TA100 Pro Manual - 4.01b

TA100 Pro Manual - 4.01b
TA100 PRO
User’s Guide
2009
Read This First
Welcome
Welcome to Time America’s TA100 Pro User’s Guide. This manual is shipped with each new
TA100 Pro software package and is intended solely for use by the licensee. This User Guide
describes the installation and operation of the TA100 Pro system.
Accuracy of Information
The content of this manual is subject to change without notice. Before using this manual, verify
that the information contained in it is current. Proper installation, configuration, and operation of
the software are contingent upon reading and following the procedures contained in the latest
revision of the manual.
Additional Copies
Additional copies of this manual may be obtained from our website at www.timeamerica.com or
from your local Time America dealer.
User Comments
Every effort is made to ensure that the information contained in this manual is accurate at the
time of publication. If you find an error or omission while reading this manual, direct your
comments to:
Time America, Inc.
Attn: Technical Publications
15990 N. Greenway Hayden Loop
Suite #D-500
Scottsdale, AZ 85260
Or you can send emails to:
training@timeamerica.com
We welcome your comments and suggestions.
Software Release Version
4.01B
TA100 Pro Manual
TABLE OF CONTENTS
TABLE OF CONTENTS
CHAPTER I
ABOUT THIS MANUAL................................................................................................................9
DISCLAIMER ...............................................................................................................................................................9
TECHNICAL SUPPORT .................................................................................................................................................9
When Calling Technical Support for Assistance ...................................................................................................9
CHAPTER II
INSTALLATION.......................................................................................................................10
SYSTEM REQUIREMENTS ..........................................................................................................................................10
INSTALLING THE SYSTEM .........................................................................................................................................10
HARDWARE KEYS ....................................................................................................................................................16
Main System Key .................................................................................................................................................16
Polling Key ..........................................................................................................................................................16
Demo Key ............................................................................................................................................................17
CHAPTER III
GETTING STARTED ...............................................................................................................19
STARTING TA100 PRO AND LOGGING IN..................................................................................................................19
Note on User Accounts ........................................................................................................................................19
Launching and Logging In to TA100 Pro ............................................................................................................19
Exiting the System................................................................................................................................................20
TIPS AND TECHNIQUES .............................................................................................................................................21
USING THE KEYBOARD .............................................................................................................................................21
Underlined Letters ...............................................................................................................................................21
Hot Keys ..............................................................................................................................................................22
Additional Keyboard Access................................................................................................................................22
HELP ........................................................................................................................................................................23
Access the Online Help Window..........................................................................................................................23
Use Help Contents ...............................................................................................................................................23
Use the Help Index ..............................................................................................................................................23
Use Help Search ..................................................................................................................................................24
Return to the Help Topics Window ......................................................................................................................24
Print a Help Topic ...............................................................................................................................................24
CONFIGURING THE SYSTEM ENVIRONMENT .............................................................................................................25
Play Bell Tones....................................................................................................................................................25
Change Screen Background ................................................................................................................................25
Navigation Selection............................................................................................................................................26
CHAPTER IV
CONFIGURATION...................................................................................................................27
MAIN COMPANY.......................................................................................................................................................28
DIVISIONS.................................................................................................................................................................34
Configure Divisions.............................................................................................................................................34
Add a Division .....................................................................................................................................................35
Edit a Division .....................................................................................................................................................35
Delete a Division .................................................................................................................................................35
CATEGORIES .............................................................................................................................................................37
Configure Categories...........................................................................................................................................38
Add a Category....................................................................................................................................................41
Edit a Category....................................................................................................................................................41
Delete a Category................................................................................................................................................42
POLICIES...................................................................................................................................................................43
Configure Policies ...............................................................................................................................................43
© January 2009 Time America, Inc.
TA100 Pro Manual
TABLE OF CONTENTS, Cont.
Add a Policy.........................................................................................................................................................54
Edit a Policy ........................................................................................................................................................54
Delete a Policy.....................................................................................................................................................54
SHIFTS ......................................................................................................................................................................56
Configure a Shift Group ......................................................................................................................................56
Add a Shift Group ................................................................................................................................................65
Edit a Shift Group................................................................................................................................................65
Delete a Shift Group ............................................................................................................................................66
Add a Shift ...........................................................................................................................................................66
Edit a Shift ...........................................................................................................................................................66
Delete a Shift .......................................................................................................................................................67
Add a Rounding Rule ...........................................................................................................................................67
Edit a Rounding Rule...........................................................................................................................................68
HOLIDAYS ................................................................................................................................................................69
Configure Holidays..............................................................................................................................................69
Add a Holiday......................................................................................................................................................70
Edit a Holiday......................................................................................................................................................70
Delete a Holiday..................................................................................................................................................72
GROUPS ....................................................................................................................................................................72
Configure Groups ................................................................................................................................................72
Add a Group ........................................................................................................................................................73
Edit a Group ........................................................................................................................................................73
Delete a Group ....................................................................................................................................................74
DEPARTMENTS .........................................................................................................................................................75
Configure Departments .......................................................................................................................................75
Add a Department................................................................................................................................................78
Edit a Department ...............................................................................................................................................78
Delete a Department............................................................................................................................................78
JOBS .........................................................................................................................................................................79
Configure Jobs.....................................................................................................................................................79
Add a Job.............................................................................................................................................................81
Edit a Job.............................................................................................................................................................82
Delete a Job .........................................................................................................................................................82
BELL SCHEDULES .....................................................................................................................................................83
Configure Bell Schedules.....................................................................................................................................83
Add a Bell Schedule .............................................................................................................................................84
Edit a Bell Schedule.............................................................................................................................................85
Delete a Bell Schedule .........................................................................................................................................85
SECURITY .................................................................................................................................................................86
Configure Security Levels....................................................................................................................................87
Add a Security Level ............................................................................................................................................96
Edit a Security Level............................................................................................................................................96
Delete a Security Level ........................................................................................................................................97
User Maintenance................................................................................................................................................97
Who's Logged In ................................................................................................................................................104
Change Password ..............................................................................................................................................104
BENEFIT ACCRUALS ...............................................................................................................................................105
Configure Benefit Accruals................................................................................................................................105
Configure Benefit Accumulators........................................................................................................................107
Add a Benefit Accruals Policy ...........................................................................................................................110
Edit a Benefit Accruals Policy ...........................................................................................................................112
Delete a Benefit Accruals policy........................................................................................................................112
Update to Current..............................................................................................................................................113
CHAPTER V
OPTIONAL MODULES .........................................................................................................114
© January 2009 Time America, Inc.
iv
TA100 Pro Manual
TABLE OF CONTENTS, Cont.
BELL SCHEDULES ...................................................................................................................................................114
BENEFIT ACCRUALS ...............................................................................................................................................114
PC CLOCK ..............................................................................................................................................................114
THIRD PARTY TERMINALS ......................................................................................................................................115
CHAPTER VI
ADDITIONAL EMPLOYEE FEATURES............................................................................116
PC CLOCK ..............................................................................................................................................................116
Accessing PC Clock...........................................................................................................................................116
Default Settings to Use PC Clock ......................................................................................................................116
Default Clock In.................................................................................................................................................117
Default Clock Out..............................................................................................................................................117
Default Clock Out for Lunch .............................................................................................................................118
Default Clock In from Lunch .............................................................................................................................118
Default Transfer Department ............................................................................................................................118
CHAPTER VII
EMPLOYEE MAINTENANCE .............................................................................................119
CONFIGURE EMPLOYEE ..........................................................................................................................................119
EMPLOYEE LIST......................................................................................................................................................120
EMPLOYEE TIMECARD (DESCRIPTION) TAB ...........................................................................................................121
EMPLOYEE SCHEDULE TAB ....................................................................................................................................125
Configure Employee Schedules .........................................................................................................................125
Assign or Edit an Employee Schedule ...............................................................................................................126
Delete a Schedule ..............................................................................................................................................128
Create a Rotating Schedule ...............................................................................................................................129
Create an Employee Schedule Template............................................................................................................130
Copy an Employee Schedule Template ..............................................................................................................131
EMPLOYEE TRANSACTIONS TAB ............................................................................................................................133
Description ........................................................................................................................................................133
EMPLOYEE STATUS TAB .........................................................................................................................................134
Configure Employee Status................................................................................................................................134
Add Employee Status .........................................................................................................................................135
Edit Employee Status .........................................................................................................................................136
Delete Employee Status .....................................................................................................................................136
EMPLOYEE BENEFITS TAB ......................................................................................................................................137
Benefit Entitlement: Configure ..........................................................................................................................137
Benefit Entitlement: Employee Benefit Details..................................................................................................138
Benefit Entitlement: Grant Benefit Time............................................................................................................139
Benefit Entitlement: Delete a Detail..................................................................................................................139
Benefit Accruals: Configure ..............................................................................................................................140
Benefit Accruals: Update Employee Benefits ....................................................................................................141
Benefit Accruals: Employee Benefit Details ......................................................................................................141
Benefit Accruals: Manual Benefit Adjustment ...................................................................................................142
Benefits Accrual: Delete a Manual Adjustment.................................................................................................143
EMPLOYEE MESSAGES TAB ....................................................................................................................................144
Configure...........................................................................................................................................................144
Add a Message...................................................................................................................................................145
Edit a Message...................................................................................................................................................146
Delete a Message...............................................................................................................................................146
EMPLOYEE WAGES .................................................................................................................................................146
Configure Employee Wages...............................................................................................................................146
Add a Global Wage............................................................................................................................................148
Edit a Global Wage ...........................................................................................................................................148
Delete a Global Wage........................................................................................................................................149
Add an Employee Level Wage ...........................................................................................................................149
Edit an Employee Level Wage ...........................................................................................................................150
© January 2009 Time America, Inc.
v
TA100 Pro Manual
TABLE OF CONTENTS, Cont.
EMPLOYEE BADGES TAB ........................................................................................................................................150
Configure Employee Badges..............................................................................................................................150
Add a Badge.......................................................................................................................................................151
Edit a Badge ......................................................................................................................................................152
Delete a Badge...................................................................................................................................................152
EMPLOYEE CLOCKS TAB ........................................................................................................................................152
Configure Hand Readers ...................................................................................................................................152
Configure TA7000 .............................................................................................................................................154
EMPLOYEE DETAILS TAB .......................................................................................................................................155
Configure Employee Details..............................................................................................................................155
Add an Employee ...............................................................................................................................................156
Edit an Employee...............................................................................................................................................157
Delete an Employee ...........................................................................................................................................159
CHAPTER VIII
TIMECARD AND TRANSACTION MAINTENANCE.....................................................160
ONLINE TIMECARD .................................................................................................................................................160
Accessing the Online Timecard from the Configure Employee Screen .............................................................160
Accessing the Online Timecard from the Approval Editor ................................................................................161
NAVIGATING IN THE ONLINE TIMECARD TAB.........................................................................................................161
NAVIGATING IN THE TRANSACTIONS TAB...............................................................................................................162
ADDING AND EDITING TRANSACTIONS...................................................................................................................162
Add Transaction ................................................................................................................................................163
Add Miscellaneous Transaction.........................................................................................................................164
Edit a Transaction .............................................................................................................................................166
Edit/Add Start ....................................................................................................................................................166
Edit/Add Stop.....................................................................................................................................................167
Multiple Miscellaneous......................................................................................................................................167
From Schedule...................................................................................................................................................169
DELETE A TRANSACTION ........................................................................................................................................169
AUDIT TRAILS ........................................................................................................................................................170
Print the Audit Trails .........................................................................................................................................171
APPROVAL EDITOR .................................................................................................................................................172
STATUS BOARD ......................................................................................................................................................175
TASK ORGANIZER ..................................................................................................................................................176
CHAPTER IX
GLOBAL COMMANDS .........................................................................................................178
SELECTING EMPLOYEES IN GLOBAL OPERATION DIALOG BOXES ..........................................................................178
Select Employees Individually ...........................................................................................................................178
Select Employees Globally ................................................................................................................................178
Select Employees by Group ...............................................................................................................................178
Select Employees by Division ............................................................................................................................179
GLOBAL MESSAGE ASSIGNMENT ...........................................................................................................................179
GLOBAL ADD TRANSACTION ..................................................................................................................................180
CHAPTER X
REPORTS ................................................................................................................................182
IMPORTANT INFORMATION ON PRINTING REPORTS ................................................................................................182
Configure Printer ..............................................................................................................................................182
RUNNING A REPORT ...............................................................................................................................................183
Running a Report by Range...............................................................................................................................183
Running a Report by Individual.........................................................................................................................188
ON SCREEN REPORT PREVIEW................................................................................................................................193
EMAILING A REPORT ..............................................................................................................................................195
CHAPTER XI
TERMINAL CONFIGURATION..........................................................................................197
TYPES OF CONNECTIONS ........................................................................................................................................197
© January 2009 Time America, Inc.
vi
TA100 Pro Manual
TABLE OF CONTENTS, Cont.
TA500, TA600 AND TA7000 SERIES (TA520/530, TA620, TA7000) ...................................................................198
Configure a TA500/TA600/TA7000 Series Clock ..............................................................................................198
TA715, TA777 AND TA780 SERIES .......................................................................................................................208
Configure a TA715/TA777/TA780 Series Clock ................................................................................................208
CONFIGURING PC CLOCK .......................................................................................................................................216
Configure a PC Clock........................................................................................................................................216
TASC.....................................................................................................................................................................218
Configure a TASC Clock ...................................................................................................................................219
ATS SERIES CLOCKS ..............................................................................................................................................226
Configure ATS Clocks........................................................................................................................................226
HAND READER CLOCKS .........................................................................................................................................229
Configure a Hand Reader Clock .......................................................................................................................229
ADD A CLOCK ........................................................................................................................................................234
EDIT A CLOCK ........................................................................................................................................................235
DELETE A CLOCK ...................................................................................................................................................235
SET DATE AND TIME ..............................................................................................................................................236
CHAPTER XII
TERMINAL POLLING AND AUTOPROCESSING ..........................................................238
POLLING .................................................................................................................................................................238
Polling Time Clocks...........................................................................................................................................238
CONFIGURE AN AUTOPROCESS...............................................................................................................................240
Run as Service ...................................................................................................................................................240
Add an AutoProcess...........................................................................................................................................241
Edit an Auto Process .........................................................................................................................................245
Delete an AutoProcess.......................................................................................................................................245
CHAPTER XIII
UTILITIES ..............................................................................................................................247
IMPORTING .............................................................................................................................................................247
Advanced Import................................................................................................................................................247
EXPORTING DATA ..................................................................................................................................................249
SYSTEM UTILITIES ..................................................................................................................................................252
Repair Database ................................................................................................................................................253
Reindex Database ..............................................................................................................................................253
Update Databases..............................................................................................................................................254
Initialize Databases ...........................................................................................................................................254
Change Employee Number ................................................................................................................................255
Change Employee Number Width......................................................................................................................255
Set Reprocess Date ............................................................................................................................................256
Fix Unassigned Badges .....................................................................................................................................257
Repost from R-Files ...........................................................................................................................................258
Purge R-Files.....................................................................................................................................................258
Post Historical Data ..........................................................................................................................................259
Archive...............................................................................................................................................................260
Restore Archive..................................................................................................................................................262
System Backup ...................................................................................................................................................263
System Restore...................................................................................................................................................264
ADDITIONAL UTILITIES ..........................................................................................................................................265
Calculator..........................................................................................................................................................265
Calendar ............................................................................................................................................................266
About..................................................................................................................................................................266
System Configuration.........................................................................................................................................267
Conversion Table...............................................................................................................................................267
Macros...............................................................................................................................................................268
© January 2009 Time America, Inc.
vii
TA100 Pro Manual
Chapter I
About this Manual
This section describes how to use this manual. In addition to providing you with step-bystep knowledge for performing various procedures, this manual will help you get the most
out of TA100 Pro.
Disclaimer
Every attempt is made to keep this manual up-to-date. However, software enhancements do
occur, and the content of this manual is subject to change without notice. Before using this
manual, verify that the information contained in it is current. Proper installation, configuration, and
operation of the software are contingent upon reading and following the procedures contained in
the latest version of the manual.
Technical Support
If you encounter a problem or need technical support after reading this manual, please contact
your local Sales and Service Representative. Your local representative has received training in
the areas of software installation, configuration, operation, and advanced troubleshooting. They
are qualified to provide you with the highest level of technical support.
When Calling Technical Support for Assistance
If possible, contact your authorized local Sales and Service Representative while at the
computer experiencing the problem so you can quickly answer questions and implement the
solutions suggested by your representative.
Before calling, gather the following information. Your local Sales and Service Representative
will need this information to assist you.
•
The version and serial number of your TA100 Pro software.
•
The name and version of the Operating System. The type of network being used (if
applicable).
•
The model number and EPROM revision of the data collection terminal(s) used with
the TA100 Pro software.
•
The name of all software options and/or modules installed.
•
The make and model of the host computer (PC).
•
The operations being performed when the problem occurred.
•
A printout of any error message that was displayed.
© January 2009 Time America, Inc.
9
TA100 Pro Manual
Chapter II
Installation
This section describes how to install the TA100 Pro software, the Sentinel System Driver,
and attach the hardware key.
System Requirements
To use the TA100 Pro system, the following are the recommended minimum system
requirements must be present.
•
Windows 95/98/2000/NT/ME/XP.
•
Pentium III 500 or better.
•
128MB of total memory (RAM).
•
A mouse, trackball, or other pointing device.
Additional Requirements
•
500MB of available disk space either on a workstation or accessible on a network
drive.
•
NOTE: A dedicated database server is not required.
•
Additional disk space and an enhanced wide-area network connection may be
required based on the number of employees, network distance, communication
method, and the amount of live data contained in the system.
Polling PC
•
An available serial port with a default address and interrupt.
•
An available parallel port.
Installing the System
NOTE: Do not launch or run any other applications during the installation process.
1. Insert the TA100 Pro Installation CD into the CD ROM drive of the computer
on which you wish to install the software. The InstallShield Wizard should
automatically appear.
2. If the InstallShield does not automatically run, you may start the installation
by navigating to My Computer and double-clicking the icon for TA100 PRO.
Figure 1: My Computer
3. The TA100 Pro Setup window will appear.
© January 2009 Time America, Inc.
10
TA100 Pro Manual
Figure 2: TA100 Pro Setup Wizard
4. Click the Next button to advance to the next screen. The License Agreement
screen will appear.
Figure 3: TA100 Pro License Agreement
5. Click Yes to accept the License Agreement. The Choose Destination
Location screen will appear.
Figure 4: Choose Destination Location
6. TA100 Pro will be installed in the C:\TA100PRO directory by default. If you
wish to install to a different directory, click the Browse and select the
directory to which you wish to install. Click the Next button when you are
ready to proceed. The Setup Type screen will appear.
© January 2009 Time America, Inc.
11
TA100 Pro Manual
Figure 5: Setup Type
7. Choose the type of installation you wish to perform.
a) “Full” will install both the software and the database files on this
computer. (Typical)
b) “Workstation” will install just the software.
8. Click the Next button to continue with the installation. The Select Program
Folder screen will appear.
Figure 6: Select Program Folder
9. The TA100 Pro folder will be created automatically. You may type a new
folder name if you wish. Click Next to continue. The installation will begin.
Figure 7: TA100 Pro Installation Progress
10. When the installation is finished, the InstallShield Wizard Complete screen
will appear. Click the Finish button to proceed.
11. If you selected "Full" in the Setup Type screen, the Sentinel System Driver
installation will begin automatically. If you selected "Workstation," the
installation will end at this point.
© January 2009 Time America, Inc.
12
TA100 Pro Manual
Figure 8: Sentinel Driver Installation
12. The Sentinel System Driver—InstallShield Wizard will appear. The Sentinel
System Driver is necessary for TA100 Pro to be able to access the database
files.
Figure 9: Sentinel InstallShield Wizard
13. Click the Next button to begin the Sentinel System Drive Installation. The
Setup Type screen will appear.
Figure 10: Sentinel Driver Setup Type
14. Verify that Complete is selected and click Next to continue. The Ready to
Install screen will appear.
© January 2009 Time America, Inc.
13
TA100 Pro Manual
Figure 11: Ready to Install
15. Click Install to begin the installation.
Figure 12: Sentinel Drive Installation
16. When the installation is finished, the InstallShield Wizard Complete screen
will appear. Click the Finish button to proceed.
Figure 13: Installation Complete
17. This concludes the installation. The Installation Complete message will
appear.
© January 2009 Time America, Inc.
14
TA100 Pro Manual
Figure 14: FoxPro LIB Installation
18. The FoxPro LIB—InstallShield Wizard will appear. The FoxPro LIB is for the
TA100 Pro database files.
Figure 15: FoxPro InstallShield Wizard
19. Click the Next button to begin the FoxPro LIB installation. The Ready to
Install screen will appear.
Figure 16: FoxPro LIB Installation
20. When the installation is finished, the InstallShield Wizard Complete screen
will appear. Click the Finish button to proceed.
© January 2009 Time America, Inc.
15
TA100 Pro Manual
21. Click OK. TA100 Pro will now appear in your Start Menu and on your
desktop.
22. You must attach a hardware key to the computer's parallel port prior to being
able to start and operated TA100 Pro. See Hardware Keys.
Hardware Keys
When the installation is complete, a hardware key must be attached to the computer’s parallel
port in order to start and operate the TA100 Pro software. There are three types of hardware keys
- each designed for a specific purpose.
•
Main System Key
•
Polling Key
•
Demo Key
Attach the hardware key to the computer’s parallel port. If you have a printer attached to the
parallel port, place the hardware key between the computer’s parallel port and the printer cable
as shown in Figure 17: Using a Hardware Key with a Printer Cable below.
Figure 17: Using a Hardware Key with a Printer Cable
When the system is first launched, TA100 Pro searches for and verifies the presence of a
hardware key. If a key is not found, the system will not start.
Main System Key
The Main System Key is shipped with each new software package. One key per system is
required. The Main System Key allows you to start and operate the software as well as poll
your time clock(s). The Main System Key is identified by the code 4HJDAB-B on the outer
shell.
Polling Key
The Polling Key allows TA100 Pro to communicate with time clocks from a workstation other
than where the Main System Key resides. This key is identified by the code 4EQSGH-B on
the outer shell.
On local or wide-area networks, a remote workstation can launch and operate the software as
long as the Main System Key is detected somewhere on the network. However, the
workstation cannot poll time clocks unless it has an Additional Polling Key attached.
© January 2009 Time America, Inc.
16
TA100 Pro Manual
Demo Key
The Demo Key is an accessory for resellers of TA100 Pro systems. This key is identified by
the code 4EIWEH-B on the outer shell.
The following restrictions are present when TA100 Pro detects the Demo Key:
•
The TA100 Pro software is limited to five employees and two users.
•
NOT FOR RESALE is displayed on all screens.
© January 2009 Time America, Inc.
17
TA100 Pro Manual
Chapter III
Getting Started
This section explains how to launch the TA100 Pro system, including logging on and off,
using Help, using the keyboard instead of the mouse and customizing the TA100 Pro
environment.
Starting TA100 Pro and Logging In
Note on User Accounts
When starting TA100 Pro, you will be prompted for a User ID and password. The User ID and
password are used to determine who is able to login and what areas of the program are
accessible. These "User Accounts" are defined in the Security Access portion of TA100 Pro,
which will be covered later in this manual.
SYSOP
There is a built-in administrator account that grants full access to all parts of the
application. The User ID for this account is SYSOP and the initial password is
"password." (This password can and should be changed.) This account will be referred
to as SYSOP throughout this manual.
The first time you login, you must use the SYSOP account, as no other accounts exist.
You will also use this account to perform system maintenance, etc. The SYSOP account
can perform all functions within TA100 Pro, including certain database management
functions that no other account can access.
Launching and Logging In to TA100 Pro
The instructions in this section assume that you already know the User ID and password to
be used. Check with your system administrator if you are unsure of which User ID to use.
1. Click the Start, Programs, TA100 Pro, TA100 Pro, or double-click the
TA100 Pro Icon on the Desktop.
2. TA100 Pro will open and display the Login screen.
Figure 18: TA100 Pro Login Screen
© January 2009 Time America, Inc.
19
TA100 Pro Manual
3. Type your User ID in the User ID field, then press either ENTER or the TAB
key to advance to the Password field.
4. Type your password in the Password field and press either ENTER or the
TAB key to access TA100 Pro.
5. The Main Window will open.
Exit
Help
Task Organizer
Automated Processes
Poll Terminals
Reports and Listings
Status Board
Approval Editor
Maintenance
Exiting the System
You can use any of the following methods to close or exit out of TA100 Pro.
•
Click File, Exit on the menu bar.
•
Click the Exit button on the toolbar.
•
Click the Windows Close button (the X at the far right of the menu bar).
•
Press ALT+ F4 on the keyboard.
© January 2009 Time America, Inc.
20
TA100 Pro Manual
Tips and Techniques
TA100 Pro is designed to be user-friendly, and as such there are common techniques to making
working in TA100 Pro easier. Some of these tips are listed below.
Setting
Definition
Apply
You may click the Apply button in any
screen to commit the changes you have
made without exiting the current screen. This
allows you to "save as you go" and is a good
practice.
Name vs. Number
listing
You will notice that most of the configuration
dialog boxes provide a list of the existing
items at the side of the screen. (For example,
the Divisions dialog box gives you a list of
Divisions.) These lists can be sorted
according to Name or Number, depending
upon your preference.
Show Inactives
Check this button to show inactive items in
the list at the side of any dialog box.
Print
You may click the Print button in any dialog
to print the report associated with the current
screen. For example, clicking the Print
button in the Configure Category dialog box
prints the Category Listing report.
Cancel
You may click the Cancel button in any
dialog box to close the screen without saving
changes.
NOTE: The Employee Maintenance and Status Board sections will resize themselves according
to the monitor resolution.
Using the Keyboard
TA100 Pro system is designed so you can perform all operations from your keyboard as well as
with the mouse.
Hot Key
Underlined Letter
Underlined Letters
All menus, menu items, and buttons have an underlined letter, which allows keyboard access
to that item.
© January 2009 Time America, Inc.
21
TA100 Pro Manual
•
To access a menu, press the ALT key in conjunction with the letter that is underlined.
•
To access an item on the menu, first open the menu and then press the letter that is
underlined.
•
To select a button, press the CTRL key in conjunction with the letter that is
underlined
Keyboard Usage Examples
To:
Do This:
Select an item from the Main
Window.
Press ALT and the underlined letter.
For example, press ALT+F to open the
File menu.
Press the underlined letter only. This is
true for submenus too.
For example, type S to select
Security.
Press CTRL plus the underlined letter.
For example, press CTRL+E to choose
the Edit button.
Select a menu command.
Select a button.
Hot Keys
Some menus, such as the Help menu, are accessible using Hot Keys. These keys or key
combinations correspond to a menu item. Instead of typing the underlined letter in the
command, you can simply press the Hot Key. For example, to view your system
configuration, press F11. Also, all date fields have a calendar dropdown, to access right click
on the date.
Additional Keyboard Access
Other keys and key combinations are available in the system. They are explained below
To:
Press:
Exit the current function or window without
saving the data.
Display the Help topic associated with the
current window.
Display the Calculator.
ESC
Display the Calendar/Diary.
F3
Display the Help > About menu window.
F9
Display Conversion Table
F12
Activate the menu bar in the Main Window.
F10 or ALT
Exit the TA100 Pro system.
ALT+F4
Display Rounded Start and Stop times in the
Online Timecard.
R
© January 2009 Time America, Inc.
F1
F2
22
TA100 Pro Manual
Help
TA100 Pro incorporates an Online Help system to answer questions about functions, procedures,
and commands.
You can access context-sensitive Help from anywhere in the application by pressing the F1
function key. You will automatically be taken to the Help topic appropriate for the screen that you
are in currently.
You may also access the Online Help feature through the Help menu, from which you can
perform searches and browse the Help topics. There are three ways you can look for information:
Browse the Contents, Search the Index, or do a text Find. There are three tabs across the top of
the Help Topics window to access each of these methods.
Access the Online Help Window
1) Click the Help menu, Help. The Help Topics window will open
Figure 19: Help Topics
Use Help Contents
1. In the Help Topics window, click the Contents tab.
2. Double-click the topic you wish to browse. This will expand the sub-topics
below it.
3. If necessary, double-click the sub-topic you wish to browse.
4. When you find the article you are interested in, double-click it to open the
article.
Use the Help Index
1. In the Help Topics window, click the Index tab.
2. Type in the topic you are looking for.
3. When you find the article you are interested in, double-click it to open the
article.
© January 2009 Time America, Inc.
23
TA100 Pro Manual
Use Help Search
1. In the Help Topics window, click the Search tab.
2. Type in the topic you are looking for.
3. If necessary, select a word from the list of suggestions.
4. When you find the article you are interested in, double-click it to open the
article.
Return to the Help Topics Window
After reading an article, you may return to the Help Topics window by clicking the Help
Topics button on the toolbar.
Figure 20: Help Article
Print a Help Topic
You can print any help topic by clicking the Print button on the toolbar.
Figure 21: Help Article
1. Click the Print button on the TA100 Pro Help toolbar. The Print window will
open.
© January 2009 Time America, Inc.
24
TA100 Pro Manual
Figure 22: Print
2. Select the printer to which you wish to print and click the Print button. The
topic will print.
Configuring the System Environment
Environmental settings control various display and functional characteristics of your system. The
default settings can be modified. Bell, Background and Large Toolbar are available
environment options. A check mark (9) in front of the option means that the option is activated.
Figure 23: Environment Menu
Play Bell Tones
You can customize TA100 Pro to play a tone at the end of a field when entering data.
1. Click the File menu, Environment, Bell. This will cause a bell tone to play
whenever you come to the end of a field when entering data.
NOTE: To remove follow Step 1.
Change Screen Background
You can customize the TA100 Pro background to display a graphic of your choice. The
graphic must be in bitmap (.bmp) format.
© January 2009 Time America, Inc.
25
TA100 Pro Manual
1. Click the File menu, Environment, Background. The Select Background
window will open.
Figure 24: Select Background
2. Choose the graphics file you wish to use for your background.
•
•
Click the directory or file to select it.
Click the […] icon to go to a previous directory.
3. Click OK to accept the selected file.
4. Your graphic will appear on the background of TA100 Pro.
NOTE: To reset the background settings to the defaults:
‚
‚
Click the File menu, Environment, Background. The Select
Background window will open.
Click the Defaults button.
Gradient Background Option
You can activate the gradient background for all forms in TA100 Pro.
Navigation Selection
You can customize the main toolbar to display a small button toolbar, large button toolbar,
show center screen shortcut, side bar or zoom bar.
1. Click the File menu, Environment, Navigation Selection. Then select from
the list of options.
© January 2009 Time America, Inc.
26
TA100 Pro Manual
Chapter IV
Configuration
This section explains how to configure and customize TA100 Pro for your company's
requirements. To make this chapter easier to follow, the topics in this section are arranged
in the sequence that Time America recommends completing them. This also happens to
be the order in which they appear on the Configure menu in the TA100 Pro Main Window.
This order is:
•
Main Company
•
Divisions (optional)
•
Categories
•
Policies
•
Shifts
•
Holidays
•
Groups (optional)
•
Department
•
Job
•
Security
•
Bell Schedules
•
Benefit Accruals
© January 2009 Time America, Inc.
27
TA100 Pro Manual
Main Company
The Main Company window is where you identify your company, define the overall configuration
of the system, and specify the payroll service to which time and attendance data will be exported.
1. Click the System Setup menu, Company, Main Company. The Main
Company window will open and the General tab will be selected by default.
Figure 25: Main Company: General tab
2. Fill in the settings as appropriate:
Setting
Definition
Name
Enter your company's name. This field is
required and can contain up to 30
characters.
Address
Enter the first line of your company's primary
address. This field can accept up to 30
characters.
NOTE: Divisions can be used to allow for
additional branch addresses.
Address
Enter the second line of your company's
primary address (such as suite number.) This
field can accept up to 30 characters and may
be left blank.
City
Enter your company's primary address City.
This field can accept up to 30 characters.
State
Enter the two-character code for your
company's State. TA100 Pro automatically
capitalizes your entry.
Zip
Enter your company's zip code. You may
enter the 5 or 9 digit zip code.
Phone Number
Enter your company's primary phone
number.
Fax Number
Enter your company's primary fax number.
© January 2009 Time America, Inc.
28
TA100 Pro Manual
3. When all settings are complete, click the Configure tab. The Configure
screen will appear.
Figure 26: Main Company: Configure tab
4. Fill in the settings as appropriate
Setting
Definition
Daylight savings
Check this box if your company is in a state
that observes daylight savings time. Typically
you will check this box.
Divisions
Check this box to enable the Divisions
feature. A Division is a "subset" of the main
company, such as a branch, different
location, or subsidiary company.
TIP: Companies who submit multiple
company codes to their payroll service may
want to use Divisions.
Department
Check this box to enable the Departments
feature. Departments reflect the business
units within your company and are the top
level of Job Costing.
NOTE: You will have the opportunity to
customize this nomenclature in the next
screen.
Job
Check this box to enable the Job level. Jobs
are the second level of Job Costing.
NOTE: You will have the opportunity to
customize this nomenclature in the next
screen.
Lunches
Check this box to enable this option if your
employees will punch for lunch or lunch will
be deducted automatically.
Breaks
Check this box to enable this option if your
employees will punch for break or break will
be deducted automatically.
© January 2009 Time America, Inc.
29
TA100 Pro Manual
Setting
Definition
Use level wage
before default
assignment wage
"Level Wage" refers to the hourly rate
associated with a department, job, step,
operation or task. The "default assignment
wage" refers to the wage associated with an
individual employee.
Check this box if you wish the Level Wage
for the department an employee works in to
take precedence over the Default
Assignment Wage when calculating an
employee's earnings.
Paid lunches and
breaks do not
accrue toward
overtime
Check this box if paid lunches and breaks
are not considered in calculating hours for
overtime.
Use SMTP for email
This option allows you to define the e-mail
configuration per user in security.
Tip reporting
Check this box to enable tip reporting.
Wages
Check this box to enable the wages features
throughout TA100 Pro. This makes it
possible to enter wage information in the
Employee Maintenance screen.
Overtime Level 2
Up to three levels of overtime may be
defined in TA100 Pro. One overtime level
(OT1) is always available. To use a second
overtime level (OT2), click the Overtime
Level 2 check box.
Overtime Level 3
To use a third overtime level (OT3) in the
system, click the Overtime Level 3 check
box. This level is not available unless
Overtime Level 2 is selected.
Use Swipe and Go
Check this option to allow employees to
swipe the clock without punching any keys.
The system then determines whether the
individual punch was an In, Out, Out for
Lunch, In from Lunch, etc., based on the
employee’s last punch and the employee's
schedule.
Use (am-pm)
Format
Check this option to have reports and the
online timecard use an AM/PM format
instead of 24-hour format (military time.)
Do not use Floater
for shift selection
Check this option to suppress all floaters
from each shift group.
Editable Pay
Periods, plus days
This option controls the number of pay
periods and days in which it is possible to
edit transactions in the TA100 Pro system.
For instance, Figure 26 specifies that two
pay periods of transactions can be modified.
© January 2009 Time America, Inc.
30
TA100 Pro Manual
Setting
Definition
Approval Editor Pay
Periods Back
This option controls the number of pay
periods in which it is possible to edit
transactions from the Approval Editor.
Auto logoutminutes
This option will define the number of minutes
a user can be idle in TA100 Pro before it
automatically logs them out.
Auto logout-time
This option will define a specific time all
users will automatically be logged out of
TA100 Pro.
Currency Name
Enter the type of currency TA100 Pro should
use. The default is "Dollars."
Date Format
Select the manner in which dates should be
displayed. The options are American
(MM/DD/YYYY) and European
(DD/MM/YYYY).
Date Delimiter
Enter the character with which to delimit
dates. The default is a slash (/).
5. When all settings are complete, click the Defaults tab to select it. The
Defaults screen will appear.
Figure 27: Main Company: Defaults Screen
6. Fill in the settings as appropriate:
Setting
Definition
Employee
Enter the term you would like to use to refer
to employees. (i.e., Employees, Associates,
Members, etc.) The default is "Employees."
Length
Enter the maximum number of digits for the
Employee ID.
Type
Choose the data type for the Employee ID.
The options are Numeric and
Alphanumeric.
© January 2009 Time America, Inc.
31
TA100 Pro Manual
Department
Enter the term you would like to use to refer
to the business units within your
organization. (i.e., Departments, Business
Unit, Cost Center, etc.) The default is
"Department."
Length
Enter the maximum number of digits for the
Department ID.
Type
Choose the data type for the Department ID.
The options are Numeric and
Alphanumeric.
Job
Enter the term you would like to use to refer
to the second level of job costing in your
organization. (i.e., Job, Project, Client, etc.)
The default is "Job."
Length
Enter the maximum number of digits for the
Job ID.
Type
Choose the data type for the Job ID. The
options are Numeric and Alphanumeric.
User Defined Fields
TA100 Pro allows you to define up to six
user-defined fields. Enter the names of the
fields you would like to define (if any). If you
do not need any custom fields, you may
leave these blank. The default values are
License, Spouse, and License 2, but you
may modify or delete these as desired.
Badges Length
Enter the number of characters (from 2 to 10)
that will be read from the employee badge.
For example, if the badge number is 10
characters long but you want to read only the
last five characters, enter a 5 in this field.
The number of digits here must match the
actual number of digits on the physical
badges given to employees, and must also
match the settings programmed into the
badge reader clocks.
Maximum
Type the maximum number of characters
(from 2 to 64) on an employee’s badge. Any
badge longer than this number will be
rejected by the time clock.
Type
Choose the data type for the Badge number.
The options are Numeric and
Alphanumeric. Most – though not all –
badges will be Numeric.
© January 2009 Time America, Inc.
32
TA100 Pro Manual
Automatic Badge
Assignment
TA100 Pro can assign badge numbers
automatically when adding a new employee.
You can manually change automatic
assignments later if necessary.
Choose No Automatic Assignment to
bypass the automatic assignment and be
allowed to enter the badge number manually.
Choose Next Numeric Available to have
TA100 Pro assign the next sequential
available badge number.
Choose Same as Employee Number to
have TA100 Pro assign a badge number that
is identical to the employee's ID number.
7. When all settings are complete, click the Exports tab to select it. The Exports
screen will appear.
Figure 28: Main Company: Exports Tab
8. Select the payroll provider to which you wish to export data. You may be
prompted for additional information specific to the payroll application
selected. For example, when ADP is selected, you are asked for the
Company Code of your main company. Click Display only this export to
have this payroll company listed as the only export available via reports.
NOTE: If the payroll provider you will be using does not appear in the list,
simply choose either “Generic Numeric” or “Generic Alpha” depending on
the Pay Code type your provider requires (contact your payroll provider
to obtain this information.)
9. When all settings are complete, click OK to save the changes and exit the
Main Company configuration dialog box.
© January 2009 Time America, Inc.
33
TA100 Pro Manual
Divisions
Divisions are subsets of the main company. For example, a division can be a remote office or
separate business unit. Divisions are not required and will only be available if the Divisions
option is selected in Main Company Configure screen.
Configure Divisions
From the divisions dialog box, you may add, edit and delete Divisions.
1. Click the System Setup menu, Company, Divisions. The Configure
Divisions dialog box will open.
Figure 29: Divisions
2. The Divisions window includes the following information:
Setting
Definition
Number
This is a required field. Enter a 4-digit
number to identify the division.
NOTE: Do not use 0000 since this number is
assigned to the main company and cannot
be used for divisions.
Name
This is a required field. Type the division
name (up to 30 characters) as you want it to
appear in the system and on reports.
Active
Click the Active check box to indicate that the
division is currently in use. Uncheck this box
if the division is not being used at this time.
Address
Enter the first line address of the division. Up
to 30 characters may be entered in each line.
Address
Enter the second line address of the division
(if applicable). Up to 30 characters may be
entered in each line.
City
Type the name of the city (up to 30
characters) for the division.
© January 2009 Time America, Inc.
34
TA100 Pro Manual
State
Type the two-character state abbreviation.
Zip
Enter the five or nine-digit postal zip code of
the division.
Phone Number
Enter the telephone number for this division.
Fax Number
Enter the fax number for this division.
Additional
Information
You may be prompted for additional
information based upon the payroll
application selected in the Export screen of
the Main Company configuration. For
example, if ADP is selected in the Export
screen, you will be prompted for the
company number of this division.
Add a Division
1. Click the System Setup menu, Company, Divisions. The Configure
Divisions dialog box will open.
2. Click the Add button. The General screen will become available for you to
add the new Division.
3. Fill in the settings as described in the Configure Divisions section.
4. Click OK to commit the changes and return to the Configure Divisions
screen.
5. Click Close to exit the Configure Divisions window.
Edit a Division
1. Click the System Setup menu, Company, Divisions. The Configure
Divisions dialog box will open.
2. Highlight the Division you wish to edit from the list at the side of the screen.
3. Click the Edit button. The General screen will become available for you to
edit the selected division.
4. Edit the settings as described in the Configure Divisions section.
NOTE: The Division number cannot be changed.
5. Click OK to commit the changes and return to the Configure Divisions
screen.
6. Click Close to exit the Configure Divisions window.
Delete a Division
Divisions that are in use cannot be deleted.
1. Click the System Setup menu, Company, Divisions. The Configure
Divisions dialog box will open.
2. Highlight the division you wish to delete from the list at the side of the screen.
© January 2009 Time America, Inc.
35
TA100 Pro Manual
3. Click the Delete button.
Figure 30: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Divisions window.
© January 2009 Time America, Inc.
36
TA100 Pro Manual
Categories
Categories are used to track and report types of time or money. The built-in categories are:
•
Absent
•
Adjustment
•
Break
•
Bereavement
•
Holiday
•
Jury Duty
•
Lunch
•
Military Leave
•
Sick – NonPaid
•
Other Paid Time
•
Personal Day
•
Per Diem #1
•
Per Diem #2
•
Sick – Paid
•
Cash Tips
•
Charge Tips
•
Vacation
•
Worked Time
You may edit and delete built-in categories (other than Work), as well as add custom categories
specific to your organization, such as Floating Holidays, Family Leave, etc.
Categories are used in entering time and monetary adjustments for employees.
© January 2009 Time America, Inc.
37
TA100 Pro Manual
Configure Categories
1. Click the System Setup menu, Categories. The Configure Categories dialog
box will open.
Figure 31: Categories
2. The Configure Categories screen displays the following information:
Setting
Definition
Code
This is a required field. Enter a code (up to 4
alphanumeric characters) to identify the
category. Once saved, this code cannot be
changed.
Equals category
number from hand
reader.
When entering a Category into a Hand
Reader, only a numerical value can be
entered. Use this field to assign a number
representing the Category Code.
Name
This is a required field. Enter the category
name, as it will appear in the system and on
reports. The category name can be up to 30
characters long.
Active
Click the Active check box to indicate that the
category is currently in use. Clear this check
box if the category is not being used at this
time.
Do you wish to
export this
category?
This indicates whether this category will be
included in the export information created for
your payroll service.
If this option is selected, the Export tab will
become available. You must configure the
Export tab settings to specify field mappings
for your payroll export. (See Step 3.)
© January 2009 Time America, Inc.
38
TA100 Pro Manual
Hours/Dollars
This is a required field. Select either Hours
or Dollars to indicate the category type. For
example, the category VACATION collects
hour amounts, while the categories TIP1 and
TIP2 collect dollar amounts.
If Hours is selected, complete the remaining
fields that apply. If Dollars is selected, the
remaining fields in this dialog box are
unavailable.
Miscellaneous
entry overrides
absence?
Select this option to allow a Miscellaneous
entry of this category to override an absence.
(Miscellaneous refers to an entry other than
Work.)
Miscellaneous
entry overrides
holiday minimum
hours?
Allows time in this category to count toward
the minimum hours worked requirement for
allocating paid holiday time. (Miscellaneous
refers to an entry other than Work.)
Are
miscellaneous
entries paid?
Allows time in this category to be treated as
“paid time.” Select this option if employees
will be paid when receiving a miscellaneous
entry using this category. (Miscellaneous
refers to an entry other than Work.)
Can this
category be
overtime?
This option will only be available if
miscellaneous entries are paid. Select this
option to accrue time in this category towards
overtime. Clearing this option causes the
system to prohibit overtime calculation on
this category. If the category can be
overtime, it is also possible to default to a
specific level as well as enable it to
accumulate towards overtime.
Post to benefit
entitlement?
Select this option to post accrued time in this
category to company benefits. Checking this
option makes it possible to configure benefit
entitlement and/or rules for this pay type.
Also, any time posted to this category will be
deducted from the available entitlement for
this category.
3. The Export Codes tab will be available only if the Do you wish you to
export this category option is checked.
NOTE: These settings will be used to map data collected by TA100 Pro to
the appropriate fields in your payroll application, and it is critical that they be
configured fully and accurately. The information in these fields must be
obtained from the payroll service specified in Company Setup. Contact your
payroll service representative or software manual for the information
requested, if necessary.
© January 2009 Time America, Inc.
39
TA100 Pro Manual
Figure 32: Export Codes tab
4. The Export Codes tab includes the following information:
Setting
Definition
Differential: None
This line of information will specify the codes
for hours that do not have differential
adjustments.
Differential: D1-D3
These lines of information will specify the
codes used by hours allocated to each Shift
Differential.
REG
Regular Hours are hours paid at "straight
time." Enter the code your payroll application
uses to refer to Regular hours.
OT1
OT1 hours are hours paid at the factor
defined for OT1 in the Payroll Policy. Enter
the code your payroll application uses to
refer to hours paid at the OT1 factor.
OT2
OT2 hours are hours paid at the factor
defined for OT2 in the Payroll Policy. Enter
the code your payroll application uses to
refer to hours paid at the OT2 factor.
NOTE: This option will only appear if OT2
has been selected on the Configure tab of
the Main Company configuration dialog box.
OT3
OT3 hours are hours paid at the factor
defined for OT3 in the Payroll Policy. Enter
the code your payroll application uses to
refer to hours paid at the OT3 factor.
NOTE: This option will only appear if OT3
has been selected on the Configure tab of
the Main Company configuration dialog box.
© January 2009 Time America, Inc.
40
TA100 Pro Manual
Field Code
Enter the code that indicates which field of
your payroll software this category will be
mapped to.
This code differentiates between categories
of time that use the same field number. For
example, regular (REG) hours for
VACATION and HOLIDAY may both use
field number 16. By assigning a field code V
to the VACATION category and H to the
HOLIDAY category, vacation hours are
reported in field 16V, while holiday hours are
reported in 16H. If no field code was
assigned, you could not differentiate between
vacation and holiday hours.
Add a Category
1. Click the System Setup menu, Categories. The Configure Categories dialog
box will open.
2. Click the Add button to add a new Category. The General tab will become
available.
Figure 33: Adding a new Category
3. Fill in the settings as described in the Configure Categories section.
4. Click OK to commit the changes and close the Categories dialog box.
5. Click Close to exit the Configure Categories window.
Edit a Category
1. Click the System Setup menu, Categories. The Configure Categories dialog
box will open.
2. Highlight the Category you wish to edit from the list at the side of the screen.
3. Click the Edit button. The General screen will become available for you to
edit the selected category.
4. Edit the settings as described in the Configure Categories section.
© January 2009 Time America, Inc.
41
TA100 Pro Manual
5. Click OK to commit the changes and return to the Configure Categories
screen.
6. Click Close to exit the Configure Categories window.
Delete a Category
Categories that are in use cannot be deleted.
1. Click the System Setup menu, Categories. The Configure Categories dialog
box will open.
2. Highlight the category you wish to delete from the list at the side of the
screen.
3. Click the Delete button. You will be prompted:
Figure 34: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Categories window.
© January 2009 Time America, Inc.
42
TA100 Pro Manual
Policies
Policies are used to store and apply the business or payroll rules governing overtime, holidays,
etc. It is possible to have more than one set of rules within an organization, so TA100 Pro makes
it possible to create many Policies. Each employee is assigned to the Policy that applies for him
or her.
Configure Policies
1. Click the System Setup menu, Policies. The Configure Policies dialog box
will open.
Figure 35: Configure Policies
2. There are several tabs in the Configure Policies dialog box, each with its own
settings. The first tab, General tab defines general payroll policy parameters
and contains the following information:
Figure 36: Policies: General tab
© January 2009 Time America, Inc.
43
TA100 Pro Manual
Setting
Definition
Code
This field is required. Enter a code (up to 3
alphanumeric characters) to identify the
policy. Once saved, this code cannot be
changed.
Name
This field is required. Type the company
policy name, as it will appear in the system
and on reports. The policy name can be up
to 30 characters long.
Active
Click the Active check box to indicate that the
policy is currently in use. Clear this check
box if the policy is not being used at this
time.
Pay Period
Select the appropriate pay period information
for your company.
Weekly
Check this option if wages are paid weekly.
Bi-weekly
Check this option if wages are paid every
other week.
Semimonthly
Check this option if wages are paid twice a
month.
Monthly
Check this option if wages are paid once a
month.
Start Date
Enter the starting date of the pay period
(using MM/DD/YYYY format). This is used
for calculations and represents the starting
date of an entire payroll period. The day of
the week (Sunday, Monday, etc.) that
corresponds to the starting date is used to
determine when the cycle begins.
NOTE: This date should be the first of a
month in the past that corresponds to the day
of the week that the pay period starts on.
Number of Days
in semimonthly
period
Punch Defaults
Ignore use of
duplicate
function key
punches within
© January 2009 Time America, Inc.
If the pay period is semimonthly, specify the
number of days in the first half of the policy’s
semi-monthly period. Click the down arrow
next to the entry field to select a number from
1 to 28.
The settings in this section define how
punches are processed.
Enter the number of minutes (up to 59)
during which duplicate punches on the time
clock are ignored. When duplicate punches
are made within this time frame, only the last
punch is used for calculations.
44
TA100 Pro Manual
Ignore use of
opposing
function key
punches within
Enter the number of minutes (up to 59) in
which opposing (i.e. sequential In/Out)
punches on the time clock are ignored. For
example, if 3 minutes is entered here and an
employee accidentally punches Out instead
of In, the employee can enter the In punch
within 3 minutes to correct the error and
TA100 Pro will ignore the Out punch entirely.
Missing Out
punch limit
Enter the number of hours (in HH.MM
format) that can pass after the In punch
before the system assumes the employee
has forgotten to punch out and flags the time
and attendance reports. For example, if
10.00 is entered in this field, the system
expects an Out punch to be recorded no later
than 10 hours after the shift’s In punch. The
default for this field is 18.00 or 18 hours.
Will default the
Work total to
Enter the time (in HH.MM format) to be
recorded when the employee is flagged with
a Missing Out Punch.
For example, assume an employee is
scheduled to work 8 hours and forgets to
punch Out. If 8.00 is entered in this field, the
system recognizes the missing Out punch
yet totals 8 hours for the employee. The
default for this field is 00.00 (indicating that
no time will be totaled for a Missing Out
Punch).
Maximum Out
punch link back
to In punch
Enter the maximum time an employee who
has punched Out can punch back In and still
have the new time included in the previous
total when calculating daily overtime.
For example, assume that the Maximum
Out Punch Link-Back is defined as 2.00
and overtime is paid after working 8 hours in
a single day. If an employee punches In at
8:00 A.M. and Out at 5:00 P.M. (with a one
hour unpaid lunch) then punches back In at
6:30 P.M. (within the 2-hour link-back) and
Out again at 9:30 P.M., the daily total shows
8 hours of regular time and 3 hours of
overtime.
First Change
Punch accrues to
In punch
Check this option if the first department
and/or job transfer after the In punch should
be retroactive to the In punch.
3. The Holidays tab defines the rules for paying Holidays and contains the
following information:
© January 2009 Time America, Inc.
45
TA100 Pro Manual
Figure 37: Policies: Holidays tab
Setting
Definition
Pay Holidays
Check this option if you wish the program to
pay holidays. You will specify the dates of
the holidays in a separate dialog box. (See
Holidays, page 67.)
Holiday Eligibility
These settings define the prerequisites for
being paid for the holiday.
Minimum days of
employment to
qualify
Enter the minimum number of days (up to 3
digits) from the hire date for an employee to
qualify for non-worked holiday pay. The
default is 90 meaning 90 qualifying days are
required.
Required to work
the scheduled
day
Select an option to indicate which days the
employee must work to qualify for holiday
pay.
Before and After. Employee must work the
scheduled day before and after the holiday to
receive holiday pay.
Before or After. Employee must work the
scheduled day before or after the holiday to
receive holiday pay.
None. There are no requirements for the
employee to qualify for holiday pay.
Minimum before
Enter the number of hours that must be
worked on the day prior to the holiday in
order for that day to qualify as having been
worked.
Minimum after
Enter the number of hours that must be
worked on the day after the holiday in order
for that day to qualify as having been
worked.
Holiday Parameters
These settings define how the Holiday pay
will be allocated.
© January 2009 Time America, Inc.
46
TA100 Pro Manual
Apply Holiday
when not
scheduled to
work
Check this option if the holiday hours can be
given to an employee who is not scheduled
to work on the holiday.
Holiday hours
can accrue
toward overtime
Check this option if holiday hours and added
holiday time count toward overtime. For
example, assume an employee works 44
hours during a week and one 8-hour holiday
occurs. If this option is checked, and
overtime is paid after 40 hours, the employee
receives 40 hours regular pay and 12 hours
overtime. If this option is not checked, the
employee receives 48 hours regular pay and
4 hours overtime.
Hours to add for
each worked
holiday
Enter the number of hours (in HH.MM
format) to be added to the employee’s time
for each worked holiday. These hours are in
addition to actual time worked. For example,
if 8.00 hours are entered in this field, and an
employee works 8 holiday hours, 8 more
hours are added to the employee’s time. The
default is 8.00.
Multiply worked
holiday hours to
apply to HOL
Click this check box to multiply any worked
holiday hours by a specified rate.
Hours to add for
each unworked
holiday
Enter the number of hours (in HH.MM
format) added to the employee’s time for
each non-worked holiday. This entry is
usually equal to the number of regular hours
worked. The default is 8.00.
Given Minimum
Enter the minimum number of hours that an
employee is guaranteed to receive for
holiday pay regardless of the number of
hours worked.
Given Maximum
Enter the maximum number of hours that an
employee is guaranteed to receive for
holiday pay regardless of the number of
hours worked.
© January 2009 Time America, Inc.
47
TA100 Pro Manual
Beginning pay
rate if Holiday is
worked
Select a level to indicate the employee’s
wage multiplier for a worked holiday.
Reg. Regular wages are paid for a worked
holiday.
OT1. The overtime rate specified in OT1 on
the Overtime dialog box is paid for a worked
holiday.
OT2. The overtime rate specified in OT2 on
the Overtime dialog box is paid for a worked
holiday.
OT3. The overtime rate specified in OT3 on
the Overtime dialog box is paid for a worked
holiday.
Beginning pay
rate if Holiday is
worked
(Secondary)
Select a level to indicate the employee’s
wage multiplier for a secondary worked
holiday.
Reg. Regular wages are paid for a worked
holiday.
OT1. The overtime rate specified in OT1 on
the Overtime dialog box is paid for a worked
holiday.
OT2. The overtime rate specified in OT2 on
the Overtime dialog box is paid for a worked
holiday.
OT3. The overtime rate specified in OT3 on
the Overtime dialog box is paid for a worked
holiday.
Reset at end of
day
Check this option to disable the holiday pay
rate at midnight. Clear this check box to
continue using the holiday pay rate specified
until the employee punches Out.
4. The Overtime tab defines the rules for calculating overtime and contains the
following information:
© January 2009 Time America, Inc.
48
TA100 Pro Manual
Figure 38: Policies: Overtime tab
Setting
Definition
Pay OT
Check this option to pay overtime to
employees using this Policy.
Overtime Cycle
This field is required. Enter the pay period
that you use to calculate overtime. For
example, if overtime is paid after 40 hours of
work per week, select the Weekly option.
This Overtime Cycle is independent of the
Pay Period specified in Policy Maintenance
but must not be greater than the policy pay
period. For example, if the policy Pay Period
is Biweekly, you may select an Overtime
Cycle of Weekly or Biweekly, but not
Semimonthly or Monthly since these cycles
are longer than the policy pay period.
Weekly. Overtime is calculated weekly.
Biweekly. Overtime is calculated every two
weeks.
Semimonthly. Overtime is calculated twice a
month.
Monthly. Overtime is calculated once a
month.
© January 2009 Time America, Inc.
49
TA100 Pro Manual
Overtime Definition
These settings define when and how
overtime is calculated.
TIP: Begin by entering your first level of
overtime in OT1.If after 40 hours of work per
week, you pay time-and-a-half, enter 40.00 in
the Period Limit field and 1.5000 in the
Multiplier field.
If double-time is paid after 60 hours, enter
60.00 in the Period Limit field and 2.0000 in
the Multiplier field for OT2.
On Sundays and holidays, you may want to
pay double-time and one-half regardless of
hours worked. In this case, enter 99.99 in the
Period Limit field and 2.5000 in the Multiplier
field for OT3.
OT Level
Up to three levels of overtime (OT1, OT2 and
OT3) may be defined per policy.
Period Limit
Enter the number of hours (in HH.MM
format) that an employee must work to be
eligible for overtime. For example, in a
weekly pay period, the Period Limit is
typically defined as 40.00; in a biweekly
period, it is normally defined as 80.00.
Multiplier
Enter the multiplication factor used to
compute overtime pay. The normal pay rate
is multiplied by this number. For example, to
pay time-and-a-half, enter 1.50; to pay
double-time, enter 2.00.
Daily Overtime
These settings allow paying daily overtime.
For example, many companies pay daily
overtime over eight hours per day. Another
example is paying double overtime on
Sundays, regardless of how many hours are
worked in the overtime cycle.
Day of the Week
Select the day(s) of the week that are paid
daily overtime by checking the appropriate
checkbox.
Start at OT Level
Select the applicable overtime level to be
paid (if any) at the start of the day. Choose
Regular if no overtime is paid (regular
wages), or OT1, OT2 or OT3 to pay the
overtime wages defined above.
Daily Qualifier
Under OT1, OT2 and OT3, enter the number
of daily hours (in HH.MM format) that must
be worked before that overtime level will be
acknowledged by the system. For example, if
Sunday hours start at OT1, and OT2 begins
after 8 hours, enter 8.00 in Sunday’s OT2
Daily Qualifier. Only overtime levels above
the entry in Start at OT Level are available.
© January 2009 Time America, Inc.
50
TA100 Pro Manual
Reset at Day End
Consecutive Days
Check this box to force any overtime hours
that roll into the next day (after midnight) to
be processed using the next day’s rules.
Clear the check box to process hours
accumulated past midnight using the OT rate
from the previous day.
Check this box if overtime is paid
automatically after working a certain number
of consecutive days.
NOTE: Additional options appear when this
box is checked.
Num of Days
Enter the number of consecutive days that
must be worked before overtime starts.
Minimum Daily
Enter the minimum number of daily hours
that must be worked on each consecutive
day to qualify for overtime.
Hours Total
Enter the minimum number of total hours that
must be worked for all of the consecutive
days to qualify for overtime.
OT Level
Select the overtime level that applies when
the consecutive days criteria is met.
On Days that
Qualify
Check this box to pay a second Overtime
Level if an employee works more than the
specified amount in the After field. TA100
Pro will apply the settings in the After and
Overtime Level fields once the employee
qualifies for consecutive day overtime.
After (hrs)
Enter the number of hours after which the
second OT level will apply on days qualifying
for consecutive day overtime.
For example, if the employee gets OT1 for
the first eight hours, and OT2 after eight
hours worked on the seventh consecutive
day, you would enter 8 in this field, and OT2
in the next field.
OT Level
Reset Overtime at
Cycle End
© January 2009 Time America, Inc.
Select the second OT level TA100 Pro will
pay when an employee meets the
qualification for the After field under "On
days that qualify". This setting works in
conjunction with the After column and
indicates what overtime level will be paid
when the number of hours in the After field
has been met.
If checked, this option tells TA100 Pro to
reset the Consecutive Days count after the
Overtime Cycle ends. This is used for Pay
Periods with more days than the Overtime
Cycle.
51
TA100 Pro Manual
5. The Differential tab defines the codes and rates for up to three levels of Shift
Differentials. A Shift Differential is a premium amount or factor paid in
addition to the employee's regular wage for certain hours worked during the
day. Shift Differentials work in conjunction with Shifts. The Differential tab
contains the following information:
Figure 39: Policies: Differential tab
Setting
Definition
Use Differential
Check this option to enable the shift
differentials.
Differential
There are nine differential codes available.
Type
Select the type of differential.
Addition. Select this option to add a specific
dollar amount to the employee’s regular
wage.
Multiplier. Select this option to multiply the
employee’s regular wage by a multiplication
factor.
Amount
Enter the amount of the differential. If the
type is Addition, enter the amount in dollars
and cents that should be paid above the
employee's regular wage for differential
hours (i.e. .30 for 30 cents per hour). If the
type is Multiplier, enter the percentage or
factor to multiply the employee's regular
wage for differential hours (i.e. 1.5 for time
and a half).
Differential fixed to
In
Check this option to pay an employee a
differential premium only when he/she
punches In within the time frame(s) specified
in Shift Maintenance. Clear this check box to
pay an employee a differential premium if
any part of the hours falls within the time
frame(s) in Shift Maintenance.
© January 2009 Time America, Inc.
52
TA100 Pro Manual
6. The Exceptions tab defines rules for flagging hours worked exceptions and
contains the following information:
Figure 40: Policies: Exceptions tab
Setting
Definition
Report Exceptions
Check this box for TA100 Pro to report
employees that work above or below the
specified parameters.
Consecutive hours
worked
Enter the number of consecutive hours
worked (HH.MM) that, if exceeded by an
employee, will be reported on the
Consecutive Hours Exception report. For
example, if 14.00 is entered, employees
working over 14 consecutive hours are
flagged for the report.
Overtime hours
worked
Enter the number of overtime hours (HH.MM)
that, if exceeded by an employee, will be
reported on the Overtime Hours Exception
report. For example, if 20.00 is entered, any
employees working over 20 hours of
overtime are flagged for the report.
Daily hours worked
An employee who works under or over this
number of hours (HH.MM) per day is
reported on the Daily Hours Exception report.
For example, if 6.00 is entered in the Under
or Over fields, an employee working under
or over 12 hours a day is flagged for the
report.
Period hours
worked
An employee who works under or over this
number of hours (HH.MM) per day is
reported on the Period Hours Exception
report. For example, if 30.00 is entered in the
Under or Over fields, an employee working
under or over 60.00 hours in a pay period is
flagged for the report.
© January 2009 Time America, Inc.
53
TA100 Pro Manual
Add a Policy
1. Click the System Setup menu, Policies. The Configure Policies dialog box
will open.
2. Click the Add button to add a new Policy. The Default Policy Add dialog box
will become available.
Figure 41: Adding a new Policy
3. Enter a unique code for this policy.
4. Enter a unique name for this policy.
5. Click Yes to copy the existing policy, or click No to start from scratch.
6. Fill in the settings as described in the Configure Policies section.
7. Click OK to commit the changes and close the General dialog box.
8. Click Close to exit the Configure Policies dialog box.
Edit a Policy
1. Click the System Setup menu, Policies. The Configure Policies dialog box
will open.
2. Highlight the Policy you wish to edit from the list at the side of the screen.
3. Click the Edit button. The General screen will become available for you to
edit the selected Policy.
4. Edit the settings as described in the Configure Policies section.
5. Click OK to commit the changes and return to the Configure Policies screen.
6. Click Close to exit the Configure Policies dialog box.
Delete a Policy
1. Click the System Setup menu, Policy. The Configure Policies dialog box will
open.
2. Highlight the Policy you wish to delete from the list at the side of the screen.
3. Click the Delete button. You will be prompted:
© January 2009 Time America, Inc.
54
TA100 Pro Manual
Figure 42: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Policies dialog box.
© January 2009 Time America, Inc.
55
TA100 Pro Manual
Shifts
Shifts define the work schedule for your employees. Shifts are created in Shift Groups, which
can include multiple Shifts. For example, you may have a Shift Group for the Day-Shift workers,
in which unique Shifts may start at 7am, 8am, and 9am. Rounding rules are applied to the Shift
Group to determine employee tardiness and rounding.
An employee assigned to a Shift Group can be assigned to any of the individual shifts within it.
The employee may also "float" between Shifts, which causes TA100 Pro to determine tardiness
and rounding according to the Shift the employee punched in closest to. For example, an
employee that clocks in at 7:45am would be considered to be on the 8am Shift that day, simply
because he/she clocked in closer to 8am than to 7am. The parameters for this "cut off" are
defined as part of the Shift.
You will first create the Shift Group (Days, Swing, Graveyard, etc.) and then will create the unique
Shifts within it.
Configure a Shift Group
A Shift Group is made up of individual Shifts that are unique but are related in some way. For
example, the Day Shift Group has Shifts that all take place during daylight hours, but has
unique starting & stopping times (7am-4pm, 8am-5pm, 9am-6pm, etc.)
1. Click the System Setup menu, Shifts. The Configure Shifts dialog box will
open. The Configure Shifts dialog box contains three tabs, which are
described below.
Figure 43: Shifts
2. The Shift Groups tab defines the settings that apply to the Shift Group as a
whole and contains the following information:
© January 2009 Time America, Inc.
56
TA100 Pro Manual
Figure 44:Shifts: Shift Groups tab
Setting
Definition
Code
This field is required. Enter a unique shift
code up to 3 characters in length. Once
saved, this code cannot be changed.
Name
This field is required. Type the shift group
name, as you want it to appear in the system
and on reports. The shift group name can be
up to 30 characters long.
Active
Click the Active check box to indicate an
active shift group. Clear this check box if the
group is inactive. Rather than deleting a shift
group from the system, simply mark it
inactive in the event you wish to use it again
at a later date.
Flex/Open
Click the Flex/Open check box if the shift
group consists of flexible shifts. A flexible
shift does not have a designated start and
stop time. It only specifies the number of
hours that an employee must work to
complete the shift.
When Flex/Open is selected, you cannot set
the start and stop times for any individual
shift created in this group. You can only
specify the total duration of the shift. Also,
the Forecasted hours for floaters is
unavailable.
Forecasted hours
for floaters
© January 2009 Time America, Inc.
Enter the number of hours that a floating
employee must work within a pay period.
This allows the system to forecast a number
of hours for floating employees when doing
forecast reporting. Unlike an employee
assigned to a fixed shift, a floating employee
may work varied shifts as long as he/she
works the total number of hours required for
the pay period.
57
TA100 Pro Manual
Shift Details
Add/Edit/Delete
buttons
Rounding
In/Out Rounding
Displays the individual shifts that comprise
the shift group. Each row in the box is an
individual shift. If the Shift Details box is
blank, no individual shifts have been created
for this group.
These buttons allow you to maintain the
Shifts within this Shift Group.
These settings determine which Rounding
Rules will apply to all the Shifts within this
Shift Group.
Click the arrow to select time rounding rules
for In and Out punches used by the shift
group.
NOTE: These rules apply to the entire group
and not to the individual shifts.
Add/Edit In/Out
Rounding
Click this button to Add or Edit the In/Out
Rounding Rules.
Lunch Rounding
Click the arrow to select time rounding rules
for Lunch punches used by the shift group.
NOTE: These rules apply to the entire group
and not to the individual shifts.
Add/Edit Lunch
Rounding
Click this button to Add or Edit the Lunch
Rounding Rules.
Break Rounding
Click the arrow to select time rounding rules
for Break punches used by the shift group.
NOTE: These rules apply to the entire group
and not to the individual shifts.
Add/Edit Break
Rounding
© January 2009 Time America, Inc.
Click this button to Add or Edit the Break
Rounding Rules.
58
TA100 Pro Manual
Figure 45: Shift Rounding
3. The Add/Edit Rounding buttons are only available when you are adding or
editing a Shift Group. When you click on the Rounding buttons the
Rounding Details dialog boxes contain the following information:
Setting
Definition
Code
This field is required. Enter a unique
rounding code up to 5 characters in length.
Once saved, this code cannot be changed.
Name
This field is required. Type the time rounding
code name as you want it to appear in the
system and on reports. The rounding code
name can be up to 30 characters long.
Start
These settings define the rounding rules for
the period's start time. Depending upon the
type of transaction selected, this may be the
In, Start Lunch or Start Break punch.
Round In
Identifies the number of minutes before the
scheduled Start time that will round forward
to the scheduled In time.
Grace In
Identifies the number of minutes that are
rounded back after the scheduled start time.
Dock In
Identifies the number of minutes after the
scheduled Start time that will be rounded
forward before TA100 Pro will use the
Outside Round.
Outside Round
© January 2009 Time America, Inc.
The Outside Round box is for additional
rounding rules not covered in the ranges
above. Both the Start and Stop category has
its own set of outside rounding parameters.
59
TA100 Pro Manual
Every XX mins
With A XX Minute
Split
Rounding may be minute to minute (0) or in
set increments of 3, 6, 15, 30 or 60 minutes.
Click the arrow to display valid entries then
select the increment desired. For example,
entering 15 in this field means that for
punches occurring outside the Scheduled
Start time, round to the nearest 15 minutes
using the Round Back and Round Forward
rules specified below.
Punches occurring through the minute
specified will round back to the last defined
rounding increment.
Punches occurring from the minute indicated
will round forward to the next defined
rounding increment.
Stop
Fields in the Stop column allow the rounding
of Out punches, based on the scheduled
stop times. These settings define rounding
rules to round the duration of the work period
(as opposed to the start time.)
Dock Out
Identifies the number of minutes before the
scheduled Stop time that will round back
prior to the scheduled Stop time.
Grace Out
Identifies the number of minutes that are
rounded forward to the scheduled Stop time.
Round Out
Identifies the number of minutes after the
scheduled Stop time that will round back to
the scheduled Stop time.
Outside Round
Every XX mins
With A XX Minute
Split
The Outside Round box is for additional
rounding rules not covered in the ranges
above. Both the Start and Stop category has
its own set of outside rounding parameters.
Rounding may be minute to minute (0) or in
set increments of 3, 6, 15, 30 or 60 minutes.
Click the arrow to display valid entries then
select the increment desired. For example,
entering 15 in this field means that for
punches occurring outside the Scheduled
Start time, round to the nearest 15 minutes
using the Round Back and Round Forward
rules specified below.
Punches occurring through the minute
specified will round back to the last defined
rounding increment.
Punches occurring from the minute indicated
will round forward to the next defined
rounding increment.
© January 2009 Time America, Inc.
60
TA100 Pro Manual
4. The Details tab is only available when you are adding or editing a Shift (as
opposed to the Shift Group). It defines the settings for a selected Shift within
the Shift Group, and contains the following information:
Figure 46:Shifts: Shift Details tab
Setting
Definition
Graphic
Use the graphic timeline to define the
individual start and stop time of a shift.
Shift Number
Enter a unique number (up to 3 digits) to
identify the individual shift.
Start
Type the individual shift’s starting time in
HH:MM. Times must be entered in military
format.
Cutoff
Type the individual shift’s latest starting time
(cutoff) in HH:MM, before the individual
would “float” into the next schedule. Times
must be entered in military format.
Stop
Type the individual shift’s ending time in
HH:MM. Times must be entered in military
format.
Process On
If the shift’s stop time rolls over to a new day,
do you want to process the hours on the day
the employee punched In or punched Out?
Select the In or Out option by clicking the
desired field.
Gross
This field automatically displays the total
duration of the shift from clock in to clock out.
Lunch/Breaks
This field automatically displays the total
number duration of lunches and breaks
(combined).
Totals
This field automatically displays the total paid
hours for the day. It takes into account
whether or not breaks and lunches are paid.
© January 2009 Time America, Inc.
61
TA100 Pro Manual
Lunches
These settings define how lunches are
treated during this shift.
Punched
Check this box to indicate that employees
should clock out for and in from lunch.
Elapsed
Select this option if the shift’s lunch period is
automatically deducted after a number of
elapsed hours. If the Punched check box is
also selected, the punched time overrides
the elapsed time. In other words, if the
employee does not punch Out for and In
from lunch, the shift’s lunch period is
automatically deducted after the elapsed
time. Define the elapsed time in the Elapsed
Deduct box below.
None
If no restrictions apply to the shifts lunch
period, select this option. Typically, if the
employee has a paid lunch, clear the
Punched check box and select None. This
prohibits the employee’s lunch period from
being deducted from the shift’s total hours.
SG Max
If Swipe and Go is in use, this tells TA100
Pro what the maximum amount of time a
lunch or break can be. Enter time in military
format. TA100 Pro will then take all the
punches and measure the duration between
transactions. If the duration is longer than the
SG Max, it will move to the next option.
Breaks
These settings define how breaks are treated
during this shift.
Punched
Check this box to indicate that employees
should clock to and from break.
Elapsed
Select this option if the shift’s break period is
automatically deducted after a number of
elapsed hours. If the Punched check box is
also selected, the punched time overrides
the elapsed time. In other words, if the
employee does not punch Out for and In
from break, the shift’s break period is
automatically deducted after the elapsed
time. Define the elapsed time in the Elapsed
Deduct box below.
None
If no restrictions apply to the shift’s break,
select this option. Typically, if the employee
has a paid break, clear the Punched check
box and select None. This prohibits the
employee’s break from being deducted from
the shift’s total hours.
© January 2009 Time America, Inc.
62
TA100 Pro Manual
SG Max
If Swipe and Go is in use, this tells TA100
Pro what the maximum amount of time a
lunch or break can be. Enter time in military
format. TA100 Pro will then take all the
punches and measure the duration between
transactions. If the duration is longer than the
SG Max, it will move to the next option.
Exceptions
Enter the time frames for exception
transactions in this box. These are the time
frames in which employees are not supposed
to be punching. If a punch falls within these
time frames, it is reported on the Punch
Interval Exceptions report and to the
Approval Editor as an exception or violation
that needs supervisor approval.
Start
Type the starting time of the exception in
HH:MM. Time must be entered in military
format.
Stop
Type the ending time of the exception in
HH:MM. Time must be entered in military
format.
Punch Type
Select In or Out to indicate that the
exception applies to an In or Out punch.
Type
Click the down arrow to the right of the Type
field and select the type of period (Lunch,
Break or None) to be defined in this row. For
example, to define a windowed lunch period,
select Lunch as the Type.
Paid
For windowed lunches or breaks, if the lunch
or break is paid, select the Paid check box.
Otherwise, clear this box to indicate an
unpaid lunch or break.
Elapsed Deduct
These settings define the parameters for
Elapsed Lunches and Breaks. If Elapsed is
selected in either the Lunch or Breaks
sections, you must configure this section.
Elapsed
Enter the number of hours that need to
elapse before a Lunch or Break is
automatically deducted. For example, if three
hours must elapse, enter 03:00 in this field.
From
Click the button to the left of the From field
and select whether the elapsed time starts
from the Actual In Punch or Shift Start
Time. The word Punch or Shift displays in
this field to indicate your selection.
Deduct
Enter the time to be automatically deducted
for the Lunch or Break. For example, to
deduct one hour, enter 01:00.
© January 2009 Time America, Inc.
63
TA100 Pro Manual
Punched
These settings define how long the employee
is allowed for lunch, and how payment
should be handled if the employee takes
more time than is allowed.
Duration
If the employee punches Out for and In from
lunches or breaks, enter the duration of the
lunch or break in this field. For example, to
specify a one-hour lunch period, enter 01:00.
Pay Outside
If the employee punches Out for and In from
lunch, select the Pay Outside check box to
authorize payment for any time taken outside
the specified window of time.
5. The Differential tab defines a Shift Differential for this Shift Group (not for the
individual Shift) and contains the following information:
Figure 47:Shifts: Differential tab
Setting
Definition
Differential List
Displays the Start, Stop, and daily status of
an existing differential.
From
Select the starting time for the pay
differential.
To
Select the ending time for the pay differential.
Day of the Week
Select the differential premium code (D1-D3)
assigned to the shift each day of the week.
For example, a 10:00 P.M. to 6:00 A.M. shift
may receive a $5.00 per hour premium on
weekends, but only $2.50 per hour premium
Monday through Friday. If no differential
premium code applies to a particular day,
select "No Differential".
© January 2009 Time America, Inc.
64
TA100 Pro Manual
Add a Shift Group
1. Click the System Setup menu, Shift. The Configure Shift dialog box will
open.
2. Click the Add button to add a new Shift Group. The Groups tab will become
available.
Figure 48: Adding a new Shift Group
3. Fill in the Code, Name, Flex/Open, Forecasted hours for Floaters and select
the Rounding as describe in the Configure Shift Group section.
NOTE: If the Rounding Rules are not defined see Add/Edit Rounding for
more information.
4. Click OK to commit the changes and close the Configure Shift Group dialog
box.
5. Click the Add button next to the Shift Details window to add a new Shift. The
Details tab will become available.
6. Fill in the settings as described in the Configure Shift section.
7. Click OK to commit the changes and close the Shift dialog box.
8. Click on the Differential tab to add a shift differential.
9. Click the Add button.
10. Enter the From and To in HH:MM.
11. Select the Day and Differential number that will apply to this shift.
12. Click Close to exit the Configure Shift Group dialog box.
NOTE: See Add A Shift to enter the specific shifts within this shift group.
Edit a Shift Group
1. Click the System Setup menu, Shift. The Configure Shift Group dialog box
will open.
2. Highlight the Shift Group you wish to edit from the list at the side of the
screen.
3. Click the Edit button. The Groups screen will become available for you to
edit the selected Shift Group.
© January 2009 Time America, Inc.
65
TA100 Pro Manual
4. Edit the Name, Flex/Open, Forecasted hours for Floaters and select the
Rounding as describe in the Configure Shift Group section.
5. Click OK to commit the changes and return to the Configure Shift Group
screen.
6. Click Close to exit the Configure Shift Group dialog box.
NOTE: See Edit a Shift to edit shift within this shift group.
Delete a Shift Group
1. Click the System Setup menu, Shift. The Configure Shift Group dialog box
will open.
2. Highlight the Shift Group you wish to delete from the list at the side of the
screen.
3. Click the Delete button. You will be prompted:
Figure 49: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Shift Group dialog box.
Add a Shift
1. Click the System Setup menu, Shift. The Configure Shift dialog box will
open.
2. Click the Add button next to the Shift Details window to add a new Shift. The
Details tab will become available.
3. Fill in the settings as described in the Configure Shift section.
4. Click OK to commit the changes and close the Shift dialog box.
5. Click on the Differential tab to add a shift differential.
6. Click the Add button.
7. Enter the From and To in HH:MM.
8. Select the Day and Differential number that will apply to this shift.
9. Click Close to exit the Configure Shift dialog box.
Edit a Shift
1. Click the System Setup menu, Shift. The Configure Shift dialog box will
open.
© January 2009 Time America, Inc.
66
TA100 Pro Manual
2. Highlight the Shift you wish to edit from the list in the center of the Groups
screen.
3. Click the Edit button next to the Shift Details window. The Details screen will
become available for you to edit the selected Shift.
4. Edit the settings as described in the Configure Shift section.
5. Click OK to commit the changes and return to the Configure Shift screen.
6. Click on the Differential tab to edit a shift differential.
7. Click the Edit button.
8. Edit the From, To, Day and Differential number.
9. Click OK to commit the changes and close the Shift Differential dialog box.
10. Click Close to exit the Configure Shift dialog box.
Delete a Shift
1. Click the System Setup menu, Shift. The Configure Shift dialog box will
open.
2. Highlight the Shift you wish to from the list in the Center of the Groups
screen.
3. Click the Delete button next to the Shift Details window. You will be
prompted:
Figure 50: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Shift dialog box.
Add a Rounding Rule
1. Click the System Setup menu, Shift. The Configure Shift Group dialog box
will open.
2. Click the Edit button to edit the Shift Group.
3. Click the Add In/Out Rounding, Lunch Rounding, or Break Rounding
button. The Rounding Details dialog box will open.
4. Fill in the settings as described in the Configure Shift Group section.
5. Click OK to commit the changes and close the Rounding dialog box.
6. Click Close to exit the Configure Rounding dialog box.
© January 2009 Time America, Inc.
67
TA100 Pro Manual
Edit a Rounding Rule
1. Click the System Setup menu, Shifts. The Configure Shift Group dialog box
will open.
2. Click the Edit button to edit the Shift Group.
3. Using the drop down arrow select the Rounding Rule you wish to edit.
4. Click the Edit In/Out Rounding, Edit Lunch Rounding, or Edit Break
Rounding button. The Rounding Details dialog box will open for you to edit
the selected Rounding Rule.
5. Edit the settings as described in the Configure Shift Group section.
6. Click OK to commit the changes and return to the Rounding Details dialog
box.
7. Click Close to exit the Configure Shift Group dialog box.
© January 2009 Time America, Inc.
68
TA100 Pro Manual
Holidays
The Holiday feature specifies which dates are considered company holidays. (How employees
are paid for the holidays is defined within Policies section.) Holidays must be defined in order to
post employee time toward a paid holiday rather than time worked, as well as to generate time
and attendance reports that reflect holidays.
It is necessary to define the holidays each year, as certain holidays fall on or are observed on
different dates each year.
Holiday Tips:
•
It is not necessary to define all annual holidays: only enter those holidays that your
company recognizes.
•
If a holiday falls on a Sunday, but your employees get Monday off, enter the holiday
using Monday’s date.
•
If a holiday falls on a weekend, and your employees do not receive holiday hours for
that day, then don’t enter the holiday in the system.
•
If your employees get two consecutive days off for a holiday, you must enter both
dates. For example, if Tuesday is the holiday and you wish to give both Monday and
Tuesday off with pay; enter the date for both days.
NOTE: No more than two consecutive holidays may be entered if employees must work the day
before and the day after the holiday.
Configure Holidays
1. Click the System Setup menu, Holidays. The Configure Holidays window
will open.
Figure 51: Configure Holidays
2. The Configure Holidays dialog box contains the following information:
Setting
Definition
Date
Enter the date on which the holiday will be
observed. This is the date on which the
Holiday Policies (set in Policies) will apply.
© January 2009 Time America, Inc.
69
TA100 Pro Manual
Name
Enter the name of the holiday.
Active
Check the Active box to indicate that this
holiday will be observed.
Override Absent
Allowed
Check this box if paid time for this Holiday
should supersede a system-generated
absence.
Apply Work Time on
this Holiday to
(Secondary) OT
Level
Check this box if the holiday is paid at the
secondary rate.
Holiday Groups
Click the Include box for each group the
Holiday will be observed.
Add a Holiday
1. Click the System Setup menu, Holiday. The Configure Holiday dialog box
will open.
2. Click the Add button to add a new Holiday. The General tab will become
available.
Figure 52: Adding a new Holiday
3. Fill in the settings as described in the Configure Holidays section.
4. Click OK to commit the changes and close the Holiday dialog box.
5. Click Close to exit the Configure Holiday dialog box.
Edit a Holiday
1. Click the System Setup menu, Holidays. The Configure Holidays dialog box
will open.
2. Highlight the Holiday you wish to edit from the list at the side of the screen.
3. Click the Edit button. The General screen will become available for you to
edit the selected Holiday.
© January 2009 Time America, Inc.
70
TA100 Pro Manual
4. Edit the settings as described in the Configure Holiday section.
NOTE: The date cannot be modified.
5. Click OK to commit the changes and return to the Configure Holiday screen.
6. Click Close to exit the Configure Holiday dialog box.
© January 2009 Time America, Inc.
71
TA100 Pro Manual
Delete a Holiday
1. Click the System Setup menu, Holidays. The Configure Holidays dialog box
will open.
2. Highlight the Holiday you wish to delete from the list at the side of the screen.
3. Click the Delete button. You will be prompted:
Figure 53: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Holidays dialog box.
Groups
User-defined groups are optional but very useful. Groups are used to organize and sort
employees throughout TA100 Pro. They may be used to sort employees when generating
reports, and are also used with Security to control which employees managers are allowed to
edit. Some examples of employee groups are:
•
Managers
•
Union Employees
•
Part-time Employees
Employees are assigned to a group in the Employee Maintenance dialog box.
Configure Groups
1. Click the System Setup menu, Groups. The Configure Groups window will
open.
Figure 54: Configure Groups
© January 2009 Time America, Inc.
72
TA100 Pro Manual
2. The Configure Groups dialog box contains the following information:
Setting
Definition
Code
This is a required field. Enter a unique code
(up to 10 characters) to identify the employee
group. Once saved, this code cannot be
changed.
Name
This is a required field. Enter the group
name, as you want it to appear in the system
and on reports. The group name can be up
to 30 characters long.
Active
Click the Active check box to indicate that the
employee group is currently in use. Clear this
check box if the group is not being used at
this time.
Add a Group
1. Click the System Setup menu, Groups. The Configure Groups dialog box
will open.
2. Click the Add button to add a new Group. The General tab will become
available.
Figure 55: Adding a new Group
3. Fill in the settings as described in the Configure Groups section.
4. Click OK to commit the changes and close the Group dialog box.
5. Click Close to exit the Configure Groups dialog box.
Edit a Group
1. Click the System Setup menu, Groups. The Configure Groups dialog box
will open.
2. Highlight the Group you wish to edit from the list at the side of the screen.
3. Click the Edit button. The General screen will become available for you to
edit the selected Group.
© January 2009 Time America, Inc.
73
TA100 Pro Manual
4. Edit the settings as described in the Configure Groups section.
NOTE: The Group Code cannot be changed.
5. Click OK to commit the changes and return to the Configure Groups screen.
6. Click Close to exit the Configure Groups dialog box.
Delete a Group
1. Click the System Setup menu, Groups. The Configure Groups dialog box
will open.
2. Highlight the Group you wish to delete from the list at the side of the screen.
3. Click the Delete button. You will be prompted:
Figure 56: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Groups dialog box.
© January 2009 Time America, Inc.
74
TA100 Pro Manual
Departments
Departments are the top level in Job Costing. Departments indicate the business unit or
section of the company that employees work for, and are used to track where employees
spend their time. Departments serve many purposes in TA100 Pro. Employees can track
their time to a department by clocking into and/or transferring to the department. Wages
can be associated with the department and employee, enabling accurate department
costing. Hours and wage budgets can be set for the department, enabling accurate
budget vs. actual reporting. Reports can be filtered and grouped by department.
Departments are optional and only available when the Department Use Flag is checked
on the Configure tab of the Main Company dialog box. Also, if you changed the name
used to refer to Departments (on the Defaults tab of the Main Company dialog box), that
name will be used in lieu of "Department". For more information, see Main Company,
page 28.
Some examples of departments are:
•
•
•
•
•
•
Accounting
Administration
Customer Service
Research and Development
Sales and Marketing
Shipping
Configure Departments
1. Click the System Setup menu, Department. The Configure Department
window will open.
Figure 57: Configure Departments
2. The Configure Department dialog box contains the following information:
© January 2009 Time America, Inc.
75
TA100 Pro Manual
Setting
Definition
Code
This is a required field. Enter a code to
identify the department. The code’s length
and type (numeric or alphanumeric) is
determined in the Defaults dialog box in the
Main Company dialog box (see Main
Company, page 28.). Once saved, this code
cannot be changed.
Name
This is a required field. Enter the department
name, as it will appear in the system and on
reports. The department name can be up to
30 characters long.
Active
Check this box to indicate that the
department is currently in use. Clear this
check box if the department is not being
used at this time.
Use Hourly Wage
Check this box to pay all employees
assigned to this department a standard
hourly wage whenever they work in this
department. Checking this box will enable
the Hourly Wage field, in which you define
the amount of the wage.
NOTE: This Hourly Wage is also known as
the Level Wage. If this wage is different than
the employee's individual wage, the
employee's individual wage takes
precedence. To cause the Hourly Wage
(Level Wage) to take precedence, check the
Use Level Wage before default
assignment wage option on the Configure
tab of the Configure Main Company dialog
box.
© January 2009 Time America, Inc.
76
TA100 Pro Manual
Budgeted Total
Hours
Enter the maximum number of hours
(HH.MM) that are budgeted for this entire
department per day in the pay period. This
information is used for Actual vs. Budgeted
reports only: it does not impact the
employee's ability to clock in. This field is
optional.
This number indicates the amount budgeted
per day in the pay period. Calculate this
number by multiplying the number of
employees working in the department by the
number of hours each employee is expected
to accumulate in the pay period. This number
is then divided by the total number of days in
the pay period.
Example
10 employees X 40 hours per pay period =
400 total hours
400 total hours / 7 days in the pay period =
57.14 budgeted total hours
Budgeted Total
Dollars
Enter the maximum number of dollars that
are budgeted for this entire department per
day in the pay period. This information is
used for Actual vs. Budgeted reports only: it
does not impact the employee's ability to
clock in. This field is optional.
This number indicates the dollars budgeted
per day in the pay period. Calculate this
number by multiplying the number of
employees working in the department by the
dollar amount each employee is expected to
accumulate in the pay period. This number is
then divided by the total number of days in
the pay period.
Example
10 employees X 600 dollars per pay period =
6000 total dollars
6000 total dollars / 7 days in the pay period =
857.14 budgeted total dollars.
Hourly Wage
Enter the hourly wage paid to employees
working in this department.
The Use Hourly Wage check box must be
selected for this field to be available.
© January 2009 Time America, Inc.
77
TA100 Pro Manual
Add a Department
1. Click the System Setup menu, Department. The Configure Department
dialog box will open.
2. Click the Add button to add a new Department. The General tab will become
available.
Figure 58: Adding a new Department
3. Fill in the settings as described in the Configure Departments section.
4. Click OK to commit the changes and close the Department dialog box.
5. Click Close to exit the Configure Department dialog box.
Edit a Department
1. Click the System Setup menu, Department. The Configure Department
dialog box will open.
2. Highlight the Department you wish to edit from the list at the side of the
screen.
3. Click the Edit button. The General screen will become available for you to
edit the selected Department.
NOTE: The Code field cannot be edited.
4. Edit the settings as described in the Configure Departments section.
5. Click OK to commit the changes and return to the Configure Department
screen.
6. Click Close to exit the Configure Department dialog box.
Delete a Department
Departments that are in use cannot be deleted.
1. Click the System Setup menu, Department. The Configure Department
dialog box will open.
2. Highlight the Department you wish to delete from the list at the side of the
screen.
© January 2009 Time America, Inc.
78
TA100 Pro Manual
3. Click the Delete button. You will be prompted:
Figure 59: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Department dialog box.
Jobs
Jobs are the second level in Job Costing. Jobs are used to track employee’s time and
labor cost in terms of hours and dollars. Jobs serve many purposes in TA100 Pro.
Wages can be associated with the job and employee. Hours and wage budgets can be
set for the job, enabling accurate budget vs. actual reporting.
Jobs are optional and only available when the Department and Job Use Flags are
checked on the Configure tab of the Main Company dialog box. Also, if you changed the
name used to refer to Jobs (on the Defaults tab of the Main Company dialog box), that
name will be used in lieu of "Jobs". For more information, see Main Company, page 28.
Some examples of Jobs might be:
•
•
•
•
Welding
Shipping
Product Development
Work Orders
Configure Jobs
Jobs are the second level of the Job Costing feature (Departments are the top level.)
1. Click the System Setup menu, then Job. The Configure Job window will
open.
Figure 60: Configure Job
© January 2009 Time America, Inc.
79
TA100 Pro Manual
2. The Configure Job dialog box contains the following information:
Setting
Definition
Code
This is a required field. Enter a code to
identify the Job. The code’s length and type
(numeric or alphanumeric) is determined in
the Defaults dialog box in the Main Company
dialog box (see page 28). Once saved, this
code cannot be changed.
Name
This is a required field. Enter the Job name,
as it will appear in the system and on reports.
The Job name can be up to 30 characters
long.
Active
Check this box to indicate that the Job is
currently in use. Clear this check box if the
Job is not being used at this time.
Use Hourly Wage
Check this box to pay all employees
assigned to this Job a standard hourly wage
whenever they work in this Job. Checking
this box will enable the Hourly Wage field, in
which you define the amount of the wage.
NOTE: This Hourly Wage is also known as
the Level Wage. If this wage is different than
the employee's individual wage, the
employee's individual wage takes
precedence. To cause the Hourly Wage
(Level Wage) to take precedence, check the
Use Level Wage before default
assignment wage option on the Configure
tab of the Configure Main Company dialog
box.
Budgeted Total
Hours
Enter the maximum number of hours
(HH.MM) that are budgeted for this entire
Job per day in the pay period. This
information is used for Actual vs. Budgeted
reports only: it does not impact the
employee's ability to clock in. This field is
optional.
This number indicates the amount budgeted
per day in the pay period. Calculate this
number by multiplying the number of
employees working in the Job by the number
of hours each employee is expected to
accumulate in the pay period. This number is
then divided by the total number of days in
the pay period.
Example
10 employees X 40 hours per pay period =
400 total hours
400 total hours / 7 days in the pay period =
57.14 budgeted total hours
© January 2009 Time America, Inc.
80
TA100 Pro Manual
Budgeted Total
Dollars
Enter the maximum number of dollars that
are budgeted for this entire Job per day in
the pay period. This information is used for
Actual vs. Budgeted reports only: it does not
impact the employee's ability to clock in. This
field is optional.
This number indicates the dollars budgeted
per day in the pay period. Calculate this
number by multiplying the number of
employees working in the Job by the dollar
amount each employee is expected to
accumulate in the pay period. This number is
then divided by the total number of days in
the pay period.
Example
10 employees X 600 dollars per pay period =
6000 total dollars
6000 total dollars / 7 days in the pay period =
857.14 budgeted total dollars.
Hourly Wage
Enter the hourly wage paid to employees
working in this Job.
The Use Hourly Wage check box must be
selected for this field to be available.
Add a Job
1. Click the System Setup menu, then Job. The Configure Job dialog box will
open.
2. Click the Add button to add a new Job. The General tab will become
available.
Figure 61: Adding a new Job
3. Fill in the settings as described in the Configure Jobs section.
4. Click OK to commit the changes and close the Job dialog box.
5. Click Close to exit the Configure Job dialog box.
© January 2009 Time America, Inc.
81
TA100 Pro Manual
Edit a Job
1. Click the System Setup menu, then Job. The Configure Job dialog box will
open.
2. Highlight the Job you wish to edit from the list at the side of the screen.
3. Click the Edit button. The General screen will become available for you to
edit the selected Job.
NOTE: The Code field cannot be edited.
4. Edit the settings as described in the Configure Jobs section.
5. Click OK to commit the changes and return to the Configure Job screen.
6. Click Close to exit the Configure Job dialog box.
Delete a Job
Jobs that are in use cannot be deleted.
1. Click the System Setup menu, then Job. The Configure Job dialog box will
open.
2. Highlight the Job you wish to delete from the list at the side of the screen.
3. Click the Delete button. You will be prompted:
Figure 62: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Job dialog box.
© January 2009 Time America, Inc.
82
TA100 Pro Manual
Bell Schedules
The Bell Schedules is an optional module that allows your Time clock to activate a bell at
specified times of day. For example, you might have a bell ring to announce the start of a shift,
break or lunch, and the end of the day. The bell schedule is defined by the day of the week, the
time of day, and the duration of the bell. The Bell Schedules module can ring up to 336 bells per
Time clock per week.
Each Bell Schedule template can contain multiple bell details. Once the Bell Schedule has been
created, you will add the individual dates and times the bells will ring. The Bell Schedule is then
downloaded to the appropriate Time clocks.
Configure Bell Schedules
1. Click the System Setup menu, Bell Schedules. The Configure Bells window
will open.
Figure 63: Configure Bells
2. The Configure Bells dialog box contains the following information:
Setting
Definition
Number
This is a required field. Enter a 4-digit
number to identify the bell schedule. Once
saved, this number cannot be changed.
Name
This is a required field. The bell schedule
name can be up to 30 characters long.
Active
Click the Active check box to indicate that the
Bell Schedule is currently in use. Uncheck
this box if the Schedule is not being used at
this time.
Schedules
Lists the individual bell days and times
entered.
Number
Indicates the order the bells will ring.
SMTWTFS
Indicates the day(s) of the week the bell will
ring.
© January 2009 Time America, Inc.
83
TA100 Pro Manual
Time
Indicates the time at which the bell will ring.
Duration
Indicates how long the bell will ring.
Day of Week
Indicates the day(s) of the week the bell
selected in the Schedules list will ring.
Time
Indicates the time at which the bell selected
in the Schedules list will ring.
Duration
Indicates how long the bell selected in the
Schedules list will ring.
Add a Bell Schedule
1. Click the System Setup menu, Bell Schedules. The Configure Bell
Schedule dialog box will open.
2. Click the Add button to add a new Bell Schedule. The General tab will
become available.
Figure 64: Adding a new Bell Schedule
3. Enter in the Number, Name and Active status.
NOTE: As soon as the Number is entered, the Add button in the center of
the screen will become available.
4. Click the Add button in the center of the screen to add the individual bell
details. The Bell Details window will open.
© January 2009 Time America, Inc.
84
TA100 Pro Manual
Figure 65: Bell Schedules: Bell Details
5. Select the days of the week you want the bell to ring.
6. Enter the time (HH:MM) at which you want the bell to ring. This must be
entered in military time.
7. Enter the duration for the bell (how long the bell should ring). The default
value is 2.0 seconds.
8. Click OK to commit the changes and close the Bell Details dialog box.
9. Repeat Steps 4 through 8 to add all the Bell Details for this schedule.
10. Click OK to commit the changes and return to the Configure Bells screen.
11. Click Close to exit the Configure Bells dialog box.
Edit a Bell Schedule
1. Click the System Setup menu, Bell Schedules. The Configure Bells dialog
box will open.
2. Highlight the Bell Schedule you wish to edit from the list at the side of the
screen.
3. Click the Edit button. The General screen will become available for you to
edit the selected Bell Schedule.
4. Edit the settings as described in the Configure Bell Schedule section.
5. Click OK to commit the changes and return to the Configure Bells screen.
6. Click Close to exit the Configure Bells dialog box.
Delete a Bell Schedule
Bell Schedules that are in use cannot be deleted.
1. Click the System Setup menu, Bell Schedules. The Configure Bells dialog
box will open.
2. Highlight the Bell Schedule you wish to delete using the list at the side of the
screen.
© January 2009 Time America, Inc.
85
TA100 Pro Manual
3. Click the Delete button. You will be prompted:
Figure 66: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Bell Schedules dialog box.
Security
Security access determines who can log in to the TA100 Pro, which employees they are allowed
to manage and which areas of the program they are permitted to access.
Security is established in two steps.
1. Create the Security Levels that specify which program features are
accessible.
2. Add User accounts.
Users are given a login id and password, are assigned to a Security Level, and are granted
access to select groups of employees.
You may define an unlimited number of Security Levels and Users. The number of users logged
in at one time is limited by the number of User Licenses installed.
There are four commands within the Security menu, all of which are described in the following
sections.
Figure 67: Security Menu
© January 2009 Time America, Inc.
86
TA100 Pro Manual
Configure Security Levels
Security Levels define which areas of the program are accessible and what can be done
in them. Security Levels should be configured prior to adding Users. Examples of
Security Levels are:
•
•
•
Branch Managers
Line Supervisors
Payroll/HR
Up to four options are available for each feature. As the function of these options is the
same for each feature, they are described once here for ease of use:
Option
Definition
View
Grants read-only access to items.
Add
Allows the user to add new items.
Edit
Allows the user to edit existing items.
Delete
Allows the user to delete existing items.
1. Click the File menu, Security, Define Levels. The Configure Security Levels
window will open.
Figure 68: Configure Security Levels
2. The Configure Security Levels dialog box contains some general settings
and several tabs, all of which are described below.
Setting
Definition
Code
This field is required. Enter a unique code
(up to 10 characters) to identify the security
level. Once saved, this Code cannot be
changed.
Name
Enter a description of the security level in this
field. The description can be up to 30
characters long.
© January 2009 Time America, Inc.
87
TA100 Pro Manual
Active
Click the Active check box to indicate that the
level is currently in use. Uncheck this box if
the level is not being used at this time.
Set Date and Time
Check this box to allow the user to update
the date and time of the PC.
Print Lists
Click the Print Lists check box to allow the
user to print all available listings reports
Check All
This option will activate all available features
in the File window.
Uncheck All
This option will inactivate all available
features in the File window.
3. The File tab grants access to features under the File menu and contains the
following information:
Figure 69: Security Levels: File tab
Setting
Definition
Security
This section defines the user's access rights
to the File, Security menu's features.
Users
Defines the user's access rights to User
Maintenance settings. The options are View,
Add, Edit and/or Delete.
For more information on User Maintenance,
see page 97.
Define Levels
Defines the user's access rights to Security
Levels settings. The option is View.
Who is in
Defines the user’s access rights to the Who’s
In screen. The option is View.
Utilities
This section defines the user's access rights
to the File, Utilities menu's features.
NOTE: Typically these are reserved for the
system administrator.
© January 2009 Time America, Inc.
88
TA100 Pro Manual
Reindex, Repair,
Update
Allows the user to Repair, Reindex and
Update the TA100 Pro databases.
For more information on these features, see
the sections on Repairing (page 253),
Reindexing (page 253) and Updating (page
253).
Set Reprocess
Date
Allows the user to Set employees' Reprocess
Date.
For more information on this feature, see Set
Reprocess Date, page 256.
Fix Unassigned
Badges
Allows the user to use the Fix Unassigned
Badges utility.
For more information on this feature, see Fix
Unassigned Badges, page 257.
Backup
Allows the employee to Backup the TA100
Pro database.
For more information on these features, see
System Backup, page 263.
Restore
Allows the employee to Restore the TA100
Pro database from the backup.
Repost from Rfiles
Allows the employee to repost R-files (polled
clock data) to the TA100 Pro database.
For more information on this feature, see
Repost R-Files, page 258.
Purge R-files
Allows the employee to delete old R-files
(polled clock data) from the TA100 Pro
directory.
For more information on this feature, see
Purge R-Files, page 258.
Archive and
Restore
Allows the employee to Archive the TA100
Pro database and restore a previously
archived database.
For more information on these features, see
Archive, page 260.
Other
Import
This section defines the user's access rights
to the other items in the File menu'.
Allows the employee to import data from
external files.
For more information on this feature, see
Importing, page 247.
Export
Allows the employee to export data from
TA100 Pro to an external file.
For more information on this feature, see
Exporting, page 249.
© January 2009 Time America, Inc.
89
TA100 Pro Manual
Allows the employee access to the print
setup information from the File menu. See
page 182.
Print Setup
4. The Daily Operations tab grants access to features under the Daily
Operations menu and contains the following information:
Figure 70: Security Levels: Daily Operations tab
Setting
Definition
Approval Editor
Defines the user's access rights to the
Approval Editor. The options are View and
Edit.
For more information on this feature, see
Approval Editor, page 172.
Employee
Defines the user's access rights to the
Configure Employee section. The options are
View, Add, Edit and/or Delete and will allow
the user access to employee records. If
Add, Edit and Delete are turned off the
Detail Tab is also off.
For more information on this feature, see
Employee Maintenance, page 114.
Details (w/o Add,
Edit, Delete)
Defines the user’s access to the Details tab
of the Configure Employee section. This is a
view only feature, unless Add, Edit and
Delete have been activated in the above
(Employee) section.
Timecard
Defines the user's access rights to the
Timecard tab of the Configure Employee
section. The options are View, Add, Edit
and/or Delete and will allow the user access
to employee time sheet data.
For more information on this feature, see
Employee Timecard, page 120.
© January 2009 Time America, Inc.
90
TA100 Pro Manual
Approve Timecard
Defines the user’s access to approve
timecards in the Timecard tab of the
Configure Employee section.
Schedule
Defines the user's access rights to the
Schedule tab of the Configure Employee
section. The options are View, Edit, and
Delete and will allow the user access to the
employee's schedule.
For more information on this feature, see
Employee Schedule, page 125.
Allow Schedule
Override
Defines the user’s access to create new
shifts as a shift override on the Schedule tab
of the Configure Employee section.
Transactions
Defines the user's access rights to the
Transactions tab of the Configure Employee
section. The options are View, Add, Edit
and/or Delete and will allow the user access
to employee transaction (punch) data.
For more information on this feature, see
Employee Transactions, page 133.
Status
Defines the user's access rights to the Status
tab of the Configure Employee section. The
options are View, Add, Edit and/or Delete.
For more information on this feature, see
Employee Status, page 134.
Benefits
Defines the user's access rights to the
Benefits tab of the Configure Employee
section. The options are View and Edit and
allow the user access to the employee's
benefits entitlement information.
For more information on this feature, see
Employee Benefits, page 137.
Messages
Defines the user's access rights to the
Messages tab of the Configure Employee
section. The options are View, Add, Edit
and/or Delete.
For more information on this feature, see
Employee Messages, page 144.
Wages
Defines the user's access rights to the
Wages tab of the Configure Employee
section. The options are View and Edit and
will allow the user access to employee pay
rate information.
For more information on this feature, see
Employee Wages, page 146.
© January 2009 Time America, Inc.
91
TA100 Pro Manual
Badges
Defines the user's access rights to the
Badges tab of the Configure Employee
section. The options are View, Add, Edit
and/or Delete.
For more information on this feature, see
Employee Badges, page 150.
Defines the user’s access rights to the
Clocks tab of the Configure Employee
section. The options are View, Add, Edit
and/or Delete.
Clocks
For more information on this feature, see
Employee Clocks, page 150.
Status Board
Allows the user to view the Status Board
screen.
For more information on this feature, see
Status Board, page 174.
Task Organizer
Allows the user to view the Task Organizer
screen.
For more information on this feature, see
Task Organizer, page 174.
Allows the user access to the File, Global
menu, from which he/she can perform global
functions.
Global
For more information on this feature, see
Global Commands, page 178.
Benefits Accruals
Allows the user to access the File, Benefits
Accruals menu. (Benefits Accruals are an
optional feature and therefore may not be
available here.) The options are View, Add,
Edit and/or Delete.
For more information on this feature, see
Benefits Accruals, page 114.
5. The Reports tab grants access to features under the Reports menu and
contains the following information:
© January 2009 Time America, Inc.
92
TA100 Pro Manual
Figure 71: Security Levels: Reports tab
Setting
Definition
Period Reports
Grants access to the reports such as
Timecards, Who’s Scheduled, Coverage, etc.
Weekly Reports
Grants access to the reports such as Weekly
Hours, Attendance, Approaching Overtime,
etc.
Daily Reports
Grants access to the reports such as Who’s
in, Who’s not in, Daily Hours, etc.
Payroll Export
Grants access to run the Payroll Export.
Listings
Grants access to the reports in the Listings
category.
For more information see Listings, page
6. The System Setup tab grants access to features under the System Setup
menu and contains the following information:
Figure 72: Security Levels: System Setup tab
Setting
© January 2009 Time America, Inc.
Definition
93
TA100 Pro Manual
Main Company
Defines the user's access rights to the Main
Company settings. The only option is Edit.
For more information on this feature, see
Main Company, page 28.
Divisions
Defines the user's access rights to Divisions
settings. The options are View, Add, Edit
and Delete.
For more information on this feature, see
Divisions, page 34.
Categories
Defines the user's access rights to
Categories settings. The options are View,
Add, Edit and Delete.
For more information on this feature, see
Categories, page 37.
Policies
Defines the user's access rights to Policies
settings. The options are View, Add, Edit
and Delete.
For more information on this feature, see
Policies, page 43.
Shifts
Defines the user's access rights to Shifts
settings. The options are View, Add, Edit
and Delete.
For more information on this feature, see
Shifts, page 56.
Holidays
Defines the user's access rights to Holidays
settings. The options are View, Add, Edit
and Delete.
For more information on this feature, see
Holidays, page 67.
Groups
Defines the user's access rights to Groups
settings. The options are View, Add, Edit
and Delete.
For more information on this feature, see
Groups, page 72.
Department
Defines the user's access rights to
Department settings. The options are View,
Add, Edit and Delete.
For more information on this feature, see
Departments, page 75.
Job
Defines the user's access rights to Job
settings. The options are View, Add, Edit
and Delete.
For more information on this feature, see
Configure Jobs, page 79.
© January 2009 Time America, Inc.
94
TA100 Pro Manual
Defines the user's access rights to Bell
Schedule settings. The options are View,
Add, Edit and Delete.
Bell Schedules
For more information on this feature, see
Bell Schedules, page 114.
7. The Communication tab grants access to features under the
Communications menu and contains the following information:
Figure 73: Security Levels: Communication tab
Setting
Definition
Poll
This section defines the user's access rights
to Poll hardware clocks.
Start
Allows the user to start the process of polling
clocks.
For more information on this feature, see
Polling, page 238.
Change
Selections
Allows the user to manually change the times
at which the clocks poll.
For more information on this feature, see
Polling, page 238.
Options
Allows the user to change the settings in the
Poll Clock Selection dialog box.
For more information on this feature, see
Polling, page 238.
AutoProcess
This section defines the user's access rights
to configure Auto Processes.
For more information on this feature, see
Configure an AutoProcess, page 240.
© January 2009 Time America, Inc.
95
TA100 Pro Manual
Schedule
Defines the user's access rights to Schedule
AutoProcess settings. The options are View,
Add, Edit and Delete.
For more information on this feature, see
Configure an AutoProcess, page 240.
Allows the user to start a pre-defined
AutoProcess.
Start
For more information on this feature, see
Configure an AutoProcess, page 240.
Configure
Defines the user's access rights to clock
configuration settings. The options are View,
Add, Edit and Delete.
For more information on this feature, see
Terminal Configuration, page 197.
Set Date and Time
Allows the user to set the date and time of
the clocks.
Add a Security Level
1. Click the File menu, Security, Define Levels. The Configure Security Level
dialog box will open.
2. Click the Add button to add a new Security Level. The tabs will become
available.
Figure 74: Adding a new Security Level
3. Fill in the settings as described in the Configuring Security Levels section.
4. Click OK to commit the changes and close the Security Level dialog box.
5. Click Close to exit the Configure Security Level dialog box.
Edit a Security Level
1. Click the File menu, Security, Define Levels. The Configure Security Levels
dialog box will open.
© January 2009 Time America, Inc.
96
TA100 Pro Manual
2. Highlight the Security Level you wish to edit from the list at the side of the
screen.
3. Click the Edit button. The tabs will become available for you to edit the
selected Security Level.
NOTE: You cannot edit the Code field.
4. Edit the settings as described in the Configure Security Level section.
5. Click OK to commit the changes and return to the Configure Security Level
screen.
6. Click Close to exit the Configure Security Level dialog box.
Delete a Security Level
1. Click the File menu, Security, Define Levels. The Configure Security Levels
dialog box will open.
2. Highlight the Security Level you wish to delete from the list at the side of the
screen.
3. Click the Delete button. You will be prompted:
Figure 75: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Security Levels dialog box.
User Maintenance
User Maintenance defines the users that can log in to TA100 Pro, which employees they
can manage, and which areas of the program they can use. The user is given a login Id
and password, is assigned a Security Level, and granted permission to select groups of
employees.
NOTE: Define Levels must be completed before adding any users.
Configure Users
1. Click the File menu, Security, User Maintenance. The Configure Users
window will open.
© January 2009 Time America, Inc.
97
TA100 Pro Manual
Figure 76: Configure Users
2. The Configure Users dialog box contains several tabs, each of which is
described below.
3. The Users tab contains the following information:
Figure 77: Configure Users: User tab
Setting
Definition
Login
This field is required. Enter a unique Login ID
for this user, up to 9 alphanumeric
characters. This code will be entered into the
User ID field in the login window when this
user logs in. Once saved, the Login name
cannot be changed.
When you press Tab or Enter after entering
this field, the Password entry dialog box will
appear automatically.
Password
© January 2009 Time America, Inc.
This field is required. Enter a password, up to
9 alphanumeric characters, to be used with
the User ID above. Type the password again
to confirm it.
98
TA100 Pro Manual
Supervisor Badge
Enter the badge number assigned to this
user. For audit purposes, this badge number
is recorded when this user adds or edits
transactions.
Active
Click the Active check box to indicate that the
Login ID is active. Uncheck this box if the
Login is not being used at this time.
Last
Enter the last name of this User.
First
Enter the first name of this User.
Security Level
Select the pre-defined Security Level for this
user.
For more information on setting up Security
Levels, see Configure Security Levels,
page 87.
This section determines the settings that
apply when TA100 Pro starts up.
Startup
Start In
Select the screen that should open
automatically when TA100 Pro starts. The
options are Main Menu, Approval Editor,
Employee (Configure Employee) and Task
Organizer.
Color Quality
Select the set of icons you want displayed in
TA100 Pro. The options are High Quality
and Low Quality. High Quality displays the
newest icons and Low Quality keeps the old
icons.
Enter this user's email address. This can be
used to send Auto Processed reports to the
user whenever they're ready.
Email
NOTE: This option will only be available if
you have activated the SMTP feature.
SMTP server
Enter the SMTP server name.
Display Name
Enter the display name.
E-mail Address
Enter the e-mail address.
Outgoing Security
Enter this information for email
authentication.
User Name
Enter the user name.
Password
Enter the password.
4. The Divisions tab specifies the Divisions to which this user can view and
contains the following information:
© January 2009 Time America, Inc.
99
TA100 Pro Manual
Figure 78: Configure Users: Divisions tab
Setting
Definition
Select
Determines what options are available in the
bottom part of the screen. The options are
All, Range, and List.
All automatically grants access to all
Divisions.
Range allows you to choose a range of
Divisions for access.
List allows you to choose individual
Divisions for access.
When List is selected, a list of all the
Divisions in your company will appear based
on what was selected above.
List
Add/Add All
Add adds the currently selected Division to
the Selected list. Add All adds all of the
Divisions to the Selected list.
Remove/Remove
All
Remove removes the currently selected
Division from the Selected list. Remove All
removes all of the Divisions from the
Selected list.
5. The Groups tab specifies the Groups which this user can view and contains
the following information:
© January 2009 Time America, Inc.
100
TA100 Pro Manual
Figure 79: Configure Users: Groups tab
Setting
Definition
Select
Determines what options are available in the
bottom part of the screen. The options are
All, Range, and List.
All automatically grants access to all Groups.
Range allows you to choose a range of
Groups for access.
List allows you to choose individual Groups
for access.
When List is selected, a list of all the Groups
in your company will appear based on what
was selected above.
List
Add/Add All
Add adds the currently selected Group to the
Selected list. Add All adds all of the Groups
to the Selected list.
Remove/Remove
All
Remove removes the currently selected
Group from the Selected list. Remove All
removes all of the Groups from the Selected
list.
Add a User
1. Click the File menu, Security, User Maintenance. The Configure Users
dialog box will open.
2. Click the Add button to add a new User. The User tab will become available.
© January 2009 Time America, Inc.
101
TA100 Pro Manual
Figure 80: Adding a new User
3. Fill in the settings as described in the Configure Users section.
4. Click Apply to commit the changes.
5. Click on the Divisions tab.
6. Click Apply to commit the changes.
7. Click on the Groups tab.
8. Click OK.
9. Click Close to exit the Configure Users dialog box.
Edit a User
1. Click the File menu, Security, User Maintenance. The Configure Users
dialog box will open.
2. Highlight the User you wish to edit from the list.
3. Click the Edit button. The tabs will become available for you to edit.
NOTE: The Login field cannot be edited.
4. Edit the settings as described in the Configure User section.
5. Click OK to commit the changes and return to the Configure User screen.
6. Click Close to exit the Configure User dialog box.
Delete a User
1. Click the File menu, Security, User Maintenance. The Configure Users
dialog box will open.
2. Highlight the User you wish to delete from the list.
3. Click the Delete button. You will be prompted:
© January 2009 Time America, Inc.
102
TA100 Pro Manual
Figure 81: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Users dialog box.
© January 2009 Time America, Inc.
103
TA100 Pro Manual
Who's Logged In
The Who's Logged In screen displays the Login and name of all the users currently
logged in to TA100 Pro. Refresh button is also available to update the screen.
1. Click the File menu, Security, Who's Logged In. The Who's Logged In
screen will open. You may also print login activity by clicking Print.
Figure 82: Who's Logged In
Change Password
The Change Password function changes the password of the user currently logged in.
1. Click the File menu, Security, Change Password. The Change Password
input box will open.
2. Enter your old password.
3. Enter your new password. Type the password again to confirm it.
4. Click OK to confirm the changes and exit the dialog box.
© January 2009 Time America, Inc.
104
TA100 Pro Manual
Benefit Accruals
Using Benefit Accruals, TA100 Pro can automatically calculate the available benefit time for your
employees. These calculations are based upon rules that can account for different benefit types
(vacation, sick, personal, etc.), different accrual methods, seniority rules and other factors. Benefit
time taken is automatically subtracted from the available benefits so that balances are always
accurate.
TA100 Pro allows for an unlimited number of policies so that you can accommodate different
situations within your company. Each policy contains accumulators that specify the category
amounts and rules for earning benefits.
After the policies are created, they are assigned to the appropriate employees within the
company.
NOTE: Benefit Accruals is an additional module added into TA100 Pro. If you did not purchase
Benefit Accruals, you will have Benefit Entitlement instead. See Benefit Entitlement: Configure,
page 137.
There are two commands within the Benefit Accruals menu. Both are described below.
Figure 83: Benefit Accruals menu
Configure Benefit Accruals
1. Click the Daily Operations menu, Benefit Accruals, Configure. The
Configure Benefit Accrual window will open.
Figure 84: Benefit Accruals
2. The Configure Benefit Accrual dialog box contains the following information:
© January 2009 Time America, Inc.
105
TA100 Pro Manual
Setting
Definition
Code
This is a required field. Enter the code or
number you wish to use to refer to this
Benefit Accrual policy. You may enter up to 3
characters.
Name
This is a required field. Enter the name you
wish to use to refer to this Benefit Accrual
policy. You may enter up to 30 characters.
Active
Click the Active check box to indicate that the
policy is currently in use. Uncheck this box if
the policy is not being used at this time.
Accumulators
Lists the accumulators that make up this
Benefit Accrual policy.
For more information on this feature see
Benefit Accruals, page 105.
Code
Indicates the unique number assigned to the
selected accumulator.
Posting Basis
Indicates the frequency with which benefits
are posted in this accumulator.
Start Date
Indicates the date on which this policy
became effective.
NOTE: This is typically set to the start date
of the company. However, this date needs to
be no earlier than the start date of the
employee that has the most seniority in the
company.
Reference Date
Categories to Sum
Indicates the date on which the yearly
benefits reset (previous balance zero out or
roll forward, and the employee starts earning
a new year's benefits.)
Indicates the categories that will be
considered when calculating benefits based
on hours worked and/or paid. Click the
category to select it. A checkmark displays
next to categories when they are selected.
Code
Displays the code for the Category.
Name
Displays the name of the Category.
Regular
Check this box to indicate that regular hours
of the selected category(s) should be
considered when calculating benefits.
Overtime 1
Check this box to indicate that overtime
hours of the selected category(s) should be
considered when calculating benefits.
Overtime 2
Check this box to indicate that overtime 2
hours of the selected category(s) should be
considered when calculating benefits.
© January 2009 Time America, Inc.
106
TA100 Pro Manual
Check this box to indicate that overtime 3
hours of the selected category(s) should be
considered when calculating benefits.
Overtime 3
Configure Benefit Accumulators
Accumulators specify the categories that will be granted by the policy, as well as the
amounts granted and method of accrual. You can have multiple accumulators within one
policy.
1. While adding or editing a Benefit Accrual, click the Add or Edit button in the
center of the screen to display the Accumulators dialog box.
Figure 85: Adding a Benefit Accumulator
Figure 86: Benefit Accumulators
2. The Accumulators dialog box contains the following information:
© January 2009 Time America, Inc.
107
TA100 Pro Manual
Setting
Definition
Accumulator
Select the category for this rule. Only the
categories that have been selected for
benefit entitlement will display in this dropdown box.
To select a category for benefit entitlement,
edit the Category in Configure, Categories
and check the Post to benefit entitlement
box. For more information, see Categories,
page 37.
Posting Basis
Select how often you want benefits to be
posted. The options are:
•
Weekly
•
Biweekly
•
Semimonthly
•
Monthly
•
Annually
•
Daily
The benefits are posted at the end of the
posting period.
Start Date
Reference Date
Pick the date for the policy to take effect.
Pick a date in the past so that the defined
rules can be met for all current employees.
This date indicates the rollover or reset date
for employee benefits. The options are:
•
Hire: this benefit resets on the
employee's individual hire date (set
in Employee Maintenance).
•
Fiscal: this benefit resets on the
employee's individual fiscal date (set
in Employee Maintenance).
•
Other: this benefit resets on this date
for all employees. For example,
January 1.
Give XX after X
months from hire
This setting enables you to grant a lump sum
benefit a certain number of months from the
employees hire date. For example, "Give 40
hours after 6 months from hire date" to
automatically give an employee a week's
vacation on his/her six-month anniversary.
Do not give hours if
Employee status is
inactive
This setting will not grant employee hours if
the employee status is inactive.
© January 2009 Time America, Inc.
108
TA100 Pro Manual
Accumulator Details
This section displays the details for
accumulating or accruing the category
selected. There can be multiple accumulator
details for one category.
The Accumulator section displays the rules
for details already added. To display the
entry screen for an Accumulator, click the
Add button.
Year
This is a required field. Enter the number of
years of service after which this rule takes
effect. To have the rule start immediately,
select 0. Works in conjunction with the
months.
Month
This is a required field. Enter the number of
months of service after which this rule takes
effect. To have the rule start immediately,
select 0. Works in conjunction with the
years.
One Time
This setting allows you to grant a one-time
benefit of this category. This field is optional.
For example, you might want to give a
"length of service" bonus of 40 hours on the
employee's anniversary, in addition to their
regular accruals. This benefit occurs only
once: it does not recur each year.
Straight Given
Hours (at end)
This setting allows you to enter a set number
of hours granted at the end of the Posting
Basis period (weekly, biweekly, etc.) This
field is optional
For example, to grant 8 hours of time per
month, you would choose Monthly for the
Posting Basis and enter 8 in this box.
Hours from
Categories to
sum X
This setting allows you to enter the fraction of
benefits earned for hours worked and/or
paid. TA100 Pro will calculate the number of
hours paid of the categories selected in the
Categories to Sum section of the Benefit
Accrual dialog box. It will multiply the number
of hours paid by the number entered here to
calculate the available benefits, as follows:
Category Hours X Factor = Accrued Benefit
Minimum Hours
Needed
Enter the minimum hours required to be
worked in the Posting Basis period for the
employee to be eligible for any benefits
accrual.
For example, this could be used to pay
benefits only if the employee works more
than 30 hours per week.
© January 2009 Time America, Inc.
109
TA100 Pro Manual
Maximum Hours
Allowed
Enter the maximum hours that can be
accumulated for this category during the
Posting Basis period.
This is used to keep employees who work
lots of hours from accruing more benefits
than they are entitled to.
Maximum Annual
Carry Over
Enter the number of hours the employee can
carry forward into the next benefit year (on
the Reference Date). For no carry over ("use
it or lose it"), enter 0.
Maximum Total
Benefit Hours
Enter the maximum number of hours the
employee is allowed to accrue during the
benefit year.
For example, this could be used to "cap"
accruals at a maximum amount.
Add a Benefit Accruals Policy
1. Click the Daily Operations menu, Benefit Accruals, Configure. The
Configure Benefit Accrual dialog box will open.
2. Click the Add button to add a new Benefit Accruals policy. The General tab
will become available.
Figure 87: Adding a new Benefit Accruals policy
3. Fill in the Code and Name fields as described in the Configuring Benefit
Accruals section.
4. Click the Add button to display the Accumulator dialog box.
© January 2009 Time America, Inc.
110
TA100 Pro Manual
Figure 88: Adding a new Benefit Accrual Accumulator
5. Fill in the settings as described in the Configure Benefit Accumulators
section.
6. Click the Add button to display the Accumulator Details dialog box.
Figure 89:Adding Accumulator Details
7. Fill in the Accumulator Detail settings as described in the Configure Benefit
Accumulators section.
8. Click OK to accept the details and return to the Accumulator screen.
9. Repeat steps 6 through 8 for each unique accumulator details needed.
10. Click OK to accept the Accumulator and return to the Benefit Accruals
screen.
11. Repeat steps 4 through 10 for each unique Accumulator (Category) needed.
12. Click OK to commit the changes and close the Configure Benefit Accruals
dialog box.
13. Click Close to exit the Configure Benefit Accruals dialog box.
© January 2009 Time America, Inc.
111
TA100 Pro Manual
Edit a Benefit Accruals Policy
1. Click the Daily Operations menu, Benefit Accruals, Configure. The
Configure Benefit Accrual dialog box will open.
2. Highlight the Benefit Accrual policy you wish to edit from the list at the side of
the screen.
3. Click the Edit button. The General screen will become available for you to
edit the selected Benefit Accrual policy.
4. Edit the settings as described in the Configure Benefit Accruals section.
5. Once you are editing the Benefit Accrual, you can further edit the
Accumulator and Accumulator Details.
To edit the Accumulator, click the Edit button in the Accumulator section in
the center of the screen.
To edit the Accumulator Details, first click the Edit button on the Benefit
Accrual screen, then click the Edit button in the Accumulator screen.
6. Click OK as many times as necessary to commit the changes and return to
the Configure Benefit Accrual screen.
7. Click Close to exit the Configure Benefit Accrual dialog box.
Delete a Benefit Accruals policy
Benefit Accruals that are in use cannot be deleted.
1. Click the Daily Operations menu, Benefit Accruals. The Configure Benefit
Accruals dialog box will open.
2. Highlight the Benefit Accruals policy you wish to delete from the list at the
side of the screen.
3. Click the Delete button. You will be prompted:
Figure 90: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Benefit Accruals dialog box.
© January 2009 Time America, Inc.
112
TA100 Pro Manual
Update to Current
This command causes TA100 Pro to calculate all employees' benefit accruals up to the
current date.
1. Click the Daily Operations menu, Benefit Accruals, Update to Current.
TA100 Pro will automatically update employee benefits.
Figure 91: Benefit Accruals: Update to Current
© January 2009 Time America, Inc.
113
TA100 Pro Manual
Chapter V
Optional Modules
This section reviews the optional modules that are available with TA100 Pro. This section
includes the following:
•
Bell Schedules
•
Benefits Accruals
•
PC Clock
•
Third Party Terminals
Bell Schedules
The Bell Schedules module allows your time clock to activate a bell at specified times of day. For
example, you might have a bell ring to announce the start of a shift, break or lunch, and the end
of the day. The bell schedule is defined by the day of the week, the time of day, and the duration
of the bell. The bell schedules module can ring up to 336 bells per Time clock per week.
Each bell schedule template can contain multiple bell details. Once the Bell Schedule has been
created, you will add the individual dates and times the bells will ring. The Bell Schedule is then
downloaded to the appropriate time clocks. For more information, see Bell Schedules, page 83.
Benefit Accruals
Using Benefit Accruals, TA100 Pro can automatically calculate the available benefit time for your
employees. These calculations are based upon rules that can account for different benefit types
(vacation, sick, personal, etc.), different accrual methods, seniority rules and other factors. Benefit
time taken is automatically subtracted from the available benefits so that balances are always
accurate.
TA100 Pro allows for an unlimited number of policies so that you can accommodate different
situations within your company. Each policy contains Accumulators, which specify the Categories,
amounts and rules for earning benefits.
After the policies are created, they are assigned to appropriate employees within the company.
For more information, see Benefit Accruals, page 105.
NOTE: Benefit Accruals is an additional module added into TA100 Pro. If you did not purchase
Benefit Accruals, you will have Benefit Entitlement instead. See Benefit Entitlement: Configure,
page 137.
PC Clock
PC Clock is an optional module that may be installed on anyone’s workstation and allows
employees to clock in and out for the day, to and from lunch, and to and from breaks from their
workstation. Employees may also use PC Clock to transfer departments and change their own
passwords. PC Clock makes it easy to gather time from thousands of users in every corner of
your enterprise, either across the building or across the country. PC Time Clock is perfect in
situations where hardware data collection systems can't be cost-justified, or where hardware time
clocks don't match into your organization's environment. For more information, see PC Clock,
page 207.
© January 2009 Time America, Inc.
114
TA100 Pro Manual
Third Party Terminals
Third Party Terminals is an optional module that allows the use of Biometric Hand Readers, ATS
series clocks, and biometric fingerprint readers. For more information see, Hand Readers, page
229, and see ATS, page 226.
© January 2009 Time America, Inc.
115
TA100 Pro Manual
Chapter VI
Additional Employee Features
This section reviews how to use the additional Employee Feature of the PC Clock, which is
available with the TA100 Pro.
PC Clock
PC Clock is an application that allows employees to punch In and Out, punch for Lunches and
Breaks, and Transfer Departments from their PC. PC Clock offers employees access to several
useful tools in an easy to use environment. Each task employees can perform with PC Clock is
one or two mouse clicks away.
NOTE: It is recommended that a facilitator go over the information available in this chapter with
employees.
Accessing PC Clock
•
Click the Start menu, Programs, TA100 Pro, and PC Clock
Default Settings to Use PC Clock
Figure 92: PC Clock
1. The PC Clock window contains the following information:
Setting
Definition
PC Clock Screen
Displays the date and time, and what
information PC Clock is prompting you for.
© January 2009 Time America, Inc.
116
TA100 Pro Manual
Function Keys
Displays the number keys and the prompts
that they will ask for.
“1” Key
This key is undefined.
“2” Key
This key is undefined.
“3” Key
This key is undefined.
“4” Key
Click this key to punch Out for Lunch.
“5” Key
Click this key to report Cash Tips.
“6” Key
Click this key to punch In from Lunch.
“7” Key
Click this key to punch Out for Break.
“8” Key
This key is undefined.
“9” Key
Click this key to punch In from Break.
In Key
Click this key to punch In.
“0” Key
Out Key
Click this key to enter the Department
transfer.
Click this key to punch Out.
Clear Key
Click this key to Clear the transaction.
Back Key
Click this key to backspace one character.
Enter Key
Confirms an entry.
Close Button
Click this button Close PC Clock.
Default Clock In
1. Navigate to PC Clock.
2. Enter Badge number.
3. Click the Enter key.
4. Click the In key.
5. Click OK to confirm transaction.
Default Clock Out
1. Navigate to PC Clock.
2. Enter Badge number.
3. Click the Enter key.
4. Click the Out key.
© January 2009 Time America, Inc.
117
TA100 Pro Manual
5. Click OK to confirm transaction.
Default Clock Out for Lunch
1. Navigate to PC Clock.
2. Enter Badge number.
3. Click the Enter key.
4. Click the “4” key.
5. Click the Enter key.
6. Click OK to confirm transaction.
Default Clock In from Lunch
1. Navigate to PC Clock.
2. Enter Badge number.
3. Click the Enter key.
4. Click the “6” key.
5. Click OK to confirm transaction.
Default Transfer Department
1. Navigate to PC Clock.
2. Enter Badge number.
3. Click the Enter key.
4. Click the “0” key.
5. Enter the Department number
6. Click the Enter key.
7. Click OK to confirm transaction.
© January 2009 Time America, Inc.
118
TA100 Pro Manual
Chapter VII Employee Maintenance
This section covers the concepts and tasks for managing employee information. It
includes information on adding employees, editing employee information, and managing
employee schedules and assignments. It also contains links to the Timecard editing
sections of this manual.
Configure Employee
The Configure Employee window contains all information relating to your employees, including
contact, schedule, and time sheet data. All of the tabs in the window are described in this chapter,
however, some of the tabs (such as the Timecard and Transactions) have additional tasks
associated with them and have been given their own sections in this manual.
There are two ways to access the Configure Employee window: by menu or by tool button. Both
methods are described below.
1. Click the Daily Operations menu, Employee or click the Maintenance
button
on the toolbar. The Configure Employee window will open.
Figure 93: Configure Employee
© January 2009 Time America, Inc.
119
TA100 Pro Manual
Employee List
The Employee List window contains a list of the employees in the database. Sorting options are
also available as described below:
Figure 94: Employee List section
Setting
Definition
Selected Employee
Displays the employee name and number of the
selected employee.
Filters
Show Division Selection: Select a Division to only
view employees assigned to that Division.
Show Group Selection: Select a Group to only view
employees assigned to that Group.
Show Salary Selection: Select ALL, YES or NO to
view employees assigned to that option.
Show Fulltime Selection: Select ALL, YES or NO to
view employees assigned to that option.
Show Permanent Selection: Select ALL, YES or NO
to view employees assigned to that option.
Previous button
Press this button to go to an individual who is
previous on the list.
Find button
Press this button to search for a name by code, last
name or badge number.
Enter in the appropriate name, code or badge number
when the dialog box appears.
Next button
Press this button to go to an individual who is next on
the list.
Number
Select this option to have the employees sort by
employee number.
© January 2009 Time America, Inc.
120
TA100 Pro Manual
Setting
Definition
Name
Select this option to have the employees sort by
employee name.
Show Inactives
Select this option to have inactive employees
viewable in the Employee List
Employee Timecard (Description) Tab
The Timecard tab displays the employee's timesheet information.
NOTE: Tasks associated with the Timecard, such as editing and adding punches, are covered in
their own chapter. See Timecard and Transaction Maintenance, page 160.
1. Navigate to the Configure Employee window.
2. When you first enter the Configure Employee window, the Timecard tab is
selected automatically and contains the following information:
Figure 95: Configure Employee: Timecard tab
Setting
© January 2009 Time America, Inc.
Definition
121
TA100 Pro Manual
Setting
Definition
Attendance Code
This field is not labeled. It displays a code to
indicate an exception regarding the entry. The
options are:
•
A: Indicates a system-generated absence.
This entry will display in Red.
•
M: Indicates a missing punch. This entry will
display in purple.
•
I: Indicates a work period In Progress. This
entry will display in green.
•
D: Indicates a default work entry was added
when the employee missed a punch (as
defined in the Policy associated with this
employee.)
•
F: Indicates that the entry was created when
TA100 Pro forecasted the employee's hours.
Time forecasting will display future time
transactions (based on the employee’s
current schedule) on screen and in reports.
•
S: Indicates TA100 Pro has automatically
created a Holiday entry. This entry will
display in black.
Date
Displays the date of the entry.
Day
Displays a three-character code for the day of the
week of the entry.
Cat
Displays the category associated with the entry (i.e.,
Work, Lunch, Break, Vacation, Sick, Absent, etc.)
Start
Displays the start time of the entry (i.e., the time at
which the employee clocked in for the day, started
lunch, etc.).
Stop
Displays the stop time of the entry (i.e., the time at
which the employee clocked out for the day, ended
lunch, etc.).
Department
By default, this field displays the Department the
employee worked in. By clicking the Department
button in the field header, you can choose to display
the Job (if applicable). Each time you click the
button; it will toggle back and forth between the
Department and Job.
Reg.
Displays the number of hours at straight time the
employee will be paid for this entry. This number is
calculated using the Start and Stop times, adjusted
according to the Rounding, Lunch and Break policies
defined in the Shift Group assigned to this
employee.
© January 2009 Time America, Inc.
122
TA100 Pro Manual
Setting
Definition
OT1
Displays the number of hours at OT1 the employee
will be paid for this entry, if any. This number is
calculated using the Start and Stop times, adjusted
according to the Rounding, Lunch and Break rules
defined in the Shift Group assigned to this
employee, as well as the Overtime rules defined in
the Policy assigned to this employee.
OT2
Displays the number of hours at OT2 the employee
will be paid for this entry, if any. This number is
calculated using the Start and Stop times, adjusted
according to the Rounding, Lunch and Break rules
defined in the Shift Group assigned to this
employee, as well as the Overtime rules defined in
the Policy assigned to this employee
OT3
Displays the number of hours at OT3 the employee
will be paid for this entry, if any. This number is
calculated using the Start and Stop times, adjusted
according to the Rounding, Lunch and Break rules
defined in the Shift Group assigned to this
employee, as well as the Overtime rules defined in
the Policy assigned to this employee
Unpaid
Displays the number of unpaid hours for this entry, if
any. Unpaid lunches and breaks will be reflected in
this column, if appropriate.
Dollars
Displays the amount earned for this entry.
S
Displays a dot if a Supervisor has gone in to edit the
punch.
Auto Processing
Check this box to automatically process time
transactions whenever they are added or edited.
Processing posts new and changed transactions to
the database and allows them to be displayed on all
reports. If this box is clear, you must click the
Reprocess button each time you want to update
employee transactions.
Approve /
Unapprove button
Depress this button to approve or unapprove the
selected pay period for the selected employee.
Show Schedule
Check this box to display the employee’s scheduled
start and stop times on screen. This can be used to
help with editing when there is an absence or
missing punch.
Forecasting
Check this box to generate projected time
transactions. Time forecasting will display future time
transactions (based on the employee’s current
schedule) on screen and in reports.
© January 2009 Time America, Inc.
123
TA100 Pro Manual
Setting
Definition
Pay Periods back
Click the scroll arrow and choose the number of pay
periods prior to the current one you wish to view.
NOTE: Although you may view prior pay periods,
only editable pay periods may be changed. This is
determined by the Number of Editable Pay
Periods in Configure Main Company dialog box, and
the Block Prior Pay Periods setting for the current
user.
Pay Period
Displays the starting date and the ending date of the
currently selected pay period.
Key
Displays the attendance codes which show in the
first column.
Date Column
Displays totals for each day in the pay period.
Totals
The Totals column displays the totals for the
currently selected pay period.
Reprocess
Click this button to update employee transactions.
Processing posts new and changed transactions to
the database and allows them to be displayed on all
reports.
NOTE: If Auto Processing is checked, you will not
need to use this button each time a transaction is
changed.
Add Trans
Click this button to add a transaction (punch) for the
employee. For more information on this feature, see
Adding and Editing Transactions, page 162.
Edit/Add Start
Click this button to add or edit a Starting transaction
(such as a Clock In for day or Start Lunch) for the
employee. For more information on this feature, see
Edit/Add Start, page 166.
Edit/Add Stop
Click this button to add or edit an Ending transaction
(such as a Clock Out for day or End Lunch) for the
employee. For more information on this feature, see
Edit/Add Stop, page 167.
Multiple Misc.
Click this button to add multiple or duplicated
Miscellaneous transactions. This can be used to
enter a vacation that lasts several days, etc. For
more information on this feature, see Multiple
Miscellaneous, page 167.
From Schedule
Click this button to auto-fill a work day based on the
employee's schedule. For more information on this
feature, see From Schedule, page 169.
Delete
Click this button to delete a transaction. For more
information on this feature, see Delete a
Transaction, page 169.
© January 2009 Time America, Inc.
124
TA100 Pro Manual
Employee Schedule Tab
The Schedule tab displays and allows you to edit the employee's schedule.
NOTE: Employees are not required to have a specific schedule, but without a schedule the
following items will not work in the system:
•
•
•
Rounding Rules
Automatic Lunch and Break Deductions
Exceptions
Configure Employee Schedules
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Click the Schedule tab to select. The tab contains the following information:
Figure 96: Configure Employee: Schedule tab
Setting
Definition
Calendar
The calendar will display three weeks at a time. The
currently selected week will display in white, the
previous and following week display in yellow. The
current week will also have a field where you can edit
the entire week. For more information on this feature,
see the Edit Entire Week section.
The Schedule calendar can display either work Shift
information, or Job Costing information (which Job,
Step, Operation, and Task the employee is scheduled
to work). You can switch back and forth easily. For
more information on this feature, see the Schedule
Details section.
© January 2009 Time America, Inc.
125
TA100 Pro Manual
Setting
Definition
Date
Displays the date.
Shift
Displays the Shift selected for that particular day.
NOTE: Before a shift is assigned the system will
default the shift assignment to a floater shift.
Department
Displays the Department number for that particular
day.
Job
Displays the Job number for that particular day.
Work
Check this box to indicates whether or not the
employee is scheduled to work that day, and how
many paid hours are forecasted.
Override
Enter the start and stop schedule change time for
rounding rule purposes only.
Template
Check this box to make this employee's schedule a
template. This will enable you to copy this employee's
schedule for other employees. For more information
on this feature, see Create an Employee Schedule
Template, page 126.
Update Back
Check this box to update previous weeks' schedule
data. Also enter the date to which you wish to update.
For more information on this feature, see Assign or
Edit an Employee Schedule, page 126.
Update Forward
Check this box to update following weeks' schedule
data. Also enter the date to which you wish to update.
For more information on this feature, see Assign or
Edit an Employee Schedule, page 126.
Copy Button
Click this button to copy a previously defined
schedule template to this employee. For more
information on this feature, see Copy an Employee
Schedule Template, page 131.
Rotate Button
Click this button define a rotating schedule for this
employee. For more information on this feature, see
Create a Rotating Schedule, page 129.
Multiple Misc.
Button
Click this button to add multiple or duplicated
Miscellaneous transactions. This can be used to
enter a vacation that lasts several days, see Multiple
Miscellaneous, page 167.
Delete
This option opens the Delete Assignments screen.
Here you can remove assignments, All Before a Date
or All After a Date.
Assign or Edit an Employee Schedule
The processes for assigning a schedule for the first time and for editing the schedule assignment
are the same. As part of this process, you will select a Shift, Department, Job, Step, Operation,
and Task (as appropriate) for the employee.
© January 2009 Time America, Inc.
126
TA100 Pro Manual
1. Navigate to the Schedule tab of the Configure Employee window. See
Configure Employee Schedules, page 125.
2. Navigate to the week you wish the schedule to start by using the scroll bar on
the right side of the screen.
3. Click Edit Entire Week and/or Shift area on Sunday of the selected week.
Edit Entire Week
Shift area
Figure 97: Adding/Editing a Schedule Shift
4. If you clicked Edit Entire Week, the Schedules Detail for the Week dialog box
will open.
5. If you clicked in the Shift area, the Schedule Details dialog box will open.
Figure 98: Schedule Details for the Week and Schedule Details
6. Highlight from the settings as appropriate:
Setting
Definition
Shift
Select a pre-defined Shift for this employee.
Start/Stop
Override
Enter the start and stop schedule change time for
rounding rule purposes only.
Graphic
Override
Use the graphic timeline to define the start and stop
schedule change time for rounding rule purposes only.
© January 2009 Time America, Inc.
127
TA100 Pro Manual
Setting
Definition
Work
Check this box to indicate whether or not the
employee is scheduled to work that day, and how
many paid hours are forecasted.
Department
Select a pre-defined Department for this employee.
(Optional)
Job
Select a pre-defined Job for this employee. (Optional)
Update Rest of
Check this box to update the rest of the current week
with these settings. (Recommended)
Week
7. Click OK to commit the changes and return to the Schedule screen. The Shift
and Department information selected will display.
NOTE: TA100 Pro automatically keeps the schedule current for three months
into the future, so you needn't update manually unless you are making a
change that should apply to dates that have already been updated.
8. Check the Work box of each day of the week the employee is scheduled to
work.
9. If you are editing the schedule and wish these changes to apply into the
future, click the Update Forward box or Update Back box.
10. Click Apply to save the changes and update Forward (if selected for editing).
Delete a Schedule
1. Navigate to the Schedule tab of the Configure Employee window. See
Configure Employee Schedules, page 125.
2. Click the Delete button. You will be prompted:
Figure 99: Deletion Confirmation
3. Fill in the settings as appropriate:
Setting
Definition
All Before Date
Select this option to delete schedules
leading up to a certain date.
All After Date
Select this option to delete schedules
occurring after a certain date.
Date
Enter the date to consider when deleting the
schedules.
© January 2009 Time America, Inc.
128
TA100 Pro Manual
4. Click OK. You will be prompted again:
5. Click OK to confirm the deletion.
Create a Rotating Schedule
Rotating schedules allow you to accommodate employees who work schedules that have a
pattern other than a weekly cycle. You can specify the number of days in the rotation and
what time period the rotation begins.
Rotating Schedule Example
Jane Doe works every other Saturday. She happens to work this coming Saturday, and
will be off the next Saturday.
To configure this you would modify her schedule so that Work is checked for this
Saturday, but not the next Saturday. The Start Date for the Rotation would be the
beginning of the current week, and the number of days in the cycle would be 14.
1. Navigate to the Schedule tab of the Configure Employee window. See
Configure Employee Schedules, page 125.
2. Click the Rotate button. The Apply Rotating Schedule dialog box will open.
Figure 100: Apply Rotating Schedule
3. Fill in the settings as appropriate:
Setting
© January 2009 Time America, Inc.
Definition
129
TA100 Pro Manual
Setting
Definition
Activate a
rotating
schedule for
this Employee
Check this box to enable a rotating schedule for the
selected employee.
Define Rotation
These settings define the pattern for rotation
Start Date
TIP: You can "remove" a rotating schedule that has
already been set simply by un-checking this box.
Enter the date TA100 Pro should start with to determine
the rotation pattern.
Days in
Rotation
Enter the number of days in the rotation pattern.
Apply Rotation
These settings determine when the rotating schedule will
take effect.
Start Date
Enter the date on which the rotating schedule should
take effect.
4. Click OK to commit the changes and return to the Schedule screen.
Create an Employee Schedule Template
An employee's schedule can be saved as template so that it can be copied to other
employees. This is a convenient way of duplicating an unusual work pattern or rotation so
that you don't have to reinvent the wheel each time.
NOTE: However, any changes that are made to the schedule that was copied will apply
to all schedules that are base on that template.
The Copy Schedule feature allows you to copy a previously defined Template. This step
is the first step in copying a schedule.
1. Navigate to the Schedule tab of the Configure Employee window. See
Configure Employee Schedules, page 125.
2. Check the Template box. The Define Template dialog box will open.
Figure 101: Employee Schedule Template
3. Check the Use Employee as template box.
4. Enter a name for this template. Try to make it as descriptive as possible and
avoid using employee names, as it may be difficult to remember what type of
schedule the employee has.
5. Click OK to commit the changes and return to the Schedule screen.
© January 2009 Time America, Inc.
130
TA100 Pro Manual
Copy an Employee Schedule Template
The Copy Schedule feature allows you to copy a previously defined Employee Schedule
Template. See Create an Employee Schedule Template.
1. Navigate to the Schedule tab of the Configure Employee window. See
Configure Employee Schedules, page 125.
2. Click the Copy button. The Schedule Copy Details dialog box will open.
Figure 102: Copy Schedule Details
3. Fill in the settings as appropriate:
Setting
Definition
Code
Displays the code of the available Template.
Template Name
Displays the name of the available Template.
Display
Click this button to display the details of the
selected Template.
What to Copy
These settings define what will be copied.
Shift Info
Check this box to copy scheduled starting and
stopping times.
Work
Check this box to copy which days are selected
for Work.
Department
Check this box to copy the Department
assignments.
Job
Check this box to copy the Job assignments.
Define Copy
© January 2009 Time America, Inc.
These settings define when the template will be
copied.
131
TA100 Pro Manual
Setting
Definition
Copy From
These settings define the date range that will
be copied from.
Starting On
Enter the date from which you wish to copy
forward.
Copy forever
Select this option to copy the selected template
from the Starting on point forward forever.
Stop On
Select the option to copy only up to a certain
date. Enter the date in the space provided.
Copy to
These settings define the date range that will
be copied to.
Starting on
hire date
Select this option to "paste" the copied
schedule starting from the employee's hire date
forward.
Starting on
date
Select this option to "paste" the copied
schedule from a user-defined date forward.
Enter the date in the space provided.
4. Click OK to commit the changes and return to the Schedule screen.
© January 2009 Time America, Inc.
132
TA100 Pro Manual
Employee Transactions Tab
The Transaction tab displays the individual punches for the employee
NOTE: Tasks associated with the Transactions tab, such as editing and adding punches, are
covered in their own section. See Timecard and Transaction Maintenance, page 160.
Description
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Click the Transactions tab to display the following information:
Figure 103: Configure Employee: Transaction tab
Setting
Definition
Day
Displays the day of the transaction.
Date
Displays the date of the transaction.
Time
Displays the actual time of the transaction.
Key
Displays the time clock function key pressed to
generate the transaction. (i.e., * for Clock In for
day, etc.)
Prompt
Displays the function prompt for the transaction.
Clock
Displays the number of the clock at which the
transaction was recorded.
NOTE: No clock number will display if the
transaction was entered by a supervisor through
the TA100 Pro software.
Badge
© January 2009 Time America, Inc.
Displays the employee's badge number used for
this transaction.
133
TA100 Pro Manual
Setting
Definition
Supervisor
This field shows audit trail information, and
displays the name and number of the supervisor
who edited this transaction, if any.
Prompt
Displays the function prompt for the transaction.
Input
Displays any additional data entered with the
transaction, such as a Department number, the
number of pieces produced, etc.
Add/Edit/Delete
For more information on adding, editing and
deleting transactions, see Adding and Editing
Transactions, page 162, and Deleting
Transactions, page 169.
Employee Status Tab
The Status tab displays the employee's current work status with the company
Configure Employee Status
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Click the Status tab to display the following information:
Figure 104: Configure Employee: Status tab
Setting
Definition
Date
Enter the effective date of the status.
Policies
Select the Policy to be assigned to this employee.
Active
Select whether the employee is Active or Inactive
as of the effective date.
© January 2009 Time America, Inc.
134
TA100 Pro Manual
Setting
Definition
Fulltime
Select whether the employee is Full Time or Part
Time as of the effective date.
Permanent
Select whether the employee is a Permanent or
Temporary employee as of the effective date.
Add Employee Status
When an employee changes Status, it is recommended that you add a new Status entry
rather than editing the existing Status. This enables you to keep a history of Status
changes throughout the employee's work history.
1. Navigate to the Status tab of the Configure Employee window.
2. Click the Add button to add a new Status. The Status Maintenance dialog
box will open:
Figure 105: Adding a new Status
3. Fill in the settings as appropriate:
Setting
Definition
Date
Enter the date that this Status change becomes
effective.
Active/Inactive
Choose whether the employee is Active or Inactive
as of the selected date.
Active indicates that the employee is currently
working for the company.
Inactive indicates that the employee is not
currently working for the company, perhaps
because of a leave of absence or termination.
Full Time/Part Time
Choose whether the employee is Full Time or Part
Time as of the selected date.
Permanent/Temporary
Choose whether the employee is Permanent or
Temporary as of the selected date.
Policies
Select the Policy that will apply to this employee as
of the effective date.
4. Click OK to commit the changes and return to the Status screen. The new
Status will be added to the list.
© January 2009 Time America, Inc.
135
TA100 Pro Manual
Edit Employee Status
If you choose to edit the Employee's Status, the changes will be retroactive to the
effective date of the original status entry. Because of this, when an employee changes
Status, it is recommended that you add a new Status entry rather than editing the existing
Status. This enables you to keep a history of Status changes throughout the employee's
work history.
1. Navigate to the Status tab of the Configure Employee window. See
Configure Employee Status, page 134.
2. Highlight the Status entry you wish to edit.
3. Click the Edit button. The Status Maintenance screen will become available
for you to edit.
4. Edit the settings as described in the Add Employee Status section.
5. Click OK to commit the changes and return to the Status screen.
Delete Employee Status
You may wish to delete a Status entry that has been added in error. One Status entry
must always exist, thus you will not be able to delete if there is only one Status entry.
1. Navigate to the Status tab of the Configure Employee window. See
Configure Employee Status, page 134.
2. Highlight the Status you wish to delete.
3. Click the Delete button. You will be prompted:
Figure 106: Deletion Confirmation
4. Click OK to confirm the deletion and return to the Status screen.
© January 2009 Time America, Inc.
136
TA100 Pro Manual
Employee Benefits Tab
The Benefits tab reflects the selected employee's current benefit balances. The information and
options on this tab will be slightly different if you have purchased Benefit Accruals than with
Benefit Entitlement. Both options are described below: Benefit Entitlement is first, followed by
Benefit Accruals.
Benefit Entitlement: Configure
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Click the Benefits tab to display the following information:
Figure 107: Configure Employee: Benefits tab
Setting
Definition
Fiscal Date
Displays the employee's Fiscal Date (set on the
Detail tab), for information purposes.
Hire Date
Displays the employee's Hire Date (set on the
Detail tab), for information purposes.
Days of Service
Displays the number of Days of Service the
employee has, for information purposes.
Code
Displays the category code of the benefit (i.e., VAC,
SICK, etc.).
Description
Displays the category name of the benefit (i.e.,
Vacation, Sick, etc.)
Given
Displays the number of hours the employee has
been granted through Benefit Entitlement.
Taken
Displays the number of hours of the benefit the
employee has already taken. This number is
calculated from the Miscellaneous entries on the
employee's time card.
© January 2009 Time America, Inc.
137
TA100 Pro Manual
Setting
Definition
Pending
Displays the number of hours of the benefit the
employee will take in the future (within the current
pay period).
Left
Displays the number of hours left. This is calculated
by subtracting the Taken and Pending amounts
from the Allowed, as follows:
Left = Given - (Taken + Pending)
Count
Displays the number of individual days on which the
benefit time was taken or is pending.
Details
Click this button to display the individual entitlement
transactions for this employee.
Benefit Entitlement: Employee Benefit Details
1. Navigate to the Benefits tab of the Configure Employee window.
2. Highlight the benefit Category you wish to view.
3. Click the Details button. The Benefit Details screen for the selected Category
will open.
Figure 108: Benefit Entitlement Details
4. The Benefit Details dialog box contains the following information:
Setting
Definition
Day
Displays the day on which the time was taken.
Date
Displays the date on which the time was taken.
Time
Displays the time at which the time was taken.
Amount
Displays the number of hours taken.
Archived
Indicates whether these transactions are in a data
set that has already been archived. (For more
information on Archiving, see Archive, page 260).
Category
Displays the category of time taken.
© January 2009 Time America, Inc.
138
TA100 Pro Manual
Benefit Entitlement: Grant Benefit Time
With Benefit Entitlement, you manually enter the amount of hours given for each Benefit
Category. This is a one-time entry.
1. Navigate to the Benefits tab of the Configure Employee window.
2. Highlight the benefit Category you wish to grant.
3. Click the Details button. The Benefit Details screen for the selected Category
will open.
Figure 109: Benefit Details
4. Enter the amount of time you wish to grant in the Amount Allowed box.
5. Click OK to commit the change and return to the Benefits screen.
Benefit Entitlement: Delete a Detail
1. Navigate to the Benefits tab of the Configure Employee window.
2. Click the Details button. The Benefit Details screen will display.
3. Highlight the item you wish to delete.
4. Click the Delete button. You will be prompted:
Figure 110: Deletion Confirmation
5. Click OK to confirm the deletion.
6. Click OK to confirm the Archive message.
7. Click Close to return to the Benefits screen.
© January 2009 Time America, Inc.
139
TA100 Pro Manual
Benefit Accruals: Configure
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Click the Benefits tab to display the following information:
Figure 111: Configure Employee: Benefits tab
Setting
Definition
Fiscal Date
Displays the employee's Fiscal Date (set on the
Detail tab), for information purposes.
Hire Date
Displays the employee's Hire Date (set on the Detail
tab), for information purposes.
Days of Service
Displays the number of Days of Service the
employee has, for information purposes.
Code
Displays the category code of the benefit (i.e., VAC,
SICK, etc.).
Description
Displays the category name of the benefit (i.e.,
Vacation, Sick, etc.)
Allowed
Displays the number of hours the employee has
either been granted or earned. This number is based
on the Benefit Accrual settings (if applicable) or can
be manually edited to grant Benefit Entitlement.
Taken
Displays the number of hours of the benefit the
employee has already taken. This number is
calculated from the Miscellaneous entries on the
employee's time card.
Pending
Displays the number of hours of the benefit the
employee will take in the future (within the current
pay period).
Left
Displays the number of hours left. This is calculated
by subtracting the Taken and Pending amounts
from the Allowed, as follows:
Left = Allowed - (Taken + Pending)
© January 2009 Time America, Inc.
140
TA100 Pro Manual
Setting
Definition
Count
Displays the number of individual days on which the
benefit time was taken or is pending.
Carry Date
Displays the date on which the benefits will roll over,
also known as the Reference Date or Reset Date.
Update
Click this button to update the benefit calculations to
the current day for this employee.
Details
Click this button to display the individual accrual or
entitlement transactions for this employee. For more
information, see Benefit Accruals, page 105.
Benefit Accruals: Update Employee Benefits
TA100 Pro will automatically update employee benefit accruals to the current day.
However, if you make a change the Benefit Accrual rule assigned to the employee, or
change the settings of the rule, you may wish to "force" TA100 Pro to update.
1. Navigate to the Benefits tab of the Configure Employee window. See Benefit
Accruals: Configure, page 140.
2. Click the Update button. This employee's benefits will update and the screen
will refresh.
Benefit Accruals: Employee Benefit Details
It is possible to view a detailed schedule of how much benefit time the employee has
earned and when it was posted.
1. Navigate to the Benefits tab of the Configure Employee window. See Benefit
Accruals: Configure, page 140.
2. Click the Details button. The Benefit Details screen will display.
Figure 112: Benefit Details
3. The Benefit Details dialog box contains the following information:
© January 2009 Time America, Inc.
141
TA100 Pro Manual
Setting
Definition
Day
Displays the day on which the time was posted or
taken.
Date
Displays the date on which the time was posted or
taken.
Time
Displays the time at which the time was posted or
taken.
Amount
Displays the number of hours posted or taken.
Balance
Displays the running balance after the transaction.
Category
Displays the Category of the benefit time.
Type
Displays what type of benefit transaction it was.
Bonus Hours indicates time earned or accrued.
Misc. Entry Indicates time taken.
Hours Adj. Indicates a manual adjustment.
Balance Adj. Indicates a Balance Adjustment
Archived
Indicates whether these transactions are in a data
set that has already been archived. (For more
information on Archiving, see Archive, page 260).
Show Accrued
Adjustments
Check this box to display the adjustments that have
been made to accrued Benefits.
Manual Adj.
Button
Click this button to make a manual adjustment. For
more information see Manual Benefit Adjustment,
page 142.
4. Click OK to close the Benefit Details screen.
Benefit Accruals: Manual Benefit Adjustment
It is possible to make manual adjustments to an employee's Benefit Entitlement. These
adjustments can be additions or deductions to the employee's available benefits. You can
also use this feature to zero out the employee's balance, called a balance adjustment.
1. Navigate to the Benefits tab of the Configure Employee window. See Benefit
Accruals: Configure, page 140.
2. Click the Details button. The Benefit Details screen will display.
3. Click the Manual Adj. Button. The Manual Adjustment dialog box will open.
© January 2009 Time America, Inc.
142
TA100 Pro Manual
Figure 113: Manual Benefit Adjustment
4. Fill in the settings as appropriate:
Setting
Definition
Date
Enter the Date on which the adjustment
should be posted.
Time
Enter the time at which the adjustment
should be posted.
Type
Select the type of adjustment to be made.
Given: Grants the employee the number of
hours entered in the Amount field.
Balance: Adjusts the employee's Allowed
field value to cause the current Left balance
to reflect the number of hours entered in the
Amount field. For example, if the Employee
had taken 40 hours already and you wanted
their balance to reflect 40 hours left, TA100
Pro would adjust the Allowed to 80 (80
Allowed – 40 Taken = 40 Left).
Amount
Enter the amount of the adjustment. This
number can be positive (for an addition) or
negative (for a deduction).
5. Click OK to commit the changes and return to the Benefit Details screen.
6. Click Close to return to the Benefits screen.
Benefits Accrual: Delete a Manual Adjustment
1. Navigate to the Benefits tab of the Configure Employee window. See Benefit
Accruals: Configure, page 140.
2. Click the Details button. The Benefit Details screen will display.
3. Highlight the Adjustment you wish to delete.
4. Click the Delete button. You will be prompted:
© January 2009 Time America, Inc.
143
TA100 Pro Manual
Figure 114: Deletion Confirmation
5. Click OK to confirm the deletion.
6. Click Close to return to the Benefits screen.
Employee Messages Tab
The Messages tab allows you to create a customized message that will display when this
employee punches at the clock
Configure
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Click the Messages tab to display the following information:
Figure 115: Configure Employee: Messages tab
Setting
Definition
Clock Id
Displays the number of the clock at which this
message will display.
Message
Displays the message. The message can be up to
20 characters and the default is the employee's first
initial and last name.
All Clocks
Button
This opens the All Clocks dialog box. Here you can
create a message, and assign it to all available
clocks.
© January 2009 Time America, Inc.
144
TA100 Pro Manual
Add a Message
You can send a message to each clock individually, or to all clocks that the employee
uses.
To a Single Clock
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Click the Add button to add a new message to send to an individual clock.
The Message Assignment dialog box will open.
Figure 116: Adding a new Message
3. Select the clock to which this message should be sent.
4. Enter the message you wish to send. Up to 20 characters may be entered.
Or check the Default message to Employee name to send the employee's
First Initial and Last Name.
5. Click OK to commit the changes and return to the Messages screen.
To All Clocks
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Click the All Clocks button to add a new message to all clocks this
employee uses. The Message Assignment dialog box will open.
Figure 117: Add a Message to All Clocks
3. Enter the message you wish to send. Up to 20 characters may be entered.
Or check the Default message to Employee name to send the employee's
First Initial and Last Name.
4. Click OK to commit the changes and return to the Messages screen.
© January 2009 Time America, Inc.
145
TA100 Pro Manual
Edit a Message
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Highlight the Message you wish to edit.
3. Click the Edit button.
4. Edit the settings as described in the Add a Message section.
5. Click OK to commit the changes and return to the Messages screen.
Delete a Message
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Highlight the Message you wish to delete.
3. Click the Delete button. You will be prompted:
Figure 118: Deletion Confirmation
4. Click OK to confirm the deletion.
Employee Wages
The Wages tab specifies the FLSA status (exempt or non-exempt) and pay rate(s) for the
employee. For non-exempt employees, wages can either be Global or associated with the
Department or Job on which the employee works. All options are described in the following
sections.
Configure Employee Wages
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Click the Wages tab to display the following information:
© January 2009 Time America, Inc.
146
TA100 Pro Manual
Figure 119: Configure Employee: Wages tab
Setting
Definition
Non-Exempt
Check this option to indicate that the employee is
Non-Exempt.
Use Global
Wage
Check this option to assign the employee a fixed
standard wage regardless of which department or job
he/she works for. If un-checked the employee will
earn a different wage based on the department or job
they work in.
For more information see the Department or Job
buttons in this section.
Department
Click this button to set a wage that applies whenever
the employee works for a particular Department. This
can be used to pay different rates when the employee
performs different functions.
Job
Click this button to set a wage that applies whenever
the employee works for a particular Job. This can be
used to pay different rates when the employee
performs different functions.
Exempt
Check this option to indicate the employee is Exempt.
Report Hours
From
TA100 Pro can report exempt employees' hours either
from actual punches or from their schedule,
regardless of their punches.
Check Actual to have TA100 Pro report the hours as
they are punched at the clock.
Check Schedule to have TA100 Pro report hours
from the employee's schedule. The Attendance
Clocking settings will become available when this
option is checked and need to be configured
© January 2009 Time America, Inc.
147
TA100 Pro Manual
Setting
Attendance
Clocking
Definition
These settings become available when the Report
Hours From Schedule option is checked.
Check Paired Punching to indicate that the
employee should punch In and Out, but TA100 Pro
will ignore the actual times of the punches and report
the scheduled times and duration.
Check In Only to indicate that the employee only
needs to punch In each day and TA100 Pro will report
the scheduled times and duration.
Check None to indicate that TA100 Pro should
automatically report the scheduled times and duration
without the employee having to punch at all.
Pay Overtime
Check this option to make the employee eligible for
overtime, based on the Policy to which the employee
is assigned.
Add a Global Wage
1. Navigate to the Wages tab of the Configure Employee window. See
Configure Employee Wages, page 146.
2. Select the Non-Exempt option.
3. Check the Use Global Wage option.
4. Click the Add button to add a new Global Wage. The Wage Details dialog
box will open.
Figure 120: Adding Global Wage
5. Enter the date on which this wage takes effect.
6. Enter the amount of the hourly wage.
7. Click OK to commit the changes and return to the Wages screen.
Edit a Global Wage
1. Navigate to the Wages tab of the Configure Employee window. See
Configure Employee Wages, page 146.
2. Highlight the wage you wish to edit
3. Click the Edit button. The Wage Details dialog box will open.
4. Enter the amount of the hourly wage.
© January 2009 Time America, Inc.
148
TA100 Pro Manual
5. Click OK to commit the changes and return to the Wages screen.
Delete a Global Wage
1. Navigate to the Wages tab of the Configure Employee window. See
Configure Employee Wages, page 146.
2. Highlight the wage you wish to delete.
3. Click the Delete button. You will be prompted:
Figure 121: Deletion Confirmation
4. Click OK to confirm the deletion.
Add an Employee Level Wage
Employee Level Wages specify the wage the employee makes when working for a
specific Department, Job, Step, Operation or Task. In this section, Level refers to the
Department, Job, Step, Operation, or Task, as appropriate. The procedure is the same
regardless of which level you are defining, thus they are all described together.
1. Navigate to the Wages tab of the Configure Employee window. See
Configure Employee Wages, page 146.
2. Select the Non-Exempt option.
3. Click the Department or Job button, depending upon choice. The Level
Wage Details dialog box will open.
Hourly Wage
Piece Rate
Figure 122: Adding a new Level Wage
4. The Level Wage Details dialog box contains the following information:
© January 2009 Time America, Inc.
149
TA100 Pro Manual
Setting
Definition
Item
This field will be pre-populated with the
Departments and Jobs defined in the system.
Select the item you wish to configure.
Use Hourly
Wage
The value for this option is defined in the
Configure Department or Job dialog box. It will
be checked and will reflect the pre-defined wage
if the Use Hourly Wage setting is checked in
the Department or Job dialog box for this item.
Use Piece Rate
The value for this option is defined in the
Configure Department or Job dialog box. It will
be checked and will reflect the pre-defined wage
if the Use Piece Rate setting is checked in the
Department or Job dialog box for this item.
Calendar
The calendar is used both to enter the wage
amount and to indicate the effective date of the
wage. Wages will auto fill from the date entered
forward. Always enter the wage on the date,
which you wish it to take effect.
Hourly Wage
The Hourly amount field is the top field in the
calendar. Enter the wage on the date, which it
becomes effective.
Piece Rate
Wage
The Piece Rate amount field is the lower field in
the calendar. Enter the wage on the date on
which it becomes effective.
5. Click Close to commit the changes and return to the Wages screen.
Edit an Employee Level Wage
1. Navigate to the Wages tab of the Configure Employee window. See
Configure Employee Wages, page 146.
2. Select the Non-Exempt option.
3. Click the Department or Job button, depending upon choice. The Level
Wage Details dialog box will open.
4. Edit the settings as described in the Add an Employee Level Wage section.
5. Click Close to commit the changes and return to the Wages screen.
Employee Badges Tab
The Badges dialog box is used to assign the employee's badge number.
Configure Employee Badges
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Click the Badges tab to display the following information:
© January 2009 Time America, Inc.
150
TA100 Pro Manual
Figure 123: Employee Maintenance: Badges tab
Setting
Definition
Number
Displays the badge number assigned to the
employee.
Valid
Indicates whether or not the badge is valid
and can be used by this employee. When
an employee is assigned another badge,
make the original badge invalid so that this
employee cannot use it any longer.
Add a Badge
1. Navigate to the Badges tab of the Configure Employee window. See
Configure Employee Badges, page 150.
2. Click the Add button to add a new Badge. The Assign Badge dialog box will
open.
Figure 124: Adding a new Badge
3. Enter the Badge number you wish to assign to this employee and press Tab.
4. Check the Valid box to indicate this badge is in use.
5. Click OK to commit the changes and return to the Badges screen.
© January 2009 Time America, Inc.
151
TA100 Pro Manual
Edit a Badge
It is possible to edit a Badge in order to make it Invalid for this employee (cannot be used
by this employee to punch). The badge number cannot be changed. If you need to
change a badge number, it is best to make the old badge number inactive or delete it,
and add a new one.
1. Navigate to the Badges tab of the Configure Employee window. See
Configure Employee Badges, page 150.
2. Click the Edit button. The Assign Badge dialog box will open.
3. Uncheck the Valid box to make the Badge invalid.
4. Click OK to commit the changes and return to the Badges screen.
Delete a Badge
1. Navigate to the Badges tab of the Configure Employee window. See
Configure Employee Badges, page 150.
2. Highlight the Badge you wish to delete.
3. Click the Delete button. You will be prompted:
Figure 125: Deletion Confirmation
4. Click OK to confirm the deletion and return to the Badges screen.
Employee Clocks Tab
The Clocks tab is used to assign Hand Readers and TA7000 clocks to the employees. This is
necessary because the Hand Reader clocks take measurements of an employee’s hand and the
TA7000 clocks can be used as fingerprint clocks. Each time the employee punches, the clocks
compare the employee’s hand and/or fingerprint to the existing template. Employee information,
hand templates and fingerprints are stored in the clocks. For this reason, employees must be
assigned to a clock so their name and template will be downloaded to the correct clock.
Configure Hand Readers
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Click the Clocks tab to display the following information:
© January 2009 Time America, Inc.
152
TA100 Pro Manual
Figure 126: Configure Employee: Readers tab
Setting
Definition
Clock ID
Displays the Clock ID assigned to each reader.
Badge
Displays employee badge number.
Time Zone
Select the Time Zone (defined on the previous
tab) that applies to this employee.
Reject
The reject threshold indicates how closely the
hand has to match the original scanned hand
template. The lower the number, the more exact
the match needs to be.
Authority
The Authority Level defines which clock menus
employee can view or use at the clock. 0 is the
lowest (employee) and default, 5 is the highest
and allows complete at-the-clock setup
(supervisor).
Templates on file for
Badge Numbers
Displays if the employee has a hand template
saved.
Retrieve Templates
From
Enter the specific hand reader for individual
employee template retrieval.
All Clocks
This opens the All Clocks dialog box. Here you
can assign an employee to all hand readers.
Add
Click this button to select hand readers
individually.
Edit
Edit the settings assigned to the employee.
Delete
Delete the employee hand reader assignment.
© January 2009 Time America, Inc.
153
TA100 Pro Manual
Configure TA7000
1. Navigate to the Configure Employee window. See Configure Employee,
page 117.
2. Click the Clocks tab, then click the TA7000 tab to display the following
information:
Figure 127: Configure Employee: Clocks tab
Setting
Definition
Clock ID
Displays the Clock ID assigned to each clock.
Badge
Displays employee badge number.
Verification
Displays the verification level, which defines the
false read threshold.
Authority
Displays the Authority Level, which defines the
clock menus employees can view or use at the
clock. The following options are available:
Employee, Supervisor or Configuration.
Templates on file for
Badge Numbers
Displays if the employee has a fingerprint
template saved.
Retrieve Templates
From
Enter the specific clock for individual employee
fingerprint template retrieval.
All Clocks
This opens the All Clocks dialog box. Here you
can assign an employee to all TA7000 clocks.
Add
Click this button to select TA7000 clocks
individually.
Edit
Edit the settings assigned to the employee.
Delete
Delete the employee hand reader assignment.
© January 2009 Time America, Inc.
154
TA100 Pro Manual
Employee Details Tab
The Details tab manages the employee's personnel settings. New employees are also added
from this tab.
Configure Employee Details
1. Navigate to the Configure Employee window. See Configure Employee,
page 119.
2. Click the Details tab to display the following information:
Figure 128: Configure Employee: Details tab
Setting
Definition
Number
This is a required field. Enter a code (from 2 to 10
characters in length) to identify the employee. The
code’s maximum length and type (numeric or
alphanumeric) are defined in the System
Defaults dialog box in Company Setup. Numeric
fields are zero filled.
NOTE: Once saved, the employee code cannot
be modified, except through Utilities.
Social Security
Enter the employee’s social security number.
Birth date
Enter the employee's birth date (if desired).
Last Name
Enter the employee's last name.
First Name
Enter the employee's first name.
Middle Initial
Enter the employee’s middle initial.
Address
Enter the employee's address. Two lines are
available.
City
Enter the employee's City.
© January 2009 Time America, Inc.
155
TA100 Pro Manual
Setting
Definition
Zip
Enter the employee's Zip code.
State
Enter the employee's State.
Phone
Enter the employee's phone number.
Email Address
Enter the employee’s email address.
Hire Date
Enter the employee's hire date.
Accrue this
month
Check this box if benefits should accrue during
the first month of employment.
Fiscal Date
Enter the date on which this employee's or your
company's fiscal year starts. This date can be
used as the Reference Date on which benefits
carry over.
Use Alternative
Hire Date for
benefits
Use this date to override the Hire Date field as the
date an employee’s benefits should begin.
User-Defined
fields
There are six user-defined fields. Enter
information as desired.
For more information see Configure Main
Company, page 28.
Division
Select the pre-defined Division to which the
employee belongs.
Group
Select the pre-defined Group to which the
employee belongs.
Holiday group
Select the pre-defined Holiday Group to which the
employee belongs. If Holiday Groups were not
created you may leave at the default listing of All
Holidays.
Accrual Rule
Select the pre-defined Benefits Accrual rule that
applies to this employee.
Use PC Clock
Check this block to allow permissions for the PC
Clock
Add an Employee
TA100 Pro uses an Add Employee wizard to walk you through the steps of adding a new
employee. Once you have completed the Detail screen, additional screens will open, one
after another, until all the settings for the employee are complete.
1. Navigate to the Detail tab of the Configure Employee window. See
Configure Employee Details, page 155.
2. Click the Add button to add a new Employee. The Detail tab will become
available.
© January 2009 Time America, Inc.
156
TA100 Pro Manual
3. Fill in the settings as described in the Configure Employees Details section.
4. Click OK to commit the changes and continue to the next screen.
5. The Status dialog box will open. See Employee Status, page 134.
6. When all settings are complete, click Close to continue to the next screen.
7. The Assignment Start Date dialog box will open. Choose the date on which
you want the employee's schedule to start.
Figure 129: Assignment Start Date
8. When all settings are complete, click the Continue button to advance to the
next screen.
9. The Schedule dialog box will open. See Employee Schedule, page 125.
10. When all settings are complete, click the OK button to advance to the next
screen.
11. The Message Assignment dialog box will open. See Employee Messages,
page 144.
12. When all settings are complete, click the Close button to advance to the next
screen.
13. The Wage Assignment dialog box will open. See Employee Wages, page
146.
14. When all settings are complete, click the OK button to advance to the next
screen.
15. The Badge Assignment dialog box will open. See Employee Badges, page
150.
16. When all settings are complete, click the Close button to advance to the next
screen.
17. The Clocks dialog box will open. See Employee Clocks, page 150.
18. When all settings are complete, click the OK button to advance to the next
screen.
19. You will be returned to the Detail tab of the Configure Employee window.
20. Click Close to exit the Configure Employee dialog box.
Edit an Employee
1. Navigate to the Detail tab of the Configure Employee window.
2. Highlight the Employee you wish to edit from the list at the side of the screen.
3. Click the Edit button. The Detail screen will become available for you to edit
the selected Employee.
4. Edit the settings as described in the Configure Employee section.
© January 2009 Time America, Inc.
157
TA100 Pro Manual
5. Click OK to commit the changes and return to the Configure Employee
screen.
6. Click Close to exit the Configure Employee dialog box.
© January 2009 Time America, Inc.
158
TA100 Pro Manual
Delete an Employee
Deleting an employee deletes all of the data relating to that employee throughout the
database, including time records.
NOTE: This can cause inaccurate reporting. You cannot undo a delete.
1. Navigate to the Detail tab of the Configure Employee window.
2. Highlight the Employee you wish to delete from the list at the side of the
screen.
3. Click the Delete button. You will be prompted:
Figure 130: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Employees dialog box.
© January 2009 Time America, Inc.
159
TA100 Pro Manual
Chapter VIII Timecard and Transaction Maintenance
This section describes the concepts and tasks associated with managing employee time
records, including editing and adding time entries.
Online Timecard
The Online Timecard allows you to view, add, edit and delete employee time entries. The
Timecard can be accessed from two locations: the Configure Employee dialog box and the
Approval Editor.
NOTE: There are slight differences between the Online Timecard tab of the Configure Employee
screen and the Online Timecard screen accessed from the Approval Editor. The Online Timecard
from the Approval Editor:
•
Displays the Attendance Code flags next to the punches.
•
Does not provide a way to switch to the Transactions screen.
•
Does not offer a Multiple Miscellaneous button.
•
Does not print exceptions in different colors.
Accessing the Online Timecard from the Configure Employee Screen
1. Click the Daily Operations menu, Employee. The Configure Employee
dialog box will open.
2. The Timecard tab will be selected automatically.
Figure 131: Online Timecard tab (Configure Employee)
The Online Timecard week view at bottom of page now indicates holidays (italics), current date
(blue highlight) and days scheduled to work (underline date). Also a double click or right click in
the Job Costing field will display all job costing information for that slice of time. Blue
backgrounds have been added in the employee screen for easier visibility of an active feature.
© January 2009 Time America, Inc.
160
TA100 Pro Manual
Accessing the Online Timecard from the Approval Editor
1. Click the Daily Operations menu, Approval Editor or click on the
Approval Editor dialog box will open.
. The
2. Double-click an employee's name to open to the Online Timecard window.
Figure 132: Online Timecard (Approval Editor)
Navigating in the Online Timecard Tab
By default, the Online Timecard screen displays the current pay period's data. There are two
easy techniques for navigating to other pay periods.
NOTE: It may not be possible to edit data in previous pay periods, depending upon your security
permissions and the number of editable pay periods settings. For more information, see Main
Company, page 28, and Configure Users, page 97.
Navigation
buttons
Pay Period
selector
Figure 133: Online Timecard
© January 2009 Time America, Inc.
161
TA100 Pro Manual
•
Navigation buttons: Click the Navigation buttons to scroll to previous and next pay
periods. The navigation button at the top of the scroll bar takes you to the previous
pay period; the button at the bottom takes you to the next pay period.
•
Pay Period selector: Use the spin button in the Pay Periods Back box to scroll to a
pay period a specified number of periods in the past.
Navigating in the Transactions tab
By default, the Transactions screen displays the current month's data. There is an easy technique
for navigating to other months.
NOTE: It may not be possible to edit data in previous months, depending upon your security
permissions and the number of editable pay period settings. For more information, see Main
Company, page 28, and Configure Users, page 97.
Navigation
buttons
Figure 134: Transactions screen
•
Navigation buttons: Click the Navigation buttons to scroll to previous and next
months. The navigation button at the top of the scroll bar takes you to the previous
month; the button at the bottom takes you to the next month.
Adding and Editing Transactions
Adding a transaction enables you to record a time entry on behalf of an employee. For example,
you might need to add a missed Clock Out, add a lunch or break, or enter a vacation day.
Examples of transactions are:
Clocked In
Punching In for the day.
Clocked Out
Punching Out for the day.
Swipe and Go
Swipe and go transaction.
Out For Lunch
Punching Out for lunch.
In From Lunch
Punching In from lunch.
Out On Break
Punching Out for break.
© January 2009 Time America, Inc.
162
TA100 Pro Manual
In From Break
Punching In from break.
Enter Department
Transferring departments.
Enter Tips
Entering tips.
Miscellaneous
Miscellaneous transactions are used to add or subtract
dollars or hours, including vacation and other categories of
time, as well as per diem, tips and other categories of
dollars.
There are several ways to add transactions. All accomplish the same end, but some are easier to
use in certain instances. All are described below.
Add Transaction
Transactions can be added from the Online Timecard or from the Transactions tab of the
Configure Employee dialog box. The method is the same in both locations.
This option for adding a transaction works best when you are going to manually enter all
elements of the transaction.
NOTE: A popup window is available to add/edit Start and Stop entries. The popup window can
be accessed by double clicking or a right click in the Start and Stop fields.
1. Navigate to the Online Timecard for the employee you wish to edit. See
Online Timecard, page 160.
Or navigate to the Transactions tab of the Configure Employee dialog box
and select the employee for whom you wish to add a transaction. See
Employee Transactions, page 133.
2. Click the Add Trans (Online Timecard) or Add (Transactions) button. The
Transaction Detail dialog box will open.
Figure 135: Transaction Detail
3. The Transaction Detail dialog box contains the following information:
Setting
Definition
Date
Enter the date for this transaction.
© January 2009 Time America, Inc.
163
TA100 Pro Manual
Time
Enter the time for the transaction.
HH:MM:SS. Enter this in military time.
Function
Select the type for this transaction. The
standard options are:
•
•
•
•
•
•
•
Clocked In
Clocked Out
Out for Lunch
In from Lunch
Enter Department
Swipe & Go
Miscellaneous (used for entering
absences, vacation, tips and other
categories of time and dollars). See
Add Miscellaneous Transaction.
Additional options may appear, depending
upon your company and clock configuration.
Select the clock to which the transaction
should be attributed.
Clock
4. Click OK to commit the changes and return to the Online Timecard.
Add Miscellaneous Transaction
Transactions can be added from the Online Timecard or from the Transactions tab of the
Configure Employee dialog box. The method is the same in both locations.
This option for adding a transaction works best when you are going to manually enter all
elements of the transaction.
1. Navigate to the Online Timecard for the employee you wish to edit. See
Online Timecard, page 160.
Or navigate to the Transactions tab of the Configure Employee dialog box
and select the employee for whom you wish to add a transaction. See
Employee Transactions, page 133.
2. Click the Add Trans (Online Timecard) or Add (Transactions) button. The
Transaction Detail dialog box will open.
3. Select Miscellaneous from the function drop down menu, additional
information will open.
© January 2009 Time America, Inc.
164
TA100 Pro Manual
Figure 136: Transaction Detail
4. The Transaction Detail dialog box contains the following information:
Setting
Definition
Date
Enter the date for this transaction.
Time
Enter the time for the transaction.
HH:MM:SS. Enter this in military time.
Function
Select Miscellaneous for this transaction.
The Miscellaneous function is used for
entering absences, vacation, tips and other
categories of time and dollars.
Clock
Select the clock to which the transaction
should be attributed.
Override Round
Check this option to have TA100 Pro ignore
the rounding rules for this transaction.
Override Automatic
Lunches and Breaks
Check this option to cancel all automatic
lunches and breaks assigned to a specific
day. The edit must be initiated from the start
time.
Miscellaneous
Information
This section will only become available when
the Miscellaneous function is selected.
Category
Select the category for this transaction.
Add/Subtract
Select Add to add the number of hours or
dollars in the next field. Select Subtract to
deduct the number of hours or dollars in the
next field.
HH:MM
If an Hours category was selected, this field
will become available. Enter the number of
hours for this transaction in decimal format.
Amount
If a Dollars category was selected, this field
will become available. Enter the amount of
dollars for this transaction.
If an Hours category was selected, this field
will automatically fill in when enter the
HH:MM in the previous field.
© January 2009 Time America, Inc.
165
TA100 Pro Manual
REG/OT1/OT2/OT3
Select the rate at which the Miscellaneous
time should be paid.
Accrue towards
Overtime
Check this box to cause the Miscellaneous
entry to count toward overtime (daily and
weekly).
Differential
Select the differential at which the
Miscellaneous time should be paid.
Level
Check this option to have TA100 Pro
override the Job Costing level(s).
Prompt
This section will become available if a
function requiring additional input is selected
(for example, Enter a Department).
Input
Enter the additional input (for example, the
Department number).
5. Click OK to commit the changes and return to the Online Timecard.
Edit a Transaction
This section describes how to use the Edit button in the Transaction tab. You can edit
transactions from either the Online Timecard or the Transactions tab of the Configure
Employee dialog box. The Online Timecard provides two buttons: Edit/Add Start and
Edit/Add Stop, which are described in the next two sections.
1. Navigate to the Transactions tab of the Configure Employee dialog box and
select the employee whose time you wish to edit. See Employee
Transactions, page 133.
2. Navigate to and select the transaction you wish to edit.
3. Click the Edit button. The Transaction Detail dialog box will open.
Figure 137: Edit Transaction
4. Fill in the settings as described in the Add Transaction section.
5. Click OK to commit the changes and return to the Transactions screen.
Edit/Add Start
Edit/Add Start is available from the Online Timecard. The Edit/Add Start button opens
the Transaction Detail dialog box and automatically fills in certain fields.
•
The Date fills in with the date selected in the Timecard.
© January 2009 Time America, Inc.
166
TA100 Pro Manual
•
•
The Time fills in with the employee's scheduled Clock In time for the
selected date.
The Function fills in with Clocked In.
This option is easiest when you are adding a Clock In for the day that matches or is close
to the employee's scheduled In time.
1. Navigate to the Online Timecard for the employee you wish to edit. See
Online Timecard, page 160.
2. Click the Edit/Add Start button. The Transaction Detail dialog box will open.
3. Fill in the settings as described in the Add Transaction section.
4. Click OK to commit the changes and return to the Online Timecard.
Edit/Add Stop
Edit/Add Stop is available from the Online Timecard. The Edit/Add Stop button opens
the Transaction Detail dialog box and automatically fills in certain fields.
•
•
•
•
The Date fills in with the date selected in the Timecard.
The Time fills in with the employee's scheduled Clock Out time for the
selected date.
The Function fills in with Clocked Out.
The Override Punch Link-Back Time is now an override feature, this
option will ignore all punch link-back time associated with a policy. This
edit must be initiated from the stop time.
This option is easiest when you are adding a Clock Out for the day that matches or is
close to the employee's scheduled Out time.
1. Navigate to the Online Timecard for the employee you wish to edit. See
Online Timecard, page 160.
2. Click the Edit/Add Stop button. The Transaction Detail dialog box will open.
3. Fill in the settings as described in the Add Transaction section.
4. Click OK to commit the changes and return to the Online Timecard.
Multiple Miscellaneous
The Multiple Miscellaneous button appears in the Online Time Card and allows you to
add Miscellaneous transactions on multiple days. This option is easiest when you are
adding several days of the same category, for example, for a weeklong vacation or perdiems for a business trip.
© January 2009 Time America, Inc.
167
TA100 Pro Manual
1. Navigate to the Online Timecard for the employee you wish to edit. See
Online Timecard, page 160.
2. Click the Multiple Misc. button. The Multiple Miscellaneous Transaction
dialog box will open.
Figure 138: Multiple Miscellaneous
3. Fill in the settings as appropriate:
Setting
Definition
Time
Enter the start time for this miscellaneous
transaction. If AM/PM has been activated
from Main Company will require selection.
Category
Select the category for this transaction.
Add/Subtract
Select Add to add the number of hours or
dollars in the next field. Select Subtract to
deduct the number of hours or dollars in the
next field.
HH:MM
If an Hours category was selected, this field
will become available. Enter the number of
hours for this transaction in decimal format.
Amount
If a Dollars category was selected, this field
will become available. Enter the amount of
dollars for this transaction.
If an Hours category was selected, this field
will automatically fill in when enter the
HH:MM in the previous field.
REG/OT1/OT2/OT3
Select the rate at which the Miscellaneous
time should be paid.
Accrue towards
Overtime
Check this box to cause the Miscellaneous
entry to count toward overtime (daily and
weekly).
Differential
Select the differential at which the
Miscellaneous time should be paid.
© January 2009 Time America, Inc.
168
TA100 Pro Manual
Job Cost Level
Override
Check this option to have TA100 Pro
override the Job Costing level(s).
Calendar
Using the drop-down boxes at the top of the
dialog box, select the Month and Year that
contains the days for which you wish to add
the Miscellaneous transactions.
Click the dates on the calendar for which you
wish to add the transactions. The dates
selected will appear to be indented.
4. Click the Apply button. The Category code will appear on the days selected.
Figure 139: Multiple Miscellaneous
5. Click OK to commit the changes and return to the Online Timecard.
From Schedule
From Schedule adds a Clock In for the day and a Clock Out for the day punch, taking the
times from the employee's schedule. This is useful when the employee did not punch in
or out for the day, but worked the scheduled times.
TIP: You can check the Show Schedule option at the bottom of the Online Timecard in
order to verify the scheduled Start and Stop times prior to using this feature.
1. Navigate to the Online Timecard for the employee you wish to edit. See
Online Timecard, page 160.
2. Click the From Schedule button. TA100 Pro will automatically fill in the Start
and Stop fields with the employee's Scheduled Start and Stop times for the
day.
Delete a Transaction
You may need to delete a transaction that has been made in error. Delete carefully, as there is no
way to retrieve deleted data.
© January 2009 Time America, Inc.
169
TA100 Pro Manual
1. Navigate to the Online Timecard (see Online Timecard, page 160) or the
Transactions tab of the Configure Employee dialog box (see Employee
Transactions, page 133) and select the employee you wish to edit.
2. Navigate to the transaction you wish to delete.
3. Click the Delete button. You will be prompted with one of the following,
depending upon what you are deleting:
This dialog box will appear if you
are deleting a line in the Timecard
that has both a Start and a Stop.
This dialog box will appear if you
are deleting a single Start or Stop,
from either the Timecard or the
Transactions.
Audit Trails
TA100 Pro keeps track of the changes that are made to time entries. This feature is known as an
"Audit Trail." The Transactions tab of the Configure Employee dialog box displays the changes
made to a transaction, the date the change was made, and the name and number of the person
who made the change. This information can be printed for reporting purposes.
1. Navigate to the Transactions tab of the Configure Employee window and
select the employee you wish to view.
2. Highlight the transaction for which you wish to see the Audit Trail.
3. The Audit Trail section of the screen contains the following:
Figure 140: Audit Trail
Setting
Definition
Supervisor
Displays the name and number of the
supervisor who edited this transaction.
Supervisor Badge
Displays the badge number associated with
the Supervisor who made the edit.
Date
Displays the Date on which the edit was
made.
Time
Displays the Time at which the edit was
made.
© January 2009 Time America, Inc.
170
TA100 Pro Manual
Print the Audit Trails
TA100 Pro tracks all changes that are made to time entries. You may print this Audit Trail
history.
1. Navigate to the Transactions tab of the Configure Employee window and
select the employee you wish to view.
2. Highlight the transaction for which you wish to see the Audit Trail.
3. Click the Print button. A drop-down list of Reports associated with this
screen will appear.
Figure 141: Printing Audit Trails
4. Select Transactions, By Employee or By Date. The Print Transaction
Listing dialog box will open.
Figure 142: Print Transaction Listing
5. Fill in the settings as appropriate:
Setting
Definition
Start
Enter the starting date for the report.
At
Enter the starting time for the report.
Stop
Enter the ending date for the report.
© January 2009 Time America, Inc.
171
TA100 Pro Manual
At
Enter the ending time for the report
Output to
Select the type of report output you wish.
Screen: The report will preview on screen.
You are then able to print from the preview.
Printer: The report will be sent directly to the
printer.
File: The report will be sent to a FoxPro
report file.
Email: The report will be sent via email. (See
Emailing a Report, page 195).
Select which Audit Trail items you wish to
print along with the Transaction details.
Options
Deleted: The report will display deleted
entries.
Changed: The report will display the editing
history of the transaction.
Supervisor: The report will display
transactions edited by supervisors at the
clock.
Select which employees for whom you wish
to print Transactions.
Employees
Add: Adds the selected employee to the list
of employees for the report.
Add All: Adds all employees to the list of
employees for the report.
Remove: Removes the selected employee
from the list of employees for the report.
Remove All: Removes all employees from
the list of employees for the report.
6. Click OK to commit the changes and run the report.
7. After previewing and/or printing, close the report (if necessary).
NOTE: The transaction report is color coded with red representing deleted
items and blue representing changes.
8. Click the Close button to exit the Report Settings dialog box and return to the
Transactions screen.
Approval Editor
The Approval Editor is an extremely useful tool that displays employee transactions that need
approval or editing by a supervisor. These items display in the Approval Editor by default:
•
System-Generated Absences
© January 2009 Time America, Inc.
172
TA100 Pro Manual
•
Missing Punches
It is also possible to edit transactions directly from the Approval Editor. Double-clicking a
transaction from the Approval Editor opens the Online Timecard, from which you can add, edit
and delete transactions normally. (See Approval Editor, page 172).
1. Click the Daily Operations menu, Approval Editor, or by clicking on
the
. The Approval Editor screen will open.
Figure 143: Approval Editor
2. The Approval Editor contains the following information:
Setting
Definition
Absences
Select this option to show only Absent Exceptions
needing approval.
Missing
Select this option to show only Missing Punch
Exceptions needing approval.
All
Select this option to show all Absences, Missing
Punches and all other Exceptions.
Name
Displays the employee's name.
Number
Displays the employee's number.
DOW
Displays the day of the week on which the
item needing approval occurred.
Date
Displays the date on which the item needing
approval occurred.
Time
Displays the time at which the item needing
approval occurred.
Code
Displays the Attendance Code for any
infractions. (i.e., IL for In Late, OG for Out
Graced, etc.).
Reason
Displays the reason in color why the
transaction is displayed in the Approval
Editor
© January 2009 Time America, Inc.
173
TA100 Pro Manual
Show Count Totals
Displays the number of infractions next to the
label.
Active Employees
Select this option to show only Active
employees.
Inactive Employees
Select this option to show only Inactive
employees.
All Employees
Select this option to show both Active and
Inactive employees.
Group
Select this option to display a specific Group.
Division
Select this option to display a specific
Division.
3. To edit a transaction from the Approval Editor, double-click the transaction
you wish to change.
The Online Timecard will open to display the pay period during which the
transaction took place.
Figure 144: Online Timecard (from Approval Editor)
4. Add, edit or delete the transaction as needed. For more information on these
tasks, see Adding and Editing Transactions, page 162, and Deleting a
Transaction, page 169.
The Schedules Tab and Transaction tab will also be available to view and
edit. See Employee Schedule Tab, page 125 and the Employee
Transactions Tab, page 133.
© January 2009 Time America, Inc.
174
TA100 Pro Manual
Status Board
The Status Board screen is a useful tool that displays the last punch for recorded for each
employee within a certain time range (for example, in the last 18 hours). This is an excellent way
to find out the current whereabouts of your employees. The data displayed in the screen is for
information purposes only and cannot be edited.
NOTE: If an employee has not punched within the time range specified no data will appear next
to his or her name.
1. Click the Daily Operations menu, Status Board. The Status Board screen
will open. You may select a specific type of status to view or select All to
display each status available.
Figure 145: Status Board
2. The Status Board screen contains the following information:
Setting
Definition
Number
Displays the number of the employee.
Name
Displays the name of the employee.
Out,
Working
and Lunch
Explains the status of the employee. Shows by
displaying a colored square in the appropriate
status box.
Date and
Time
Displays the date and time of the last punch
recorded.
Clock
Displays the clock at which the punch occurred.
Key
Displays the function key on the clock pressed.
Prompt
Displays the prompt associated with the function
key pressed.
Data
Displays the code for any data that the employee
was prompted to enter. For example, PRD1 for per
diem, TIP1 For tips, etc.
© January 2009 Time America, Inc.
175
TA100 Pro Manual
Setting
Definition
Hours
Back
Enter the number of hours in the past you wish
TA100 Pro to look for the last punch. The default is
18 hours, indicating that the Status Board screen
will show all transactions that have occurred in the
last 18 hours.
All
Select this option to display all employees,
regardless of whether they have punched within the
Hours Back time range.
Punches
Select this option to display only employees who
have punched within the Hours Back time range.
No
Punches
Select this option to display only employees who
have not punched within the Hours Back time
range.
Group
Select a Group to only view employees assigned to
that Group.
Division
Select a Division to only view employees assigned
to that Division.
Print
Button
Print the Status Board report.
3. Click Close to exit the Status Board window.
Task Organizer
The Task Organizer is an extremely useful tool that allows the user to walk through the necessary
steps that should be performed for a specific period of time, such as Daily, Monthly, Annual,
Payroll and System Setup.
1. Click the Edit menu, Task Organizer. The Task Organizer screen will open.
2. The Task Organizer screen contains the following links:
•
Daily
© January 2009 Time America, Inc.
176
TA100 Pro Manual
•
Monthly
•
Annual
•
Payroll
•
System Setup
© January 2009 Time America, Inc.
177
TA100 Pro Manual
Chapter IX
Global Commands
This section describes commands and tasks that can be performed for many employees at
once. These tasks include Global Message Assignment and Transaction additions.
Figure 146: Global Menu
Selecting Employees in Global Operation Dialog Boxes
The method of selecting employees is the same in nearly all of the Global Operation (as well as
the Report Parameter) dialog boxes. For ease of use, the technique is described here and
referenced in the instructions below.
There are four ways to select employees: Individually, Globally, by Group, and by Division.
Figure 147: Selecting Employees
Select Employees Individually
1. Select the Employee you wish to choose.
2. Click the Add button. The employee will appear in the Selected list on the
right.
Select Employees Globally
1. Click the Add All button. All employees will appear in the Selected list on the
right.
Select Employees by Group
1. Click the Group button. The Group Selection dialog box will open.
© January 2009 Time America, Inc.
178
TA100 Pro Manual
Figure 148: Group Selection
2. Use the drop-down to select in the From box to select the first Group you
wish to choose.
3. Use the drop-down to select in the To box to select the first Group you wish
to choose. (TIP: To choose a single group, select the same Group in both
boxes).
4. Click OK to accept the changes and return to the dialog box. All employees
in the selected Groups will appear in the Selected list on the right.
Select Employees by Division
1. Click the Division button. The Division Selection dialog box will open.
Figure 149: Division Selection
2. Use the drop-down to select in the From box to select the first Division you
wish to choose.
3. Use the drop-down to select in the To box to select the first Division you wish
to choose. (TIP: To choose a single Division, select the same Division in both
boxes).
4. Click OK to accept the changes and return to the dialog box. All employees
in the selected Division will appear in the Selected list on the right.
Global Message Assignment
Global Message Assignment allows you to create a customized message that will display when
employees punch at the clock. This is an easy way to send the same message to multiple
employees at once. For example, you might send a message that says "Welcome" or display the
employee's name after punching.
1. Click the Daily Operations menu, Global, Message Assignment. The
Global Message Assignment dialog box will open.
© January 2009 Time America, Inc.
179
TA100 Pro Manual
Figure 150: Global Message Assignment
2. Select the employee(s) to whom you wish to send the message using the
techniques described above (see Selecting Employees in Global
Operation Dialog Boxes, page 178).
3. Click the Details button. The Global Message Assignment Details dialog box
will open.
Figure 151: Global Message Assignment Details
4. Select the clock(s) to which the message should be sent by click Add to
select a single clock, or Add All to select all clocks.
5. Check Default message to Employee name or enter the Message you
wish to send. The Message can be up to 20 characters long (this is the
maximum number of characters that can display on the LCD panel of the
clock).
6. Click OK to commit the changes and return to the Global Message
Assignment dialog box.
7. Click OK to send the message. The message will display to employees after
it is uploaded to the clock.
8. Click Close to exit the dialog box.
Global Add Transaction
Global Add Transaction allows you to add a transaction of any type for multiple employees. This
can be used to clock all employees out at a certain time, enter vacation or sick time for multiple
employees, etc.
1. Click the Daily Operations menu, Global, Transactions. The Global Add
Transaction dialog box will open.
© January 2009 Time America, Inc.
180
TA100 Pro Manual
Figure 152: Global Add Transaction
2. Select the employee(s) you wish to assign using the techniques described
above (see Selecting Employees in Global Operation Dialog Boxes, page
178).
3. Click the Punch button. The Global Add Transaction Details dialog box will
open.
Figure 153: Global Add Transaction Details
4. Fill in the settings as described in the Adding and Editing Transactions
section, page 162.
5. Click the OK button to commit the changes and return to the Global Add
Transaction dialog box.
6. Click OK again to complete the entry.
7. Click Close to exit the dialog box.
© January 2009 Time America, Inc.
181
TA100 Pro Manual
Chapter X
Reports
TA100 Pro has more than 300 available reports. In the interest of brevity, this section will
focus on the concepts and techniques associated with running reports and listings rather
than on the specifics of running every one of the reports.
Listings are a type of report that "lists" the items and settings in your TA100 Pro database.
Listings are good to print for reference information. Examples are listings of Departments,
Policies, Rounding rules, Clocks, etc.
Figure 154: Reports Menu
Important Information on Printing Reports
TA100 Pro prints reports to the printer that is currently defined for the program under File, Print.
By default, this is the same as the Windows default printer. If you wish to choose a different
printer, you must make the change prior to running the report, as the Report Print command
sends the report directly to the printer without prompting you to choose a printer.
The following instructions describe how to change your TA100 Pro printer.
Configure Printer
1. Click the File menu, Print. The Print Setup dialog box will open.
Figure 155: Print Setup
2. Using the Name drop-down box, select the pre-defined printer to which you
wish to print.
3. Click OK to commit the changes and exit the dialog box. The TA100 Pro
printer will be changed and reports will now print to it.
© January 2009 Time America, Inc.
182
TA100 Pro Manual
Running a Report
The basics of running reports are the same from report to report. Some reports may prompt for
additional information that is particular to that specific report, but most have standard settings.
The Reports are organized into categories to make them easier to find. The categories are:
•
Period: Timecards, Who’s Scheduled, Coverage, and other Period oriented reports.
•
Weekly: Weekly Hours, Attendance, Approaching Overtime, Weekly oriented reports.
•
Daily: Who’s in, Who’s not in, Daily Hours, and other Daily oriented reports.
•
Payroll Exports: Runs the Payroll Export.
•
Listings: Lists and setup definitions for your TA100 Pro configuration.
Most reports can be run by Range (allowing you to select a range of items or employees) or
Individual (allowing you to selecting individual employees or groups of employees). Both methods
are described below.
Running a Report by Range
1. Click the Reports button
to display the report categories.
2. Select the category in which you wish to search. The Select Report list for
that category will appear.
NOTE: The Location feature allows you to move a report from one report
category to another.
Figure 156: Example: Select Report dialog box
3. Select the report you wish to run.
4. Select the Ranges option.
5. Click the Run button. The Report Parameter Selection dialog box will open.
© January 2009 Time America, Inc.
183
TA100 Pro Manual
Figure 157: Report Parameter Selection
6. Fill in the settings as appropriate:
Setting
Definition
Pay Period
Select this option to run the report for a pay
period. You will need to fill in the rest of the
pay period options that become available
when the option is selected.
Policy: Select the policy that contains the
pay period definition you wish to use.
Pay Periods Back: Enter the number of pay
periods in the past for which to run the report
Verify the dates shown in the Start and Stop
fields.
TIP: Entering 0 will run the report for the
current pay period.
Pay Periods Back
Enter the number of pay periods in the past
for which to run the report Verify the dates
shown in the Start and Stop fields.
TIP: Entering 0 will run the report for the
current pay period.
Select
Click this button to select the Policy that
contains the pay period definition you wish to
use.
Policy
Displays the number of the selected Policy
Period
Displays the pay period frequency (weekly,
biweekly, etc.).
Special
Select this option to enter the date range
manually.
© January 2009 Time America, Inc.
184
TA100 Pro Manual
Start
The purpose of this field changes depending
upon which Date Range option has been
chosen.
If Special is chosen, enter the first date you
wish to display on the report.
If Pay Period is chosen, this field will display
the first date of the selected pay period.
If Yesterday or Today are chosen, this field
will display Yesterday or Today's date.
Stop
The purpose of this field changes depending
upon which Date Range option has been
chosen.
If Special is chosen, enter the last date you
wish to display on the report.
If Pay Period is chosen, this field will display
the last date of the selected pay period.
If Yesterday or Today are chosen, this field
will display Yesterday or Today's date.
Yesterday
Select this option to choose yesterday's date.
Today
Select this option to choose today's date.
Forecasting
Check this box to include hours forecasted
from schedule (not worked yet) on the
reports.
Reprocess
Check this box to reprocess punch
information prior to running the report.
NOTE: This significantly slows down the
running of the report and is unnecessary if
you already have AutoProcessing turned on.
Employees
Select which type of employees you wish to
be included on the report.
Active: The report will print only Active
employees.
Inactive: The report will print only Inactive
employees.
Both: The report will print both Active and
Inactive employees.
All
Check All to indicate that you wish all items
in a collection to be printed.
Range
Check Range to indicate that you wish to
choose a range of items.
© January 2009 Time America, Inc.
185
TA100 Pro Manual
Employees
Select the employees for whom you wish to
print the report. If you have chosen Range,
select the starting and ending employees.
TA100 Pro will print all employees between
the selected individuals (inclusive).
Departments
Select the Departments for which you wish to
print the report. If you have chosen Range,
select the starting and ending Departments.
TA100 Pro will print employees in all
Departments between the selected items
(inclusive).
Divisions
Select the Divisions for which you wish to
print the report. If you have chosen Range,
select the starting and ending Division.
TA100 Pro will print employees in all
Divisions between the selected items
(inclusive).
Groups
Select the Groups for which you wish to print
the report. If you have chosen Range, select
the starting and ending Groups. TA100 Pro
will print employees in all Groups between
the selected items (inclusive).
7. When all settings are complete, click OK to proceed to the Additional
Reporting Parameters dialog box.
Figure 158: Additional Reporting Parameters
8. The Additional Parameters dialog allows you to further filter and group report
data. Fill in the settings as appropriate:
Setting
Definition
Status
These settings allow you filter which
employees' data will be printed.
© January 2009 Time America, Inc.
186
TA100 Pro Manual
Full Time/Part Time/Both
Check Full Time to print only employees
whose Status is Full Time.
Check Part Time to print only employees
whose Status is Part Time.
Check Both to print both Full Time and Part
Time employees.
Permanent/Temporary/Both
Check Permanent to print only employees
whose Status is Permanent.
Check Temporary to print only employees
whose Status is Temporary.
Check Both to print both Permanent and
Temporary employees.
Hourly/Salary
Check Hourly to print only employees whose
Status is Hourly.
Check Salary to print only employees whose
Status is Salary.
Check Both to print both Hourly and Salary
employees.
Sort By
Select the setting by which you want
employee records to sort. The options are
Number (Employee ID Number) or Name.
Group By
Select the setting by which you want
employee records to group (organize). The
options are None, Department, Division
and Group.
Output to
Select the media to which you wish to output
the report. The options are:
Screen: The report will preview on screen.
You are then able to print from the preview.
Printer: The report will be sent directly to the
printer.
File: The report will be sent to a FoxPro
report file.
Email: The report will be sent via email. If
you choose this option, you will be given an
additional screen to enter the email
recipients. (See Emailing a Report, page
195).
Email (Employee): The report will be sent
via email. If you choose this option, you will
be given an additional screen to select the
employee.
NOTE: Reports can only be Emailed via
Microsoft Outlook.
© January 2009 Time America, Inc.
187
TA100 Pro Manual
9. When all settings are complete, click the OK button to run the report.
NOTE: Some reports may prompt for additional information particular to the
specific report at this point. You may also be prompted for Email recipient
information, if you choose to send the report via email.
10. The report will output to your choice (Screen, Printer, File or Email.)
11. After receiving the report, click the Close button until you have exited all the
dialog boxes.
Running a Report by Individual
1. Click the Reports button
to display the report categories.
2. Select the category in which you wish to search. The Select Report list for
that category will appear.
NOTE: The Location feature allows you to move a report from one report
category to another.
Figure 159: Example: Select Report dialog box
3. Highlight the report you wish to run.
4. Select the Individuals option.
5. Click the Run button. The Report Parameter Selection dialog box will open.
Figure 160: Report Parameter Selection
6. Fill in the settings as appropriate:
© January 2009 Time America, Inc.
188
TA100 Pro Manual
Setting
Definition
Pay Period
Select this option to run the report for a pay
period. You will need to fill in the rest of the
pay period options that become available
when the option is selected.
Policy: Select the policy that contains the
pay period definition you wish to use.
Pay Periods Back: Enter the number of pay
periods in the past for which to run the report
Verify the dates shown in the Start and Stop
fields.
TIP: Entering 0 will run the report for the
current pay period.
Pay Periods Back
Enter the number of pay periods in the past
for which to run the report Verify the dates
shown in the Start and Stop fields.
TIP: Entering 0 will run the report for the
current pay period.
Select
Click this button to select the Policy that
contains the pay period definition you wish to
use.
Policy
Displays the number of the selected Policy
Period
Displays the pay period frequency (weekly,
biweekly, etc.).
Special
Select this option to enter the date range
manually.
Start
The purpose of this field changes depending
upon which Date Range option has been
chosen.
If Special is chosen, enter the first date you
wish to display on the report.
If Pay Period is chosen, this field will display
the first date of the selected pay period.
If Yesterday or Today are chosen, this field
will display Yesterday or Today's date.
Stop
The purpose of this field changes depending
upon which Date Range option has been
chosen.
If Special is chosen, enter the last date you
wish to display on the report.
If Pay Period is chosen, this field will display
the last date of the selected pay period.
If Yesterday or Today are chosen, this field
will display Yesterday or Today's date.
© January 2009 Time America, Inc.
189
TA100 Pro Manual
Yesterday
Select this option to choose yesterday's date.
Today
Select this option to choose today's date.
Forecasting
Check this box to include hours forecasted
from schedule (not worked yet) on the
reports.
Reprocess
Check this box to reprocess punch
information prior to running the report.
NOTE: This significantly slows down the
running of the report and is unnecessary if
you already have AutoProcessing turned on.
Employees
Select which type of employees you wish to
be included on the report.
Active: The report will print only Active
employees.
Inactive: The report will print only Inactive
employees.
Both: The report will print both Active and
Inactive employees.
© January 2009 Time America, Inc.
190
TA100 Pro Manual
7. Select the employee(s) for whom you wish to run the report.
There are four ways to select employees: Individually, Globally, by Group,
and by Division.
Select Employees In Reports
Select Employees Individually
•
Double-click the Employee you wish to choose. The Employee will be added to
the Selected list on the right.
Select Employees Globally
•
Click the Add All button. All employees will appear in the Selected list on the
right.
Select Employees by Group
•
Click the Group button. The Group Selection dialog box will open.
Figure 161: Group Selection
•
Use the drop-down to select in the From box to select the first Group you wish to
choose.
•
Use the drop-down to select in the To box to select the first Group you wish to
choose. (TIP: To choose a single group, select the same Group in both boxes).
•
Click OK to accept the changes and return to the dialog box. All employees in the
selected Groups will appear in the Selected list on the right.
Select Employees by Division
•
Click the Division button. The Division Selection dialog box will open.
Figure 162: Division Selection
•
Use the drop-down to select in the From box to select the first Division you wish
to choose.
•
Use the drop-down to select in the To box to select the first Division you wish to
choose. (TIP: To choose a single Division, select the same Division in both
boxes).
•
Click OK to accept the changes and return to the dialog box. All employees in the
selected Divisions will appear in the Selected list on the right.
© January 2009 Time America, Inc.
191
TA100 Pro Manual
8. When all settings are complete, click OK to proceed to the Additional
Reporting Parameters dialog box.
Figure 163: Additional Reporting Parameters
9. The Additional Parameters dialog box allows you to further filter and group
report data. Fill in the settings as appropriate:
Setting
Definition
Status
These settings allow you filter which
employees' data will be printed.
Full Time/Part Time/Both
Check Full Time to print only employees
whose Status is Part Time.
Check Part Time to print only employees
whose Status is Full Time.
Check Both to print both Full Time and Part
Time employees.
Permanent/Temporary/Both
Check Permanent to print only employees
whose Status is Permanent.
Check Temporary to print only employees
whose Status is Temporary.
Check Both to print both Permanent and
Temporary employees.
Hourly/Salary
Check Hourly to print only employees whose
Status is Hourly.
Check Salary to print only employees whose
Status is Salary.
Check Both to print both Hourly and Salary
employees.
Sort By
Select the setting by which you want
employee records to sort. The options are
Number (Employee ID Number) or Name.
Group By
Select the setting by which you want
employee records to group (organize). The
options are None, Department, Division
and Group.
© January 2009 Time America, Inc.
192
TA100 Pro Manual
Select the media to which you wish to output
the report. The options are:
Output to
Screen: The report will preview on screen.
You are then able to print from the preview.
Printer: The report will be sent directly to the
printer.
File: The report can be created in several file
types including RTF, PDF and Excel.
Email: The report will be sent via email. If
you choose this option, you will be given an
additional screen to enter the email
recipients. (See Emailing a Report, page
195).
Email (Employee): The report will be sent
via email. If you choose this option, you will
be given an additional screen to select the
employee.
10. When all settings are complete, click the OK button to run the report.
NOTE: At this point some reports may prompt for additional information
particular to that specific report. You may also be prompted for Email
recipient information, if you choose to send a report via email.
11. The report will output to your choice (Screen, Printer, File or Email.)
12. After receiving the report, click the Close button until you have exited all the
dialog boxes.
On Screen Report Preview
If you chose to output the report to Screen, a Report Preview window will open. This window will
display the report as it will be printed and allows you to print directly from this window.
1. Run the report of your choice, selecting Output to Screen. See Running a
Report, page 183.
2. The Report Designer window for the selected report will open to preview your
report.
© January 2009 Time America, Inc.
193
TA100 Pro Manual
Figure 164: Example: On Screen Report Preview
Figure 165: Print Toolbar
3. The Report Preview window contains several tool buttons. Reading from left
to right, these are:
Setting
Definition
First Page
Click this button to navigate to the first page
of a multi-page report.
Previous Page
Click this button to navigate to the previous
page in a multi-page report.
Go To Page
Click this button to enter the page to which
you wish to go.
Next Page
Click this button to navigate to the next page
in a multi-page report.
Last Page
Click this button to navigate to the last page
of a multi-page report.
Zoom
Use this box to change the zoom percentage
of the report to show more or less of the
report on screen.
Close Preview
Click this button to exit the Report Preview
screen.
© January 2009 Time America, Inc.
194
TA100 Pro Manual
Click this button to print the report to the
printer currently selected under File, Print.
(See Important Information on Printing
Reports, page 182).
Print
4. Click the Close Preview button to exit the Report Preview screen.
5. Click the Close button until you have exited all the dialog boxes.
Emailing a Report
TA100 Pro allows you to email reports in Adobe Acrobat format using the email program currently
configured on your computer. TA100 Pro will attach the report to an email and place it in the
outgoing email queue of your email program. Your email program will then be responsible for
sending the email. The title of the email will be the same as the report you have chosen, and the
text of the message will include the date and time at which the report was run.
When you output a report to email, you will be asked to fill in the email addresses of the
recipients.
1. Run the report of your choice, selecting Output to Email. (See Running a
Report, page 183.) The Email Recipients dialog box will open.
Figure 166: Email Recipients
2. Fill in the settings as appropriate:
Setting
Definition
Recipient List
Displays a list of the recipients to whom
you've sent reports to in the past.
Add Button
Click this button to add a new recipient. You
will be prompted to enter the person's name
and email address.
Edit Button
Click this button to edit an existing recipient's
information. You will be prompted to enter
the person's name and email address.
Delete Button
Click this button to delete an existing
recipient's information.
To Button
Click this button to add the selected recipient
to the To: field of your email.
© January 2009 Time America, Inc.
195
TA100 Pro Manual
CC Button
Click this button to add the selected recipient
to the CC: (Courtesy Copy) field of your
email.
BCC Button
Click this button to add the selected recipient
to the BCC: (Blind Courtesy Copy) field of
your email.
Remove Button
Click this button to remove a recipient added
in error.
3. When all recipients are added, click the OK button to send the email. You will
see a "Processing email" message, but the email will not appear on screen.
4. After the email is processed, click the Close button until you have exited all
the dialog boxes.
5. You can view the sent email from the sent mail folder of your email program
(for example, MS Outlook's Sent Items folder). The email will appear
something like this:
Figure 167: Example: Emailed Report
© January 2009 Time America, Inc.
196
TA100 Pro Manual
Chapter XI
Terminal Configuration
This section covers the concepts and tasks associated with setting up clocks.
TA100 Pro Supports the use of three types of clocks: TA520/530, TA620, PC Clock and
TASC. Support for ATS and Hand Reader, Videx DuraTrax clocks is available in additional
modules.
For each clock, the following parameters must be defined:
•
Communication Type (RS232, RS485, Internal/External modem, or Ethernet)
•
PC Comm Port used for communication
•
Baud Rate
•
Default Levels
•
Bell Schedule (if applicable)
Figure 168: Clocks Menu
Types of Connections
Time America clocks are capable of communicating in one of four different ways:
•
The Direct or RS-232 serial port solution is designed for a single, short-range
terminal. The terminal should not be placed beyond 50 feet of shielded wire from a
PC. Each terminal requires its own serial connection to a PC using an RS-232 serial
port.
•
The LAN or RS-485 solution is designed for a direct connection, long-range, single or
multi-terminal system. RS-485 allows up to 32 terminals to be networked to one PC
serial port, creating a Local Area Network (LAN). Each terminal is connected to a
LAN distribution box. These boxes connect to the Polling PC with two conductorshielded cable. The total length of the serial connection can be as much as 5000 feet
(almost 1 mile). Each terminal is identified using a unique ID.
•
The modem option is designed for a single- or multi-unit environment. The modem
solution provides two additional options: internal modem or external modem.
Generally, this option is utilized when the terminal is located out of cabling range or if
the use of cabling is being avoided. When data needs to be downloaded, TA100 Pro
can place a call (using a modem in the PC) to the terminal, download the information
and disconnect.
NOTE: The computer that polls the clocks will need a modem in order to call the
© January 2009 Time America, Inc.
197
TA100 Pro Manual
clock. Time America recommends U.S. Robotics modems, as they are capable of
communicating with the clock at the 1200 and 2400-baud rates required.
•
The Ethernet connection is designed for Local or Wide Area Networks using the
TCP/IP protocol. The terminal is connected to the network through a hub, just like
any other computer on the network.
As part of the configuration of the clock, you will choose the type of connection for each clock.
The configuration dialog box will prompt you for information specific to the type of connection you
have chosen.
Smart Converters
Using a Smart Converter, TA100 Pro can transform a LAN clock into a Modem clock.
TA500, TA600 and TA7000 Series (TA520/530, TA620, TA7000)
Configuration of the TA500 Series, TA600 Series and TA7000 Series time clocks is virtually
identical. For this reason, they are combined into one section.
Since multiple clocks can be defined in the TA100 Pro, a copy feature is available to copy an
existing clock’s parameters when adding a new clock. This eliminates the need to re-enter an
entirely new clock configuration.
Configure a TA500/TA600/TA7000 Series Clock
1. Click the Communications menu, Configure, TA500 or TA600 or TA7000.
The Configure Clock dialog box will open. The dialog box contains several
tabs, all of which are described below.
Figure 169: Configure TA500/TA600/TA7000 Clocks: General Tab
2. The General tab defines the communication and general operation settings
and contains the following information:
Setting
Definition
Code
This is a required field. Enter a unique code
(up to 4 characters) to identify the clock.
Once defined, this code cannot be changed.
© January 2009 Time America, Inc.
198
TA100 Pro Manual
Description
Enter a description of the clock. This
description will be seen in the system and on
reports. This field can be used to describe
the clock type and it’s location in your facility
(i.e. TA530 In BUILDING TWO). The clock
description can be up to 30 characters long.
Active
Click the Active check box to indicate that the
clock is currently in use. Uncheck this box if
the clock is not being used at this time.
Revision 5 or 6
THIS WILL ONLY SHOW FOR THE TA600
SERIES
Select the appropriate revision – you can
check the revision by powering up the clock.
Path
Select the type of connection this clock will
use. The options are:
•
Direct (RS232)
•
LAN (RS485)
•
Modem (Internal)
•
Serial LAN (Smart Converter)
•
Remote Direct (External Modem)
•
Modem LAN (Smart Converter)
•
Ethernet (External)
For more information on these connections,
see Types of Connections, page 197.
Port
Select the communications port on your
computer that will be used to communicate
with the clock. The factory default is COM 1.
Serial Baud
This is the Direct connection (RS232) in the
Communication Path field.
•
Lan
Baud Rate
RS232 Baud = 9600 for all clocks
These settings become available when LAN
has been chosen as the communication type
in the Communication Path field.
The default is 9600 baud. Make sure the
baud rate selected here matches the baud
rate defined at the clock. All clocks use 9600
for LAN. The TA600 can go as high as
19200.
TIP: You can use the Configuration Badge
(000000000) at the clock to view/modify the
clock’s baud rate.
© January 2009 Time America, Inc.
199
TA100 Pro Manual
LAN ID
Enter the clock’s unique identification
number in this field. This number provides a
way for the system to distinguish between
individual clocks. Any one-character
(alphabetic or numeric) ID may be used.
Make sure the LAN ID defined here matches
the LAN ID defined at the clock.
TIP: You can use the Configuration Badge
(000000000) at the clock to view/modify the
clock’s LAN ID.
Converter
Select the type of converter used in the LAN
setup.
The RTS converters have been phased out
over the years and were mainly used with AT
style computers that used a 25 pin serial
port. Most new computers use 9 pin serial
ports that connect to the newer SD style
converters. If you are unsure which you
have, contact your dealer.
Ethernet
These settings define how an Ethernet clock
will communicate with TA100 Pro.
IP Address
Enter the IP address assigned to the
Etherlink converter.
IP Port
Displays the port used on the Etherlink
Converter. The default is 3000 and should
not be changed. Altering this number will
result in communication failure, and the
possibility of only being able to connect to
the Etherlink Converter serially.
Modem
Baud Rate
These settings define how a modem clock
will communicate with TA100 Pro.
Select the modem’s communication speed.
Make sure the baud rate selected here
matches the baud rate defined at the clock.
NOTE: The maximum baud rate for the
TA500 internal modem is 1200 and the
maximum baud rate for the TA600 internal
modem is 2400. The maximum baud rate for
the TA7000 internal modem is TBD.
© January 2009 Time America, Inc.
200
TA100 Pro Manual
Phone Number
Enter the phone number the PC modem
must dial to communicate with this clock. The
number must be entered in the following
format:
Outside Line Access Code, Wait
Symbol, Area Code, Phone Number
If no outside line is required (such as 9),
simply enter the phone number. Omit the
area code if not applicable. On most
modems, the wait symbol is a comma (,)
typically representing a one second pause.
Multiple wait symbols can be used if
necessary.
Start/Stop
Answer
These fields control the time of day the
clock’s internal modem will answer an
incoming call. Enter the modem’s start and
stop answer time in military format (HH:MM).
For example, to set the modem to answer
only between 7:00 A.M. and 6:00 P.M., enter
07:00 and 18:00 in the fields provided. The
default is 00:00 (midnight) and 23:59 (one
minute before midnight). In other words, the
modem will answer any time it is called
during the day.
Ring Delay
Enter the number of rings that the clock
should wait before picking up the line.
For example, setting the Ring Delay to 4
means that after the clock detects a ringing
phone; it will wait 4 rings before answering. 0
means DO NOT ANSWER.
Number of Retries
Enter the number of times the computer
should attempt to connect to the clock if
communication either fails or is interrupted
during polling.
Time Difference
Between Computer
and Clock
Enter the time difference (in hours) between
the computer and time clock. Since the
computer can set the clock’s time, this field
compensates for time zone differences
between the computer’s location and the
clock’s location. When the clock’s time is set,
the system either adds or subtracts this time
difference from the computer’s clock.
A setting of 0 indicates that the clock and
computer are in the same time zone.
Division
Select the company division where the clock
is located. Every transaction entered on this
clock is tagged with this division code.
Supervisor
These options define supervisor settings for
the clock.
© January 2009 Time America, Inc.
201
TA100 Pro Manual
Prefix for Entry
Enter the prefix code used by the terminal to
identify a supervisor’s badge. Any badge
starting with this prefix can access the
clock’s Supervisor Mode. Using this mode, a
supervisor can add, view, or delete
transactions in the time clock.
The default prefix is 11. For example, badge
number 112345 can access Supervisor
Mode
Prefix for Recall
Enter the prefix code used by the terminal to
identify a recall badge. Any badge starting
with this prefix can access the clock’s Recall
Mode. In Recall Mode, a person can view
previous time transactions but not add, edit,
or delete transactions.
Default Date
Check this box to automatically use the
clock’s current date for transactions added
using a supervisor’s badge. When this check
box is clear, the clock prompts the supervisor
for the date of any new transactions.
Default Time
Check this box to automatically use the
clock’s current time for transactions added
using a supervisor’s badge. When this check
box is clear, the clock prompts the supervisor
for the time of any new transactions.
Input
Initial Source
These settings determine how data can put
entered into the clock.
Check the applicable check box(es) to
indicate the method by which an employee
badge number is entered into the clock.
Swipe
The employee's badge number can be
entered by swiping a badge.
Key
The employee's badge number can be
entered by pressing keys on the clock
keypad.
Bar Code
The employee's badge number can be
entered by scanning a bar code.
Employee Badge
Source By
Supervisor
Check the applicable check box(es) to
indicate the method by which a supervisor (in
supervisor mode) can enter employee badge
number into the clock.
Swipe
The employee's badge number can be
entered by swiping a badge.
Key
The employee's badge number can be
entered by pressing keys on the clock
keypad.
Bar Code
The employee's badge number can be
entered by scanning a bar code.
© January 2009 Time America, Inc.
202
TA100 Pro Manual
3. The Configure tab defines the message and timeout settings and contains
the following information:
Figure 170: Configure TA500/TA600/TA7000 Clocks: Configure Tab
Setting
Definition
Time-Outs
These settings determine how long prompts
and messages will appear on the clock's
screen.
For data input
Enter the length of time (from 0.1 to 99.9
seconds) the clock will wait for a response to
a prompt before returning to an idle state.
Time is entered in seconds and tenths of a
second. For example, 10.0 means that the
clock will wait 10 seconds for a response
after prompting for input. The default is 60.0
seconds
To Enter function
Enter the length of time (from 0.1 to 99.9
seconds) the clock will wait for a response to
enter a function before returning to an idle
state.
Time is entered in seconds and tenths of a
second. For example, 5.5 means that the
clock will wait 5½ seconds for a response
after prompting for input. The default is 20.0
seconds.
Displayed
messages
Enter the length of time (from 0.1 to 99.9
seconds) the clock will display any message
before returning to an idle state.
Time is entered in seconds and tenths of a
second. For example, 1.5 means that the
clock will display messages for 1½ seconds.
The default is 2.0 seconds.
© January 2009 Time America, Inc.
203
TA100 Pro Manual
Supervisor
questions
Enter the length of time (from 0.1 to 99.9
seconds) the clock will wait for a response to
a supervisor question before returning to an
idle state.
Time is entered in seconds and tenths of a
second. For example, 30.0 means that the
clock will wait 30 seconds for a supervisor’s
response to a question such as “Employee
Badge #”. The default is 90.0 seconds
Error messages
Enter the length of time (from 0.1 to 99.9
seconds) the clock will display any error
message before returning to an idle state.
Time is entered in seconds and tenths of a
second. For example, 1.0 means that the
clock will display error messages for one
second. The default is 1.5 seconds.
Messages
Enter Function
These settings define the text prompts for
certain operations at the clock.
This field allows you to replace the default
ENTER FUNCTION message with a custom
message (up to 16 characters in length).
This message is displayed after swiping a
badge or entering a badge number at the
clock.
Invalid Source
This field allows you to replace the standard
INVALID SOURCE message with a custom
message (up to 16 characters in length).
This message will display when an input
source is used that the terminal has been
programmed to ignore. For example, the
employee uses a magnetic strip badge to
punch In when only keypad entry is
recognized.
Invalid Badge
This field allows you to replace the standard
INVALID BADGE message with a custom
message (up to 16 characters in length).
An INVALID BADGE message displays when
a badge or card other than the specified
badge length is used.
Invalid Level
This field allows you to replace the default
INVALID LEVEL message with a custom
message.
This message is displayed when Validation is
used, and an invalid level number is entered.
It cannot be more than 16 characters.
© January 2009 Time America, Inc.
204
TA100 Pro Manual
Idle Message
Enter the message text that displays on the
time clock when in an idle state. If this field is
left blank, no message will be displayed.
It can accept a one-line message that is up
to 16 characters.
Idle Display (sec)
Enter the length of time (from 1 to 60
seconds) that the idle message displays
before switching to the date and time. The
default is 2. 0 indicates the idle message
should not display.
Date/Time display
(sec)
Enter the length of time (from 1 to 60
seconds) that the Date and time display
before switching back to the idle message.
The default is 2. 0 indicates the date and
time should not display.
Swipe & Go Badges
If the Swipe & Go feature is used enter the
highest badge number that the terminal will
recognize as a Swipe & Go badge.
For example, if 2000 is entered here, only
badge numbers 0001 through 2000 are
considered Swipe & Go badges. All badge
numbers above 2000 are treated as “normal”
badges requiring the employee to enter a
function key to complete the transaction
(Clock In or Out, Out to Lunch, In from
Lunch, etc.).
NOTE: The Swipe & Go feature is enabled in
the Main Company configuration screen. See
Main Company, page 28.
Use feedback
enhancer
Select this check box to use the optional
Feedback Enhancer (if applicable). If the
Feedback Enhancer is not being used, do
not select this check box.
NOTE: The TA500 series clocks need to be
wired for bells and access for this feature to
work.
Display idle time in
military format
© January 2009 Time America, Inc.
Click this check box to display the clock’s idle
time in military format (i.e. a 24-hour format).
Clear this box to display the clock’s idle time
in standard format (i.e. a 12-hour clock). In
both cases, the time is displayed using the
HH:MM:SS format.
205
TA100 Pro Manual
Skip recording of
diagnostic and
programming info
Check this box to skip recording the
Diagnostic and Programming information that
display on the Diag Info and Prog Info tabs.
These two files are created and written to
each time a clock is communicated with and
programmed using TA100 Pro. This
information is used for troubleshooting
communication problems. These files slow
the polling process down, although not
noticeably, and can be turned off by checking
the box.
NOTE: Turning off these files will make it
difficult to troubleshoot certain
communication problems.
Print Transactions
as they occur
If a printer is connected to the time clock’s
serial port (TA500) or parallel port (TA620),
check this box to print time transactions as
they are entered at the terminal. Uncheck
this box if a printer is not attached to the
clock or you do not wish print transactions
Line Feed After
Controls how many lines should feed after
the receipt has printed.
Header line 1
Enter the first line of the header you wish to
print on all transaction listings printed directly
from the terminal. Up to 40 characters may
be entered in this field. The default is blank
indicating Header line 1 will not be printed.
Header line 2
Enter the second line of the header you wish
to print on all transaction listings printed
directly from the terminal. Up to 40
characters may be entered in this field. The
default is blank indicating Header line 2 will
not be printed.
Download Bell
Schedule
Check this box to download a pre-defined
Bell Schedule to this clock. This option is
only available with the Bell Schedule module.
4.
NOTE: This tab will only apply to TA7000 Clocks using the fingerprint
option.
The Assignments tab lists the employees that can use this clock. This is only
necessary if you are using fingerprints with TA7000 clocks.
© January 2009 Time America, Inc.
206
TA100 Pro Manual
The tab contains the following information:
Setting
Definition
Employee Listing
Displays a list of the employees that can use this
clock. Includes: employee code, employee
name, employee badge number, verification,
authority level and if they have a fingerprint
template saved.
Fingerprint Mode
Verify: This option will only verify employee
number with fingerprint.
Identify: This option will identify employee from
the fingerprint only.
Division
Click this button to select employees based on
Division. Employees selected are assigned the
default Authority and Verification automatically.
NOTE: If you use this method to choose
employees, you may want to Edit the employee
in order to choose another Authority and
Verification.
Group
Click this button to select employees based on
Group. Employees selected are assigned the
default Authority and Verification automatically.
NOTE: If you use this method to choose
employees, you may want to Edit the employee
in order to choose another Authority and
Verification.
Remove All
Click this button to remove all employees
currently assigned to the clock.
Add All
Click this button to assign all employees to the
clock. Employees selected are assigned the
default Authority and Verification automatically.
NOTE: If you use this method to choose
employees, you may want to Edit the employee
in order to choose another Authority and
Verification.
Add
Click this button to select employees
individually. You will be prompted to select the
following:
Authority: The Authority Level defines which
clock menus employee can view or use at the
clock. The following options are available:
Employee, Supervisor or Configuration.
Verification: The Verification Level defines the
false read threshold.
© January 2009 Time America, Inc.
207
TA100 Pro Manual
TA715, TA777 and TA780 Series
Configuration of the TA715 Series, TA777 Series and TA780 Series time clocks is virtually
identical. For this reason, they are combined into one section.
Since multiple clocks can be defined in the TA100 Pro, a copy feature is available to copy an
existing clock’s parameters when adding a new clock. This eliminates the need to re-enter an
entirely new clock configuration.
Configure a TA715/TA777/TA780 Series Clock
1. Click the Communications menu, Configure, TA715 or TA777 or TA780.
The Configure Clock dialog box will open. The dialog box contains several
tabs, all of which are described below.
Figure 171: Configure TA715/TA777/TA780 Clocks: General Tab
2. The General tab defines the communication and general operation settings
and contains the following information:
Setting
Definition
Code
This is a required field. Enter a unique code
(up to 4 characters) to identify the clock.
Once defined, this code cannot be changed.
Description
Enter a description of the clock. This
description will be seen in the system and on
reports. This field can be used to describe
the clock type and it’s location in your facility
(i.e. TA715 In BUILDING TWO). The clock
description can be up to 30 characters long.
Active
Click the Active check box to indicate that the
clock is currently in use. Uncheck this box if
the clock is not being used at this time.
© January 2009 Time America, Inc.
208
TA100 Pro Manual
Readers None or
Finger
THIS WILL ONLY SHOW FOR THE TA780
SERIES
Only select finger of the clock will accept
fingerprints.
Path
Select the type of connection this clock will
use. The options are:
•
Direct (RS232)
•
LAN (RS485)
•
Modem
•
Ethernet (External)
For more information on these connections,
see Types of Connections, page 197.
Port
Select the communications port on your
computer that will be used to communicate
with the clock. The factory default is COM 1.
Serial Baud
This is the Direct connection (RS232) in the
Communication Path field.
•
Lan
RS232 Baud = 19200 for all clocks
These settings become available when LAN
has been chosen as the communication type
in the Communication Path field.
Baud Rate
The default is 19200 baud. Make sure the
baud rate selected here matches the baud
rate defined at the clock. All clocks use
19200 for LAN.
LAN ID
Enter the clock’s unique identification
number in this field. This number provides a
way for the system to distinguish between
individual clocks. Any one-character
(alphabetic or numeric) ID may be used.
Make sure the LAN ID defined here matches
the LAN ID defined at the clock.
Ethernet
These settings define how an Ethernet clock
will communicate with TA100 Pro.
IP Address
Enter the IP address assigned to the
Etherlink converter. DO NOT enter leading
zeros.
IP Port
Displays the port used on the Etherlink
Converter. The default is 3734 and should
not be changed. Altering this number will
result in communication failure, and the
possibility of only being able to connect to
the Etherlink Converter serially.
Modem
© January 2009 Time America, Inc.
These settings define how a modem clock
will communicate with TA100 Pro.
209
TA100 Pro Manual
Baud Rate
Select the modem’s communication speed.
Make sure the baud rate selected here
matches the baud rate defined at the clock.
Phone Number
Enter the phone number the PC modem
must dial to communicate with this clock. The
number must be entered in the following
format:
Outside Line Access Code, Wait
Symbol, Area Code, Phone Number
If no outside line is required (such as 9),
simply enter the phone number. Omit the
area code if not applicable. On most
modems, the wait symbol is a comma (,)
typically representing a one second pause.
Multiple wait symbols can be used if
necessary.
Start/Stop
Answer
These fields control the time of day the
clock’s internal modem will answer an
incoming call. Enter the modem’s start and
stop answer time in military format (HH:MM).
For example, to set the modem to answer
only between 7:00 A.M. and 6:00 P.M., enter
07:00 and 18:00 in the fields provided. The
default is 00:00 (midnight) and 23:59 (one
minute before midnight). In other words, the
modem will answer any time it is called
during the day.
Ring Delay
Enter the number of rings that the clock
should wait before picking up the line.
For example, setting the Ring Delay to 4
means that after the clock detects a ringing
phone; it will wait 4 rings before answering. 0
means DO NOT ANSWER.
Number of Retries
Enter the number of times the computer
should attempt to connect to the clock if
communication either fails or is interrupted
during polling.
Time Difference
Between Computer
and Clock
Enter the time difference (in hours) between
the computer and time clock. Since the
computer can set the clock’s time, this field
compensates for time zone differences
between the computer’s location and the
clock’s location. When the clock’s time is set,
the system either adds or subtracts this time
difference from the computer’s clock.
A setting of 0 indicates that the clock and
computer are in the same time zone.
Division
© January 2009 Time America, Inc.
Select the company division where the clock
is located. Every transaction entered on this
clock is tagged with this division code.
210
TA100 Pro Manual
Supervisor
These options define supervisor settings for
the clock.
Default Date
Check this box to automatically use the
clock’s current date for transactions added
using a supervisor’s badge. When this check
box is clear, the clock prompts the supervisor
for the date of any new transactions.
Default Time
Check this box to automatically use the
clock’s current time for transactions added
using a supervisor’s badge. When this check
box is clear, the clock prompts the supervisor
for the time of any new transactions.
These settings determine how data can put
entered into the clock.
Input
Initial Source
Check the applicable check box(es) to
indicate the method by which an employee
badge number is entered into the clock.
Swipe
The employee's badge number can be
entered by swiping a badge.
Key
The employee's badge number can be
entered by pressing keys on the clock
keypad.
Bar Code
The employee's badge number can be
entered by scanning a bar code. Must also
select the type of Bar Code badge.
Employee Badge
Source By
Supervisor
Check the applicable check box(es) to
indicate the method by which a supervisor (in
supervisor mode) can enter employee badge
number into the clock.
Swipe
The employee's badge number can be
entered by swiping a badge.
Key
The employee's badge number can be
entered by pressing keys on the clock
keypad.
Bar Code
The employee's badge number can be
entered by scanning a bar code. Must also
select the type of Bar Code badge.
3. The Configure tab defines the message and timeout settings and contains
the following information:
© January 2009 Time America, Inc.
211
TA100 Pro Manual
Figure 172: Configure TA715/TA777/TA780 Clocks: Configure Tab
Setting
Definition
Time-Outs
These settings determine how long prompts
and messages will appear on the clock's
screen.
For data input
Enter the length of time (from 0.1 to 99.9
seconds) the clock will wait for a response to
a prompt before returning to an idle state.
Time is entered in seconds and tenths of a
second. For example, 10.0 means that the
clock will wait 10 seconds for a response
after prompting for input. The default is 60.0
seconds
To Enter function
Enter the length of time (from 0.1 to 99.9
seconds) the clock will wait for a response to
enter a function before returning to an idle
state.
Time is entered in seconds and tenths of a
second. For example, 5.5 means that the
clock will wait 5½ seconds for a response
after prompting for input. The default is 20.0
seconds.
Displayed
messages
Enter the length of time (from 0.1 to 99.9
seconds) the clock will display any message
before returning to an idle state.
Time is entered in seconds and tenths of a
second. For example, 1.5 means that the
clock will display messages for 1½ seconds.
The default is 2.0 seconds.
© January 2009 Time America, Inc.
212
TA100 Pro Manual
Supervisor
questions
Enter the length of time (from 0.1 to 99.9
seconds) the clock will wait for a response to
a supervisor question before returning to an
idle state.
Time is entered in seconds and tenths of a
second. For example, 30.0 means that the
clock will wait 30 seconds for a supervisor’s
response to a question such as “Employee
Badge #”. The default is 90.0 seconds
Error messages
Enter the length of time (from 0.1 to 99.9
seconds) the clock will display any error
message before returning to an idle state.
Time is entered in seconds and tenths of a
second. For example, 1.0 means that the
clock will display error messages for one
second. The default is 1.5 seconds.
Messages
Enter Function
These settings define the text prompts for
certain operations at the clock.
This field allows you to replace the default
ENTER FUNCTION message with a custom
message (up to 16 characters in length).
This message is displayed after swiping a
badge or entering a badge number at the
clock.
Invalid Source
This field allows you to replace the standard
INVALID SOURCE message with a custom
message (up to 16 characters in length).
This message will display when an input
source is used that the terminal has been
programmed to ignore. For example, the
employee uses a magnetic strip badge to
punch In when only keypad entry is
recognized.
Invalid Badge
This field allows you to replace the standard
INVALID BADGE message with a custom
message (up to 16 characters in length).
An INVALID BADGE message displays when
a badge or card other than the specified
badge length is used.
Invalid Level
This field allows you to replace the default
INVALID LEVEL message with a custom
message.
This message is displayed when Validation is
used, and an invalid level number is entered.
It cannot be more than 16 characters.
© January 2009 Time America, Inc.
213
TA100 Pro Manual
Idle Message
Enter the message text that displays on the
time clock when in an idle state. If this field is
left blank, no message will be displayed.
It can accept a one-line message that is up
to 16 characters.
Use Swipe & Go
Select this feature to activate swipe and go in
the clock.
NOTE: The Swipe & Go feature is enabled in
the Main Company configuration screen. See
Main Company, page 28.
Turn off function
keys
Select this feature if the clock will only be
used as Swipe & Go. This feature disables
all function key access at the clock.
Skip recording of
diagnostic and
programming info
Check this box to skip recording the
Diagnostic and Programming information that
display on the Diag Info and Prog Info tabs.
These two files are created and written to
each time a clock is communicated with and
programmed using TA100 Pro. This
information is used for troubleshooting
communication problems. These files slow
the polling process down, although not
noticeably, and can be turned off by checking
the box.
NOTE: Turning off these files will make it
difficult to troubleshoot certain
communication problems.
Display idle time in
military format
Click this check box to display the clock’s idle
time in military format (i.e. a 24-hour format).
Clear this box to display the clock’s idle time
in standard format (i.e. a 12-hour clock). In
both cases, the time is displayed using the
HH:MM:SS format.
Proximity Offset to
remove Facility
code
Enter the number of characters defining the
Facility code the proximity badge should not
read.
Download Bell
Schedule
Check this box to download a pre-defined
Bell Schedule to this clock. This option is
only available with the Bell Schedule module.
4. NOTE: This tab will only apply to TA780 Clocks using the fingerprint
option.
The Assignments tab lists the employees that can use this clock. This is only
necessary if you are using fingerprints with TA780 clocks.
© January 2009 Time America, Inc.
214
TA100 Pro Manual
Figure 173: Configure TA780 Clocks: Assignments tab
The tab contains the following information:
Setting
Definition
Employee Listing
Displays a list of the employees that can use this
clock. Includes: employee code, employee name,
employee badge number, special enrollment and if
they have a fingerprint template saved.
Fingerprint Mode
Verify: This option will only verify employee
number with fingerprint.
Identify: This option will identify employee from the
fingerprint only.
Division
Click this button to select employees based on
Division. Employees selected are assigned the
default Authority and Verification automatically.
NOTE: If you use this method to choose employees,
you may want to Edit the employee in order to
choose another Authority and Verification.
Group
Click this button to select employees based on
Group. Employees selected are assigned the
default Authority and Verification automatically.
NOTE: If you use this method to choose employees,
you may want to Edit the employee in order to
choose another Authority and Verification.
Remove All
Click this button to remove all employees currently
assigned to the clock.
Add All
Click this button to assign all employees to the
clock. Employees selected are assigned the default
Authority and Verification automatically.
NOTE: If you use this method to choose employees,
you may want to Edit the employee in order to
choose another Authority and Verification.
© January 2009 Time America, Inc.
215
TA100 Pro Manual
Setting
Definition
Add
Click this button to select employees individually.
You will be prompted to select the following:
Authority: The Authority Level defines which clock
menus employee can view or use at the clock. The
following options are available: Employee,
Supervisor or Configuration.
Verification: The Verification Level defines the
false read threshold.
Configuring PC Clock
Configuration of the PC Clock is done under the TA600 Series time clock. The PC Clock can use
Messaging.
Since multiple clocks can be defined in the TA100 Pro, a copy feature is available to copy an
existing clock’s parameters when adding a new clock. This eliminates the need to re-enter an
entirely new clock configuration.
Configure a PC Clock
1. Click the Communications menu, Configure, TA600. The Configure Clock
dialog box will open. The dialog box contains several tabs, all of which are
described below.
Figure 174: Configure PC Clocks: General Tab
2. The General tab defines the communication and general operation settings
and contains the following information:
Setting
Definition
Code
This is a required field. Enter PC for this
code.
Description
In this field enter PC Clock for the
description.
© January 2009 Time America, Inc.
216
TA100 Pro Manual
Click the Active check box to indicate that the
clock is currently in use. Uncheck this box if
the clock is not being used at this time.
Active
Initial Source
Check the applicable check box(es) to
indicate the method by which an employee
badge number is entered into the clock.
Swipe
The employee's badge number can be
entered by swiping a badge.
Key
The employee's badge number can be
entered by pressing keys on the clock
keypad.
Bar Code
The employee's badge number can be
entered by scanning a bar code.
Key
The employee's badge number can be
entered by pressing keys on the clock
keypad.
3. The Configure tab defines the message and timeout settings and contains
the following information:
Figure 175: Configure PC Clock: Configure Tab
Setting
Definition
Time-Outs
These settings determine how long prompts
and messages will appear on the clock's
screen.
For data input
Enter the length of time (from 0.1 to 99.9
seconds) the clock will wait for a response to
a prompt before returning to an idle state.
Time is entered in seconds and tenths of a
second. For example, 10.0 means that the
clock will wait 10 seconds for a response
after prompting for input. The default is 60.0
seconds
© January 2009 Time America, Inc.
217
TA100 Pro Manual
To Enter function
Enter the length of time (from 0.1 to 99.9
seconds) the clock will wait for a response to
enter a function before returning to an idle
state.
Time is entered in seconds and tenths of a
second. For example, 5.5 means that the
clock will wait 5½ seconds for a response
after prompting for input. The default is 20.0
seconds.
Displayed
messages
Enter the length of time (from 0.1 to 99.9
seconds) the clock will display any message
before returning to an idle state.
Time is entered in seconds and tenths of a
second. For example, 1.5 means that the
clock will display messages for 1½ seconds.
The default is 2.0 seconds.
Supervisor
questions
Enter the length of time (from 0.1 to 99.9
seconds) the clock will wait for a response to
a supervisor question before returning to an
idle state.
Time is entered in seconds and tenths of a
second. For example, 30.0 means that the
clock will wait 30 seconds for a supervisor’s
response to a question such as “Employee
Badge #”. The default is 90.0 seconds
Error messages
Enter the length of time (from 0.1 to 99.9
seconds) the clock will display any error
message before returning to an idle state.
Time is entered in seconds and tenths of a
second. For example, 1.0 means that the
clock will display error messages for one
second. The default is 1.5 seconds.
Messages
Enter Function
These settings define the text prompts for
certain operations at the clock.
This field allows you to replace the default
ENTER FUNCTION message with a custom
message (up to 16 characters in length).
This message is displayed after swiping a
badge or entering a badge number at the
clock.
TASC
The TASC terminal is similar to the TA500 and TA600 Series in that it collects punches and
transmits them to the software via the polling process. However, TASC is a stand-alone time
clock. This means that it does not require a PC to calculate and record employee’s time.
TASC is perfect for situations in which a remote site performs its own transaction editing, while
payroll and other functions are processed at a central location. The remote site can print
© January 2009 Time America, Inc.
218
TA100 Pro Manual
transactions from the clock locally; the central location can connect to clock only when it needs to
retrieve data to process data and run reports.
Since TASC are "stand-alone" clocks, they will not receive Policy and employee information in the
same way that other clocks do. As part of the configuration of the clock, you will define the
rounding, lockout, and overtime policies, as well as list which employees may use this clock. This
information is then programmed into the clock.
Configure a TASC Clock
1. Click the Communications menu, Configure, TASC. The Configure Clock
dialog box will open. The dialog box contains several tabs, all of which are
described below.
Figure 176: Configure a TASC Clock
2. The General tab defines the communication and general operation settings
and contains the following information:
Setting
Definition
Code
This is a required field. Enter a unique code
(up to 4 characters) to identify the clock.
Once defined, this code cannot be changed.
Description
Enter a description of the clock. This
description will be seen in the system and on
reports. This field can be used to describe
the clock type and it’s location in your facility
(i.e. TASC In BUILDING TWO). The clock
description can be up to 30 characters long.
Active
Click the Active check box to indicate that the
clock is currently in use. Uncheck this box if
the clock is not being used at this time.
© January 2009 Time America, Inc.
219
TA100 Pro Manual
Path
Select the type of connection this clock will
use. The options are:
•
Direct (RS232)
•
LAN (RS485)
•
Modem (Internal)
•
Serial LAN (Smart Converter)
•
Remote Direct (External Modem)
•
Modem LAN (Smart Converter)
See Types of Connections, page 197.
Port
Select the communications port on your
computer that will be used to communicate
with the clock. The factory default is COM 1
Serial Baud
This setting is for RS232 communication.
The factory default is 9600.
These settings become available when LAN
has been chosen as the communication type
in the Communication Path field.
Lan
Baud Rate
Select the applicable communication speed.
The default is 9600 baud. Make sure the
baud rate selected here matches the baud
rate defined at the clock.
TIP: You can use the Configuration Badge
(000000000) at the clock to view/modify the
clock’s baud rate.
LAN ID
Enter the clock’s unique identification
number in this field. This number provides a
way for the system to distinguish between
individual clocks. Any one-character
(alphabetic or numeric) ID may be used.
Make sure the LAN ID defined here matches
the LAN ID defined at the clock.
TIP: You can use the Configuration Badge
(000000000) at the clock to view/modify the
clock’s LAN ID.
Converter
Select the type of converter used in the LAN
setup.
The RTS converters have been phased out
over the years and were mainly used with AT
style computers that used a 25 pin serial
port. Most new computers use 9 pin serial
ports that connect to the newer SD style
converters. If you are unsure which you
have, contact your dealer.
Baud Rate
© January 2009 Time America, Inc.
Select the modem’s communication speed.
The default baud rate for the TASC clock is
1200. Make sure the baud rate selected here
matches the baud rate defined at the clock.
220
TA100 Pro Manual
Phone Number
Enter the phone number the PC modem
must dial to communicate with this clock. The
number must be entered in the following
format:
Outside Line Access Code, Wait
Symbol, Area Code, Phone Number
If no outside line is required (such as 9),
simply enter the phone number. Omit the
area code if not applicable. On most
modems, the wait symbol is a comma (,)
typically representing a one second pause.
Multiple wait symbols can be used if
necessary.
Start/Stop Answer
These fields control the time of day the
clock’s internal modem will answer an
incoming call. Enter the modem’s start and
stop answer time in military format (HH:MM).
For example, to set the modem to answer
only between 7:00 A.M. and 6:00 P.M., enter
07:00 and 18:00 in the fields provided. The
default is 00:00 (midnight) and 23:59 (one
minute before midnight). In other words, the
modem will answer any time it is called
during the day.
Ring Delay
Enter the number of rings that the clock
should wait before picking up the line.
For example, setting the Ring Delay to 4
means that after the clock detects a ringing
phone; it will wait 4 rings before answering. 0
means DO NOT ANSWER.
Number of Retries
Enter the number of times the computer
should attempt to connect to the clock if
communication either fails or is interrupted
during polling.
Time Difference
Between Computer
and Clock
Enter the time difference (in hours) between
the computer and time clock. Since the
computer can set the clock’s time, this field
compensates for time zone differences
between the computer’s location and the
clock’s location. When the clock’s time is set,
the system either adds or subtracts this time
difference from the computer’s clock.
A setting of 0 indicates that the clock and
computer are in the same time zone.
Division
Select the company division where the clock
is located. Every transaction entered on this
clock is tagged with this division code.
Supervisor Badge
Enter the badge number that activates the
Supervisor mode of the clock.
© January 2009 Time America, Inc.
221
TA100 Pro Manual
3. The Policies tab defines the rounding lunch and break policies for the
employees using this clock. These are not the same as the company policies
set up under the Configure menu, but rather policies that are transferred to
the clock when it is programmed. Up to 15 different policies can be defined
for the TASC terminal. Any company policy that is not defined here is not
downloaded to the TASC.
Figure 177: Configure TASC Clock: Policies tab
Setting
Definition
Policies
Displays a list of the 15 available policies.
Select the policy you wish to configure.
Shift Starts HH:MM
Enter the time of day (HH:MM) the shift starts
for employees. Enter the time in military
format. The default is 08:00 or 8:00 A.M.
Round forward to
start MM
Enter the number of minutes before the
shift’s start time that punches are rounded
forward to the shift’s start. A maximum of 99
minutes may be entered. The default is 30
minutes.
Grace back to start
MM
Enter the number of minutes after the shift’s
start time that punches are rounded back (in
grace) to the shift’s start. A maximum of 99
minutes may be entered. The default is 5
minutes.
Shift Stops HH:MM
Enter the time of day (HH:MM) the shift ends
for employees. Enter the time in military
format. The default is 17:00 or 5:00 P.M.
Grace forward to
stop MM
Enter the number of minutes before the
shift’s stop time that punches are rounded
forward to the shift’s stop. A maximum of 99
minutes may be entered. The default is 5
minutes.
Round back to stop
MM
Enter the number of minutes after the shift’s
stop time that punches are rounded back to
the shift’s stop. A maximum of 99 minutes
may be entered. The default is 30 minutes.
© January 2009 Time America, Inc.
222
TA100 Pro Manual
Lockout begins
HH:MM
Enter the start time (HH:MM) of this policy’s
employee lockout. Enter the time in military
format. If the lockout begin and lockout end
times are 00:00, no lockout takes place. The
default is 00:00. Any employee that enters a
punch between these lockout times receives
the message SEE SUPERVISOR. Only by
swiping a supervisor badge can you override
the lockout and accept the punch.
Lockout ends
HH:MM
Enter the stop time (HH:MM) of this policy’s
employee lockout. Enter the time in military
format. If the lockout begin and lockout end
times are both 00:00, no lockout takes place.
The default is 00:00 or not used. Any
employee that enters a punch between these
lockout times receives the message SEE
SUPERVISOR. Only by swiping a supervisor
badge can you override the lockout and
accept the punch.
Outside Round in
Minutes
Enter the increment to which punches that
fall outside of the rounding to schedule
should round.
For example, if 6 is selected in this field, time
is rounded to the nearest 6 minutes.
Punches between 0 and 3 minutes are
rounded back to the last increment; punches
between 4 and 6 minutes are rounded
forward to the next increment. The default is
15.
Daily OT
Enter the length of time (HH:MM) an
employee has to work in one day before
overtime is applied. For example, if 8:00 is
entered in this field, any hours worked over 8
hours a day is counted as overtime. The
default is 00:00.
Weekly OT
Enter the length of time (HH:MM) an
employee has to work in one week before
overtime is applied. For example, if 40:00 is
entered in this field, any hours worked over
40 hours a week is counted as overtime. The
default is 40:00.
© January 2009 Time America, Inc.
223
TA100 Pro Manual
Link back time
HH:MM
Enter the maximum time (HH:MM) an
employee who has punched Out can punch
back In and still have the new time included
in the previous total.
For example, the Link Back Time is set to
2:00 and overtime is paid after working 8
hours in a single day. An employee punches
In at 8:00 A.M. and Out at 5:00 P.M. with a
one hour unpaid lunch. If the employee
punches back In at 6:30 P.M. (within the 2hour link-back time) and out at 9:30 P.M., the
daily total shows 8 hours of regular time and
3 hours of overtime.
Tip Punches
Check this box to enter tips at the clock for
this policy. Clear this box if no tips are
entered at the clock.
Lunch Punches
Check this box to allow employees to punch
In and Out for lunch. Clear this box if
employees do not punch for lunches.
Pay Lunch
Check this box if employee lunches are paid.
Paid lunches are not deducted from the
shift’s total hours. Clear this check box if
employee lunches are not paid.
Lunch Duration MM
Enter the lunch period duration in minutes for
this policy. The default is 60 minutes or one
hour.
Deduct lunch after
HH:MM
The lunch duration specified is automatically
deducted from daily total hours after this
length of time is worked. The default is 5:00.
In other words, after 5 hours of worked time,
the value in Lunch Duration is deducted
from the total hours for that day.
Lunch grace MM
Enter the number of minutes over Lunch
Duration that is “in graced.” For example, if
05 is entered here and 60 in Lunch
Duration, any employee that punches In
from Lunch within 65 minutes from punching
Out, is not considered late. The default is 05
or 5 minutes.
Lunch minimum MM
Enter the minimum number of minutes an
employee must take for lunch to be
deducted. Punching Out for Lunch and back
In within this time is not counted toward
lunch. The default is 05 or 5 minutes.
4. The TASC Employee tab lists the employees that can use this clock and
contains the following information:
© January 2009 Time America, Inc.
224
TA100 Pro Manual
Figure 178: Configure TASC Clock: Employee tab
Setting
Definition
Employee Listing
Displays a list of the employees that can use
this clock. Includes their Employee ID,
Employee Name, Employee Badge, the
policy the employee is assigned to, the
department, and if their information will be
exported to your payroll provider.
Division
Click this button to select employees based
on Division. Employees selected are
assigned the default Policy and Department
automatically.
NOTE: If you use this method to choose
employees, you may want to Edit the
employee in order to choose another Policy
or Department.
Group
Click this button to select employees based
on Group. Employees selected are assigned
the default Policy and Department
automatically.
NOTE: If you use this method to choose
employees, you may want to Edit the
employee in order to choose another Policy
or Department.
Remove All
Click this button to remove all employees
currently assigned to the clock.
Add All
Click this button to assign all employees to
the clock. Employees selected are assigned
the default Policy and Department
automatically.
NOTE: If you use this method to choose
employees, you may want to Edit the
employee in order to choose another Policy
or Department.
© January 2009 Time America, Inc.
225
TA100 Pro Manual
Add
Click this button to select employees
individually. You will be prompted to select
the TASC Policy (as defined on the previous
tab) and Department.
Edit
Click this button to edit the employee’s
badge number, policy or department.
Delete
Click this button to remove the employee
from the list.
5. The Diag Info tab contains the communication information between the
computer and the clock after each attempt to communicate.
6.
The Prof Info tab contains the information that was sent to the clock after
any type of programming.
ATS Series Clocks
TA100 Pro offers a module that allows it to connect to Third Party clocks such as ATS and Hand
Reader. The ATS clocks are badge-swipe clocks similar to the TA500 and TA600 series.
Configure ATS Clocks
1. Click the Communications menu, Configure, ATS. The Configure Clocks
dialog box will open. The Configure dialog box contains several tabs, all of
which are described below.
Figure 179: Configure ATS Clock
2. The General tab defines communication and operation settings and contains
the following information:
Setting
Definition
Code
This is a required field. Enter a unique code
(up to 4 characters) to identify the clock.
Once defined, this code cannot be changed.
ID
Enter a unique ID number to identify the
clock. This number will also be programmed
into the clock.
© January 2009 Time America, Inc.
226
TA100 Pro Manual
Description
Enter a description of the clock. This
description will be seen in the system and on
reports. This field can be used to describe
the clock type and it’s location in your facility
(i.e. ATS In BUILDING TWO). The clock
description can be up to 30 characters long
Active
Click the Active check box to indicate that the
clock is currently in use. Uncheck this box if
the clock is not being used at this time.
RS485 or Serial
Select this option to choose an RS485 or
RS232 connection.
Modem
Select this option to choose a modem
solution.
Ethernet
Select this option to choose an Ethernet
solution.
Baud Rate
Select the applicable communication speed.
Make sure the baud rate selected here
matches the baud rate defined at the clock.
•
RS485, Serial and Ethernet: 9600
baud
•
Modem: 2400 baud
Comm Port
Select the communications port on your
computer that will be used to communicate
with the clock. The factory default is COM 1.
Retries
Enter the number of times the computer
should attempt to connect to the clock if
communication either fails or is interrupted
during polling.
Connect wait
The value entered into this field specifies the
greatest amount of time TA100 Pro will wait
before deciding the clock is unable to be
reached and will time out. This value is
minutes and tenths of minutes.
Connect wait minutes is used solely for
Ethernet communication. ATS series clocks
do not respond immediately to a
communication query across Ethernet
communication, instead, they broadcast
continuously on a 30-second cycle.
Depending on the speed of the network
used, the amount of time needed for the
attention signal sent from TA100 Pro to
reach the clock, the clock to finish its' 30
second cycle, and send a signal back, can
fluctuate greatly.
© January 2009 Time America, Inc.
227
TA100 Pro Manual
Hayes compatible
modem
Check whether the modem used to call the
clock is Hayes Compatible. Hayes
Corporation is one of the founders of modem
technology and as a result some modems list
themselves as Hayes Compatible. If not
sure, try both configurations. Refers to
modem connected to this computer. Needed
only if modem communication will be used.
Modem number
Enter the phone number the PC modem
must dial to communicate with this clock. The
number must be entered in the following
format:
Outside Line Access Code, Wait
Symbol, Area Code, Phone Number
If no outside line is required (such as 9),
simply enter the phone number. Omit the
area code if not applicable. On most
modems, the wait symbol is a comma (,)
typically representing a one second pause.
Multiple wait symbols can be used if
necessary.
IP Address
Enter the IP address assigned to the clock.
IP Port
Displays the port used for Ethernet. The
default is 2500 and should not be changed.
Altering this number will result in
communication failure, and the possibility of
only being able to connect to the Etherlink
Converter serially.
Time difference
between clock and
computer
Enter the time difference (in hours) between
the computer and time clock. Since the
computer can set the clock’s time, this field
compensates for time zone differences
between the computer’s location and the
clock’s location. When the clock’s time is set,
the system either adds or subtracts this time
difference from the computer’s clock.
A setting of 0 indicates that the clock and
computer are in the same time zone.
Division
Select the company division where the clock
is located. Every transaction entered on this
clock is tagged with this division code.
Idle Message
Enter the message text that displays on the
time clock when in an idle state. If this field is
left blank, no message will be displayed.
Keyboard entry
Check this box to allow employees to enter
badge numbers and other data (such as
department numbers) on the clock's keypad.
Supervisor
functions
Check this box to allow supervisor functions,
such as entering punches, at the clock
© January 2009 Time America, Inc.
228
TA100 Pro Manual
Swipe & Go
Check this box to make the clock Swipe &
Go. The system then determines whether the
individual punch was an In or an Out, based
on the last punch the employee did.
For data input
Enter the length of time (duration) the
employee will have to enter information after
the badge is swiped.
Displayed
messages
Enter the length of time (duration) the
message displays on the time clock in
seconds. For example, 2 means the
message displays for two seconds. The
maximum message timeout is 9 seconds. If 0
is entered, no message displays.
Download
messages
Check this box to download employee
messages to the clock for display when they
punch in. If an employee does not have a
message assigned to them, and this is
checked, they will not be able to punch in on
an ATS series clock.
Hand Reader Clocks
The Hand Reader biometric terminals are powerful computers capable of Hand Geometry
recognition. These devices collect clock data for TA100 Pro.
NOTE: Hand Reader Clocks are not Third Party Terminals; therefore they do not require a
separate module.
Configure a Hand Reader Clock
1. Click the Communications menu, Configure, Hand Reader. The Configure
Clocks dialog box will open. The Configure dialog box contains several tabs,
all of which are described below.
Figure 180: Configure Hand Reader Clock
2. The General tab configures communication settings and contains the
following information:
© January 2009 Time America, Inc.
229
TA100 Pro Manual
Setting
Definition
Code
This is a required field. Enter a unique code
(up to 4 characters) to identify the clock.
Once defined, this code cannot be changed.
ID
Enter a unique ID number to identify the
clock. This number will also be programmed
into the clock.
Description
Enter a description of the clock. This
description will be seen in the system and on
reports. This field can be used to describe
the clock type and it’s location in your facility
(i.e. HP3000 In BUILDING TWO). The clock
description can be up to 30 characters long
Active
Click the Active check box to indicate that the
clock is currently in use. Uncheck this box if
the clock is not being used at this time.
Model
Select the model of your Hand Reader unit.
The options:
•
ID3D
•
HP2000
•
HP3000
•
HP4000
Idle Prompt
Enter the message text that displays on the
time clock when in an idle state. If this field is
left blank, no message will be displayed.
RS485 or Serial
Select this option to choose an RS485 or
RS232 connection.
Modem
Select this option to choose a modem
solution.
Ethernet
Select this option to choose an Ethernet
solution.
Baud Rate
Select the applicable communication speed.
Make sure the baud rate selected here
matches the baud rate defined at the clock.
•
Rs485, Serial and Ethernet: 9600
baud
•
Modem: 9600 baud
Comm Port
Select the communications port on your
computer that will be used to communicate
with the clock. The factory default is COM 1.
Retries
Enter the number of times the computer
should attempt to connect to the clock if
communication either fails or is interrupted
during polling.
© January 2009 Time America, Inc.
230
TA100 Pro Manual
Modem number
Enter the phone number the PC modem
must dial to communicate with this clock. The
number must be entered in the following
format:
Outside Line Access Code, Wait
Symbol, Area Code, Phone Number
If no outside line is required (such as 9),
simply enter the phone number. Omit the
area code if not applicable. On most
modems, the wait symbol is a comma (,)
typically representing a one second pause.
Multiple wait symbols can be used if
necessary.
IP Address
Enter the IP address assigned to the
Etherlink converter.
IP Port
Displays the port used for Ethernet. The
default is 300 and should not be changed.
Altering this number will result in
communication failure.
Time difference
between clock and
computer
Enter the time difference (in hours) between
the computer and time clock. Since the
computer can set the clock’s time, this field
compensates for time zone differences
between the computer’s location and the
clock’s location. When the clock’s time is set,
the system either adds or subtracts this time
difference from the computer’s clock.
A setting of 0 indicates that the clock and
computer are in the same time zone.
Select the company division where the clock
is located. Every transaction entered on this
clock is tagged with this division code.
Division
3. The Time Zones tab sets time periods during which the clock can be used.
When a person is entered into the Hand Reader, they must be assigned a
Time Zone. Up to 60 Time Zones can be configured per clock. HP2000 Hand
Punch clocks do not support Time Zones. 4 windows for punching may be
setup for each Time Zone. By default, the Hand Punch allows punches at
any time.
The Time Zones table contains the following information:
© January 2009 Time America, Inc.
231
TA100 Pro Manual
Figure 181: Configure Hand Reader Clocks: Time Zones tab
Setting
Definition
Time Zones
Displays the number of the Time Zones.
There are 60 available Time Zones. Each
time zone can have up to four Access
Windows.
Description
Enter a description for each Time Zone.
Access Windows
These settings determine the times or
windows during which the clock can be used.
Start
Enter the time at which the clock will start
accepting punches. The time must be
entered in military time. The default value is
00:00.
TIP: To indicate that the clock can accept
punches all day, enter 00:00 in the Start and
23:59 in the stop.
Enter the time at which the clock will stop
accepting punches. The time must be
entered in military time. The default value is
00:00.
Stop
TIP: To indicate that the clock can accept
punches all day, enter 00:00 in the Start and
23:59 in the stop.
Day of the Week
Check the day(s) of the week each Access
Window will be in effect.
4. The Assignments tab lists the employees that can use this clock. This is
necessary because the Hand Reader clocks take measurements of an
employee's hand. Each time the employee punches, the reader compares
the employee’s hand to the existing template. Employee information and
hand templates are stored in the Hand Reader clock. For this reason,
employees must be assigned to a clock so their name and template will be
downloaded to the correct clock.
The tab contains the following information:
© January 2009 Time America, Inc.
232
TA100 Pro Manual
Figure 182: Configure Hand Reader Clock: Employee tab
Setting
Definition
Employee Listing
Displays a list of the employees that can use
this clock. Includes: employee ID, employee
name, employee badge number, assigned
time zone, personal reject threshold,
authority level, and if they have a hand
template saved.
Division
Click this button to select employees based
on Division. Employees selected are
assigned the default Time Zone, Reject
Threshold, and Authority automatically.
NOTE: If you use this method to choose
employees, you may want to Edit the
employee in order to choose another Time
Zone, Reject Threshold, and Authority
Level.
Group
Click this button to select employees based
on Group. Employees selected are assigned
the default Time Zone, Reject Threshold, and
Authority automatically.
NOTE: If you use this method to choose
employees, you may want to Edit the
employee in order to choose another Time
Zone, Reject Threshold, and Authority
Level.
Remove All
Click this button to remove all employees
currently assigned to the clock.
Add All
Click this button to assign all employees to
the clock. Employees selected are assigned
the default Time Zone, Reject Threshold, and
Authority automatically.
NOTE: If you use this method to choose
employees, you may want to Edit the
employee in order to choose another Time
Zone, Reject Threshold, and Authority.
© January 2009 Time America, Inc.
233
TA100 Pro Manual
Click this button to select employees
individually. You will be prompted to select
the following:
Add
Time Zone: Select the Time Zone (defined
on the previous tab) that applies to this
employee.
Reject Override: The reject threshold
indicates how closely the hand has to match
the original scanned hand template. The
lower the number, the more exact the match
needs to be.
0 is default and indicates that the default
clock threshold (set on the Miscellaneous
tab) will be used.
Authority Level: The Authority Level defines
which clock menus employee can view or
use at the clock. 0 is the lowest (employee)
and default, 5 is the highest and allows
complete at-the-clock setup (supervisor).
Add a Clock
1. Click the Communications menu, Configure, and select the type of clock
you wish to add. The Configure Clock dialog box will open.
2. Click the Add button. If this is the first clock of this type that you are adding,
the General tab will become available.
Figure 183: Example: Add a Clock
3. Fill in the settings as described in the Configure section for the type of clock
you are adding. TA500/600, PC Clock page 198; ATS, page 226; Hand
Reader, page 229.
4. If there is already a clock of this type defined, the Default Clock Add dialog
box will open.
© January 2009 Time America, Inc.
234
TA100 Pro Manual
Figure 184: Default Clock Add
5. Highlight the clock whose settings you would like to copy or click No to start
from scratch.
6. Enter a unique code for this clock, up to four characters.
7. Enter a Description of the clock (i.e., Warehouse, Back Office, California,
etc.)
8. Click the Yes button to continue. You will be returned to the General tab.
9. Fill in the settings as described in the Configure section for the appropriate
clock. See TA500/600, page 198; ATS, page 226; Hand Reader, page 229.
10. When all settings are complete, click OK to commit the changes.
Edit a Clock
1. Click the Communications menu, Configure and select the type of clock
you wish to edit. The Configure Clock dialog box will open.
2. Highlight the Clock you wish to edit using the drop-down list at the top of the
screen.
3. Click the Edit button. The General screen will become available for you to
edit the selected category.
4. Edit the settings as described in the Configure Clock section for the clock you
are editing.
5. When all settings are complete, click OK to commit the changes.
Delete a Clock
1. Click the Communications menu, Configure and select the type of clock
you wish to edit. The Configure Clock dialog box will open.
2. Highlight the Clock you wish to edit using the drop-down list at the top of the
screen.
3. Click the Delete button. You will be prompted:
© January 2009 Time America, Inc.
235
TA100 Pro Manual
Figure 185: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the Configure Clock dialog box.
Set Date and Time
The Set Date and Time function synchronizes the date and time of the terminals with the
computer that is running the software. You can set the date and time on one or more clocks.
However, all clocks must be defined in Clock Maintenance before the date and time is set.
Before using this function, the host computer must be set to the correct date and time. Otherwise,
all clock transactions will have an incorrect date and time stamp (although admittedly they'll all be
synchronized).
NOTE: It is recommended that you do not perform this function during periods of high clock
activity (such as the start of day when employees are clocking In).
1. Click the Communications menu, Set Date and Time. The Set Date and
Time Clock Selection dialog box will open.
Figure 186: Set Date and Time
2. Select the clock(s) for which you wish to set the date and time by using the
Add button to add the selected clock individually, or Add All to add all
clocks.
3. Click the Date/Time button to display the Windows Date/Time Properties
dialog box.
© January 2009 Time America, Inc.
236
TA100 Pro Manual
Figure 187: Windows Date/Time Properties
4. If necessary, edit the date and time to be accurate and click OK.
5. Click the Set Time button to commit the changes.
6. When TA100 Pro has finished sending the Date and Time to clock, click
Close to exit the dialog box.
© January 2009 Time America, Inc.
237
TA100 Pro Manual
Chapter XII Terminal Polling and AutoProcessing
This section describes the concepts and techniques associated with polling clocks and
setting up Auto Processes.
Polling is the process of communicating data to and from the clock, including transferring
employee time transactions and other data from the clocks to the host computer (PC) for
processing. Clocks can be manually polled or automatically polled on a pre-defined
schedule.
AutoProcessing allows certain common tasks to be run automatically. Polling, Reports,
custom files, and Reindexing can set to Auto Process.
Polling
Polling Time Clocks
Polling is the process of communicating data back and forth between the clock and
TA100 Pro. Polling can be done manually, which means a supervisor or administrator
must launch the TA100 Pro software and request that the clock be polled. Polling may
also be set as an auto process, which means that the TA100 Pro is responsible for
communicating with the clock on a pre-defined schedule.
This section describes how to poll the clock manually.
1. Click the Communications menu, Poll. The Poll Clock Selection dialog box
will open.
Figure 188: Poll Clock Selection
2. Select the clock(s) you wish to poll by using the Add button to add the
selected clock individually, or the Add All button to add all clocks.
3. Click the Polling Options tab to select it. Fill in the settings as appropriate:
Setting
Definition
Poll Transactions
Check this option to transfer punches from
the clock to TA100 Pro.
© January 2009 Time America, Inc.
238
TA100 Pro Manual
Clear Clock
Transactions
Check this option to clear the transactions
from the clock after transferring them to
TA100 Pro.
TIP: This does not need to be done every
time. You may leave the transactions in the
clock until payroll is processed successfully,
however if you have a lot of employees you
will want to clear frequently so the clock does
not get full.
Set Clock Date and
Time
Check this option to send the computer's
current date and time to the clock.
TIP: You may not want to do this every time,
as the clock's internal clock tends to be much
more accurate that the computer's.
Program Clock
Check this option to send programming and
configuration information (such as the
settings in the Configure Clock dialog box) to
the clock. Clock function keys and function
messages are sent to the clock during
programming.
This option should only be used when basic
clock setup has been changed since the
initial programming.
Load Bell
Schedules
Check this option to send pre-defined Bell
Schedule assigned to the clock.
Bell schedules are only checked at midnight,
so a bell will not ring on the same day the
bell schedule was downloaded. The Bell
Module must be installed to use this option.
Load Messages
Check this option to send employee
messages to the clock.
Hand Reader
These settings only apply to the Hand
Reader clocks. The options are:
Send Hand Templates: Select this option to
send employee hand templates to the clock.
This can be used to upload a template to a
new clock, or to restore templates to a clock
that has been cleared.
Clear Templates: Check this option to clear
the templates from the clock. USE THIS
OPTION VERY CAREFULLY, as it will
delete all existing templates in the clock and
employees will not be able to punch until the
templates are restored.
Retrieve Hand Templates: Check this
option to download new hand templates from
the clock for input into the TA100 Pro
database.
© January 2009 Time America, Inc.
239
TA100 Pro Manual
Process Punches
after polling
Check this option to automatically put the
punches into the online timecards of the
employees.
4. Click the Poll button to start the polling process.
Configure an AutoProcess
The Auto Process feature allows you to schedule the following tasks to run automatically at predetermined times:
•
Poll one or more time clocks
•
Launch executable programs
•
Generate reports
No user interaction is required when using the Auto Process feature. In fact, you can poll time
clocks, run reports, download payroll data, and back up the TA100 Pro data without ever touching
the computer. The Auto Process feature is ideal for processes that need to be performed after
working hours or during less busy times of the day.
Each automatic procedure can consist of one or more auto process cycles. Each cycle can run a
program, poll the time clocks, or generate a report and is assigned a time and day(s) of the week
to run. To create an AutoProcess that runs several times a day, you will add several cycles: one
for each time you wish the process to run.
Run as Service
The autoprocess can be configured to run as a service it must be installed locally as it will not run
over a network. The server must run the service.
1. In Windows Explorer find the TA100 Pro folder. Locate and double-click
InstallAutoprocess. A black command prompt window will flash.
2. In Windows Explorer find the TA100 Pro folder. Locate and double-click
autoProcess this will install the automated User responsible for the Auto
Process. A white Auto poll dialogue window will appear, but will give the
message “nothing to poll.”
NOTE: To confirm the success of this action open TA100 PRO click the File
menu, Security, User Maintenance. There will be a new user: Autoprocess
Service.
3. Open TA100 PRO, click the Communications menu, Auto Process. In the
Configure Auto Processing dialog window select 1000 Autoprocess Service,
click Edit and configure your specific auto process features (see Add an
AutoProcess).
4. Locate your system Services window and Start the Time America Auto
Process or…
5. In Windows Explorer find the TA100 PRO folder. Locate and double-click
autoProcessServiceSetup this will allow you to start the automated service.
6. Click the Start button. If you want the service to start when the operating
system is starting, check the appropriate box.
© January 2009 Time America, Inc.
240
TA100 Pro Manual
Add an AutoProcess
1. Click the Communications menu, AutoProcess. The Configure Auto
Process dialog box will open.
2. Click the Add button and the Auto Process Maintenance dialog box will
open.
Figure 189: Configure Auto Process
3. Enter the Number and Name for this Auto Process.
4. Click the Add button. The Auto Process Schedule Details dialog box will
open.
Figure 190: Auto Process Schedule Details
Setting
Definition
Description
Enter a description for this AutoProcess
Schedule. Examples: Poll California Clock,
Run Payroll Reports, etc.
© January 2009 Time America, Inc.
241
TA100 Pro Manual
Run a File
Select this option to schedule an Event that
will launch any sort of executable program.
An example of this might be a Batch file that
"zips" up your data files and copies them to a
safe location on your network. With this
option selected, you must enter the path to
the desired file.
Poll Clocks
Select this option to schedule an event that
will poll the transactions from any or all of
your time clocks. This Event can also
perform any of the other normal time clock
polling options.
You must be sure to "tag" all the time clocks
you want to poll by either double-clicking on
them or selecting the "tag all" button. You
must also select at least one polling option
by clicking the "Poll Options" button.
Run Reports
Select this option to schedule an Event that
will automatically run any of several reports
such as "Missing Punches" or "Hours".
You may notice that the list of available
reports is greatly abridged and that none of
the Payroll Exports are available. Time Card
data should be thoroughly reviewed before
running any Payroll Export. Each report to be
run must be "tagged" by double-clicking it
and choosing the desired settings in the
Report Parameter Window. Once set, these
parameters can be changed at any time by
clicking the Report Options button.
Reindex
Select this option to schedule an event that
will Reindex all the system databases.
This Event must be scheduled at a time
when it is most likely that all users will be
logged out. If another user is logged into the
system, this Event will be skipped.
Items List
The items that display in this list depend
upon the type of AutoProcess chosen. For
example, if Poll Clocks is selected, this list
will display all the clocks configured in the
program.
To select a single item, double-click the item
to "tag" it.
Click the Tag All button to select all items.
Time
Enter the time at which you want the process
to occur.
Day of the Week
Select the days of the week you want the
process to occur.
© January 2009 Time America, Inc.
242
TA100 Pro Manual
Tag All/Untag All
Click the Tag All button to select all the
items in the list. Click Untag All to deselect
all the items in the list.
Poll Clocks AutoProcess
1. If Poll Clocks is selected, select the clock(s) you wish to poll with this
process by double-clicking each clock to "tag" it.
2. If Poll Clocks is selected, click the Polling Options button to configure the
settings for polling. The Polling Options dialog box will open.
Figure 191: Polling Options
3. Check the options that are appropriate:
Setting
Definition
Poll Transactions
Check this option to transfer punches from
the clock to TA100 Pro.
Clear Clock
Transactions
Check this option to clear the transactions
from the clock after transferring them to
TA100 Pro.
TIP: This does not need to be done every
time. You may leave the transactions in the
clock until payroll is processed successfully,
however if you have a lot of employees you
will want to clear more frequently so the
clock memory does not fill up.
Set Clock Date and
Time
Check this option to send the computer's
current date and time to the clock.
TIP: You may not want to do this every time,
as the clock's internal clock tends to be much
more accurate that the computer's.
© January 2009 Time America, Inc.
243
TA100 Pro Manual
Program Clock
Check this option to send programming and
configuration information (such as the
settings in the Configure Clock dialog box) to
the clock. Clock function keys and function
messages are sent to the clock during
programming.
This option should only be used when basic
clock setup has been changed since the
initial programming.
Check this option to send pre-defined Bell
Schedule assigned to the clock.
Load Bell
Schedules
Bell schedules are only checked at midnight,
so a bell will not ring on the same day the
bell schedule was downloaded. The Bell
Module must be installed to use this option.
NOTE: This is not recommended with the
TA520 or TA530, as the clock needs to roll
past midnight for the bell schedule to take
effect.
Load Messages
Check this option to send employee
messages to the clock.
Hand Reader
These settings only apply to the Hand
Reader clocks. The options are:
Send Hand Templates: Select this option to
send employee hand templates to the clock.
This can be used to upload a template to a
new clock, or to restore templates to a clock
that has been cleared.
Clear Templates: Check this option to clear
the templates from the clock. USE THIS
OPTION VERY CAREFULLY, as it will
delete all existing templates in the clock and
employees will not be able to punch until the
templates are restored.
Retrieve Hand Templates: Check this
option to download new hand templates from
the clock for input into the TA100 Pro
database.
Process Punches
after polling
Check this option to automatically put the
punches into the online timecards of the
employees.
4. Click OK to commit the changes and return to the Auto Process Maintenance
screen.
5. Click OK to commit the changes and return to the Configure Auto Process
Screen.
6. Click Start to activate the Auto Process schedule.
NOTE: TA100 Pro must be running for the Auto Process to work. You may
minimize the TA100 Pro window.
© January 2009 Time America, Inc.
244
TA100 Pro Manual
NOTE: For network installs, you will need to check that the network is not
doing any backups or running any utilities during the auto processing
schedule.
Run Reports AutoProcess
1. If Run Reports is selected, choose the report(s) you wish to run by doubleclicking each report to "tag" it and filling in the report settings. The Report
Parameters dialog box for the selected report will open.
2. Fill in the Report Parameters windows as described in the Run Reports
section.
3. Click OK to commit the changes and return to the Configure Auto Process
Screen.
4. Click Start to activate the Auto Process schedule.
Run a File AutoProcess
1. If Run a File is selected, you will be prompted to choose the file (program,
etc.) to run.
2. When all settings are complete, click OK. The AutoProcess will begin on the
next occurrence of the date and time specified in the AutoProcess Schedule
Details.
3. Click OK to commit the changes and return to the Configure Auto Process
Screen.
4. Click Start to activate the Auto Process schedule
Edit an Auto Process
1. Click the Communications menu, AutoProcess. The Configure Auto
Process dialog box will open.
Figure 192: Configure Auto Process
2. Select the AutoProcess you wish to change.
3. Click the Edit button.
4. Edit the settings as described in the Add an AutoProcess section.
Delete an AutoProcess
1. Click the Communications menu, AutoProcess. The Auto Process
Maintenance dialog box will open.
2. Select the AutoProcess you wish to delete.
© January 2009 Time America, Inc.
245
TA100 Pro Manual
3. Click the Delete button. You will be prompted:
Figure 193: Deletion Confirmation
4. Click OK to confirm the deletion.
5. Click Close to exit the dialog box.
© January 2009 Time America, Inc.
246
TA100 Pro Manual
Chapter XIII Utilities
This section describes the system utilities built into TA100 Pro. It includes importing and
exporting, reindexing, system archiving, system backups, and more.
Importing
It is possible to import data from other programs. Employee data, time transactions, and
departments can be imported from previous versions of the software as well as from other third
party systems, spreadsheets, and payroll programs.
Advanced Import
Employee data and attendance reports from third party accounting systems, spreadsheets, and
payroll programs can be imported into TA100 Pro. The original files may be in any number of
formats including ASCII comma delimited, Excel, or Lotus 1-2-3. When imported, the data is
appended to the specified system database file. The file types TA100 Pro Import supports are:
•
Framework II (FW2)
•
Microsoft Multiplan 4.01 (MOD)
•
Paradox 3.5/4.0 (DB)
•
Rapidfile (RPD)
•
Lotus 123 versions 1 through 3 (WKS, WK1, WK3)
•
Symphony version 1 through 1.2 (WRK, WR1)
•
Microsoft Excel (XLS)
•
Comma Delimited
•
Tab Delimited
•
Space Delimited
•
System Data Format (SDF)
•
Symbolic Link Format (SYLK)
•
Data Interchange Format (DIF)
•
FoxPro
© January 2009 Time America, Inc.
247
TA100 Pro Manual
1. Click the File menu, Import, Advanced. The Configure Import dialog box will
open.
Figure 194: Configure Import
2. Select the type of file to be imported.
3. Click the Import File button to select the file that contains the information to
be imported. The Open dialog box will open.
Figure 195: Open File
4. Navigate to and select the file you wish to import. The file must be of one of
the types listed at the beginning of the Import section.
5. Click the Select button to commit the change.
6. Click the Append To button to select the table onto which this data will be
appended. The Open dialog box will open.
© January 2009 Time America, Inc.
248
TA100 Pro Manual
Figure 196: Open
7. Select the TA100 Pro database file to which you wish to append, and click
the USE button to continue.
8. Click OK to begin the import process.
Exporting Data
The Export function allows you to extract data from TA100 Pro for use in other programs. When
exported, the database files can be used with many commercial spreadsheet programs and
report writers to generate custom reports. The supported applications are:
•
Microsoft Multiplan 4.01 (MOD)
•
Lotus 123 versions 1 through 2 (WKS, WK1)
•
Symphony version 1 through 1.2 (WRK, WR1)
•
Microsoft Excel (XLS)
•
Comma Delimited
•
Tab Delimited
•
Space Delimited
•
System Data Format (SDF)
•
Symbolic Link Format (SYLK)
•
Data Interchange Format (DIF)
•
Database (FoxPlus)
1. Click the File menu, Export. The Configure Export dialog box will open.
© January 2009 Time America, Inc.
249
TA100 Pro Manual
Figure 197: Configure Export
2. Click the Export File button. The Open dialog box will appear.
Figure 198: Open
3. Select the file you wish to export and click the USE button to continue.
4. Select the type of file you wish to export to. See above for a list of the
available file types.
5. Click the Save As button to define the file name of the exported data. The
Save As dialog box will open.
Figure 199: Save As
© January 2009 Time America, Inc.
250
TA100 Pro Manual
6. In the File Name box, enter the name you wish to use for the exported data
file. The extension will fill in automatically based on the type of file chosen in
the previous dialog box.
7. Click Save to continue.
8. Click OK to begin the export.
© January 2009 Time America, Inc.
251
TA100 Pro Manual
System Utilities
TA100 Pro provides utilities to keep your system running smoothly. Among other things, these
utilities can repair databases, perform backups, and archive data for long-term storage.
Because these utilities affect data, and ultimately your payroll, contact your local
representative if you have questions or concerns about the operation of a specific utility.
The following utilities are found under the Utilities menu under File and are described in this
section:
•
Reindex Databases
•
Repair Databases
•
Update Databases
•
Initialize Databases
•
Change Employee Number
•
Change Employee Number Width
•
Set Reprocess Date
•
Fix Unassigned Badges
•
Repost R-Files
•
Purge R-Files
•
Post Historical Data
•
Archive Data
•
Restore Archived Data
•
Back Up System Files
•
Restore System Files
Figure 200: Utilities Menu
© January 2009 Time America, Inc.
252
TA100 Pro Manual
Repair Database
The Repair Databases utility compares the contents of the database to the database’s
index and attempts to rebuild the index to compensate for any inconsistencies. This utility
cannot replace or recover data that has been lost or corrupted.
It is recommended that you repair your TA100 Pro databases prior to Reindexing in order
to ensure that the data is optimized.
1. Click the File menu, Utilities, Update Databases. The Repair Selection
dialog box will open.
Figure 201: Repair Selection
2. Select the database you wish to repair by clicking Add to select an individual
database or Add All to add all. It is recommended that you repair all files.
3. Click OK to begin the repairing process. A progress bar will show the
percentage of completion
Reindex Database
The Reindex Databases utility removes deleted records and sorts the data base in either
numeric or alphabetic order depending on the contents. Since this utility has the greatest
impact on the speed and reliability of TA100 Pro, it is recommended that you develop a
weekly schedule for reindexing system database files. Also, it is a good idea to Repair
the database prior to Reindexing. Repairing fixes inconsistencies and potential problems
in the data. See Repair Databases, page 253.
TIP: Reindex can be set as an AutoProcess. See Configure an AutoProcess, page 240.
1. Click the File menu, Utilities, Reindex Databases. The Reindex Selection
dialog box will open.
Figure 202: Reindex Selection
© January 2009 Time America, Inc.
253
TA100 Pro Manual
2. Select the database you wish to reindex by clicking Add to select an
individual database or Add All to add all. It is recommended that you reindex
all files.
3. Click OK to begin the reindexing process.
Update Databases
The Update Databases utility is used when upgrading TA100 Pro to a newer version of
the software. It makes all the required modifications to your current database so that it
operates with any new file structures.
1. Click the File menu, Utilities, Repair Databases. The Update and
Compare prompt will appear.
Figure 203: Repair Selection
2. Click OK to begin the updating process.
Initialize Databases
The Initialize Databases utility completely removes the contents of database files. This
utility is useful when databases become corrupted beyond recovery
NOTE: This utility completely deletes ALL data in the selected databases. Only the
SYSOP is able to initialize data.
1. Click the File menu, Utilities, Initialize Databases. The Initialize Selection
dialog box will open.
Figure 204: Initialize Selection
© January 2009 Time America, Inc.
254
TA100 Pro Manual
2. Select the database you wish to Initialize by clicking Add to select an
individual database or Add All to add all.
3. Click OK to begin the process. ALL DATA IN THE SELECTED TABLES
WILL BE DESTROYED.
Change Employee Number
Once an employee has been added to the system, you can no longer change his or her
employee number through the Configure Employees Detail screen. This utility allows you
to change employee numbers, one employee at a time.
1. Click the File menu, Utilities, Change Employee Number. The Change
Employee Number dialog box will open.
Figure 205: Change Employee Number
2. Select the employee whose number you wish to change using the drop-down
list in the Old field.
3. Enter the new employee number in the New field.
4. Click OK to change the employee's number.
Change Employee Number Width
The number of digits (width) in the Employee Number is initially defined in the Configure
Main Company dialog box. However, once employees have been added you can no
longer change the setting through the Main Company screen. This avoids accidental data
loss.
This utility allows you to change the number of digits for Employee Numbers safely.
Typically, the width should only be changed to a higher (longer) number in order to avoid
losing data. When digit length is increased, the digits are added on to the left of the
current number. When digits are taken away, they are taken from the right.
1. Click the File menu, Utilities, Change Employee Number Width. The
Change Employee Number Width dialog box will open.
© January 2009 Time America, Inc.
255
TA100 Pro Manual
Figure 206: Change Employee Number Width
2. Enter the number of digits for the new employee number.
3. Click OK to commit the change.
Set Reprocess Date
The Set Reprocess Date utility allows you to globally reset the reprocess date for
employees.
Processing occurs when TA100 Pro takes the punches from a clock and applies them to
the correct employee, taking into account pre-setup information such as Company Policy,
Shift rules, etc. Reprocessing is what happens when a user has made changes to the
polled punches, and/or configuration information, and now needs to have TA100 Pro
recalculate the data. If TA100 Pro had to recalculate data every time a user opened an
employee timecard, the usefulness of the program would be offset by the amount of time
needed for the calculations. Time is saved by allowing a user to make all necessary
changes before reprocessing the data, which is the driving reason behind having
automated timekeeping software.
This utility does not actually reprocess the punches. It allows a user to decide how far
back, and for whom, the system will process punches. After changing this setting, you will
need to manually reprocess, at which time the system will reprocess back to the date
entered here for the employees selected.
1. Click the File menu, Utilities, Set Reprocess Date. The Reprocess
Punches dialog box will open.
Figure 207: Reprocess Punches
© January 2009 Time America, Inc.
256
TA100 Pro Manual
2. Enter the Reprocess date.
3. Select the employees for whom you wish to reprocess by using the Add
button to select an individual employee or Add All to select all.
4. Click OK to complete the change.
5. Reprocess punches. This can be accomplished by clicking the Reprocess
button in the Online Timecard. See Online Timecard, page 160. Or by
running a report with the Reprocess button selected.
Fix Unassigned Badges
Employees are able to start punching at the clocks before their data is entered into
TA100 Pro. The badge used by the employee is considered to be unassigned if the
employee's punches are polled prior to the employee being added to the software. You
can repost the employee's punches after adding the employee to the software using this
utility.
1. Click the File menu, Utilities, Fix Unassigned Badges. The Unassigned
Badge Maintenance dialog box will open.
Figure 208: Unassigned Badge Maintenance
2. This screen will show the employees whose badges were unassigned at the
time of polling.
3. Select the employee you wish to repost. Make sure that this employee is
added to the program at this time and has the correct badge number. You
may also click Print to view a list of all unassigned badges.
4. Click the Repost button. TA100 Pro will match the badge in the transaction
to a badge assigned to the employee.
5. The Special Repost option will compare the listed badges to current
employee numbers (rather than comparing to a badge number). It assigns
any transaction to the employee whose employee number matches the
unassigned badge number. This option should only be chosen after a regular
reposting.
6. Click Close to exit the dialog box.
© January 2009 Time America, Inc.
257
TA100 Pro Manual
Repost from R-Files
R-Files are the files that store punch data downloaded from the clocks. There is one RFile for each day, which contains all the punches from that day. This data is imported into
TA100 Pro, but the original file is kept so that it can be referenced or re-imported if
necessary. Reposting an R-File allows you to re-import the punch data stored in one of
these files.
1. Click the File menu, Utilities, Repost from R-Files. The Repost R-Files
dialog box will open.
Figure 209: Repost R-Files
2. Select the file you wish to repost by double-clicking it to "tag" it. Or select all
files by clicking the Tag All button.
3. Click OK to repost the files.
Purge R-Files
R-Files are the files that store punch data downloaded from the clocks. There is one RFile for each day, which contains all the punches from that day. This data is imported into
TA100 Pro, but the original file is kept so that it can be referenced or re-imported if
necessary. These files are kept indefinitely, taking up space on your hard drive. You may
wish to purge (delete) these files periodically in order to free up disk space.
This should not be done before a particular R-File has been successfully imported to
TA100 Pro, as doing so will result in a loss of the punches contained in the R-File.
1. Click the File menu, Utilities, Purge R-Files. The Purge R-Files dialog box
will open.
© January 2009 Time America, Inc.
258
TA100 Pro Manual
Figure 210: Purge R-Files
2. Select the file you wish to purge by double-clicking it to "tag" it. Or select all
files by clicking the Tag All button.
3. Click OK to purge the files.
Post Historical Data
Posting Historical Data allows you to move historical information to another location,
where it can still be accessed for reports, but where it is not slowing down the
performance of the program. You must also Post Historical Data prior to Archiving it. (See
Archive, page 260).
TA100 Pro keeps track of a large amount of information. As the number of employees
goes up, the amount of data that pertains to those employees goes up. After awhile, the
amount of data that needs to be processed will noticeably slow down the computer.
TA100 Pro allows a user to decide when past transactions will no longer be needed for
editing, and ‘saves’ the processed punches to another file. The transactions in this new
file cannot be edited in any way.
Posted transactions will appear in reports, but will not appear in online timecards or
transactions screens. If the transactions do need to be edited, they will need to be
unposted. The difference between posting data and archiving data is posted data will
appear on reports, archived data will not. Data cannot be archived until it has been
posted.
1. Click the File menu, Utilities, Post Historical Data. The Post Historical Data
dialog box will open.
Figure 211: Post Historical Data
2. Enter the date up to which you wish to post data. As posted data can no
longer be edited on screen, make sure that the date entered is far enough in
the past to suit your needs.
© January 2009 Time America, Inc.
259
TA100 Pro Manual
3. If you wish to Unpost previously posted data (in order to edit it, for example),
check the Unpost data box.
4. Click OK to complete the action
Archive
The Archive utility removes time and attendance data from your system and stores it in
another location for archive purposes. Unlike the System Backup utility that only copies
files, the Archive utility copies specific data, then deletes it from the system to free up
more of the hard drive space.
You must Post Historical Data prior to archiving. See above.
1. Click the File menu, Utilities, Archive. The Archive Maintenance dialog box
will open.
Figure 212: Archive Maintenance
2. Fill in the settings as appropriate:
Setting
Definition
Ending Date
Enter the date up to which to archive.
Database files are archived prior to this userdefined date. The ending date must be at
least 14 days earlier than the
Posting\Unposting Historical Data date.
For example, if you want to archive data from
1999, you would input 12/31/1999. If this is
the first time you are archiving, the archive
file will consist of all the data from January
01, 1900 to the selected date.
FileName
© January 2009 Time America, Inc.
Enter a name for the archived file. The
Filename can be any combination of
characters up to 8 digits long. The default
name for this file is the Ending Date of the
archive.
260
TA100 Pro Manual
Archive To
Select the destination drive for the file. The
options are:
Drive A: Typically a floppy drive.
Drive B: Typically a floppy drive.
Other: Can be the local hard drive or any
network drive.
Destination
Enter the destination drive letter and
directory for the archived file.
Compression
Method
Select the Compression method for the
archived data. The options are:
Maximum: Saves as much disk space as
possible, but takes longer.
Fast: Compresses quickly with high data
integrity, and is the default option
Store Only: Does not compress data, but
stores it all in one file.
Format
If Drive A or B are selected, these settings
will become available. TA100 Pro will format
the floppy drive prior to copying the archived
file onto it. Choose the method of formatting
desired. The options are:
Quick: Deletes all information on the drive,
without formatting
Conditional: Saves the table that is on the
disk.
Unconditional: Deletes everything on the
disk, and reformats
Low Density: Formats a low density disk,
which almost never heard of anymore and
should only be used by knowledgeable users
Span Floppies
Select this option if TA100 Pro should split a
large archive file so that it can be "spanned"
over more than one floppy disk. You will be
prompted to insert disks as needed.
Append to File
Select this option to have new archive
information add to an existing archive file of
the same name.
Overwrite File
Select this option to have new archive
information overwrite an existing archive file
of the same name.
Overwrite Records
If append to file is selected, you will need to
decide how duplicate records should be
handled. Select this option to overwrite
existing duplicate records with new
information.
© January 2009 Time America, Inc.
261
TA100 Pro Manual
Select this option to discard the new
duplicate records and keep the existing
records.
Discard Records
3. Click OK to complete the Archive.
Restore Archive
Archived data is data that has been removed from the TA100 Pro software, but has not
been deleted. The only information that is stored in an archive is transactions and
schedules. This information can be added back into TA100 Pro by Restoring the Archive.
If the information is going to be edited, the Post Historical Data utility needs to be run
after Restoring from Archive to unpost the data and make it available for edits.
TA100 Pro archive files ending with ".ARC". It is important to note that when restoring an
archive, the archive does not get deleted or altered in any way. It still exists in the same
state as before the restoring process. The transactions in the archive are copied into the
appropriate TA100 Pro database. It is possible to restore individual employees from the
archive.
1. Click the File menu, Utilities, Restore Archive. The Restore Archive
Maintenance dialog box will open.
Figure 213: Restore Archive Maintenance
2. Fill in the settings as appropriate:
Setting
Definition
Select File
Click the Select File button to choose the
Archive file you wish to restore.
Archive overwrites
existing records
Check this option to have TA100 Pro
overwrite duplicate records with the archived
data.
Keep existing
records
Check this option to have TA100 Pro keep
existing records and ignore the duplicate
archived data.
All Employees
Check this option to restore data for all
employees.
© January 2009 Time America, Inc.
262
TA100 Pro Manual
Individual
Employees
Check this option to restore data for
individuals. You have the opportunity to
choose employees after clicking the OK
button.
Date Range
Enter the date range for which you wish to
restore records.
TIP: To restore all transactions for the
chosen employees contained in this archive,
put in 01/01/1900 in the first field and today’s
date in the second field.
3. Click OK. If All Employees was selected, the restoration process will begin
immediately. If Individual Employees was selected, you will be prompted to
select the employees, after which the restoration will begin.
System Backup
System Backup takes a copy of the database files as of the date of the backup. These
backup files can be restored if necessary. If for some reason the computer/network
crashes, the data can be loaded into a new or existing installation of TA100 Pro with no
downtime. Backing up TA100 Pro should be done on a regular basis.
1. Click the File menu, Utilities, System Backup. The System Backup
Maintenance dialog box will open.
Figure 214: System Backup Maintenance
2. Fill in the settings as appropriate:
Setting
Definition
Backup File Name
Enter the name you wish to use to refer to
this backup file. A good practice is use the
date of the backup as the file name.
Backup To
Select the destination drive for the file. The
options are:
Drive A: Typically a floppy drive.
Drive B: Typically a floppy drive.
Other: Can be the local hard drive or any
network drive.
© January 2009 Time America, Inc.
263
TA100 Pro Manual
Destination
Enter the destination drive letter and
directory for the backup file.
Compression
Method
Select the Compression method for the
backup data. The options are:
Maximum: Saves as much disk space as
possible, but takes longer.
Fast: Compresses quickly with high data
integrity, and is the default option
Store Only: Does not compress data, but
stores it all in one file.
If Drive A or B are selected, these settings
will become available. TA100 Pro will format
the floppy drive prior to copying the backup
file onto it. Choose the method of formatting
desired. The options are:
Format
Quick: Deletes all information on the drive,
without formatting
Conditional: Saves the table that is on the
disk.
Unconditional: Deletes everything on the
disk, and reformats
Low Density: Formats a low density disk,
which almost never heard of anymore and
should only be used by knowledgeable users
3. Click OK to begin the backup.
System Restore
System Restore restores your TA100 Pro database files from backup. When Restoring a
Backup, all changes made after the backup was performed will be lost. If a clock has
been polled after the backup was performed, the transactions from that polling will have
to be reposted.
1. Click the File menu, Utilities, System Restore. The System Restore
Maintenance dialog box will open.
Figure 215: System Restore Maintenance
2. Fill in the settings as appropriate:
© January 2009 Time America, Inc.
264
TA100 Pro Manual
Setting
Definition
Select File
Click this button to choose the backup from
which to restore.
Restore Original
Date/Time
Check this box to change the creation date of
the files being restored to the backup's date
and time (rather than the current date).
DOS Verify On
Check this box to verify the files checksum
between the backup version and the restored
version.
Overwrite Existing
Check this box to overwrite existing records
with the backup records. This should always
be checked, otherwise you will be prompted
to overwrite each table in the database.
3. Click OK to begin the restoration process.
Additional Utilities
TA100 Pro provides some "nice-to-have" utilities in addition to the System Utilities, including:
•
Calculator
•
Calendar
•
Conversion Table
•
System Info
•
Macros
These utilities are found under the Help menu.
Figure 216: Help Menu
Calculator
1. Click the Help menu, Calculator. The Calculator will open.
© January 2009 Time America, Inc.
265
TA100 Pro Manual
Figure 217: Calculator
2. You may enter numbers and functions by typing or by clicking the
appropriate buttons on the keypad.
Calendar
1. Click the Help menu, Calendar. The Calendar will open.
Figure 218: Calendar
2. You may scroll through months and years using the navigation buttons.
NOTE: The Calendar can also serve as a daily diary.
About
The About screen displays the serial number information and all extra modules the client
has purchased. This is also where you can activate the Hand Reader.
NOTE: This only applies to Hand Readers that do not match the Time America internal
code and were not purchased directly from Time America.
1. Click the Help menu, About. The About will open.
2. Click on Hand Reader Activation button as shown below.
© January 2009 Time America, Inc.
266
TA100 Pro Manual
System Configuration
The System Configuration screen displays the technical setup of your computer.
1. Click the Help menu, System Configuration. The System Configuration
window will open.
Figure 219: System Configuration
2. Press Esc to exit the dialog box.
Conversion Table
The Conversion Table displays conversions from 12 Hour to 24 Hours and minutes to
hundredths of an hour.
1. Click the Help menu, Conversion Table. The Conversion Table will open.
© January 2009 Time America, Inc.
267
TA100 Pro Manual
Macros
Macros allow you to record keyboard steps in TA100 Pro and play them back by pressing
a key. For example, you could record a macro to Poll time clocks.
1. Click the Help menu, Macros. The Record Macro dialog box will open.
Figure 220: Record Macro
2. Press the key or key combination that will run this macro.
3. Enter a name for the macro (no spaces.)
4. Click OK to begin recording.
5. Perform the steps you wish to record. Type the keystrokes you normally
press to perform an operation on the keyboard. Remember, only keyboard
operations can be recorded.
6. Press Shift + F10 to stop recording. The Stop Recording Macro dialog box
will open.
© January 2009 Time America, Inc.
268
TA100 Pro Manual
Figure 221: Stop Recording
7. Click one of the following:
Setting
Definition
OK
Click OK to stop recording the macro.
Continue
Click continue to continue recording the
macro after a pause.
Discard
Click Discard to cancel recording and
discard the macro.
Insert Literal
Click Insert Literal to record the literal
meaning of the next keystroke. For example,
if CTRL+P is used to execute a macro, but
you want to record CTRL+P as a keystroke,
click Insert Literal before typing the
keystroke. This prevents a macro from being
recorded.
Insert Pause
Click this button to insert a pause into the
macro, then select the Key to Resume or
Seconds option below.
Key to Resume
Select this option to pause the macro until
SHIFT+F10 is pressed to continue.
Seconds
Click Seconds to pause the macro for a
period of time (in seconds). Enter the number
of seconds in the adjacent field.
© January 2009 Time America, Inc.
269
TA100 Pro Manual
INDEX
Additional polling key .......................................16
Approval Editor.......................................172, 176
Archive ...........................................................260
restore.........................................................262
ATS ................................................................226
configure.....................................................226
Audit Trails .....................................................170
Automatic Processes .....................................240
AutoProcess...................................................240
add..............................................................241
delete ..........................................................245
edit ..............................................................245
AutoProcessing ..............................................238
Background
change ..........................................................25
Backup ...........................................................263
restore.........................................................264
Badges ...........................................................150
add..............................................................151
delete ..........................................................152
edit ..............................................................152
employee ....................................................150
Bell Schedules .........................................83, 114
add................................................................84
configure.......................................................83
edit ................................................................85
Benefit Accruals .....................................105, 114
add..............................................................110
adjust ..........................................................142
configure.....................................................105
delete ..........................................................143
details .........................................................141
edit ..............................................................112
update.........................................................141
update to current ........................................113
Benefit Accumulators
configure.....................................................107
Benefit Entitlement
configure.....................................................137
delete ..........................................................139
details .........................................................138
grant............................................................139
Benefits ..................................................105, 114
accumulators ..............................................107
configure.....................................................140
employee ....................................................137
Categories ........................................................37
add................................................................41
configure.......................................................38
delete ............................................................42
edit ................................................................41
Change Employee Number............................255
Change Employee Number Width .................255
Change Password..........................................104
Clocks.............................................................197
© January 2009 Time America, Inc.
adding......................................................... 234
ATS ............................................................ 226
ATS, configure............................................ 226
auto polling ................................................. 240
connections ................................................ 197
Deleting ...................................................... 235
editing......................................................... 235
Hand Reader .............................................. 229
Hand Reader, configure ............................. 229
polling ......................................................... 238
TA500/600 Series ..............................198, 208
TA500/600 Series, configure......198, 208, 216
TASC.......................................................... 218
TASC, configure ......................................... 219
Configuration.................................................... 27
Bell Schedules......................................83, 114
Benefits ..............................................105, 114
categories..................................................... 37
Departments........................................... 75, 79
Divisions ....................................................... 34
Groups.......................................................... 72
Holidays........................................................ 69
Main Company ............................................. 28
Policies ......................................................... 43
Security ........................................................ 86
shifts ............................................................. 56
Configure Users ............................................... 97
Databases
initialize....................................................... 254
reindex........................................................ 253
repair .......................................................... 253
update ........................................................ 254
Demonstration (demo) key .............................. 17
Departments .............................................. 75, 79
add ............................................................... 78
configure....................................................... 75
delete............................................................ 78
edit................................................................ 78
Differential
configure ..................................................... 52
Divisions........................................................... 34
add ............................................................... 35
configure....................................................... 34
delete ........................................................... 35
edit................................................................ 35
Edit/Add Start................................................. 166
Edit/Add Stop ................................................. 167
Editing time records ....................................... 160
Email .............................................................. 195
Employee Details
configure..................................................... 155
Employee info ................................................ 155
Employee Level Wage
add ............................................................. 149
edit.............................................................. 150
TA100 Pro Manual
INDEX, Cont.
Employee Maintenace
Benefits.......................................................137
Timecard.....................................................121
Employee Maintenance..................................119
Badges........................................................150
configure employee ............................119, 120
Details.........................................................155
Messages ...................................................144
Profiles........................................................152
Schedule.....................................................125
Status..........................................................134
Transactions ...............................................133
Wages.........................................................146
Employee settings..........................................155
Employee Status
configure.....................................................134
Employees..............................................119, 120
add..............................................................156
badges ........................................................150
benefits .......................................................137
delete ..........................................................159
details .........................................................155
edit ..............................................................157
messages ...................................................144
profiles ........................................................152
schedule .....................................................125
selecting .............................................178, 179
Status..........................................................134
transactions ................................................133
wages .........................................................146
Environment
bell tones ......................................................25
change background ......................................25
large button toolbar.......................................26
Ethernet..........................................................197
Exceptions
configure .....................................................53
Exiting TA100 Pro ............................................20
Exporting ........................................................249
From Schedule...............................................169
Getting Started .................................................19
Global .............................................................178
message assignment..................................179
transactions ................................................180
Global Wages
delete ..........................................................149
edit ..............................................................148
Groups..............................................................72
add................................................................73
configure.......................................................72
delete ............................................................74
edit ................................................................73
Hand Reader..................................................229
configure.....................................................229
Hardware keys
additional polling...........................................16
© January 2009 Time America, Inc.
demonstration (demo) .................................. 17
System key................................................... 16
Hardware requirements ................................... 10
Help.................................................................. 23
Contents ....................................................... 23
Search .......................................................... 24
Index............................................................. 23
online............................................................ 23
Print .............................................................. 24
Historical data ................................................ 259
Holidays .......................................................... 69
add ............................................................... 70
configure....................................................... 69
configure pay options................................ 46
delete....................................................72, 136
edit................................................................ 70
Importing ........................................................ 247
Advanced ................................................... 247
Initialize .......................................................... 254
Installation........................................................ 10
hardware keys .............................................. 16
instructions ................................................... 10
system requirements.................................... 10
Job Costing
add jobs........................................................ 81
configure jobs ............................................... 79
delete jobs .................................................... 82
edit jobs ........................................................ 82
Jobs
add ............................................................... 81
configure....................................................... 79
delete............................................................ 82
edit................................................................ 82
Keyboard.......................................................... 21
Keyboard usage
programmed keys ........................................ 22
shortcut keys ................................................ 22
underlined letters.......................................... 21
Keys
hardware ...................................................... 16
programmed ................................................. 22
shortcut......................................................... 22
Last Punch ..................................................... 175
Logging In ........................................................ 19
Main Company................................................. 28
Manual
about .............................................................. 9
Messages....................................................... 144
add ............................................................. 145
configure..................................................... 144
delete.......................................................... 146
edit.............................................................. 146
global.......................................................... 179
Modem ........................................................... 197
Multiple Misc. ................................................. 167
Multiple Miscellaneous................................... 167
271
TA100 Pro Manual
INDEX, Cont.
Online Timecard.............................................160
accessing....................................................160
navigating ...................................................161
Optional Modules ...........................................114
Bell Schedules......................................83, 114
Benefits...............................................105, 114
Overtime
configure .....................................................49
Passwords
change ........................................................104
Pay Period
configure .....................................................44
PC Clock
clocking in and out for the day....................116
Policies .............................................................43
add................................................................54
configure.......................................................43
delete ............................................................54
differential ...................................................52
edit ................................................................54
exceptions...................................................53
holidays .......................................................46
overtime.......................................................49
pay periods .................................................44
punch defaults ............................................44
Polling.............................................................238
Print
configure printer..........................................182
Printing ...........................................................182
Profile Lockouts
assign .........................................................152
Profiles ...........................................................152
configure.............................................152, 154
Programmed keys ............................................22
Punch defaults
configure .....................................................44
Reindex ..........................................................253
Repair.............................................................253
Reports...................................................182, 183
emailing ......................................................195
individual.....................................................188
range...........................................................183
running........................................................183
scheduling ..................................................240
Reprocess ......................................................256
Reprocess Date .............................................256
Requirements, hardware..................................10
Restore...........................................................264
R-Files
purge...........................................................258
repost..........................................................258
Rounding Rules
add................................................................67
edit ................................................................68
Running a Report
by individual................................................188
© January 2009 Time America, Inc.
by range ..................................................... 183
Schedules ...................................................... 125
assign ......................................................... 126
copy............................................................ 131
delete.......................................................... 128
employee.................................................... 125
rotating ....................................................... 129
template...................................................... 130
Security ............................................................ 86
add a user .................................................. 101
change password ....................................... 104
configure levels ............................................ 87
configure users............................................. 97
User Maintenance ........................................ 97
who's logged in........................................... 104
Security Levels
add ............................................................... 96
configure....................................................... 87
delete............................................................ 97
edit................................................................ 96
Serial.............................................................. 197
Set Date and Time ......................................... 236
Shift Group
add ............................................................... 65
configure....................................................... 56
delete............................................................ 66
edit................................................................ 65
Shifts ................................................................ 56
add ............................................................... 66
delete............................................................ 67
edit................................................................ 66
shift group..................................................... 56
Shortcut keys ................................................... 22
Starting TA100 Pro .......................................... 19
Status............................................................. 134
add ............................................................. 135
edit.............................................................. 136
employee.................................................... 134
Support
Technical ........................................................ 9
System
requirements ................................................ 10
System Environment
customizing .................................................. 25
System Utilities .............................................. 252
TA500 Series .........................................198, 208
configure.....................................198, 208, 216
TA520/530 .............................................198, 208
TA600 Series .........................................198, 208
configure.....................................198, 208, 216
TA620 ....................................................198, 208
TASC ............................................................. 218
configure..................................................... 219
Technical support............................................... 9
Terminals ....................................................... 197
connections ................................................ 197
272
TA100 Pro Manual
INDEX, Cont.
Timecard ........................................................160
accessing....................................................160
description ..................................................121
navigating ...................................................161
online ..........................................................160
Timecards.......................................................160
Tips and Techniques........................................21
Toolbar
displaying large buttons................................26
Transactions...................................160, 162, 169
add............................. 163, 164, 166, 167, 169
adding .........................................................162
deleting .......................................................169
description ..................................................133
edit ......................................................166, 167
editing .........................................162, 172, 176
global ..........................................................180
navigating ...................................................162
© January 2009 Time America, Inc.
Unassigned Badges....................................... 257
Underlined letters............................................. 21
Update ........................................................... 254
User Accounts
SYSOP ......................................................... 19
User Maintenance............................................ 97
Users................................................................ 19
add ............................................................. 101
delete.......................................................... 102
edit.............................................................. 102
Utilities ........................................................... 247
additional .................................................... 265
system ........................................................ 252
Wages............................................................ 146
add ............................................................. 148
configure..................................................... 146
Who's Logged In ............................................ 104
273
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertising