Easy Time Control Training Manual

Easy Time Control Training Manual
Easy Time Control
Training Manual
Copyright © 2008, Trinity Enterprise Solutions Inc
Easy Time Control Training Manual
Table of Contents
Preface................................................................................................................iii
Module 1 ..............................................................................................................5
Getting Started ....................................................................................................5
1.1.
1.2.
Opening the System .......................................................................................................6
Using Setup Wizard ........................................................................................................7
1.2.1. Company Wizard................................................................................................7
1.2.2. Department Wizard ............................................................................................9
1.2.3. Employee Wizard .............................................................................................11
1.2.4. Shift Wizard......................................................................................................14
1.2.5. Shift Assignment Wizard ..................................................................................18
1.2.6. Exception Wizard .............................................................................................21
1.2.7. Exceptions Assignment Wizard ........................................................................23
1.2.8. Settings Wizard ................................................................................................25
Module 2 ............................................................................................................33
Exploring the Interface .....................................................................................33
2.1.
Exploring the Main Screen ............................................................................................34
2.1.1. Menu................................................................................................................36
2.1.2. Toolbars...........................................................................................................39
2.1.3. Company Structure Pane .................................................................................45
2.1.4. Understanding the Layout of the Main Form .....................................................46
Module 3 ............................................................................................................49
Setting up Options............................................................................................49
3.1.
Options 50
3.1.1. Date and Time .................................................................................................50
3.1.2. Time Clock .......................................................................................................51
3.1.3. General Restrictions.........................................................................................54
3.1.4. Accounting Period ............................................................................................55
3.1.5. Database .........................................................................................................56
3.1.6. Time Calculation ..............................................................................................57
3.1.7. Preferences......................................................................................................58
Module 4 ............................................................................................................59
Managing Company Structure .........................................................................59
4.1.
4.2.
4.3.
Manage Company ........................................................................................................60
4.1.1. Adding a Company...........................................................................................60
4.1.2. Editing a Company ...........................................................................................61
4.1.3. Deleting a Company.........................................................................................62
Manage Department .....................................................................................................62
4.2.1. Adding a Department .......................................................................................62
4.2.2. Editing a Department........................................................................................63
4.2.3. Deleting a Department......................................................................................63
Manage Employee........................................................................................................64
4.3.1. Adding New Employees ...................................................................................64
4.3.2. Editing Existing Employees ..............................................................................65
4.3.3. Deleting Employees .........................................................................................66
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Module 5 ............................................................................................................67
Managing Shifts and Exceptions.....................................................................67
5.1.
5.2.
5.3.
5.4.
Shifts 68
5.1.1. Adding Shifts....................................................................................................68
5.1.2. Editing Shift Details ..........................................................................................72
5.1.3. Deleting Shifts..................................................................................................73
Shift Assignments .........................................................................................................73
Exceptions....................................................................................................................75
5.3.1. Creating Exceptions .........................................................................................75
5.3.2. Editing Exceptions............................................................................................76
5.3.3. Deleting Exceptions..........................................................................................76
Exception Assignments.................................................................................................77
Module 6 ............................................................................................................79
Employee Hours................................................................................................79
6.1.
6.2.
Employee Punches .......................................................................................................80
6.1.1. Adding Punches ...............................................................................................81
6.1.2. Editing Punches ...............................................................................................82
6.1.3. Deleting Punches .............................................................................................82
6.1.4. Adding Auto Punches .......................................................................................83
Overtime Approval ........................................................................................................83
Module 7 ............................................................................................................85
Using Wizards ...................................................................................................85
7.1.
7.2.
7.3.
7.4.
7.5.
7.6.
7.7.
7.8.
Company Wizard ..........................................................................................................86
Department Wizard .......................................................................................................88
Employee Wizard..........................................................................................................90
Shift Wizard ..................................................................................................................93
Shift Assignment Wizard ...............................................................................................96
Exception Wizard..........................................................................................................99
Exception Assignment Wizard..................................................................................... 101
Settings Wizard .......................................................................................................... 103
7.8.1. Date and Time ............................................................................................... 104
7.8.2. Accounting Period .......................................................................................... 105
7.8.3. Database ....................................................................................................... 106
Module 8 ..........................................................................................................107
Working with Reports.....................................................................................107
6.1.
6.2.
6.3.
6.4.
6.5.
6.6.
6.7.
6.8.
6.9.
General Procedure ..................................................................................................... 108
Report Options ........................................................................................................... 109
The Time Card Report ................................................................................................ 110
Employees Assignment Report ................................................................................... 113
Exception Assignment Report ..................................................................................... 114
Onsite Presence ......................................................................................................... 115
Late Comers Report.................................................................................................... 116
Absence ..................................................................................................................... 117
Saved Hours............................................................................................................... 118
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Easy Time Control Training Manual
Preface
Easy Time Control Software is an all inclusive Time and Attendance business solution
that interfaces with the existing payroll systems and allows organizations and
individuals to electronically collect and track real time workforce data, thus helping
to streamline the payroll process.
This training manual helps you to use the features of Easy Time Control, reducing
the processing time and decreasing the errors associated with a manual timekeeping process
Conventions Used
The following conventions are used in this manual.
Bold face
Menu items, button names, field names
Italics
Emphasis
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Easy Time Control Training Manual
Module 1
Module 1
Getting Started
5
Module 1
1.1.
Easy Time Control Training Manual
Opening the System
To open Easy Time Control follow either of the steps:
•
Double-click the icon on the Desktop or Quick Launch or follow the path Start Programs Easy Trinity Easy Time Control Easy Time Control. The
Getting Started screen opens. If you do not want this screen to be opened every
time you log in, select the option Don’t show this form again. If users have
been added to the system and were assigned a role, either Supervisor or Simple
user, and a username and password, they will have to log into the system
providing the User Name and Password.
Getting Started screen
There are three options:
1. Use Setup Wizard – If you are using Easy Time Control for the first time,
select this option. This option will take you through the setup process.
2. Open Sample Company – This option provides the details of a sample
company for you to test the features.
3. Open Easy Time Control Main Form – This option opens the main form.
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•
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While opening the application again and you don’t want the Getting Started
screen to be displayed, select the option Don’t show this form again.
•
1.2.
Click OK.
Using Setup Wizard
The Setup Wizard helps you manage your company’s information.
1.2.1. Company Wizard
The first step is to register the company. Follow these steps:
1.
Ensure that the option Company Wizard is selected and click Next.
Company Wizard
Note: Based on your edition of Easy Time Control Software, you will be able to add
companies. For instance, Free and Express Editions support only one company;
whereas, the Professional and Enterprise Editions can support multiple companies.
2.
Click Next. The Companies Wizard page displays the list of companies.
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List of companies
3.
Click Next to add a new company.
Adding a new company
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In this page:
›
Provide the Company ID. This should be a numeric value and be unique. A
value will be displayed, which can be changed. This is a mandatory field.
›
Enter the Company Name. This is also mandatory.
Note: The Next button will be enabled, only when the mandatory fields,
denoted by asterisk (*) are filled in.
›
Mention an Abbreviation.
›
Specify the address details.
›
Provide a Description.
›
Click Next.
You have now registered a company. You can select the option Company Wizard
again and continue registering another company, or select the other available options.
1.2.2. Department Wizard
Click Department Wizard to create the departments to group the employees. The
number of Departments is unlimited regardless of the Edition. Click Next.
Departments Wizard
The registered companies are displayed in the dropdown list. Choose the Company to
which you want to add the departments. Click Next.
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List of Departments
In the Add New Department screen, enter the Department name. This is a mandatory
field. Click Next.
Adding a department
You have now added a department. You can add additional departments, or select the
other available options.
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1.2.3. Employee Wizard
Click Employee Wizard to enter the information of the employees. You can add as
many employees as the number of employee licenses you have. The number of active
employees that can be maintained at the same time depends on edition you have
purchased. Free Edition is limited to 10 employees; the other editions can have
unlimited number of employees. Click Next.
Employees Wizard
From the dropdown list, choose the Company to which you want to add the
employees. Click Next.
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List of employees
The Add New Employee page opens.
Adding new employees
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In this page:
›
Choose a Department.
›
Enter the Employee ID. This should be a numeric value and be unique. A
value will be displayed, which can be changed.
›
Mention the First Name and Last Name.
Note: The Next button will be enabled, only when the mandatory fields,
denoted by asterisk (*) are filled in.
›
Choose the Role of the employee. You can assign two different roles to the
employees: Supervisor and Simple User. If you want to use different roles,
you should assign the role of supervisor at least to one employee initially.
You can also omit assigning roles. If you assign one or more users as
Supervisors, then the Login screen appears when you re-launch the
application.
›
Provide a User Name and Password. You can assign user name and
password to both supervisors and simple users; however, the difference is
explained in Section 3.1.2. Time Clock.
›
Specify whether the employee is Active.
›
Click Next.
You have now added an employee to the department.
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1.2.4. Shift Wizard
After adding employees, you can create shifts. Select Shift Wizard and click Next.
Note: Using the Free or Express Edition of Easy Time Control you will not be able to
create shifts. Only the Professional and Enterprise Editions support the option of
creating shifts.
Shift Wizard
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From the dropdown list, choose the Company and click Next.
List of shifts
In the Add New Shift page, set the shift parameters:
›
Provide the Shift Name.
›
Specify the date from which the shift is applicable. By default, the current
date will be displayed, which can be changed.
›
Choose the shift timings.
›
Select the Color for the shift indication.
›
Set the Punches Rounding Rules.
The shifts should be divided into intervals for the purpose of rounding. Set
the interval by selecting the number of minutes in the Shift partitions in
dropdown list.
o
Choose the options for rounding the Punch INs and Punch OUTs.
For instance, consider that the shift interval is set to 10 minutes and the
Punch IN and Punch OUT round options are set to 5 minutes each.
Scenario 1
Consider that for a shift beginning at 7:00 AM, an employee punches IN
at 7:03 AM. Here the Actual Punch IN will be 7:03 AM and the Rounded
Punch IN will be 7:00 AM.
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Scenario 2
Now if another employee punches IN at 7:07 AM for the same shift, the
Actual Punch IN will be 7:07 AM, whereas the Rounded Punch IN will be
7:10 AM, which is the end of the interval.
o
Choose the options for indicating the grace period for the Punch IN and
Punch OUT timings. These options are used to allow an employee to
punch before the beginning of the shift or after the end of the shift, and
still be considered as punched within the shift timings. The grace time
will be considered as overtime. If the grace period values are set to 0
minutes, it indicates that every punch IN before the beginning of the
shift and the grace period will not be included in the shift timings. This
also applies to any punch OUT that occurs after the end of the shift.
For instance consider that the grace Punch IN time is set to 30 minutes.
Scenario 1
If an employee punches IN at 6:32 AM for a shift beginning at 7:00 AM,
the Actual IN time will be 6:32 AM and the Rounded IN time will be 6:30
AM. The grace time will be considered for overtime.
Scenario 2
If an employee punches in at 6:26 AM for a shift beginning at 7:00 AM,
the punch will not be considered as recorded within the shift and the
grace time will not be considered for overtime. In addition, the icon
will be displayed in the Status column indicating a problem with the
punch IN.
For instance consider that the grace Punch OUT time is set to 30
minutes.
Scenario 1
If an employee punches in at 3:23 PM for a shift ending at 3:00 PM, the
Actual OUT time will be 3:23 PM and the Rounded IN time will be 3:20
PM. The grace time will be considered for overtime.
Scenario 2
If an employee punches out at 3:31 PM for a shift ending at 3:00 PM,
the grace time will not be considered for overtime. In addition, the icon
will be displayed in the Status column indicating a problem with the
Punch OUT.
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›
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Mention the Break/Lunch Time that has to be deducted from the shift
time.
›
Click Next.
Setting the shift
You have created a shift. You can select the Shift Wizard and create more shifts.
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1.2.5. Shift Assignment Wizard
After creating the shifts, click the option Shift Assignment Wizard, and click Next.
Shift Assignment Wizard
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In the Add New Shift Assignment page, choose the Company. Select an employee
from the list of Employees. Click Next to assign shifts to the selected employee.
Choosing Employees
In the next screen, select one of the available shifts. Select the Days the shift has to
be assigned to the selected employee. Note that you will not be able to assign more
than one shift to a person on the same day.
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Note that only when the Days are selected, the Next button will be enabled. Click
Next.
Adding New Assignment
Assign shifts to all employees by selecting the Shift Assignment Wizard again.
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1.2.6. Exception Wizard
There might be instances where you want to specify some exceptions. For such
exceptions, click Exception Wizard. Exception Rules indicate when the employees
should be paid for a set number of hours even though it was their day off, holiday, or
they did not work the full shift on those days. You can create many exception rules,
using different color indication. The program will automatically recalculate the working
hours considering the rules applied. You can apply the rules using Exception
Assignment functionality.
Exception Wizard
Note: Using the Free or Express Edition of Easy Time Control you will not be able to
create exceptions. Only the Professional and Enterprise Editions support the option of
creating exceptions. In the Exceptions page, choose the Company. Click Next.
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Choosing company
In the Add New Exception page:
›
Enter the Exception Name, which is mandatory.
›
Provide a Description.
›
Choose the Daily Paid Hours and the Color and click Next.
Adding New Exception
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Now you have registered your company, created departments, added employees,
defined shifts, assigned shifts to employees, and created exceptions.
1.2.7. Exceptions Assignment Wizard
After creating the exceptions you can assign the exceptions to the employees. click the
option Exception Assignment Wizard, and click Next.
Exception Assignment Wizard
In the Add New Exception Assignment page, choose the Company. Select an
employee from the list of Employees. Click Next to assign exceptions to the selected
employee.
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Choosing Employees
In the next screen, select one of the available exceptions. Select the Days, from the
calendar, the exception has to be assigned to the selected employee.
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Note that only when the Days are selected, the Next button will be enabled. Click
Next.
Adding New Assignment
1.2.8. Settings Wizard
The Settings Wizard helps you manage your program general settings. Click Settings
Wizard and click Next.
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Settings Wizard
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Date and Time
This page allows you to set the time and week format.
›
›
Time Format – Sets the time format. There are two options available:
Civilian Time – Displays the time in the AM/PM standard format
Military Time – Displays the time in the 24 hour military form.
First Day of Week – Allows you to define the day of the week that would be
the starting day for payroll calculations.
Date and Time setup
After choosing the relevant options, click Next.
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Accounting Period
This page allows you to define the accounting period for payroll calculations:
›
User Defined – Allows you to customize the period. Select the option and
specify the From and To dates.
›
Weekly – Considers weekly accounting period.
›
Bi-Weekly – Considers bi-weekly accounting period. Select the option and
specify the starting date.
›
Monthly – Considers monthly accounting period.
Accounting Period
Click Next to continue.
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Database
This page allows you to set the Time View and specify the various folder locations.
›
Time View
Advanced – Calculates working time considering shift settings.
Simple – Calculates working time without taking into account the shift
settings.
›
Time Clock – Uses the physical time clock. You can switch on or off the
connection to the physical time clock device.
If the connection to the time clock is on, Easy Time Control reads the
punch records of employees that come from the time clock and transfers
the details. In other words, the employees use a physical time clock to
punch in and out. If this option is on:
•
Simple users of your company having a user name and password
will get the following screen while logging in.
Access denied to simple users when the time clock connection is on
•
Supervisors will be able to login and access the application in
normal mode.
If the connection to the time clock is off, the employees can use the
application to punch records. If this option is off:
•
Simple users can use Easy Time Control program to punch in and
out. When they login, the following screen is displayed.
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Screen for simple users
They can record the time by click Submit. They can also print their
Time Card report. The Time Card report displays the following:
•
o
Break Hours
o
Exception Hours
o
Actual and Paid Hours
o
Overtime Hours
Supervisors can record their time using the Easy Time Control
application itself, using the New Punch option.
›
Folders – Defines the location of the Database and folders for automatic
punch data processing. To change the location of the folder, click the
Browse button corresponding to the folder, locate the directory and click
Open. You cannot leave the locations blank, as these are mandatory fields.
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Database
Click Next to continue. You have completed all the steps in the Setup Wizard. Click
Close Wizard.
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Module 2
Module 2
Exploring the Interface
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2.1.
Easy Time Control Training Manual
Exploring the Main Screen
After using the Wizard to setup the company information, you can go to the main
form. Double-click the icon on the Desktop or Quick Launch or follow the path Start Programs Easy Trinity Easy Time Control Easy Time Control. If there are
one or more Supervisors in your company, the Login screen appears. Enter the Login
and Password details. These are the details you assigned while adding a new
employee.
Login screen
In the Getting Started dialog, choose the option Open Easy Time Control Main Form.
If you do not want to display the Getting Started screen while opening the application
again, select the option Don’t show this form again. Click OK.
Getting Started Dialog
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Module 2
The main form is displayed. The main form contains three sections.
The main form
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2.1.1.
Easy Time Control Training Manual
Menu
The standard menu options are available. Let’s explore the menu options in this
section.
•
File – The only option in the file menu is Exit. You can also use the shortcut key
[ALT+X] to exit the application.
File menu
•
View – This menu has options to view the Company Structure pane, and the
various toolbars.
View menu
o
Company Structure Pane – Displays the structure of the companies in a tree
structure, which includes the various departments and the employees in
each department.
o Toolbars - Displays a list of available toolbars. The selected toolbars are
denoted by a tick () mark. The toolbars are discussed in detail in the next
section. If the option Lock the Toolbars is selected, you will not be able to
move the toolbars.
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•
Module 2
Reports – This menu provides access to various reports. You can know more
about the reports in the Reports section.
Reports menu
•
Options – Using the menu you can set the various options such as the Time,
Date, Accounting Period, and so on.
Options menu
•
Wizards – The various wizards are available under this menu. These wizards
help you setup the company information. Refer to Using Setup Wizard for
more information.
Wizards menu
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Easy Time Control Training Manual
Help – This option provides options to get help from the technical support, to
register Easy Time Control software, and so on.
The Help menu
o
Easy Time Control Home Page – Loads the home page of Easy Time Control
website.
o
Contact Technical Support – Opens the mail client to get in touch with the
Technical Support. You can email your concerns and queries.
o
Request New Feature – Opens the mail client with the address and subject
added by default. You can email to request the new features.
o
Activate License – Allows you to activate the license. The Select license file
dialog opens. Browse to the location having the license file, choose the file,
and click Open.
o
Change Edition – Allows you to change the edition of Easy Time Control. The
sub-menu includes Free, Basic, Professional, and Enterprise. The current
edition is indicated with a tick () mark and is disabled. The corresponding
features will be disabled or enabled according to the edition you switch to.
Help menu
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o About Easy Time Control – Provides information about the Easy Time
Control software such as the Version, Database Version, the Mode, and
the days of trial period remaining in case of the trial version. You can also
find e-mail and website address. Click OK to close the dialog.
The About dialog
2.1.2. Toolbars
You can opt to show or hide the toolbars. Go to the View menu and click the toolbars
that you want to show. When you move the mouse pointer on any of the icons on the
toolbar, the tool tip displays a short description about the icon.
The selected toolbars are indicated by a tick () mark. The following toolbars are
present:
•
Standard Toolbar: Contains the option to Exit the application. This option is also
available under the File menu.
Standard Toolbar
•
Options Toolbar: Using the menu you can set the various options such as the
Time, Date, Accounting Period, and so on. This toolbar also has the Refresh
icon, which will be disabled where the screen cannot be refreshed.
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These are available, except Refresh, under the Options menu.
Options Toolbar
The following are the icons present in the Options Toolbar:
Refresh
Refreshes the application.
Date and Time
Allows you to set the time format and
defining the first day of the week.
Time Clock
Allows you switch on or off the
connection to the physical time clock
device.
General Restrictions
Allows you to define the time interval
between punches and overtime
working hours.
Accounting Period
Allows you to define the accounting
period for payroll calculations.
Database
Allows you to define the location of
the database.
Time Calculation
Allows you to choose the type of time
calculation.
Preferences
Allows you to set preferences.
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•
Module 2
Reports Toolbar: Provides access to various reports. These are the options
present under the Reports menu.
Reports Toolbar
The following are the icons present in the Reports Toolbar:
Time Card Report
Employees Assignment Report
Exception Assignment Report
Onsite Presence Report
Late Comers Report
Absence Report
Saved Hours Report
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Wizards Toolbar: Contains various icons to access the wizards. You can also
access these options by going to the Wizards menu.
Wizards Toolbar
The following are the icons present in the Wizards Toolbar:
Companies Wizard
Department Wizard
Employee Wizard
Shifts Wizard
Shift Assignment Wizard
Exceptions Wizard
Exception Assignment Wizard
Settings Wizard
•
Employee Hours Toolbar: Contains the options to Add New Punches, Edit, and
Delete Punches. You can also Add Auto Punches.
Employee Hours Toolbar
The following are the icons present in the Employee Hours Toolbar:
Add new punches.
Edit existing punches.
Delete existing punches.
Add auto punches.
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•
Module 2
Company Structure – Provides options to add, edit, and delete companies,
departments and employees. These options are enabled only when the
company structure is active.
Company Structure Toolbar
The following are the icons present in the Company Structure Toolbar:
Add a new company.
Edit an existing company.
Delete an existing company.
Add a new department.
Edit an existing department.
Delete an existing department.
Add a new employee.
Edit the details of existing employees.
Delete an existing employee.
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Easy Time Control Training Manual
Shifts Toolbar - Contains the options to add, edit, and delete shifts, and also
assign the shifts to the employees.
Shifts Toolbar
These icons are present in the Shifts Toolbar:
Create a new shift.
Edit an existing shift.
Delete an existing shift.
Assign shifts to the employees.
•
Exceptions Toolbar – Provides options to create new exceptions, edit and delete
existing exceptions, and assign the exceptions to the employees.
Exceptions Toolbar
These following icons are available in the Exceptions Toolbar:
Create a new exception.
Edit an existing exception.
Delete an existing exception.
Assign exceptions to the employees.
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2.1.3. Company Structure Pane
If the option View Company Structure Pane is selected, the structure of the
company you created is displayed in the right pane. You can expand the departments
to view the employees.
The company structure
To hide this structure, click the AutoHide
icon. You will see a tab named Company
Structure and the details will be displayed when you move the mouse over the tab. To
disable the auto hide feature, click
.
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2.1.4. Understanding the Layout of the Main Form
As discussed earlier, the main form is divided into three sections: the left pane
containing various options and the accounting period, the center pane where the
details are displayed and actions are performed, and the right pane showing the
company structure.
The image shows the options on the left pane.
When you click each tab, the options of the active tab are displayed and the center
pane also changes accordingly. For instance, when you click Company Structure the
details of the employees are displayed in the center pane.
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Main form showing company structure
In the left pane, click the Configure buttons
icon and click Show Fewer
buttons. Only a few tabs will be available and the remaining tabs will be displayed as
icons. Click the Configure buttons icon again and choose Show More buttons to
display the tabs.
Left pane showing fewer buttons
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Module 3
Module 3
Setting up Options
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In Module 1, you learned to use the Setup Wizard to create the company information.
In the forthcoming modules, you will learn to setup the company information using the
main form available. This module explains the steps to set the various options.
3.1.
Options
This section explains the steps to set up various options in Easy Time Control. To
access the options, click the Options
is not visible, click the Options
•
Date and Time
•
Time Clock
•
General Restrictions
•
Accounting Period
•
Database
•
Time Calculation
•
Preferences
tab from the left pane. If the tab
icon. The various options available are:
3.1.1. Date and Time
This option is for setting the time format and defining the first day of the working
week. Click
from the left pane or follow the menu path Options Date and Time. The changes can be made in the center pane.
Date and Time option
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There are two time formats available: Civilian Time (AM/PM) and Military Time
(24 hrs). The default format is the civilian time. Select the required option.
Choose a day from the First Day of Week dropdown list. You can also set the first
day of the week to be the default system. After setting the time format and first day of
the week, click OK.
3.1.2. Time Clock
from the left pane or follow the path Options Time Clock.
Click
Time clock
You can switch on or off the connection to the physical time clock device.
•
If the connection to the time clock is on, Easy Time Control reads the punch
records of employees that come from the time clock and transfers the
details. In other words, the employees use a physical time clock to punch in
and out. If this option is on:
o
Simple users of your company having a user name and password will
get the following screen while logging in.
Access denied to simple users when the time clock connection is on
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o
Supervisors will be able to login and access the application in normal
mode.
•
If the connection to the time clock is off, the employees can use the
application to punch records. If this option is off:
o
Simple users can use Easy Time Control to punch in and out. When
they login, the following screen is displayed.
Screen for simple users
They can record the time by click Submit. They can also print their
Time Card report. The Time Card report displays the following:
o
Break Hours
Exception Hours
Actual and Paid Hours
Overtime Hours
Supervisors can record their time using the Easy Time Control
application itself, using the New Punch option.
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Easy Time Control requires two folders if a physical time clock is used: Work Folder
and History Folder. By default, these folders are located within the installation
directory. To change the default folders, click the respective Browse button, look for
the folder, and click OK. If you want to create a new work or history folder, click the
Make New Folder button.
Browsing for a folder
The time clock devices have a standard number of digits allowed in the IDs. The
default value for the Maximum number of digits allowed to be used for IDs in
your time clock device is 8.
Note: The Folders and Options sections will be disabled if the option Connection to
Time Clock OFF is selected.
Click OK after making all changes.
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3.1.3. General Restrictions
Under General Restrictions, you can define the working hours. Click
from the left pane or follow the path Options General
Restrictions.
Setting General Restrictions
Easy Time Control allows you to define the minimum interval between two punches.
You can calculate overtime either based on weekly overtime or daily overtime. After
making changes, click OK.
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3.1.4. Accounting Period
This option allows you to define the accounting period for payroll calculations. Click
from the left pane or go to Options Accounting Period.
Accounting Period
There are four accounting period types available:
•
User Defined – Allows you to customize the period. Select the option and
specify the From and To dates.
•
Weekly – Considers weekly accounting period.
•
Bi-Weekly – Considers bi-weekly accounting period. Select the option and
specify the starting date.
•
Monthly – Considers monthly accounting period.
After setting the accounting period, click OK.
The Weekly and Bi-Weekly periods start from the First Day of Week that you defined in
the Date and Time section.
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3.1.5. Database
The details such as punch records, shifts, shift assignments, and so on are stored in a
database. This option allows you to define the location of the database. Click
from the left pane or go to Options Database.
Database settings
By default, the database is located in the installation folder. In the center pane, click
Browse, locate the database, and click Open. After specifying the location, click OK.
To check the connection to the database, click Check Connection. If the connection is
correct, a message popup is displayed.
Message popup
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3.1.6. Time Calculation
or follow the path Options To access the time calculation, click
Time Calculation.
Time Calculation
Two types of time calculations are available. If Time Calculation is set to Advanced
(Using Shifts) then the rounding rules be applied to the round punch time within the
intervals defined in Shifts Wizard under Rounding Rules section or in the Shifts – New
Shift/Edit Shift section of the program, provided employees have to be assigned to this
shift. If the option is set to Simple (Punch Pair Only), the next punch will be
considered as the time out. In this case all punches will be shown at actual punch time
(without considering any rounding rules). Click OK after selecting the required time
calculation.
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3.1.7. Preferences
This section allows you to choose between small and large buttons. Click
or go to Options Preferences.
Setting Preferences
You have to the option of displaying large or small buttons. To skip the Getting Started
dialog, which is displayed while launching the Easy Time Control application, de-select
the option Show Getting Started Form. Click OK after making changes.
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Module 4
Managing Company Structure
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After setting the options the next step is to setup the company structure. This module
explains the procedure to create the company structure, without using the Wizard.
Click the Company Structure tab from the left pane. If the tab is not visible, click the
Company Structure
4.1.
icon.
Manage Company
There are options to add a new company, edit the details of the existing company, and
delete the company.
4.1.1. Adding a Company
Follow these steps to add a new company:
4. Click
.
Form to enter details of new company
5. Provide the Company ID. This should be a numeric value and be unique. A
default value will be displayed, which can be changed. This is a mandatory
field.
6. Enter the Company Name. This is also mandatory.
7. Mention an Abbreviation.
8. Specify the address details.
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9. Provide a Description.
10. Click OK.
Note: The OK button will be enabled, only when the mandatory fields, denoted
by asterisk (*) are filled in.
4.1.2. Editing a Company
To edit the details of the company:
1. Choose a company from the Company Structure on the right pane.
2. Click
. The details of the company will be loaded in the form.
Editing details of the company
3. Make the necessary changes.
4. Click OK.
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4.1.3. Deleting a Company
To delete a company:
1. Choose a company from the Company Structure on the right pane.
2. Click
. The company will be deleted on confirmation.
Confirmation for deleting the company
4.2.
Manage Department
You can add a new department to a company or edit and delete the existing
department details.
4.2.1. Adding a Department
To add a new department:
•
Choose a company from the Company Structure on the right pane. The new
department will be added to this company.
•
Click
•
Enter the Department Name. The department name should be unique.
•
Click OK. The new department will be added to the company. Notice the
from the left pane.
Adding a new department
Company Structure displayed in the right pane.
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4.2.2. Editing a Department
To edit the name of an existing department:
•
Select the Company from the Company Structure on the right pane.
•
From Company Structure tree, click the department that has to be edited.
•
Click
from the left pane. The name of the department is loaded
in the form.
Editing an existing department
•
Modify the Department Name.
•
Click OK.
4.2.3. Deleting a Department
To delete an existing department:
•
Choose a company from the Company Structure on the right pane.
•
From Company Structure tree, click the department that has to be deleted.
•
Click
from the left pane. The department will be deleted on
confirmation.
Confirmation for deleting a department
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Manage Employee
You can manage the list of employees in various departments.
4.3.1. Adding New Employees
To add a new employee:
•
Choose a company from the Company Structure on the right pane.
•
Click
from the left pane or the New Employee
icon from
the Company Structure toolbar.
Adding a new employee
•
Choose a Department.
•
Enter the Employee ID. This should be a numeric value and be unique. A default
value will be displayed, which can be changed.
•
Mention the First Name and Last Name.
•
Choose the Role of the employee. You can assign two different roles to the
employees: Supervisor and Simple User. You should assign the role of supervisor
at least to one employee initially. You can also omit assigning roles.
•
Provide a User Name and Password.
•
Specify whether the employee is Active.
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Click OK. The OK button will be enabled, only when the mandatory fields,
denoted by asterisk (*) are filled in.
4.3.2. Editing Existing Employees
To edit the employee details:
•
Choose a company from the Company Structure on the right pane.
•
Select the employee from the list.
•
Click
from the left pane or the Edit Employee
icon from the
Company Structure toolbar.
Editing details of existing employee
•
Modify the details.
•
Click OK to save the changes. The details will be updated in the list. The OK
button will be enabled only when the mandatory fields, denoted by asterisk (*),
are filled in.
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4.3.3. Deleting Employees
To delete an employee:
•
Choose a company from the Company Structure on the right pane.
•
Select the employee from the list.
•
Click
from the left pane or the Delete Employee
icon
from the Company Structure toolbar.
•
The employee will be deleted on confirmation.
Confirmation for deleting an employee
Note: If you make changes to any form, and without saving the details if you try to
access any other form, a dialog box will be displayed.
Information dialog
Click Yes if you want to continue. Note that the changes will not be saved. Click No to
go back to the form and save the changes.
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Module 5
Module 5
Managing Shifts and Exceptions
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In Module 4 you created the company structure, by defining companies, adding
departments, and assigning employees to the departments. In this Module, you will
define shifts and exceptions and assign them to the employees.
5.1.
Shifts
You can add new shifts, edit, or delete existing shifts. To access these options, click
the Shifts
Shifts
tab from the left pane. If the tab is not visible, click the
icon.
5.1.1. Adding Shifts
To add a new shift:
•
Choose the Company for which you want to define the shift.
•
Click
from the left pane or the New Shift
toolbar.
Adding new shifts
•
Provide the Shift Name.
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Specify the date from which the shift is applicable. By default, the current date
will be displayed, which can be changed.
•
Choose the shift timings.
•
Select the Color for the shift details.
•
Set the Punches Rounding Rules.
o
The shifts can be divided into intervals. Set the interval by selecting the
number of minutes in the Shift partitions in: dropdown list.
o
Choose the options for rounding the Punch INs and Punch OUTs.
For instance, consider that the shift interval is set to 10 minutes, the
Punch IN and Punch OUT round options are set to 5 minutes each.
Scenario 1
Consider that for a shift beginning at 10:00 AM, an employee punches
IN at 10.03 AM. Here the Actual Punch IN will be 10:03 AM and the
Rounded Punch IN will be 10:00 AM.
Scenario 2
Now if another employee punches IN at 10:07 AM for the same shift, the
Actual Punch IN will be 10:07 AM, whereas the Rounded Punch IN will be
10:10 AM, which is the end of the interval.
o
Choose the options for indicating the grace the Punch IN and Punch OUT
timings. These options are used to indicate overtime. If the values are
set to 0 minutes, it indicates that overtime will not be considered.
For instance consider that the grace Punch IN time is set to 30 minutes.
Scenario 1
If an employee punches in at 6:32 AM for a shift beginning at 7:00 AM,
the Actual IN time will be 6:32 AM and the Rounded IN time will be 6:30
AM. The grace time will be considered for overtime.
Scenario 2
If an employee punches in at 6:26 AM for a shift beginning at 7:00 AM,
the grace time will not be considered for overtime. In addition, the icon
will be displayed in the Status column indicating a problem with the
Punch IN.
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Scenario 2
Now if another employee punches IN at 7:07 AM for the same shift, the
Actual Punch IN will be 7:07 AM, whereas the Rounded Punch IN will be
7:10 AM, which is the end of the interval.
o
Choose the options for indicating the grace period for the Punch IN and
Punch OUT timings. These options are used to allow an employee to
punch before the beginning of the shift or after the end of the shift, and
still be considered as punched within the shift timings. The grace time
will be considered as overtime. If the grace period values are set to 0
minutes, it indicates that every punch IN before the beginning of the
shift and the grace period will not be included in the shift timings. This
also applies to any punch OUT that occurs after the end of the shift.
For instance consider that the grace Punch IN time is set to 30 minutes.
Scenario 1
If an employee punches IN at 6:32 AM for a shift beginning at 7:00 AM,
the Actual IN time will be 6:32 AM and the Rounded IN time will be 6:30
AM. The grace time will be considered for overtime.
Scenario 2
If an employee punches in at 6:26 AM for a shift beginning at 7:00 AM,
the punch will not be considered as recorded within the shift and the
grace time will not be considered for overtime. In addition, the icon
will be displayed in the Status column indicating a problem with the
punch IN.
For instance consider that the grace Punch OUT time is set to 30
minutes.
Scenario 1
If an employee punches in at 3:23 PM for a shift ending at 3:00 PM, the
Actual OUT time will be 3:23 PM and the Rounded IN time will be 3:20
PM. The grace time will be considered for overtime.
Scenario 2
If an employee punches out at 3:31 PM for a shift ending at 3:00 PM,
the grace time will not be considered for overtime. In addition, the icon
will be displayed in the Status column indicating a problem with the
Punch OUT.
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Mention the Break/Lunch Time that has to be deducted from the shift
time.
•
Click OK to save the shift details.
To simulate the various punch IN and punch OUT timings, click Simulate. Enter the
Punch IN and Punch OUT timings and click Calculate to see how the timings are
rounded off based on the Punches Rounding Rules you had set.
Simulating punches
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5.1.2. Editing Shift Details
To edit a shift:
•
Choose a company from the Company Structure on the right pane.
•
Select a shift from the list.
•
Click
from the left pane or the Edit Shift
icon from Shifts
toolbar.
Editing shifts
•
The details of the shift will be loaded in the form. Make necessary changes.
•
Click OK. This button will be enabled only if you make changes to the form.
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5.1.3. Deleting Shifts
To delete a shift:
•
Select a shift from the list.
•
Click
from the left pane or the Delete Shift
icon from Shifts
toolbar.
Confirmation for deleting a shift
•
The shift will be deleted on confirmation.
In the left pane, select the option Show Shift History to view the history details of a
particular shift.
To display the inactive shifts, select the option Show Inactive Shifts.
5.2.
Shift Assignments
The next task after defining the shifts is to assign it to employees.
To assign shifts to the employees:
•
Choose a company from the Company Structure on the right pane.
•
Select an employee from the list.
•
Click
from the left pane or Assign Employee to Shift
icon from the Shifts toolbar.
Note: The icons in the Shifts toolbar will be disabled when you are in the Shift
Assignment page.
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Assigning shifts to employees
•
For each day assign a shift to the employee. You cannot assign two shifts to an
employee on the same day. When you assign shifts, the calendar will be
marked in the color chosen for the shift.
•
Click a date and drag the dates to assign a shift to multiple days on the
calendar control.
•
Choose the Auto Punches options. In case of missing punches, this option
automatically assigns punches to the shift start time, shift end time, or both.
This option reduces the workload on the supervisors as they do not have to
assign missing punches manually. If the employee shift is set to IN, OUT, or
IN/OUT, then the Add Auto Punch feature can be applied to employees during
shift assignment process. If you choose:
o
In – The Add Auto Punch option will add missing IN punches
o
Out – The Add Auto Punch option will add missing OUT punches
o
In/Out – The Add Auto Punch option will add both missing IN and OUT
punches.
Note: The Auto Punches setting will be applied to missing punch records after
this option is set; however, this feature cannot be applied to the history
records.
•
Click Apply.
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To delete the existing assignments for an employee, select the employee, and enable
the option Delete Existing Assignments.
5.3.
Exceptions
There are instances where there could be exceptions to the general shift hours. The
Exception Rules indicate when the employees should be paid for a set number of hours
even though it was their day off, holiday, or they did not work the full shift on those
days. You can create many exception rules, using different color indication. The
program will automatically recalculate the working hours considering the rules applied.
You can apply the rules using Exception Assignment functionality.
This section explains the steps to create exceptions, edit, and delete exceptions. You
will also learn to assign these exceptions to employees.
To access the options, click the Exceptions
the tab is not visible, click the Exceptions
tab from the left pane. If
icon.
5.3.1. Creating Exceptions
To create an exception:
•
Choose a company from the Company Structure on the right pane.
•
Click
from the left pane or the New Exception
the Exceptions toolbar.
Adding new exceptions
•
Enter the Exception Name, which is mandatory.
•
Provide a Description.
•
Choose the Daily Paid Hours and the Color.
•
Specify a Color to mark the exception.
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Click OK. This button will be enabled only when the mandatory fields, denoted by
•
asterisk (*), are filled in.
5.3.2. Editing Exceptions
To edit an existing exception:
•
Choose a company from the Company Structure on the right pane.
•
Selection the exception that has to be edited.
•
Click
or the Edit Exception
icon from the Exceptions
toolbar.
Editing exceptions
•
Modify the necessary details.
•
Click OK.
5.3.3. Deleting Exceptions
To delete an exception:
•
Choose a company from the Company Structure on the right pane.
•
Selection the exception that has to be edited.
•
Click
or the Delete Exception
toolbar. The exception will be deleted on confirmation.
Confirmation for deleting an exception
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5.4.
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Exception Assignments
After creating the exceptions you can assign them to the employees.
To assign the exceptions to the employees:
•
Choose a company from the Company Structure on the right pane.
•
Select an employee from the list.
•
Click
from the left pane or the Exception Assignment
icon from the Exceptions toolbar. The Employees, calendar, and the
existing exceptions will be displayed.
Assigning exceptions
•
On the calendar, click the dates on which you want to assign exception to the
selected employee. The dates will be marked in the color assigned to the
exception.
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You can use the drag and drop technique to assign an exception to multiple
days on the calendar control.
•
Click Apply.
To delete any existing exceptions, select the Delete Existing Exceptions checkbox
present on the left pane.
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Module 6
Module 6
Employee Hours
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The Employee Hours option displays the punches, breaks, exceptions, overtime, and
so on related to the employees.
Select a company from the Company Structure on the right pane. You can select a
Department from the tree structure. The Employee Hours of the employees in this
Department are displayed. The details displayed include:
•
Punches – The number of hours between the Punch IN and Punch OUT.
•
Breaks – The break hours availed by the employee.
•
Exceptions – Any exceptions qualified as exceptions assigned to the employee.
•
Total hours – The total hours after deducting the breaks from the punch hours.
•
Overtime – The extra time put in by the employee.
•
Status – The status of the employee. The icon
in the Status column indicates
missing punches for the employee. This feature allows the Supervisor to make
manual changes by filling the missing punches using the Add Punch or Add Auto
Punch feature.
Employee Hours
6.1.
Employee Punches
Click
from the left pane to view the punch details of the selected
employee. For each employee the following details are displayed:
•
Actual IN – The actual time of punching.
•
Actual OUT – The actual time out
•
Actual Hours – The actual number of hours.
•
Rounded IN – The punch in rounded according to the defined rounding rules.
•
Rounded OUT – The punch out rounded according to the defined rounding rules.
•
Rounded Hours - The number of hours rounded according to the defined
rounding rules.
•
Shift – The shift assigned to the employee.
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Employee Punches
6.1.1. Adding Punches
If the Connection to Time Clock is off, supervisors can record their time by adding
punches. This also applies in cases where the Connection to Time Clock is ON and
there are missing punches. To add a new punch:
•
Click
from the left pane or the New Punch
icon from the
Employee Hours toolbar.
Adding new punch
•
The current Date and Time are displayed. If necessary, change the date and
time.
•
Click OK. This date and time will be reflected in the Actual IN column.
The Punch OUT is calculated as follows:
•
If Time Calculation is set to Advanced (Using Shifts) then the punches have
to be in intervals: [Shift Start – Grace Period In] to [Shift End + Grace Period
Out] and employee has to be assigned to this shift.
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If Time Calculation option is set to Simple (Punch Pair Only) then the next
punch placed will be reflected in Actual OUT column.
6.1.2. Editing Punches
To edit a punch:
•
Select the punch from the Employee Punches list.
•
Click
from the left pane or the Edit Punch
icon from the
Employee Hours toolbar. You can also double click a punch record from the
Employee Punches grid to edit the record.
Editing punches
•
Modify the punch details.
•
Click OK. The changes will be reflected in the list.
6.1.3. Deleting Punches
To delete a punch:
•
Select the punch from the Employee Punches list.
•
Click
from the left pane or the Delete Punch
icon from the
Employee Hours toolbar. The punch will be deleted after confirmation.
Deleting punches
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6.1.4. Adding Auto Punches
If a punch is missing for an employee, then the Supervisor can activate the Add Auto
Punches option.
To Add Auto Punches:
•
Click
from the left pane or the Add Auto Punch
icon
from the Employee Hours toolbar. The Add Auto Punch function adds
Actual IN = Shift Start or/and Actual OUT = Shift End based on Auto Punch
settings to all employees with missing punches for current payroll period.
Note: Auto Punches can be added only within the selected payroll period, between the
date on which the Auto Punches option was set for a particular employee during the
Shift Assignments procedure and the current date.
Setting Auto Punches during Shift Assignment
6.2.
Overtime Approval
Some employees might put in extra hours of work. These hours have to be approved
so that it is taken into account for payroll.
To approve overtime:
•
Select an employee from the listing.
•
Click
•
Check Approval checkbox. The overtime for the selected employee on that
from the left pane.
particular date will be saved automatically to the database.
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Module 7
Module 7
Using Wizards
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In the previous modules, you learned to manage the company details manually. Easy
Time Control provides various wizards for making the task of managing the company
details easier. You can also access the Wizards from the Getting Started form that is
displayed when you launch the application.
7.1.
Company Wizard
The Company Wizard allows you register your company. To use the wizard:
•
Follow the menu path Wizards Company Wizard or click the Company
Wizard
icon from the Wizards toolbar.
Company Wizard
Note: Based on your edition of Easy Time Control, you will be able to add companies.
For instance, Free and Express Editions support only one company; whereas the
Professional and Enterprise Editions support multiple companies.
•
Click Next. The Companies Wizard page displays the list of companies.
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List of companies
4.
Click Next to add a new company.
Adding a new company
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In this page:
›
Provide the Company ID. This should be a numeric value and be unique. A
value will be displayed, which can be changed. This is a mandatory field.
›
Enter the Company Name. This is also mandatory.
Note: The Next button will be enabled, only when the mandatory fields,
denoted by asterisk (*) are filled in.
›
Mention an Abbreviation.
›
Specify the address details.
›
Provide a Description.
›
Click Next.
You have now registered a company.
7.2.
Department Wizard
Click Departments Wizard
icon from the Wizards toolbar or follow the menu
path Wizards Department Wizard to create the departments to group the
employees. The number of Departments is unlimited regardless of the Edition. Click
Next.
Departments Wizard
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The registered companies are displayed in the dropdown list. Choose the Company to
which you want to add the departments. Click Next.
List of Departments
In the Add New Department screen, enter the Department name. This is a mandatory
field. Click Next.
Adding a department
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You have now added a department. You can add additional departments, or select the
other available options.
7.3.
Employee Wizard
Click Employee Wizard
icon from the Wizards toolbar or follow the menu path
Wizards Employee Wizard to enter the information of the employees. The
number of active employees that can be maintained at the same time depends on
edition you have purchased. Free Edition is limited to 10 employees; the other editions
can have unlimited number of employees. Click Next.
Employees Wizard
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From the dropdown list, choose the Company to which you want to add the
employees. Click Next.
List of employees
The Add New Employee page opens.
Adding new employees
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In this page:
•
Choose a Department.
•
Enter the Employee ID. This should be a numeric value and be unique. A value
will be displayed, which can be changed.
•
Mention the First Name and Last Name.
Note: The Next button will be enabled, only when the mandatory fields,
denoted by asterisk (*) are filled in.
•
Choose the Role of the employee. You can assign two different roles to the
employees: Supervisor and Simple User. If you want to use different roles, you
should assign the role of supervisor at least to one employee initially. You can
also omit assigning roles. If you assign one or more users as Supervisors, then
the Login screen appears when you re-launch the application.
•
Provide a User Name and Password. You can assign user name and password
to both supervisors and simple users; however, the difference is explained in
Section 3.1.2. Time Clock.
•
Specify whether the employee is Active.
•
Click Next.
You have now added an employee to the department.
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7.4.
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Shift Wizard
After adding employees, you can create shifts. Select Shift Wizard from the Wizards
menu or click the Shift Wizards
icon from the Wizard toolbar.
Note: Using the Free or Express Edition of Easy Time Control you will not be able to
create shifts. Only the Professional and Enterprise Editions support the option of
creating shifts.
Shift Wizard
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Click Next to continue. From the dropdown list, choose the Company and click Next.
List of shifts
In the Add New Shift page, set the shift parameters:
•
Provide the Shift Name.
•
Specify the date from which the shift is applicable. By default, the current date
will be displayed, which can be changed.
•
Choose the shift timings.
•
Select the Color for the shift indication.
•
Set the Punches Rounding Rules.
•
Mention the Break/Lunch Time that has to be deducted from the shift time.
•
Click Next.
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Setting the shift
You have created a shift. You can select the Shift Wizard and create more shifts.
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7.5.
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Shift Assignment Wizard
After creating the shifts, click the option Shift Assignment Wizard from the Wizards
menu or the Shift Assignment
icon from the Wizards toolbar.
Shift Assignment Wizard
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Click Next. In the Shift Assignment page, choose the Company. Select an employee
from the list of Employees. Click Next to assign shifts to the selected employee.
Assigning Shifts
In the Add New Assignment page, select one of the available shifts. Select the Days
the shift has to be assigned to the selected employee. Note that you will not be able to
assign more than one shift to a person on the same day.
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Note that only when the Days are selected, the Next button will be enabled. Click
Next.
Adding New Assignment
Assign shifts to all employees by selecting the Shift Assignment Wizard again.
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Exception Wizard
There might be instances where you want to specify some exceptions. Exception Rules
indicate when the employees should be paid for a set number of hours even though it
was their day off, holiday, or they did not work the full shift on those days. You can
create many exception rules, using different color indication. The program will
automatically recalculate the working hours considering the rules applied. You can
apply the rules using Exception Assignment functionality. For such exceptions, follow
the menu path Wizards Exception Wizard or click the Exceptions Wizard
icon from the toolbar. Click Next to continue.
Exception Wizard
Note: Using the Free or Express Edition of Easy Time Control you will not be able to
create exceptions. Only the Professional and Enterprise Edition support the option of
creating exceptions. In the Exceptions page, choose the Company. Click Next.
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Choosing company
In the Add New Exception page:
•
Enter the Exception Name, which is mandatory.
•
Provide a Description.
•
Choose the Daily Paid Hours and the Color and click Next.
Adding New Exception
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Now you have registered your company, created departments, added employees,
defined shifts, assigned shifts to employees, and created exceptions.
7.7.
Exception Assignment Wizard
After creating the exceptions you can assign the exceptions to the employees. click the
option Exception Assignment Wizard, and click Next.
Exception Assignment Wizard
In the Add New Exception Assignment page, choose the Company. Select an
employee from the list of Employees. Click Next to assign exceptions to the selected
employee.
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Choosing Employees
In the next screen, select one of the available exceptions. Select the Days, from the
calendar, the exception has to be assigned to the selected employee.
Note that only when the Days are selected, the Next button will be enabled. Click
Next.
Adding New Assignment
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Settings Wizard
The Settings Wizard helps you manage your general program settings. Click Settings
Wizard from the Wizards menu or the Settings Wizard icon from the toolbar. Click
Next to continue.
Settings Wizard
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7.8.1. Date and Time
This page allows you to set the time and week format.
•
•
Time Format – Sets the time format. There are two options available:
o
Civilian Time – Displays the time in the AM/PM standard format
o
Military Time – Displays the time in the 24 hour military form.
First Day of Week – Allows you to define the day of the week that would be the
starting day for payroll calculations.
Date and Time setup
After choosing the relevant options, click Next.
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7.8.2. Accounting Period
This page allows you to define the accounting period for payroll calculations:
•
User Defined – Allows you to customize the period. Select the option and
specify the From and To dates.
•
Weekly – Considers weekly accounting period.
•
Bi-Weekly – Considers bi-weekly accounting period. Select the option and
specify the starting date.
•
Monthly – Considers monthly accounting period.
Accounting Period
Click Next to continue.
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7.8.3. Database
This page allows you to set the Time View and specify the various folder locations.
•
Time View
o
Advanced – Calculates working time considering shift settings.
o
Simple – Calculates working time without taking into account the shift
settings.
•
Time Clock – Uses the physical time clock.
•
Folders – Defines the location of the Database and folders for automatic punch
data processing. To change the location of the folder, click the Browse button
corresponding to the folder, locate the directory and click Open. You cannot
leave the locations blank, as these are mandatory fields.
Database
Click Next to continue. You have completed all the steps in the Setup Wizard. Click
Close Wizard.
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Module 8
Module 8
Working with Reports
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Easy Time Control provides various reports. This module provides an insight into the
various reports available and explains the steps to generate the reports.
To access the reports, click the Reports
tab is not visible, click the Reports
6.1.
tab from the left pane. If the
icon.
General Procedure
To generate any report, select the Company from the Company Structure on the right
pane. To use the accounting period of the company, select the option Use Company
Accounting Period. If you do not want to use the company’s accounting period, you
can choose the dates from the calendar that is displayed. Click a date and drag
through the dates to include them in the report. Note that the dates included for the
report will be highlighted.
You can generate a report for the entire company, a particular department, or
particular employees.
Below the calendar two lists are displayed. The list on the left displays the
departments and employees of the selected company. To generate a report for the
entire company, click
. The company, the departments, and the employees
will be added to the list in the right.
Now if you want to generate the report for a particular department or specific
employees, select the department or employee, and click
to add them to
the list in the right.
To remove the items from the list in the right, click either
Click the Generate Report button to generate the report.
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Report Options
The reports are generated in the Report Viewer. This viewer has the following options:
Options
Description
To navigate to the next page.
To navigate to the last page in the report viewer.
To navigate to the first page in the report viewer.
To navigate to the previous page.
To go to a particular page in the report viewer. In the dialog that
pops up enter the page number and click OK.
To close the report viewer.
To print the generated report.
To refresh the report.
To export the report to .pdf, .doc, .rtf, .xls. In the Export Report
dialog browse to the location where you want to the save the report,
and click Save.
To display the group tree in the report viewer. This button acts as a
toggle. Click the button to hide the group tree.
To zoom the page. Click the dropdown and choose the zoom
percentage. You can also customize the zoom. Click Customize
from the menu, enter a value between 25 and 400 and click OK.
To search for a particular text in the report. In the Search Text
dialog, enter the text and click OK. The text, if found, will be
highlighted. Click Find Next to go to the next occurrence of the
text.
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The Time Card Report
You can access this Time Card Report from the left pane or from the Reports menu.
You can generate a Detailed Time Card or Summary Time Card.
Report options for Time Card report
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Detailed Time Card
If you choose to generate a detailed time card, you have the option to print the details
of each employee on separate pages. Choose the option Dedicate Separate Page for
Each Employee. After making the selections, generate the report. For each employee
this report displays the:
•
Time IN
•
Time OUT
•
Total Hours
•
Shift
•
Exception Hours
•
Break Hours
•
Actual and Paid Hours
•
Overtime Hours
Detailed Time Card report
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Summary Time Card
For each employee and the department this report displays the:
•
Break Hours
•
Exception Hours
•
Actual and Paid Hours
•
Overtime Hours
Note: When you generate the summary time card, the option Dedicate Separate
Page for Each Employee will be disabled.
Summary Time Card report
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Employees Assignment Report
This report displays the shift assignment for the employees.
Employees Assignment report
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Exception Assignment Report
This report displays the exceptions assigned to the employees. The exception name,
the date, the hours are displayed.
Exception Assignment report
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Onsite Presence
This report displays the list of employees who have punched in during the time the
report is generated. This report works only for employees who are assigned to a
particular shift for that day and their punch IN times are within the shift timings.
Onsite Presence report
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Late Comers Report
If the employees’ punches do not comply with the Punches Rounding Rules for punch
IN, the employee will be considered as being late. This report shows the list of
employees who have been coming late during the reporting period. The date and time
are displayed.
Late Comers report
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Absence
This report displays the employees who were absent during the reporting period. The
report shows the dates on which the employees were absent.
Absence report
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Saved Hours
This report shows the hours saved, in minutes, for each employee, the department,
and the company. Saved hours is the difference between the actual total working time
of the employees and the total time paid for, which is calculated after applying the
rounding rules.
Saved Hours report
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