Advanced tab and click OK to save the settings
6. From the File menu, choose Save to keep your changes
* Note * Terminal Manager must stay running in order for the TCP/IP Server to add the punches to the database
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16.2.5 Remove Connections
You can delete connections or terminals in the terminal tree. If you accidentally delete a connection or terminal, you can restore it with the Undo button
To delete a terminal or connection
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From the terminal tree, select the connection or terminal to delete
From the File menu, choose Delete
To restore a terminal or connection
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To restore a deleted connection or terminal, click the Undo button
Section 16.3 Set System Properties
In addition to creating connections and terminals, you can also set their properties to customize how your terminal network functions. For example, you might want to
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Change a terminal’s name
Set a terminal’s time
Set the rate to transmit data from a terminal
Temporarily deactivate a terminal
System properties reflect the settings that apply to the entire application
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Use the General tab in the System Properties window to set general system attributes
Use the Host tab in the System Properties window to turn on the TCP/IP Server, set the Auto
Close Scheduler and set security for the system
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Use the Dial Out tab in the System Properties window to set when the system dials out
Use the Dial In tab in the System Properties window to set auto answer options
Use the Modem tab in the System Properties window to set the system’s modem
Use the Log File tab in the System Properties window to set log file properties
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Use the Time/Date tab in the System Properties window to set the system’s time and date options
Use the Patch tab in the System Properties window to download a patch for a terminal. Available for the PC400 terminal only
16.3.1 System Properties – General Tab
Use the General tab of the System Properties window to set Terminal Manager general attributes
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To open the General tab of the System Properties window, select the system object on the terminal manager tree
General tab
, choose Properties (F8) from the File menu, then click the
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To close the System Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Changes made in this window are saved and load each time you open Terminal Manager
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Tab Options
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Name identifies the system. The system name cannot exceed 31 characters
Active determines if the system is operative. Deactivating the system deactivates all terminals.
You cannot poll an inactive object
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Auto Update Terminal Settings during Polling determines if the employee names, badge numbers and departments will be downloaded to the terminal(s) during polling.
16.3.2 System Properties – Host Tab
Use the Host tab in the System Properties window to turn on the TCP/IP Server and set security for the system
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To open the Host tab of the System Properties window, select the system object on the terminal manager tree the Security tab
, choose Properties (F8) from the File menu, then click
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To close the System Properties window, click Cancel or press the ESC key. To accept the settings in the System Properties, choose OK
Changes made in this window are saved and load each time you open Terminal Manager
Tab Options
Enable the TCP/IP Server
Select the Enable the TCP/IP Server box if you are using TCP/IP terminals for the employees to punch
System IP Address
Select the IP address for the Terminal Manager Server. If you have multiple NIC Cards (Network
Interface Cards) select the IP Address for the NIC card where the PayClock terminal(s) will be connected. This address will be used when configuring the TCP/IP terminals that will be connected
* Note * Terminal Manager TCP/IP Server supports "Static IP Addressing" only! "Dynamic IP
Addressing" is not supported. Multiple NIC cards are not supported, all PayClock terminals have to be connected to the same NIC card.
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To turn on the TCP/IP Server
1. In the terminal pane, select the system object . From the File menu, choose Properties (F8) and click the Host tab on the System Properties window
2. Select the IP Address for the PayClock TCP/IP network
3. Choose the Enable the TCP/IP Server box, click OK to the message "Terminal
Manager must be restarted for this to take effect"
4. Click OK to save the System Properties changes
5. From the menu choose File | Save and then File | Exit
6. When Terminal Manager is restarted the Terminal Server will be enabled. Terminal
Manger must stay running for the Terminal Server to pull the punches from the
TCP/IP terminals.
* Note * It is highly recommended to run Terminal Manager on a separate computer when you enable the TCP/IP Server
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System Password
When there is an attempt to access the system from a remote location, you may require a password. You should use a password to prevent unauthorized access to the system
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¶ To change your password
1. In the terminal pane, select the sys tem object . From the File menu, choose Properties (F8) and click the Security tab on the System Properties window
2. Choose Set
3. Type in the current password in the Old Password box and a new password in the New
Password box. An asterisk (*) appears for each character you type
4. In the Confirm New Password box, type your new password again. Then choose OK. Your new password now takes effect
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Auto Close Scheduler
When runing TCP/IP Server a method was needed to be able to close the pay period(s) without having to shut down Terminal Manager. The Auto Close Scheduler allows the system to close the pay period unattended.
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Options
Pay Class - List the pay classes that are setup in the Pro software. Put a check in the box to select the pay cla ss to be closed automatically
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Days After - Enter how many days after the next pay period start that you would like the pay period to be closed and press enter.
Example: If you are running a weekly (7 day) pay period and you enter 5 in the Days After setting the pay period will be closed on the 12 th
day after the current pay periods date
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Start Time / End Time - Enter the window of time the close process can begin and press enter. A window of time is defined just in case the computers processor is busy at the start time.
Example: You can set the pay period close to start between 2:00am and 3:00am.
•
Note: If the Auto Close Scheduler is not able to run on the date setup it will run on the next day during the Start Time / End Time setting
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Last Close - Displays the date of the last pay period close.
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Next Close - Displays the date of the next pay period close.
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Enabled Auto Close Pay Periods - Select this box to activate the automatic close for the selected pay classes
To setup the Auto Close Scheduler follow the steps below:
1. Add a setting to the RENY.INI file
§ RENY.INI Configuration Setting
§ Open Windows Explorer or File Manager
§ Find the PayClock application folder and locate \Database\RENY.INI.
§ Double click on the RENY.INI file to open it
§ Add this line to the [GENERAL] section
§ AllowAutoClose=1
§ From the menu select File | Save and then File | Exit
2. Setup PayClock Pro to allow for the Auto Close Scheduler
§ Start the PayClock Pro Base Module
§ Select the System icon from the Setup list bar
§ On the General tab choose the “Close Pay Periods from Terminal Manager Only” box
§ Click Save to keep the changes
§ Exit out of the PayClock program
§ The Close icon will be removed from the Data list bar
3. Start the Terminal Manager Module Skip this step if TCP/IP is already enabled
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§ Open the System Properties, click on the Host tab
§ Check the “Enable the TCP/IP Server” box
§ Click OK to close the System Properties
§ From the menu choose File | Save to keep your changes
§ Close Terminal Manager, this will activate the TCP/IP server.
§ Start the Terminal Manager Module
§ Open the System Properties and select the Host tab
§ Click the Auto Close Scheduler button, the Auto Close Scheduler window will display
4. Set up the Auto Close Scheduler
§ Select the pay class to be closed automatically by placing a check in the box
§ Enter when to close in the “Days After” field and press enter
§ Enter when the close can begin in the “Start Time” field and press enter; type in the time
§ in military hours i.e. 1:00pm = 13:00
§ Enter the latest time the close may start in the “End Time” field and press enter; type in
§ the time in military hours i.e. 1:00pm = 13:00
§ To turn on the auto close process click the “Enabled Auto Close Pay Period” box
§ Click OK to save the changes
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16.3.3 System Properties – Dial-Out Tab
Use the Dial-Out tab in the System Properties window to specify settings used when the system dials out
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To open the Dial-Out tab of the System Properties window, select the system object on the terminal manager tree click the Dial-Out tab
, choose Properties (F8) from the File menu, then
•
To close the System Properties window, double-click the Control-menu box or press the ESC key.
To accept the settings, choose OK
Changes made in this window are saved and load each time you open Terminal Manager
Tab Options
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To access an outside line, first dial
The number required to access an outside line. If you do not have to dial any numbers to access an outside line, leave this box unchecked
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To use a special long distance carrier, first dial
The number required to access a special long distance carrier. If you do not have to dial any numbers to access a special long distance carrier, leave this box unchecked
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This location has call waiting. To disable it dial
Specifies if your location uses call waiting. Call waiting should be turned off while dialing from your computer. Contact your local telephone company for information about how to turn off this feature
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This phone uses
Specifies which type of dialing to use. Specify pulse dialing if this is the only type your telephone line supports
16.3.4 System Properties – Dial-In Tab
Use the Dial-In tab in the System Properties window to specify settings for auto answer options
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To open the Dial-In tab of the System Properties window, select the system object on the terminal manager tree
Dial-In tab
, choose Properties (F8) from the File menu, then click the
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To close the System Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Changes made in this window are saved and load each time you open Terminal Manager
Tab Options
When modem is in Auto Answer Mode to set the modem to answer incoming calls automatically
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Auto Answer Mode Times are is used to determine if auto-answer mode is enabled
Start, enter when the host modem will begin auto answer mode
End, enter when the host modem will stop auto answer mode
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Answer on which ring determines the ring when the host modem answers
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16.3.5 System Properties – Modem Tab
Use the Modem tab of the System Properties window to set the system’s modem attributes
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To open the Modem tab of the System Properties window, select the system object on the terminal manager tree
Modem tab
, choose Properties (F8) from the File menu, then click the
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To close the System Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Changes made in this window are saved and load each time you open Terminal Manager
Tab Options
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Use Terminal Device Driver Settings determines if the modem settings used will be captured from the terminal’s device driver
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Use Window System Settings determines if modem settings used will be captured from Windows system settings
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Custom determines if modem settings used will be user defined
Data Error Correction determines the sensitivity of the modem communications to line noise.
The minimum setting is the default. The maximum setting will give the greatest resistance to communication errors, but it may result in slightly longer communication times on dirty phone lines. If you are using a PBX we recommend the maximum setting
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Setup
Click this button to open the Modem Setup window and enter user-defined modem strings
Model sets which modem is used by the host computer to communicate with the terminals
Initialization restores the modem to its standard operating mode. The commands may vary depending on the modem being used. Consult your modem manual for an exp lanation of each command in the initialization string
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Dial Prefix is used to tone (ATDT) or pulse (ATDP) dial a number on a Hayes compatible modem. This signals the modem to dial the numbers sent immediately after this command
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Dial Suffix
This string immediately follows the number to be dialed. The usual suffix is a carriage return, entered as ^M
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Hang up
Most modems recognize the lowering of the DTR (Data Terminal Ready) signal as a disconnect method. To enable this method, enter the letters DTR in this fie ld. You may also enter a modem software command if necessary
Note: If you choose to use the Windows System Settings and the settings are not found, the terminal’s device driver settings will be used
16.3.6 System Properties – Log File Tab
There may be times that you want to track things that happen when terminals are polled. For example, you may want to know which terminals were not successfully polled. If you have a remote terminal, you may want to know the last time it was polled. Each time a terminal is polled these types of events are written to a log file. You may specify when to overwrite the log file.
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To open the Log File tab of the System Properties window, select the system object on the terminal manager tree click the Log file tab
, choose Properties (F8) from the File menu, then
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To close the System Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Changes made in this window are saved and load each time you open Terminal Manager
Tab Options
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Overwrite after Every Communication Session
Check this box to overwrite the log file every time Terminal Manager communicates with a terminal
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Click View Log to open the log file
16.3.7 System Properties – Time/Date Tab
Use the Time/Date tab of the System Properties window to define your system time and date settings
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To open the Time/Date tab of the System Properties window, select the system object o n the terminal manager tree click the Time/Date tab
, choose Properties(F8) from the File menu, then
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To close the System Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Changes made in this window are saved and lo ad each time you open Terminal Manager
This window displays the time and date settings that your computer uses. The calendar shows the days that match the month and year settings. The outlined date is the one your computer is now using
Tab Options
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The time used by your computer shows in the grayed box. The time to set the computer to shows in the white box
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The date used by your computer shows on the calendar. You can select another date on the calendar. Use the scroll bar to change months
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Time Zone
Time zone used by your computer. Select a time zone in the list to change it
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Set Time on Updates
Checking this box causes the system to sync the terminal clock and the PC clock on every update
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Set Flags on Updates
Checking this box causes the system to update daylight savings time settings (On or Off) and time display settings (Continental or Regular) every time the terminal is updated
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Set all Terminals Now
Clicking this button sets the time and date for all terminals connected to the system, including sync time devices
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16.3.8 System Properties – Patch Tab
Use the Patch tab of the System Properties window to download a patch to Terminal Manager which can be downloaded to your terminals. Note: Available for the PC400 terminal only
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To open the Patch tab of the System Properties window, select the system object on the terminal manager tree
Patch tab
, choose Properties(F8) from the File menu, then click the
•
To close the System Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Tab Options
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Select a Device Type to Patch
Choose the type of hardware from the list that you wish to patch
Get Patch
Click the Get Patch button to check the web site for a new patch file
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Section 16.4 Set Terminal Properties
Terminal properties define the characteristics of a specific terminal
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Use the General tab in the Terminal Properties window to set terminal general attributes
Use the Connection tab in the Terminal Properties window to set terminal connections
Use the Port Settings tab in the Terminal Properties window to define port settings
Use the Time/Date tab in the Terminal Properties window to define time and date settings to upload to the terminal
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Use the Recovery tab in the Terminal Properties window to recover data and reinitialize your terminal in the event of a terminal failure
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Use the Advanced tab in the Terminal Properties window to set which actions occur during polling, PIN Entry settings, how long messages display, department transfer options and other advanced features
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Use the Patch tab in the Terminal Properties window to install a patch to the selected device. This tab is only available when the PC400 terminal is selected
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Use the Options tab in the Terminal Properties window to set certain PC400 terminal functions.
This tab is only available when the PC400 terminal is selected
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16.4.1 Terminal Properties – General Tab
Use the General tab of the Terminal Properties window to specify general attributes of a terminal on your system
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To open the General tab of the Terminal Properties window, select the terminal on the terminal manager tree, choose Properties (F8) from the File menu, then click the General tab
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To close the Terminal Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Changes made in this window are saved and load each time you open Terminal Manager
Tab Options
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Name identifies the clock. The clock name cannot exceed 31 characters.
Type identifies the type of clock used for the connection
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ID
A three digit ID number. An ID must be unique
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Active
Determines if a terminal is active. You cannot poll an inactive terminal
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Test Connection
You can test your terminal for proper connection settings by choosing the Test Connection button
16.4.2 Terminal Properties – Connection Tab
Use the Connection tab of the Terminal Properties window to specify connection settings for a terminal
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To open the Connection tab of the Terminal Properties window, select the terminal on the terminal manager tree, choose Properties(F8) from the File menu, then click the General tab
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To close the Terminal Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Changes made in this window are saved and load each time you open Terminal Manager
Tab Options for a RS-232 Connection
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Communications Port on the PC (COM Port) used to connect the t erminal
Tab Options for a Modem Connection
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Use System Dial Out Settings
Determines if the system uses the settings in the Dial Out tab of the System Properties window
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This is Long Distance
If using the System dial out settings, determines if a special long distance carrier is used. See Dial
Out in System Properties section
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Phone Number to dial out to
The telephone number used to connect to a remote terminal. If you do not want to use the system dial out settings, you can include dial prefixes
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Number of retries
The number of times the system tries to connect with the remote terminal
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Time between retries
The number of minutes the system waits before it tries again to connect with the remote terminal
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16.4.3 Terminal Properties – Port Settings Tab
Use the Port tab of the Terminal Properties window to set port options for a terminal
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To open the Port Settings tab of the Terminal Properties window, select the terminal on the terminal manager tree, choose Properties (F8) from the File menu, then click the Port Settings tab
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To close the Terminal Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Changes made in this window are saved and load each time you open Terminal Manager
Tab Options – Refer to Section 16.7 Terminal Port Settings (Hardware) to view specific Port
Settings for the PayClock Terminals
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Baud Rate sets the baud rate for this port
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Data Bits sets the data bits for this port.
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Parity sets the parity for this port
Stop Bits sets the stop bits for this port
Flow Control, the setting for this field is None, it can not be changed
16.4.4 Terminal Properties – Time/Date Tab
Use the Time/Date tab of the Terminal Properties window to define your terminal time and date settings
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To open the Time/Date tab of the Terminal Properties window, select the terminal on the Terminal
Manager tree, choose Properties (F8) from the File menu, then click the Time/Date tab
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To close the Terminal Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
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Tab Options
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Sync Terminal to System
Click this button to sync the terminal’s time/date with the system
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24 Hour Display
Check this box if you want time displayed in 24-hour format
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Daylight Savings Time
Check this box if you want to automatically adjust your computer’s clock when daylight savings time changes. Note: At the beginning of each year you will be prompted to set your terminals time which will send the new years daylight savings settings to the terminal
Important Note: If you are using the PC3500, Bio3500 or PC3500TX you should set the time a few days before the daylight savings will occur. This will set the date that the daylight savings will occur.
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16.4.5 Terminal Properties – Recovery Tab
Terminals other than the PC1000 support data recovery. If your clock encounters an error condition so you cannot poll using the standard polling process, you might need to use the Data Recovery function. In the event of a terminal failure, you might also need to Clear and Reinitialize your terminal. Use this feature
with extreme caution.
To Recover Data
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From the terminal tree, highlight the terminal to recover
From the File menu, choose Properties (F8)
Click the Recovery tab from the Terminal Properties window
In the Recovery Tab, select the starting month for the data you want to recover. Make sure to choose a start date that does not recover data you have already polled or archived
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Click the Recover Now button to begin
Terminal Manager recovers as much data as possible
To Clear and Reinitialize a Terminal
Note: This is a separately controlled, password -protected feature. The default password is “Lathem”.
Choose the Password button to change this feature’s password
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Click the Clear Now button
Enter your password, then click OK
A window appears recommending that the terminal be either Polled or Recovered before proceeding. To continue, click Yes
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After your terminal is reinitialized, the Terminal Communications Manager window closes and returns to the Recovery tab of the Terminal Properties window. Click OK to close this window and return to the Terminal Manager main screen
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16.4.6 Terminal Properties – Advanced Tab
Use the Advanced tab of the Terminal Properties window to set certain advanced functions
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To open the Advanced tab of the Terminal Properties window, select the terminal on the Terminal
Manager tree, choose Properties (F8) from the File menu, then click the Advanced tab
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To close the Terminal Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Tab Options
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Recalcul ate On Polling
Choose this option if you want PayClock to automatically recalculate each time you poll this terminal. This recalculation updates any changes made in the software or any new data that was entered in the clock. You should normally leave this option selected. If not selected, PayClock will
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Update Hours On Polling (PC2000, PC3500 & PC400 only)
Choose this option if you want to automatically update the total hours worked for the pay period each time you poll this terminal
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Do Not Allow PIN Entry (PC3500 & PC3500TX )
Choose this option if employees cannot use the keypad to punch in or out; they must swipe their badges to punch the clock
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Do Not Validate Employee Badge Numbers (PC400 only)
Choose this option if you want to allow employees to punch at the PC400 terminal that have not been added into the PayClock software. This allows new employees to start punching at the
PC400 terminal even though you haven’t had a chance to add them to the PayClock software.
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Allow Start New Day Registration (PC3500 & PC3500TX )
Choose this option to enable the “New Day” button on the keypad. This option will allow employees to determine the first punch of the day
* Note * For this function to be enabled at the terminal you must set the time on the terminal after selecting the Allow Start New Day Registration check box
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Use Employee ID as Badge Number (PC3500 & PC3500TX)
Choose this option if subsit ute the Employee Number for the Badge Number. This will allow employees to punch with badges that have 11 numeric characters or less
Note: If you set the Employee Number field in the Employee Master to 0 (zero), blank or if the field starts with alpha characters the employees Badge Number will be used;
Example: ABCDE1234 – the Badge number field in the Employee Master will be used by the terminal
If you have alpha and numeric characters in the Employee Number field and the field starts with numeric characters then the alpha characters will be used;
Example: 1234ABCDE –only 1234 will be recognized by the terminal
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Supervisor Required for Enrollment (BIO3500 only)
Choose this option if a supervisor must also place his fingers in the reader when enrolling employees into the finger geometry reader
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Disable Geometry Reader (BIO3500 only)
Choose this option to turn off the finger geometry reader
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Transfer Validation
Choose None, Global or Optional. None allows employees to use any number at the keypad as a department transfer whether or not this number has been setup as a department. Global allows employees to transfer to any department that has been setup in the software. Optional only allows employees to transfer to their assigned departments as setup in the Assignments tab in the
Employees icon
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Message Display Time (PC3500 & PC400 only)
Choose how long you want messages or prompts to show at the terminal.
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Info Display Time (PC3500TX)
Choose how long you want data to show at the terminal when pressing the employee Info key
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Auto Update Daily
Choose this option to turn on the ability to automatically update the terminal once a day at a preset time with employee names, department names, worked hours, etc. With this option enabled you can then enter the time that you want to automatically update the terminal. Enter the time in continental hours, example 2:00 would be 2:00am, 14:00 would be 2:00pm.
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16.4.7 Terminal Properties – Patch Tab (PC400 Only)
Use the Patch tab of the Terminal Properties window to download a patch to the terminal. Note: Available for the PC400 terminal only
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To open the Patch tab of the Terminal Properties window, select the terminal on the Terminal
Manager tree, choose Properties (F8) from the File menu, then click the Patch tab
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To close the Terminal Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Tab Options
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Select a Device Type to Patch
Choose the type of hardware from the list that you wish to patch
Install Patch
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Click the Install Patch button to install the patch file to the selected device.
16.4.8 Terminal Properties – Options Tab (PC400)
Use the Options tab of the Terminal Properties window to set certain optional functions
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To open the Options tab of the Terminal Properties window, select the terminal on the Terminal
Manager tree, choose Properties (F8) from the File menu, then click the Options tab
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To close the Terminal Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Tab Options
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Show this Counter in position 1
Choose this option if you want employees to view benefit time balances using the Inquiry button on the PC400, i.e. vacation, sick, etc.
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Note: For employees to see their benefit time balances you must set up the benefit time pay codes in the Benefit Time tab at the Employees icon.
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Show this Counter in position 2
Choose this option if you want employees to view benefit time balances using the Inquiry button on the PC400, i.e. vacation, sick, etc.
Note: For employees to see their benefit time balances you must set up the benefit time pay codes in the Benefit Time tab at the Employees icon.
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Show Worked Hours at Terminal during Punching
Choose this option to have the grand totals show for the pay period when an employee punches.
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Allow these people to do Supervisor Overrides
Select the employee(s) that will have the ability to perform supervisor functions at the PC400 terminal. You can select up to 4 employees . Supervisor functions include manually closing the bell relay and overriding a schedule lock for an employee. See the PC400 Terminal Installation &
User’s Guide for details on using supervisor overrides.
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Terminal Modem should Answer on X rings
When using a PC400 with the modem option, select the ring for the clock to answer. The clock can be set to answer on rings 1-9. This could be useful if you are sharing a p hone line with some other device.
Section 16.5 Set Converter Properties
When an RS-485 connection is created, an RS-485 converter (SWIFT 485) is displayed in the terminal pane. You can connect more than one terminal to an RS -485 converter. In addition to PayClock terminals, certain Sync Time Devices are available to connect to the SWIFT 485: Digital Wall Clocks, Mini Masters and Sonachrons. The settings of terminals attached to an RS-485 converter are dictated by the converter
Ÿ Use the General tab to set general attributes of a converter
Ÿ Use the Connection tab to set connection settings for a converter
Ÿ Use the Port Settings tab to set port settings for a converter
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16.5.1 Converter Properties – General Tab
Use the General tab of the Converter Properties window to set general attributes of a converter on your system
Ÿ To open the General tab of the Converter Properties window, select the converter on the terminal manager tree, choose Properties (F8) from the File menu, then click the General tab
Ÿ To close the Converter Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Changes made in this window are saved and load each time you open Termi nal Manager
Tab Options
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Name identifies the converter. The converter name cannot exceed 31 characters
Type identifies the type of converter and/or mode of operation used for the connection
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ID – current models do not require an ID
Activate determines if a converter is active. You cannot poll terminals on an inactive converter
16.5.2 Converter Properties – Connection Tab
Use the Connection tab of the Converter Properties window to specify converter connection settings
Ÿ To open the Connection tab of the Converter Properties window, select the converter on the terminal manager tree, choose Properties (F8) from the File menu, then click the Connection tab
Ÿ To close the Converter Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Changes made in this window are saved and load each time you open Terminal Manager
Tab Options
•
Communications Port is the PC’s port (COM Port) used to connect the converter
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16.5.3 Converter Properties – Port Settings Tab
Use the Port Settings tab of the Converter Properties window to set port options for a converter
Ÿ To open the Port Settings tab of the Converter Properties window, select the converter on the terminal manager tree, choose Properties (F8) from the File menu, then click the Port Settings tab
Ÿ To close the Converter Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Changes made in this window are saved and load each time you open Terminal Manager
Tab Options – Refer to Section 16.7 Terminal Port Settings (Hardware) to view specific Port
Settings for the PayClock Terminals
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Baud Rate sets the baud rate for this port
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Data Bits sets the data bits for this port
Parity sets the parity for this port
Stop Bits sets the stop bits for this port
Flow Control, the setting for this field is None, it can not be changed
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Section 16.6 Set TCP/IP Network Connection Properties
A TCP/IP network connection allows you to tap directly into a typical TCP/IP Ethernet 10 -Base T network.
With this connection, a ethernet cable is connected to a switch on the computer network and to the terminal. This type of connection is "real-time". When an employee punches at the terminal the punch is added to the PayClock database at the moment of the transaction. No polling of the terminal is required.
Terminal Manager must stay running for the punches to be added t o the database
* Note * You must enable the TCP/IP Server when you are using TCP/IP terminals. It is recommended to run Terminal Manager on a separate computer when you enable the TCP/IP Server option
Section 16.6.1 TCP/IP Terminal Properties - General Tab
Use the General tab of the TCP/IP Terminal Properties window to specify general attributes of a terminal on your system
•
To open the General tab of the Terminal Properties window, select the terminal on the terminal manager tree, choose Properties (F8) from the File menu, then click the General tab
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To close the Terminal Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Changes made in this window are saved and load each time you open Terminal Manager
Tab Options
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Name - Identifies the terminal in the system. The system name cannot exceed 32 characters.
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Type - Type of terminal used for the TCP/IP network connection
ID - A three digit ID number. An ID must be unique
IP Address - This is the terminals unique IP addres s. This must be a "Static" IP Address that will be assigned by the network administrator
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Full Computer Name – Future Enhancement
Active - Determines if a terminal is active. You cannot poll an inactive terminal
Test Connection - You can test your terminal for proper connection settings by choosing the Test
Connection button
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Section 16.6.2 TCP/IP Terminal Properties - Time / Date Tab
Use the Time/Date tab of the Terminal Properties window to define your terminal time and date settings
•
To open the Time/Date tab of the Terminal Properties window, select the TCP/IP terminal on the
Terminal Manager tree, choose Properties (F8) from the File menu, then click the Time/Date tab
•
To close the Terminal Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
Tab Options
•
Sync Terminal to System - Click this button to sync the terminal's time/date with the system
•
•
24 Hour Display - Check this box if you want time displayed in 24-hour format
Daylight Savings Time - Check this box if you want to automatically adjust your computer’s clock when daylight savings time changes
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Set - Click this button to send the time to the terminal
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Section 16.6.3 TCP/IP Terminal Properties - Recovery Tab
TCP/IP terminals support data recovery. If your terminal or the Terminal Manager Server encounters an error condition so you do not get the data from the terminal, you might need to use the Data Recovery function.
To Recover Data
1. From the Terminal Manager tree, select the terminal to recover
2. From the File menu, choose Properties (F8)
3. Click the Recovery tab from the Terminal Properties window
4. In the Recovery Tab, select the starting month for the data you want to recover. Make sure to choose a start date that does not recover data you have already polled or archived
5. Click the Recover Now button to begin
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Terminal Manager recovers as much data as possible
Section 16.6.4 TCP/IP Terminal Properties - Advanced Tab
Use the Advanced tab of the TCP/IP Terminal Properties window to set certain advanced functions
•
To open the Advanced tab of the Terminal Properties window, select the TCP/IP terminal on the
Terminal Manager tree, choose Properties (F8) from the File menu, then click the Advanced tab
•
To close the Terminal Properties window, click Cancel or press the ESC key. To accept the settings, choose OK
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Tab Options
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Recalculate On Polling - Choose this option if you want PayClock to automatically recalculate each time you poll this terminal. This recalculation updates any changes made in the s oftware or any new data that was entered in the clock. You should normally leave this option selected. If not selected, PayClock will ask you to recalculate when you open the Timecard or Report Manager after each time you poll the terminal
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Update Hours On Polling - Not available on TCP/IP terminal
Do Not Allow PIN Entry (PC3500, PC3500TX & BIO3500 only) - Choose this option if employees cannot use the keypad to punch in or out; they must swipe their badges to punch the clock
•
Allow Start New Day Registration (PC3500, PC3500TX & BIO3500 only) - Choose this option to enable the "New Day" button on the PC3500TX keypad. This option will allow employees to determine the first punch of their day.
•
NOTE: For this function to be enabled at the terminal you must set the time on the terminal after selecting the Allow Start New Day Registration check box.
Use Employee ID as Badge Number (PC3500, PC3500TX and BIO3500 only) - Choose this option if you to want to substitute the Employee Number (ID) for the Badge Number. This will allow employees to punch with badges that have 11 numeric characters or less.
•
If you set the Employee Number field in the Employee Master to 0(zero), blank or if the field starts with alpha characters the employees Badge Number will be used;
Example: ABCDE1234 - the Badge Number field in the Employee Master will be used by the terminal.
If you have alpha and numeric characters in the Employee Number field and the field starts with numeric characters then the alpha characters will be used;
Example: 1234ABCDE - only 1234 will be recognized by the terminal.
Auto Update Daily (TCP/IP network connections only) - Choose this option to turn on the ability to automatically update the TCP/IP terminal once a day at a preset time with employee names, department names, worked hours, etc.
•
Daily Auto Update (TCP/IP network connections only) - Enter the time that you want to automatically update the TCP/IP terminal. Enter the time in continental hours, example 2:00 would be 2:00am, 14:00 would be 2:00pm
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Transfer Validation - Choose None, Global or Optional. None allows employees to use any number at the keypad as a department transfer whether or not this number has been setup as a department. Global allows employees to transfer to any department that has been setup in the software. Optional only allows employees to transfer to their assigned departments as setup in the
Assignments tab in the Employees icon
Message Display Time – Choose how long you want messages to show at the terminal
Info Display Time – Choose how long you want the information screens to show at the terminal
Section 16.7 Terminal Port Settings (Hardware)
The PayClock terminals will use the following settings
PC3500
RS232 Connection
Baud Rate 19.2 or 9600 or 4800 or 2400 or 1200
Data Bits 7
Parity Odd
Stop Bits 2
RS485 Connection
Baud Rate 9600 or 4800 or 2400 or 1200
Data Bits 7
Parity Odd
Stop Bits 2
Modem Connection
Baud Rate 2400
Data Bits 7
Parity Odd
Stop Bits 2
PC400
RS232 Connection
Baud Rate 9600 or 2400
Data Bits 8
Parity No
Stop Bits 1
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RS485 Connection
Baud Rate 9600 or 2400
Data Bits 8
Parity No
Stop Bits 1
Modem Connection
Baud Rate 9600
Data Bits 8
Parity No
Stop Bits 1
PC2000
RS232 Connection
Baud Rate 9600 or 4800 or 2400 or 1200
Data Bits 8
Parity Eve n
Stop Bits 1
RS485 Connection
Baud Rate 9600 or 4800 or 2400
Data Bits 8
Parity Even
Stop Bits 1
Modem Connection
Baud Rate 2400
Data Bits 8
Parity No
Stop Bits 1
PC100
RS232 Connection
Baud Rate 9600 or 4800 or 2400 or 1200
Data Bits 8
Parity No
Stop Bits 2
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RS485 Connection
Baud Rate 9600 or 4800 or 2400
Data Bits 8
Parity No
Stop Bits 2
Modem Connection
Not Available
Section 16.8 Set Polling Schedules
The term Poll means to connect to a terminal and retrieve the punch data stored there
As employees perform transactions at a terminal, the information is stored in the terminal’s memory. The terminal must be polled in order to get the information to the PC. You can then access your time and attendance data using the Time and Attendance software. Terminal Manager makes polling your terminals easier by using polling schedules
You can create polling schedules that will run unattended on specific date and times, periodic intervals, or continuously.
To create a polling schedule
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•
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From the File menu, choose View and select Polling Schedules
Choose the New button
From the General tab, enter a name for the polling schedule (Max 31 char) or use the default
•
Choose Save to save the polling schedule. If you want to activate the polling schedule, select the Active box on the General tab
To set polling schedule properties
•
Use the General tab of the Polling Schedules window to assign terminals to a polling schedule, activate/deactivate polling schedules, and change polling schedule names
•
Use the Times tab of the Polling Schedules window to set the time when a polling schedule occurs
•
Use the Days of Week tab of the Polling Schedules window to set the days the polling schedule will be in effect
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16.8.1 Polling Schedules – General Tab
Use the General tab of the Polling Schedule window to specify general attributes of the selected polling schedule
•
To open the General tab of the Polling Schedules window, choose Polling Schedules from the
View menu, then click the General tab
•
To close the Polling Schedule window, double-click the Control-menu box, or choose Close. You will be prompted to save any changes
Ÿ Changes made in this window are saved and load each time you open Terminal Manager
Tab Options
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Polling Schedule Name identifies the selected polling schedule. The polling schedule name cannot exceed 31 characters
•
•
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List of Terminals to Poll lists the terminals that will be polled for the selected polling schedule
Active sets whether the selected polling schedule is active
Add - Choose this button to assign terminals to a polling schedule
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Remove - Choose this button to remove terminals from a polling schedule
Poll Now - Choose this button to manually initiate the selected polling schedule
To assign terminals to a polling schedule
A polling schedule lists the terminals to poll. You must assign the terminals you want to poll for the selected polling schedule
•
•
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From the polling schedule window, select the polling schedule that you want to assign terminals to
From the terminal tree, select the terminals you want to assign
Click the Add button
Or
•
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Drag and drop the selected terminals onto the List of Terminals to Poll box
The terminals you assign appear in the List of Terminals to Poll box
To Remove Terminals from a Polling Schedule
A polling schedule contains a list of terminals to poll. You can remove terminals from the List of
Terminals to Poll
•
Select the terminals to remove
•
Choose the Remove button
To Manually Start a Polling Schedule
Polling schedules will automatically poll on the date and times specified in the polling schedule settings.
However, you can manually initiate a polling schedule to poll the terminals in the List of terminals to Poll box
•
Select the Polling schedule you want to initiate
•
Choose the Poll Now button
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16.8.2 Polling Schedules – Times Tab
Use the Times tab of the Polling Schedules window to set when a polling schedule polls
•
To open the Times tab of the Polling Schedules window, choose Polling Schedules from the View menu, then click the Polling times tab
•
To close the Polling Schedule window, click Close. You will be prompted to save any changes
Ÿ Changes made in this window are saved and load each time you open Terminal Manager
Tab Options
•
•
Continuously - constantly polls the terminals assigned to the polling schedule
Start schedule every (0-720) minutes – choose this option to poll terminal every XX minutes
(XX = the minutes you choose)
•
Daily Time Periods - choose this option to poll terminals each day at certain times. You can set up to four time periods for daily polling
•
Exclude Period (1) sets when polling does not occur. Enter the times in the Start and End boxes
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•
Exclude Period (2) sets when polling does not occur. Enter the times in the Start and End boxes
16.8.3 Polling Schedules – Days of Week Tab
Use the Days of Week tab of the Polling Schedules window to specify which days the selected polling schedule will poll
•
To open the Days of Week tab of the Polling Schedules window, choose Polling Schedules from the View menu, and then click the Polling times tab
•
To close the Polling Schedule window, double-click the Control-menu box, or choose Close. You will be prompted to save any changes
Ÿ Changes made in this window are saved and load each time you open Terminal Manager
Tab Options
•
•
Monday, Tuesday, ... , Sunday determines which day the selected polling schedule will poll
All Week selects every day of the week
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To delete a polling schedule
If you want to temporarily deactivate a polling schedule, simply deselect the Active box on the General tab of the Polling Schedules window. You can also permanently delete a polling schedule
•
From the Polling Schedule window, select the polling schedule you want to delete
•
Choose the Delete button
Section 16.9 Employee and Terminal Assignments
In order to effectively manage an employee’s time and attendance data, the employee needs to be assigned to a terminal. This allows Terminal Manager to confirm employee actions at associated terminals. In a one terminal system, employee and terminal assignments are trivial; however, with multiple terminals the process can be more involved
Terminal Manager provides an easy way for you to view and setup terminal and employee assignments.
Terminal Manager makes assigning an employee to a terminal as simple as drag and drop
16.9.1 Assign an Employee to a Terminal
In order for the Terminal Manager to know when and where an employee clocked in, you need to assign an employee to a terminal. Assigning employees to a terminal is necessary to track their time and attendance data. From the Employee Pane, select the employees you want to assign
To assign an employee to a terminal
•
Using the mouse, drag and drop the employees to a terminal in the terminal pane
Or
•
In the terminal pane, select the terminals to which you want to assign the employees. Click Tools |
Employees from the menu, then select Assign to Selected Terminals
Note: When you assign employees, a counter shows you how many employees are assigned to the terminal
16.9.2 View Employee and Terminal Assignments
Terminal Manager provides several ways for you to view employee and terminal assignments.
You can view the following:
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Terminals Assigned to Selected Employees
Employees Assigned to Selected Terminals
Employees Not Assigned to Terminals
To view terminals assigned to selected employees
•
From the View menu, choose Terminals | Assigned to Selected Employees
Or
•
From the terminal pane header bar, choose Terminals Assigned to Selected employees
To View Employees Assigned to Selected Terminals
•
From the View menu, choose Employees | Assigned to Selected Terminals
Or
•
From the employee pane header bar, choose Employees Assigned to a Selected Terminal
Note: If an employee is not assigned to all of the terminals you chose, that person’s name appears light gray
To View Employees Not Assigned to Terminals
•
From the View menu, choose Employees | Not Assigned to a Terminal
Or
•
From the employee pane header bar, choose Employees Not Assigned to a Terminal
16.9.3 Remove an Employee Assignment
Ÿ
From the Employee Pane, select the employees you want to unassign
Ÿ In the terminal pane, select the terminals where you want to unassign the employees
Ÿ From the Tools menu, select Employees and then select Remove Assignment from Selected
Terminals
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Note: When you remove employee assignments from a terminal, a counter shows you how many employees are now assigned to the terminal
Section 16.10 Dial-In Wizard (PC400 and PC2000 w/modem
Only)
Welcome to the Dial-In Manager Wizard for PayClock Pro
This Wizard walks you through the steps necessary to set up the PayClock Automatic Dial-In feature. The
Dial-in Manager allows you to schedule the times and dates when you want your PC400 and PC2000 terminals to call. Once scheduled, your terminals will automatically call your computer, run the PayClock software, and upload any data they have stored. This eliminates the need for you to manually poll the terminals
You can use the Dial-In Manager to program your terminal to call in, so that Terminal Manager will automatically answer and poll your clock
Note: The Terminal Manager software can not accept calls from both PC2000 and PC400 terminals if you have them mixed in the same system. You have to select which type of terminal will be calling into the computer. Only PC2000 terminals can call in or PC400 terminals can call in, not both.
You can get to the Dial-In Manager Wizard by clicking Tools | Wizards | Dial In Manager from the
Terminal Manager menu
16.10.1 Get Around in the Dial-In Manager Wizard
Getting around in the Dial-in Wizard is easy
The Back and Next buttons allow you to move backwards and forwards through each step of the Wizard.
When you complete one section of the Wizard, click Next. If you need to change something in a previous section, click Back
When you complete all of the steps, click Finish to begin using your new Dial-in Schedule
You can click Close at any time to exit the Dial-in Wizard and cancel any changes you made to the Dial-in
Schedule
Click Help on any screen in the Dial-in Wizard to open the screen’s help topic
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16.10.2 Local Modem Setup
Use Step 2 of the Dial-in Manager to setup the local modem. Only two fields appear in this step:
Phone Number: Enter the phone number that the computer is connected to. This is the number that the terminals must call in order to communicate with the computer
Number of Rings: Enter the number of times you want the phone to ring before the computer answers.
This can be any number 0 -9, but is typically set to 1
Go to Step 3, Global Schedule Setup
16.10.3 Global Schedule Setup
Step 3 of the Dial-In Manager Wizard allows you to setup a global schedule for all the terminals in a single step. This is the easiest way to configure the dial-in process. The settings on this screen will apply to every terminal
Note: The Terminal Manager software can not accept calls from both PC2000 and PC400 terminals if you have them mixed in the same system. You have to select which type of terminal will be calling into the computer. Only PC2000 terminals can call in or PC400 terminals can call in, not both. If you have both terminals in your system you will not be able to make any selections on this screen, proceed to the next step.
Enable all terminals to
dial-in:
If you choose this box, then all terminals will be set to dial-in. If you leave it unchecked, then only those terminals already set to dial-in will be scheduled
Dial Prefix:
Start Time :
If the terminals must use a single dial prefix, then check this box and enter the prefix in the box, including special characters like the * and # signs, as well as commas, which represent a 1-second pause. If each terminal requires a different prefix then you must setup each one individually in Step 4
The global schedule setup works by having each terminal call in one after the other.
This field contains the time when you want the first terminal to call in
Minutes Between
Each Call:
This field contains the number of minutes between each scheduled call time. For example, if this field is set to 30 minutes and the start time is set to 12:00 am then the second terminal will call in at 12:30 am, the third at 1:00 am, and so on. Between 10 and 30 minutes is typically sufficient
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Day Of The Week
To Dial-In:
These toggle buttons set the day of the week when the terminals will dial-in. Click on the letter corresponding to the day you want the terminals to dial-in on
Apply: Once you enter your settings, click this button to apply them to the terminals
Go to Step 4, Specific Schedule Setup
16.10.4 Specific Schedule Setup
Step 4 of the Dial-In Manager Wizard is the final step in the setup process. This screen lists each modem terminal on the system and its settings. You can now individually adjust these settings to suit your needs
Note: The Terminal Manager software can not accept calls from both PC2000 and PC400 terminals if you have them mixed in the same system. You have to select which type of terminal will be calling into the computer. Only PC2000 terminals can call in or PC400 terminals can call in, not both.
To configure a terminal, select it from the list with the mouse, then edit each of the four settings at the bottom of the screen
Terminal Dial-In: If you want this terminal to dial in, then click Yes. If you want to keep polling this terminal manually, then click No.
Dial Prefix: Enter any special prefix required at this terminal’s site, including special characters like * and #, as well as commas, which represent a 1-second pause
Dial Time: Enter the time of day when this terminal will call
Days of the Week: Select the day of the week when this terminal will call. Multiple selections are allowed
You have now completed your terminal setup. Click Finish to end the dial-in setup process
Before you exit, the Dial-In Manager Wizard will ask if you want to save the auto-answer Start and End times to the Dial-In tab of the system properties screen. This sets the time of d ay when the computer listens and stops listening for calls. If you click No, then you must make these changes to the Dial-In tab yourself.
The suggested times are selected by subtracting 30 minutes from the earliest call time and adding 30 minutes to the latest
The final message from the Dial-In Manager Wizard reminds you to update your terminals to send these changes to the clocks. You can do this at the Tools menu in Terminal Manager Mode
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16.10.5 Dial In To Terminal Manager
If you are using the PC400 or PC2000 terminal that has a modem, you can set it up to call your computer.
You can use Terminal Manager’s auto answer mode, which listens for your terminal to call. Follow the steps below to set Terminal Manager to answer incoming calls from your terminal:
Note: The Terminal Manager software can not accept calls from both PC2000 and PC400 terminals if you have them mixed in the same system. You have to select which type of terminal will be calling into the computer. Only PC2000 terminals can call in or PC400 terminals can call in, not both.
1. Set your system to answer when your terminal calls
Ÿ In Terminal Manager, right-click on the System icon in the terminal pane at the main screen
Ÿ A menu will pop up. Choose Properties
Ÿ The System Properties window will appear. Choose the Dial-In tab
Ÿ Choose “Auto Answer Mode Times are”
Ÿ Type in the Start and End times when Terminal Manager will listen for an incoming call
Ÿ At “Answer on which ring?”, enter the number of rings before Terminal Manager answers the call
2. Setup your terminal to call your computer
Ÿ You can use the Dial-In Manager to setup your PC400 or PC2000 terminal. If you have a
PC2000 terminal you can program the terminal at its keypad
Ÿ To open the Dial-In Manager, choose Tools | Wizards | Dial-In Manager from the Terminal
Manager menu
Ÿ To program the PC2000 terminal at its keypad, press keys 7 and 9 at the same time on your terminal to start programming. See the section on Modem Connections (Chapter 4) in your hardware manual for more details
3. Create a polling schedule. Auto Poll cannot run until you create a polling schedule
Ÿ From the Terminal Manager menu, click View | Polling Schedules
Ÿ The Polling Schedules screen will appear. Click New
Ÿ See the Polling Schedules section for help on creating a polling schedule
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Note: Since you are programming the terminal to call in at a specific time and date, you do not need to set a day to poll in the polling schedule.
4. Start Auto Poll. When Auto Poll is open, it will listen for and answer your terminal’s calls
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CHAPTER 17
Auto Poll Manager Overview
The Auto Polling Manager is a separate program that can automatically poll data from your terminals. It does this by following the guidelines of any active polling schedule. Before you can use Auto Poll you must set up at least one active polling schedule
Section 17.1 Open Auto Poll
Ÿ In Windows 95 or higher, go to your PayClock Pro program group in the task bar and click the
Auto Poll icon
17.1.1 Options in Auto Poll
Beep on Error:
When this check box is selected the Auto Poll manager will beep to notify you if an error occurs during polling
Minimize:
This button minimizes the Auto Poll manager, but allows it to continue polling behind the scenes
Restart Polling:
This toggle button turns polling on or off. If Auto Poll is currently polling the button label changes to Discontinue Polling
Log File:
Help:
This button opens the log file. This file stores messages about any errors that occur while polling. This is a useful troubleshooting device
This button accesses this help file you are reading now
Shut Down:
This button exits Auto Poll. Remember, auto poll can’t retrieve data if it is not running
If you have a PC400 or PC2000 terminal with a modem, you can use Auto Poll to activate Terminal
Manager’s auto answer mode and wait for your terminal to call
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CHAPTER 18
License Manager Overview
As users open PayClock, or a PayClock feature, it checks with License Manager to find out if you purchased this feature or set it to demo mode. If you have not purchased or set this feature to demo mode, the user cannot open it
When running the multi-user version of PayClock, you should choose a computer that you will make your
License Manager s erver. Use this server to open the License Manager program at least once every 30 days
In the multi-user version, if License Manager does not run at least once every 30 days, it cannot update your license, and the user cannot open the program, even if you have purchased it
You can set License Manager to update once and shut itself down, update every hour in minimized mode or update every hour in maximized mode
You can also use License Manager to demo or purchase new features. Click the Feature icon to purchase new features
You can use License Manager to run the Recovery program if you experience problems with
PayClock. To run Recovery, click the Recovery icon
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Section 18.1 Setup License Manager
IMPORTANT NOTE
It is very important that you only run License Manager from one computer and that you always run it from the same computer. Otherwise your license files will get corrupted. If this happens contact you dealer.
License Manager needs to update the license files at least every 30 days. The program can do this in four ways:
1. In a multi-user environment if you run License Manager from the computer that has the Base module installed you can add the /updatelicense switch to the PayClock Pro shortcut on that computer. When you o pen PayClock Pro, the Base module, License Manager runs just long enough to update the license files and then shuts itself down. When using this switch, you do not see License Manager - it works "behind the scenes". As long as you open PayClock Pro from this computer at least every 30 days you will not have to run License Manager.
To set PayClock Pro to open with a switch:
Right click on the PayClock Pro shortcut to bring up a pop-up menu, select Properties from the menu. You will see the Properties window open, at Target type a space at the end of the line, then type the /updatelicense switch, as shown below:
Click OK, now the next time you open PayClock Pro, it will run License Manager and update your license files.
2. You can set the /update switch so License Manager runs just long enough to update the license files once and then shuts itself down. When you open License Manager using this switch, you do not see the program - it works “behind the scenes”
3. You can set the /minimized switch so License Manager stays open and will update the license files once an hour. License Manager opens in minimized mode
4. If you do not use a switch, License Manager stays open and will update the license files once an hour. License Manager opens in maximized mode
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Section 18.2 Feature Wizard
Use the Feature Wizard to purchase new features, or to try them out in demo mode
Click the button in the wizard to get to the screen that lists your feature choices
While in the feature wizard, click the help button to get help for the screen that you are on
18.2.1 Select Features
In this screen, you will see a list of features available on the left and a list of features selected on the right
You can choose which features to add or remove
To add a feature
•
Highlight the feature with your mouse in the Features Available list. To choose more than one feature, hold the Ctrl key while clicking
•
Once you have chosen the features that you want to demo or purchase, click the button to send them over to the list on the right
•
Once you have added the features you want to the Selected Features list, click go to the next screen
To remove a feature
•
Highlight the feature with your mouse in the Features Selected list. To choose more than one feature, hold the Ctrl key while clicking
to
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•
Once you have chosen the features that you want to remove, click the them back to the list on the left
•
button to send
Once you have removed the features that you no longer want from the Selected Lis t, click
to go to the next screen
. You will get a
•
Ignore the information that appears on the next screen, and click message that your changes were made
Features Defined
The list below describes each feature that you can demo or purchas e:
100-1000 Employees
Custom Exports
PayClock starts with a 100 employee capacity. With this feature, you can increase your employee capacity to 250, 500 or
1000
If your company exports data to a payroll service that PayClock Pro does not currently support, Lathem can write a custom export for your company so you can still use the export features of the software
(charges apply). PayClock Pro currently supports ADP, Rapid Pay,
QuickBooks Pro, Paychex Paylink,
Paychex Preview and Payroll 1.
Call your dealer for more details on this feature
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Custom Reports
Terminal Manager
If you would like a report other than what is included in the
PayClock software, Lathem can write a custom report for your company (charges apply). Call your dealer for more details on this feature
PayClock allows you to set up 1
RS232 clock for your employees to punch In and Out. If your company needs multiple clocks the Terminal
Manager feature allows you to have up to 250 clocks that can communicate RS232, RS485 and or modem
PC Punch
This feature allows employees to
(Not available in all versions) punch the clock at their computer.
It also includes dollar amounts and
3-24 Concurrent Users report viewing. PC Punch is only available when you purchase the multi-user version of PayClock Pro
You can increase how many users can use the software at the same time: 3, 6, 9, 12 or 24. Without this feature, you can have multiple users, but they cannot log on at the same time
Accurual Manager
You can use Accrual Manager to
(Not available in all versions) setup policies to automatically accrue non worked time such as vacation or sick
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18.2.2 Purchase Software
In this screen, you can choose to run the feature in demo mode or purchase it
To run in demo mode
•
Choose the option
•
•
Click the button
You will see a message that your changes were activated, and your demo period of 30 days will begin
To purchase a feature
•
•
•
•
Choose the option
Write down the feature purchase code and serial number that you see on your screen
Call your dealer to give them this number
Your dealer will give you a code number to unlock the features you purchased
•
•
Click the button
The Enable Features window will appear, waiting for you to enter this license key that your dealer gave you
Note that if you chose to remove a feature, ignore the information on this screen, and click the Finish button
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18.2.3 Enable Features
At this window, enter the license key number that your dealer gave you. Each time you purchase a feature, you must get a new license key
Once you enter the license key, click the
Now, the features you purchased are enabled
button
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Section 18.3 Recovery
The License File Recovery resets your license files back to their default settings
You may need to use Recovery if you have problems with your database licenses
When you run Recovery, the base PayClock program will revert back to demo mode, and any features you have purchased will no longer be selected
You must run the Feature Wizard to set PayClock and any of its features back to the purchased status
To run Recovery
•
•
•
When you open the Recovery program, a form appears showing your Recovery Code
Call your dealer to give them this Recovery Code
Your dealer will then give you a Recovery Key that you will type in at the Recovery Key box
•
•
•
Once you enter this key, click
All PayClock programs and features will revert to their original status (not purchased)
Run the Feature Wizard and get a new license key from your dealer to unlock your features again
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CHAPTER 19
Troubleshooting
Here are some problems that you may encounter with PayClock. They are broken up in to a Hardware and
Software section
Section 19.1 Hardware
Description
I can’t communicate with my terminal
Solution
Check the physical connections between the terminal and the PC. Make sure all wiring is secure and connected to the correct location
Or
Compare the terminal ID stored in the terminal and in the terminal properties in Terminal
Manager. They must be the same
Or
Check the COM port setting in the connection properties. Make sure it corresponds to the actual
COM port the terminal is connected to. If you don’t know which COM port to use, then try all four settings
Or
Another application or device, such as a modem or fax software, may be interfering with the COM port you selected
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I can’t connect to my terminal with a modem
Make sure you have the correct telephone number entered into the connection properties
Or
Make sure the selected COM port is actually the one that the modem is connected to
Or
Make sure the terminal ID is the same in both the terminal properties and the terminal
Section 19.2 Software
Description
Some of the button labels don’t show up in the software
In PayClock, the screen looks jumbled, especially at the Timecard
When I click the Timecard icon, I can see the schedule bar, but no lines are visible in the timeline
A punch looks dimmed in the schedule bar at the Timecard, even after I re-added the punch
Solution
Choose another color scheme from the Control
Panel, Display settings
You may need to change your display settings in the Windows Control Panel to Small Fonts
Or
If you use the Active Desktop (a feature of
Internet Explorer) with Windows, try turning it off
You can change your Windows system appearance to a different color scheme. You can do this at the Control Panel, Display settings
If you re-add that same punch, it stays dimmed in the schedule bar but displays in the timecard table. Note that when you delete a punch that was punched at the clock, it always dims on the schedule bar. This keeps an audit trail
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When I try to open PayClock, I see one of these messages:
Error: The selected User is already Logged In on the following computer: Please select a different
LOGIN from the User List.
The following error occurred during login:
30009
PayClock thinks you are still logged in. This probably happened as a result of your computer crashing. You must unlock your old login before you can open PayClock
You can unlock your login by starting Database
Manager. A log in window will open. After logging in a Reset Locks window will open. Type in the word YES and click OK
This opens Database Manager and unlocks your login
My system icon or connection icon in Terminal
Manager has an X through it
In Terminal Manager, my employees do not appear on the terminal
If your system or connection icon has an X marked through it, then it is not active. In the
System Properties or Connection Properties, click the Active box to make your system or connection active
After you setup your employees and groups in
PayClock you must update your terminals. Select
Update Terminals from the Tools menu. This adds the employee and group names to the currently highlighted terminal
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APPENDIX
Section A - Database Support Utility Overview
The Database Support Utility will backup up the current and next pay periods and then e-mail this backup to Technical Support for investigation
A.1.1 Emailing your database to Technical Support
When you first open the Database Support Utility, you see the Diagnostic File Mailer screen. This is where you will create the backup and email a copy of the database
To Create the Database Backup
•
•
Choose the file name, the default will reflect your PC date
Choose where to write the backup file
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•
•
Click the Create button
When the backup process if complete a message will display
To E-mail the Database Backup
•
•
•
Enter the Issue Number assigned to you by the Technical Support agent
Click the E-Mail button
When the file has been successfully sent a message will display
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Section B – Merge Exports
This program can merge your export files into one file. You may want to use Export Merge if you process payroll from several locations, or if you have more than one pay class. The Export Merge Utility is only available if you have purchased the multi-user version of PayClock Pro
If you have more than one export file, you can merge them here into one file that contains all your payroll information, then send this one file to your payroll service
To merge your export files
•
In Windows Explorer, open the Merge Utility
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•
Under Path and File Name of Merged Export File, type in the name of the file you will send to your payroll service. Click the button to find this file
Once you find the folder for your merged file, you can either choose your file, or if this is your first merge, type it in the box labeled File name to create one. Click OK
•
Under Path and File Name of Filter File, choose the export service you use. PayClock uses filter files to format your data so your service can read it. Click the file
button to find your filter
PayClock saves filter files in the Database\Export\Active folder of your PayClock program. If you moved your filter file to a different folder, you can use the tree to find your filter file
The table below shows the filter files of the payroll services included with PayClock:
Payroll Service
ADP
Paychex Paylink
Payroll 1
Preview by Paychex
QuickBooks Pro
Rapid Payroll
ASCII Employee List
ASCII Employee Wage List
Filter File
ADP1.flt
Pcpwin1.flt
Pro1.flt
Prevw1.flt
Qbooks1.flt
RapidP1.flt
Emp.flt
Empwage.flt
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Note: If you have more than one filter file for a payroll service (i.e. ADP1.flt and ADP2.flt), then you can choose either file
•
Now choose which files to merge. Under Directory, choose the folder that contains your export files. These are the files that you created in the Payroll Export tab of the System icon in PayClock
•
Select your export files under File. To choose more than one file, hold the Ctrl button while clicking
•
Click . You will see your export files listed in the Selected Files section
Note that if you saved your export files in more than one folder, you will need to repeat the steps for choosing a folder and adding a file until all your files show in the Selected Files section
If you want to delete these files from your computer after you create the Merge file, check the box labeled Delete These Export Files After Merge
If you need to remove a file from the Selected Files section, click on the file, then click
•
Once all your export files show in the Selected Files section, click
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Section C – Terminal and Transfer Validation Table
The table below identifies the number of level 1 groups (departments) supported by each terminal. The number of level 1 groups ( departments) supported also depend s on the ‘Transfer Validation’ option for each terminal. For more information on ‘Transfer Validation’ see the Terminal Manager help.
Terminal
PC2000
PC400
PC3500
PC3500TX
BIO3500
PC100, PC1000
Transfer Validation:
Optional
3
(2 plus home depart ment)
8
(7 plus home department)
10
(9 plus home department)
10
(9 plus home department)
10
(9 plus home department)
Not Supported
Transfer Validation:
Global
Upto 99
(2 digits max)
Upto100
(4 digits max)
Upto300
(4 digits max)
Upto295
(4 digits max)
Upto75
(4 digits max)
Not Supported
Transfer Validation:
None
Upto 99
(2 digits max)
Upto 9999
(4 digits max)
Upto 9999
(4 digits max)
Upto 9999
(4 digits max)
Upto 9999
(4 digits max)
Not Supported
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Section D –To setup accrual policies
(Not available in all versions)
You can use the Accrual Manager to set rules for employee benefit time for non-worked pay codes, such as vacation or sick time, so PayClock can accrue benefit time for you
You can create up to 16 policies that contain up to 32 rules each. These rules tell PayClock how to accrue benefit time. Your company may have different policies for different types of employees, such as full time and part time
Once you create your policies, you can assign them to your employees. PayClock will then show the accrued time in the Benefit Time tab at the Employee icon
You can open Accrual Manager by clicking icon
in the Preferences tab of the System
When you open Accrual Manager, you will see two tabs, Policy and Rules
Use Accrual Manager's Policy tab to create and name policies. A policy contains the rules that tell
PayClock how to accrue employee benefit time
To create a policy
•
Go to the Policy tab
•
Click , then type a name for the policy under Name
•
To assign employees to this policy, click . When you click this button, a window appears where you can choose the employees who will accrue non-worked time using this policy:
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Group - Narrow down your choices to display in the
Employee List by choosing which group of employees you want to work with, such as all employees, certain departments or groups, etc
Under Policy, choose the policy that applies to these employees
Employee List - Pick employees from the Employee
List by holding the Ctrl key and clicking the ones you want. To select all employees, click the first one in the list, scroll to the bottom of the list and hold the shift key while you click the last employee
Under Effective Date, type in the date when this policy will be eligible to start counting accruals.
If you prefer to use each person's hire date instead, check the Use Employee Hire Date box
Click Apply
Click Close to close this window
•
•
Click to keep your changes
Once you create a policy, use the Rules tab to set how this policy accrues non-worked benefit time
Use the Rules tab to tell PayClock how a policy accrues time. You can create up to 32 rules for each policy
To create or edit a rule
•
•
Go to the Rules tab
First, make sure the policy that you want to add rules to or edit appears in the list at the top of the screen
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•
Click to create a rule. Note that when you create a rule , it appears just under the rule you have highlighted. You can also choose the "Insert Rule Before" box, highlight a rule in the list, then click to insert a rule above the one you just highlighted
Make sure to keep your rules in the order you want them to occur. PayClock must fully complete one rule before it will move to the next. For example, make sure the rule that applies to an employee's first 90 days of employment occurs before the rule that applies to an employee's 10th year of employment. If you have set a rule to occur more than once (Re -Apply), all occurrences of the rule must apply before PayClock will move to the next rule
•
•
Type a name for the rule under Name
At "After a Period of" select when this rule becomes eligible to start accruing time. You can choose from Days, Weeks, Months or Years. If you choose Weeks, Months or Years, you can also select a certain Day Number. If you choose Years, you have the option to choose a certain date by choosing DATE from the "On" list
•
•
•
At "Re-Apply After" you can set how many more times your rule will apply. Select Days, Weeks,
Months or Years to Re-Apply and how many times the Rule will apply. The number you enter here does not include the first time that you set in the step above
•
Under "To this Non-Work Pay Code", choose a pay code to accrue. For example, if this rule accrues sick time, choose the Sick pay code
At "Apply this value" choose how much time will accrue. You can choose from Hours or Minutes
At "Max carry value", choose how much time you will allow the accrued time to roll over each time the rule occurs. For example, if you only allow an employee to carry 40 hours over to the next year per occurrence, enter 40 in this box. You can choose from Hours or Minutes
•
If this rule accrues more than one pay code, such as sick and vacation, choose another pay code from the "To this Non-Work Pay Code" list, enter its value at "Apply this value" and enter its Max
Carry Value. Repeat this step for as many pay codes as needed
•
You can use the Rule Exception List to create a merit system for your employees. For example, if an employee continues to come in late for work, PayClock can deduct from his Sick time; or, if an employee works late, PayClock can add to his Vacation time. Follow the steps below to setup a merit system
To assign exception rules to your policy, highlight your policy rule under the Rules List, then define each exception rule, #1-8
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PayClock Pro Installation and Setup Guide
•
For each rule you create, you can attach up to 8 exception rules. Make sure the pay code that you want to add to or deduct from displays in "To this Non-Work Pay Code". Choose #1-8 from the
Exception Rule Number list
•
Select an exception that you want to use with this pay code. You know you have chosen an exception when you see an "x" at its box
•
At "After (n) Occurrences", choose how many times this exception must occur before PayClock will add to or deduct from an employee's accrued time
•
At "Add (n) Minutes", enter how much time in minutes to add or deduct. Use a minus sign to deduct time (i.e. -60)
•
If this merit system affects more than one exception, Arrived Late and Left Early, choose another exception from the "Exception Rules" list, enter how many times this exception must occur at
"After (n) Occurrences" and enter the amount of time added or deducted at "Add (n) Minutes".
Repeat this step for as many exceptions as needed
•
Choose another number from the Exception Rule Number list if you want to attach exceptions to another pay code. You can use up to 8 pay codes. Repeat the steps above for setting up a merit system
Example:
To assign exception rules to your policy, highlight your policy rule under the Rules List, then define each exception rule, #1-8
Although you can choose as many exceptions as you want, you can only choose one pay code for each exception rule. You must select a different Exception
Rule Number for each pay code that you use
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PayClock Pro Installation and Setup Guide
Exception Rule #1 shows that every 10 times a person works late, an employee will receive 15 minutes of extra Vacation time once the rule occurs
Exception Rule #2 shows that every 10 times a person clocks in late, an employee will lose 15 minutes of Sick time once the rule occurs
Note that if you choose more than one exception, you must enter a number of occurrences and an amount of time to add or deduct for each exception
For example, if you also chose Left Early, then you would enter a number for After (n)
Occurrences and an amount for Add (n) Minutes. Suppose you entered After 7 Occurrences and
Add -10 Minutes
Not only would a person lose 15 minutes of Sick time for every 10 times he clocke d in late, but he would also lose 10 minutes of Sick time for every 7 times he left early
•
•
Click to keep your changes
To add a merit system to another policy rule, highlight the rule under Rules List, then repeat the steps above to create up to 8 more exception rules
•
Note that if you create a merit system without setting up policy rules, you must enter a number greater than zero in Max Carry Value
253
PayClock Pro Installation and Setup Guide
•
Once you have finished setting up policies in Accrual Manager, PayClock will update your changes the next time it recalculates. To force a recalculation, go to the Timecard icon and click
File | Recalculate | All Employees from the menu (You will need to select a person from the employee list to enable the recalculate option)
The Accrual Setup report in Report Manager will help you see if you setup your accruals correctly. To run this report, open Report Manager
Accrual Policy Examples
, then click Report | Accrual Setup Report fro m the menu
#1 Once you hire an employee, he must work 90 days before getting any sick time. After 90 days, he gets 8 hours of sick time. After 6 months, he receives another 8 hours of sick time, and at 1 year he receives a total of 1 week of sick time (24 more hours to make a total of 40 hours). Only full time employees receive benefits, and they all receive 1 week (40 hours) of sick time and 1 week of vacation time each year, starting on January 1 after they have completed 1 year of employment.
Employees cannot carry more than 80 hours of sick time or vacation time over to the next year
Ÿ First, you need to create a policy that applies only to full time employees. At the Policy tab, click
Ÿ At Name, type in Full Time Policy
Ÿ Click
Ÿ In the Employee List, choose your full time employees, then click Apply
Ÿ Under Policy, choose Full Time Policy
Ÿ For the effective date, choose Use Employee Hire Date
Ÿ Click
Ÿ Now click the Rules tab
Ÿ Make sure the Full Time Policy shows at the top of the screen
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PayClock Pro Installation and Setup Guide
Ÿ Click
to create a rule
Ÿ At Name, type New Employee Sick Accrual to create your first rule
Ÿ At After a Period of, enter 90 Days
Ÿ Since employees receive another 8 hours of sick after working 6 months (which is 3 months after the 90-day period), choose 3 Months at Re -Apply After and enter 1 at Number of Times to
Reapply
Ÿ At "To this Non-Work Pay Code", choose the Sick pay code
Ÿ At "Apply this Value", enter 8 Hours
Ÿ Since employees receive another 8 hours of sick after working 6 months, (which is 3 months after the 90-day period), choose 3 Months at Reapply After, then at Number of Times to Reapply, enter
1
Ÿ At "Max Carry Value", enter 16 so that the employee can carry all 16 hours past his 6 months
Ÿ Since this company does not have a merit system, do not choose any exceptions from the Rule
Exception List
Ÿ Click
Ÿ Click
to create a rule to accrue sick time after working for one year
Ÿ At Name, type First Year Sick Accrual
Ÿ At "After a Period of", choose 1 Year
Ÿ At "On", choose Day 1. This means that employees will receive normal sick time the first day after working one year
At the end of the "On" list, you can also choose DATE. If the company accrued sick time on a certain day for all employees, you can choose DATE, then enter the date. Suppose you chose 1 Year, with a
DATE of January 1. Luke started work on August 27, 1999. He must first work for 1 year, (until
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PayClock Pro Installation and Setup Guide
August 27, 2000), then PayClock waits until the next January 1. So, Luke can accrue sick time starting on January 1, 2001
Ÿ Since employees receive this benefit every year, at "Reapply after" choose 1 Year. For Number of
Times to Reapply, enter a number that the employees will never reach, since it applies throughout their employment, such as 99
Ÿ At "To this Non-Work Pay Code", choose Sick, then enter 24 and select Hours at "Apply this value"
Ÿ At "Max carry value", increase this number to 40 since this employee can carry over up to 40 hours to the next year
Ÿ Since this rule only occurs once, leave the Reapply section at 0
Ÿ Click
Ÿ Click each per year
to create your final rule, the normal sick and vacation time accrual of 40 hours
Ÿ At Name, type Standard Benefit Accrual
Ÿ At "After a Period of", choose 1 Year, then choose DATE from the "On" list
Ÿ Under Month and Day, choose Jan 1
Ÿ At "To this Non-Work Pay Code", choose Sick
Ÿ At "Apply this value", choose 40 Hours
Ÿ Increase your Max Carry Value to 80 since employees can carry over up to 80 hours of sick time to the next year (Employees will lose any hours o ver 80)
Ÿ Since employees also receive vacation time, choose Vacation at "To this Non-Work Pay Code"
Ÿ At "Apply this value", choose 40 Hours
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PayClock Pro Installation and Setup Guide
Ÿ At Max Carry Value, enter 80 Hours
Ÿ Click
#2 Using example #1 above, suppose the company uses a merit system. Every 10 times an employee clocks in late, PayClock deducts 15 minutes from the Sick accrual time
Ÿ This applies to all 3 rules, so we need to change each one. Highlight the New Employee Sick
Accrual rule to edit it
Ÿ Make sure New Employee Sick Accrual appears under Name
Ÿ Make sure Sick appears under "To this Non-Work Pay Code"
Ÿ Under "Exception Rule Number", choose number 01 to create an exception set
Ÿ Check the Arrived Late exception by putting an "x" in its box
Ÿ Under "After (n) Occurrences", enter 10
Ÿ Under "Add (n) Minutes", enter -15 (negative 15)
Ÿ Click
Ÿ Repeat these steps for the First Year Sick Accrual rule and the Standard Benefit Accrual rule
Ÿ Now, PayClock will deduct 15 minutes from an employee's sick time every 10 times he clocks in late. You can see this deduction at the Benefit Time tab of the Employee icon
#3 Using the examples above, suppose the company also rewards employees so that if a person works late 30 times or clocks in early 30 times, he will receive an extra hour of vacation
Ÿ This applies only to the Standard Benefit Accrual since employees don't accrue vacation time until they have worked at the company for a year. Highlight the Standard Benefit Accrual rule to edit it
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PayClock Pro Installation and Setup Guide
Ÿ Make sure Vacation appears under "To this Non-Work Pay Code"
Ÿ Under "Exception Rule Number", choose number 02 to create a second exception set
Ÿ Check the Left Late exception by putting an "x" in its box
Ÿ Under "After (n) Occurrences", enter 30
Ÿ Under "Add (n) Minutes", enter 60
Ÿ Check the Arrived Early exception by putting an "x" in its box
Ÿ Under "After (n) Occurrences", enter 30
Ÿ Under "Add (n) Minutes", enter 60
Ÿ Click
Ÿ Now, the Standard Benefit Accrual contains two exception rules, one for deducting sick time and one for adding vacation time. Note that the vacation time added through the merit system does not affect how much time rolls over to the next year. With the Max Carry Value set to 80, up to 80 hours will carry over to the next year, plus any time accrued through the merit system
258
2
24-Hour Time ..........................................23, 29, 146
A
Absence Report ....................................................126
Absent (No Registrations) Exception...............106
Access Manager – Employee Tab..................139
Access Manager – General Tab .....................138
Access Manager – Reports Tab .....................139
Access Rights ..............................................137, 138
Accrual Manager.......22, 24, 25, 80, 81, 126, 148,
249, 254
Accrual Manager – Policy Tab ..........................249
Accrual Manager – Rules Tab ...........................250
Accrual Policy Examples ...................................254
Accrual Setup Report .................................126, 254
Accruals History Report .....................................126
Add a Global Punch ............................................107
Add Columns.......................................................... 91
Add Employees ...................................................... 72
Add Global Non-Work Time .............................110
Add Groups...........................................................140
Add Punches...........................88, 90, 99, 107, 160
Add Terminals ......................................................174
Add Users..............................................................137
Adjusters...............................23, 26, 27, 94, 95, 155
Advanced Tab...43, 44, 51, 74, 75, 76, 147, 152,
154, 201, 204, 205
Also Show as Regular Time ...............................146
Amount Option...............................19, 25, 102, 138
Amounts ................................................................102
Approaching Overtime Report ..........................126
Approved.......................................86, 113, 146, 147
Archive a Database............................ 135, 141, 142
Arrived Early Exception............................105, 258
Arrived Late Exception..............................105, 257
Assign a Break to a Schedule .............................. 68
Assign Employees to a Terminal ......................224
Assign Home Departments.................................111
Assign Pay Classes ..............................................111
Assign Schedules ..................75, 78, 107, 108, 109
Assign Schedules Globally ................................109
Assign Settings.....................................................111
Assignments Tab......................................... 81, 151
Attendance Report ...............................................126
Audit Trail Report................................................127
Auto Out Registration Added Exception .........106
Auto Poll ...............................................................231
Auto-Deduct Settings............................................. 76
Auto-Deductions.................................................... 66
B
Backup a Database............................. 135, 141, 142
Backup Icon.........................................................141
Badge #252 ...........................................................163
Baud Rate .....................................................196, 209
Beginning of Day...........................44, 45, 147, 154
Benefit Time .......22, 24, 25, 71, 79, 80, 127, 139,
147, 249, 257
Benefit Time Report ............................................127
Benefit Time Tab – Employees ........................ 79
Birthday List Report ............................................127
Break & Meal Rules Tab.......................61, 64, 156
Break Length .....44, 62, 64, 65, 66, 105, 147, 149
Button Bar ........................................... 114, 120, 123
C
Calculating Overtime ..........................................147
Change Terminal ID Badge ...............................163
Clear Adjustments ...........................................27, 94
Clock Status Badge..............................................162
Close a Pay Period....................................132, 133
Close Button..........................................................124
Colors in the Timecard Table........................... 92
Columns in Timecard Table ..................90, 91, 104
Company Totals Report ......................................127
Compare Pay Codes Button ............................121
Concurrent Users .................................................236
Confirm Close.....................................................133
Connection Tab ...........................................194, 208
Connections ..........................................................172
Consecutive Day Overtime .....................26, 45, 46
Consecutive Day Tab ...........................45, 46, 157
Contents................................................................226
Converter Properties............................................206
Converter Properties – Connection Tab...........208
Converter Properties – General Tab .................207
Converter Properties – Port Settings Tab ........209
Create Accrual Policies.......................................249
Create Accrual Policy Rules ..............................250
Create Auto-Deductions ....................................... 66
Create Connections..............................................174
Create Custom Report Types .............................115
Create Fixed Punched Breaks .............................. 65
Create Floating Punched Breaks ......................... 64
Create Floating Schedules......................52, 53, 55
Create Level 1 Groups ........................................ 37
Create Level 2 or 3 Groups ............................... 36
Create Makeup Time Schedules ........................156
Create Pay Codes ................................................... 25
Create Premium Time Pay Codes ................... 48
Create Premium Time Rules ................................ 48
Create Punched and Auto-Deduct Breaks ......... 67
Custom Badges.....................................................163
Custom Exports ....................................................235
Custom Reports...........................................127, 236
Customize a View................................................... 97
D
Daily Coverage Report .......................................127
Daily Gross Pay Report ......................................128
Daily Totals Report .............................................128
Data List..................................... 107, 148, 152, 158
Database Manager ...............................................135
Dates Button ....................................... 110, 116, 117
Days of Week Tab ...............................................223
Dealer....................................................................... 12
Delete Adjustments .........................................27, 94
Delete Columns...................................................... 91
Delete Employees .................................................. 74
Delete Groups ....................................................... 39
Delete Option.......................................................... 93
Delete Punches.................................87, 89, 90, 241
Delete Users..........................................................137
Departments......36, 37, 39, 74, 82, 107, 108, 109,
110, 111, 112, 113, 137
Details Report ..................................... 128, 129, 130
Dial In to Terminal Manager .............................229
Dial In Wizard ......................................................226
Dial-In Tab ............................................................184
Dial-Out Tab .........................................................183
Differential............................................................159
E
Edit Accrual Policy Rules ..................................250
Edit Adjusters ...................................................27, 95
Edit Employees ...................................................... 73
Edit Groups .................................................. 38, 140
Edit Pay Codes ....................................................... 24
Edit Premium Time Rules ..................................... 50
Edit Punches .....................................................88, 90
Edit Users ..............................................................137
Emergency Contact Report ................................128
Employee Assignments.......................................224
Employee Capacity..............................................235
Employee List 75, 76, 77, 78, 80, 81, 93, 96, 107,
108, 109, 111, 112, 113, 119, 148, 254
Employee List Report .........................................128
Employee Period Totals Report ........................128
Employee Personal List Report .........................128
Employee Setup Report ......................................128
Employee Tab.....................................................139
Employees – Assignments Tab................ 81, 151
Employees - Benefit Time Tab......................... 79
Employees – General Tab ......38, 39, 71, 72, 111,
151
Employees – Messages Tab ........................ 83, 112
Employees – Personal Tab ................................ 82
Employees – Schedules Tab .............................. 74
Employees Button ..............................................119
Employees in Reports..........................................119
Employees Overview........................................... 71
Enable Features ....................................................238
End of Report Button...........................................125
Enter Adjustments ................................................. 27
Enter an Adjustment .............................................. 94
Exception Filter............................................. 94, 105
Exception List..............................................251, 255
Exceptions..........94, 105, 128, 129, 130, 252, 255
Exceptions Report................................................129
Exit PayClock......................................................... 93
Export.................................................................30, 31
Export Tab............................................................. 30
Export Wizards....................................................... 30
Extended Break Amount . 43, 44, 63, 76, 77, 105,
106, 149
F
Feature Selection.................................................. 18
Features.........................................................234, 235
Filter.... 31, 37, 38, 48, 73, 96, 140, 141, 148, 149
Filter File ...............................................................246
Find Exceptions...................................................... 94
First Page Button.................................................125
Floating Schedule ................................................149
Future Non-Work Report ...................................129
G
General IN Setup.................................................... 51
General OUT Setup............................................... 53
General Rounding Setup....................................... 55
General Tab.....21, 38, 39, 40, 42, 51, 53, 55, 71,
72, 111, 138, 149, 150, 151, 157, 161, 177,
193, 207, 220
General Tab – IN ................................................... 51
General Tab – Misc ............................. 56, 150, 156
General Tab – OUT ............................................... 52
General Tab – Rounding....................................... 54
Global – Non-Work Time Tab ..........................109
Global – Purge Tab ..............................................112
Global - Registrations Tab ..............................107
Global - Schedules Tab.....................................108
Global – Settings Tab..........................................111
Global Overview ................................................107
Global Schedule Setup ........................................227
Glossary.................................................................146
Gross Pay Report .................................................129
Group List Report ................................................129
Group Manager ...........................................137, 140
Groups Tab............................................................ 31
Guaranteed Time ........................................... 56, 150
H
Hardware Problems .............................................240
Help ....................................................................11, 12
Help Button ................................................120, 124
Historical Data.............................................142, 143
Holiday Schedule .........22, 23, 28, 41, 72, 73, 150
Holiday Schedule Report ....................................129
Home List.............................38, 129, 140, 149, 151
Home Page ..................................................... 21, 151
I
Import a Database.......................................135, 143
IN Subtab................................................................. 51
Inactive Employee ...............................................151
Insert Columns ....................................................... 91
Insert Punches .......................88, 90, 99, 107, 160
L
Left Early Exception ..................................105, 106
Left Late Exception ....................................105, 258
Level 1 Details Report ...............................129, 130
Level 1 Totals Report ..........................................130
Level 1 Wage List Report ..................................130
Level 1 Wage Summary Report ........................130
Level Number.......................................................151
License Manager..................................................232
List Bar .........................................................151, 153
Local Modem Setup ..........................................227
Locking Icon........................................................145
Log File Tab .........................................................188
Log In ...................................................................... 17
Login Name .................................................136, 137
Long Break............................................................105
M
Make Connections ...............................................174
Makeup Time Schedules .....................................156
Map a Drive ..........................................................144
Mapping Utility...........................................144, 145
Maximum Work Day Length.......44, 45, 152, 154
Menu Bar...............................................................152
Messages ................................83, 84, 111, 112, 203
Messages Tab ................................................ 83, 112
Misc Subtab .......................................... 56, 150, 156
Missed Break ........................................................106
Missed Break In Registration ............................106
Missed Break Out Registration .........................106
Missed In Registration Exception .....................105
Missed Out Registration Exception ..................106
Missing Punch......................................................106
Missing Registration ...........................................105
Modem Connections ..................................173, 174
Modem Setup........................................................227
Modem Tab...........................................................186
Multi-User Pro .......................19, 80, 126, 153, 236
N
Name and Assign Group Levels .......................... 32
Navigating the Wizard ........................................226
Next Page Button .................................................125
Non-Work Time .23, 24, 25, 29, 86, 99, 104, 109,
110, 129, 153
Non-Work Time Defaults .............23, 29, 110, 153
Non-Work Time Tab ......................... 109, 110, 129
O
Off Schedule ..........................51, 53, 106, 153, 154
Off Schedule Registration Exception ...............106
Open Schedule..........51, 74, 75, 78, 106, 154, 155
Options Button ...................................................117
Other Period Report Dates ................................117
Out of Schedule Registration Exception..........106
OUT Subtab ......................................................52, 53
Overtime Tab.........................................41, 42, 147
P
Password ............17, 135, 137, 138, 139, 179, 180
Pay Class .......................31, 40, 111, 112, 116, 117
Pay Class – Advanced Tab.... 43, 44, 51, 74, 75,
76, 147, 152, 154
Pay Class – Consecutive Day Tab ....45, 46, 157
Pay Class – General Tab............40, 42, 157, 161
Pay Class – Overtime Tab .....................41, 42, 147
Pay Class – Premium Time Tab ....................47, 48
Pay Class Overview............................................. 40
Pay Code ...... 24, 25, 37, 42, 48, 80, 99, 104, 110,
155
Pay Code Adjusters .................. 23, 26, 94, 95, 155
Pay Code Comparison................................115, 121
Pay Code Comparison Report ...........................130
Pay Code Overrides ...45, 46, 57, 58, 60, 156, 157
Pay Codes in Reports .................................120, 121
Pay Period Type ......................................40, 41, 157
PayClock Features............................................... 17
PayClock Support Line......................................... 11
Payroll Export Tab.............................................. 30
PC Punch ............................................... 19, 138, 236
Personal Tab ......................................................... 82
Poll Automatically ...............................................231
Poll Overview........................................................ 85
Polling Schedules............................... 211, 217, 219
Polling Schedules – Days of Week Tab ...........223
Polling Schedules – General Tab ......................220
Polling Schedules – Polling Times Tab ...........222
Polling the Clock..................................................158
Polling Times Tab................................................222
Port Settings Tab.........................................196, 209
Preferences Tab.... 22, 23, 27, 41, 42, 48, 57, 74,
94, 110, 129, 146, 150, 153, 155, 159, 160,
249
Premium Time ................................47, 48, 50, 158
Preview Button ..........................................115, 123
Previous Page Button..........................................125
Print Button................................................115, 124
Problem Solving .................................................240
Punch.......88, 89, 90, 99, 107, 112, 113, 160, 241
Punched Break Settings........................................ 75
Purchase a Feature ................................................. 19
Purchase Features ................................................237
Purge Punches .............................................112, 113
R
Rate Differential...................................................159
Rate Modifier.................. 23, 24, 25, 146, 159, 160
Rate Type .................................................25, 48, 160
Recalculate........93, 107, 109, 110, 111, 112, 201,
205, 206, 254
Recovery................................................................239
Recovery Tab........................................................199
Refresh......................................................30, 98, 136
Registration.....................................90, 99, 105, 160
Registrations Tab .................................................107
Release Locked Employees..............................145
Remap a Database.............................. 141, 143, 144
Remove Columns................................................... 91
Remove Connections..................................175, 176
Remove Employee Assignments.......................225
Remove Features..................................................234
Rename Group Levels ........................................ 32
Report Manager..31, 97, 114, 115, 127, 137, 138,
254
Report Options.....................................................117
Report Properties31, 97, 114, 116, 117, 118, 119,
120, 123, 149
Report Selection.......114, 115, 120, 122, 123, 124
Report Toolbar .....................................................124
Reports........24, 25, 31, 36, 74, 82, 114, 115, 116,
118, 122, 123, 125, 133, 148
Reports Defined ...................................................126
Reports Tab.........................................................139
Reset Benefit Time ................................................. 80
Resize Columns...................................................... 91
Restore a Database......................................141, 143
Rotating Schedules ................................................ 78
Rounding ....24, 25, 41, 51, 52, 53, 54, 55, 62, 65,
66, 69, 150, 156, 161
RS-232 Connections............................................172
RS-485 Connections............................................173
Run a Report ....................................... 114, 120, 123
Run an ASCII Export ............................................ 31
Run an Export ......................................................... 30
Run an Export Wizard........................................... 30
S
Save As... Button ..................................................124
Save Button......21, 24, 26, 29, 45, 48, 74, 82, 124
Schedule Bar.....44, 62, 75, 77, 86, 87, 88, 89, 97,
98, 161, 162
Schedule Locking .................................................. 79
Schedule Option ................................................... 92
Schedule Setup ............................................227, 228
Schedule vs Actual Report .................................130
Schedules – Break & Meal Rules Tab .........61, 64
Schedules – General Tab ....................................149
Schedules - General Tab/IN .............................. 51
Schedules – General Tab/Misc.......... 56, 150, 156
Schedules - General Tab/OUT ......................... 52
Schedules - General Tab/Rounding ................ 54
Schedules - Rounding Rules Tab..................... 69
Schedules Overvi e w............................................. 51
Schedules Tab.......43, 44, 51, 61, 74, 75, 92, 108,
154
Schedules that Cross Midnight......47, 56, 61, 158
Search Button ..............................................125, 126
Security Tab..........................................................178
Select a Report to Run ........................................122
Select Features......................................................234
Select Pay Codes Button ..................................120
Select Pay Period Option...................................... 96
Send Messages .................................................83, 84
Set Baud Rate Badge...........................................163
Setting a Punched Break for an Employee ........ 76
Setting an Auto-Deduction for an Employee.... 77
Setting Breaks at the Pay Class Icon ............43, 75
Setting Breaks for Employees ............................. 76
Settings Tab ..........................................................111
Setup Accrual Policies ........................................249
Setup Adjusters ...................................................... 26
Setup Advanced Pay Class Features................... 44
Setup Benefit Time ................................................ 80
Setup Breaks & Meals ........................................... 64
Setup Company Information................................ 21
Setup Consecutive Day Overtime .................... 46
Setup Date and Time Display .............................. 29
Setup Employee Assignments ............................. 81
Setup Employees.................................................... 72
Setup Exports.......................................................... 30
Setup General Rounding....................................... 55
Setup Groups ....................................................36, 73
Setup Guaranteed Time ........................................ 56
Setup Holiday Schedules ...................................... 28
Setup License Manager.......................................233
Setup List......................................................151, 162
Setup Misc Options ............................................... 56
Setup Non-Work Time Defaults ......................... 29
Setup Off Schedules .............................................154
Setup Overtime ....................................................... 42
Setup Pay Code Overrides..............................57, 60
Setup Personal Information.................................. 82
Setup Preferences................................................... 23
Setup Premium Time .......................................48, 50
Setup Rounding Rules........................................... 69
Show As Option ..................................................... 97
Software Problems ...............................................241
Sort .................................................................. 96, 118
Specific Schedule Setup .....................................228
Star..........................................................................153
Supervisor Badges ...............................................162
Supervisor Pro ......................................................138
System – Export Tab........................................... 30
System – General Tab................................ 21, 151
System - Groups Tab .......................................... 31
System – Preferences Tab ..22, 23, 27, 41, 42, 48,
57, 74, 94, 110, 129, 146, 150, 153, 155, 159,
160, 249
System Overview.................................................. 21
System Properties ................................................176
System Properties – Dial-In Tab .......................184
System Propert ies – Dial-Out Tab ....................183
System Properties – General Tab......................177
System Properties – Log File Tab.....................188
System Properties – Modem Tab ......................186
System Properties – Security Tab .....................178
System Properties – Time/Date Tab ........189, 191
T
Tardy Report .........................................................130
Terminal Assignments ........................................224
Terminal Manager ..................73, 74, 83, 138, 164
Terminal Manager Menu ....................................168
Terminal Properties .............................................192
Terminal Properties – Advanced Tab.....201, 204,
205
Terminal Properties – Connection Tab ............194
Terminal Properties – Port Settings Tab..........196
Terminal Properties – Recovery Tab................199
Terminal Properties – Security Tab ..................193
Terminal Properties – Time/Date Tab ..............197
Time Bar...............................44, 45, 63, 76, 77, 163
Time/Date Tab.................................... 189, 191, 197
Timecard Overview............................................. 86
Timecard Report ..................................................130
Timecard Table ............................90, 91, 104, 163
Timecard View Options........................................ 97
Totals Report ...............................................130, 131
Transaction Listing Report .................................131
Transfers................................................................101
Troubleshooting .................................................240
Turn Off Undo Messages ..................................... 29
Types Button .......................................................115
U
Undelete Punches.............................................87, 89
Undo Messages ...................................................... 29
Unlocking Employees........................................145
Unscheduled Registration Exception ...............106
User Icon ..............................................................135
User Information..................................................137
Using Accruals ....................................................... 81
Using the Timecard Menu .................................... 93
V
View Employee and Terminal Assignments...224
View List Button...................................................125
View Options.......................................................... 97
W
Wage List Report ........................................129, 130
Wage Summary Report.......................................130
Weekly Schedule Report ....................................131
Welcome to PayClock ......................................... 16
Who’s In Report...................................................131
Who’s Out Report................................................131
Z
Zoom Control........................................................125
Unduh
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