MYOB EXO Time and Attendance User Guide

MYOB EXO Time and Attendance User Guide
MYOB EXO Time and Attendance
User Guide
2015.03
Important Notices
This material is copyright. It is intended only for MYOB Enterprise Solutions Business Partners and their
customers. No part of it may be reproduced in any way without the prior permission of MYOB.
MYOB has carefully prepared this material but excludes (to the extent allowed by legislation) any direct or
indirect liability arising from errors or omissions or from its use. Any case studies (including the application of
particular accounting standards or legislation) are representative examples only, and will not directly apply to
the user’s own circumstances. They are not a substitute for professional advice. Users must check that third
party materials, for example from the IRD and the ATO, are current at the time they are used.
Trademark Rights
MYOB is an internationally registered trademark of MYOB Technology Pty Ltd. The use of this trademark and
MYOB’s other trademarks is prohibited without prior consent. Other products mentioned may be service
marks, trademarks or registered trademarks of their respective owners.
Table of Contents
Introduction ____________________________________________________________ 1
Introduction to EXO Time and Attendance ................................................................................... 1
Features of Time and Attendance ................................................................................................. 1
Getting Started with EXO Time and Attendance .......................................................................... 3
Registration ................................................................................................................................... 5
The Menus..................................................................................................................................... 7
The Toolbar ................................................................................................................................. 12
Function Keys & Navigation ........................................................................................................ 13
Common Operations ................................................................................................................... 14
About Screen ............................................................................................................................... 15
Setting up EXO Time and Attendance _______________________________________ 16
Company Selection Screen .......................................................................................................... 16
Setting up EXO Time and Attendance ......................................................................................... 18
Step One: System Setup .............................................................................................................. 19
Step Two: Roster Setup ............................................................................................................... 32
Step Three: Add Rounding Groups .............................................................................................. 44
Step Four: Add Weekly Groups ................................................................................................... 46
Step Five: Add Allowances .......................................................................................................... 47
Step Six: Add Statutory Holiday Groups ...................................................................................... 49
Step Seven: Add Employee Groups ............................................................................................. 53
Step Eight: Add/Edit Employees ................................................................................................. 56
Other Optional Setup Functions ................................................................................................. 64
Recording Times _______________________________________________________ 65
EXO Time and Attendance Time Cycle ........................................................................................ 65
Step One: Poll Timeclocks ........................................................................................................... 66
Step Two: Print Daily Attendance Report ................................................................................... 81
Step Three: Maintain Times ........................................................................................................ 82
Step Four: Pay Period Times ....................................................................................................... 85
Step Five: Open Current Pay ....................................................................................................... 88
Step Six: Post to Payroll............................................................................................................... 88
One Off Pay Times ....................................................................................................................... 89
Other Activities ________________________________________________________ 91
Notes ........................................................................................................................................... 91
Reminders ................................................................................................................................... 92
Upgrading .................................................................................................................................... 93
Terminate/Reinstate Employees................................................................................................. 96
Scheduling ................................................................................................................................... 97
Reporting ...................................................................................................................................101
Maintenance .............................................................................................................................112
Utilities ......................................................................................................................................122
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MYOB EXO Time & Attendance User Guide
Troubleshooting_______________________________________________________ 128
Support ......................................................................................................................................128
Costing Setup and Structure .....................................................................................................129
How To Pay................................................................................................................................131
BundyPlus Timeclock File Format .............................................................................................133
MYOB Timeclock File Format ....................................................................................................134
Card Order Form .......................................................................................................................134
Contact Us .................................................................................................................................134
Index _______________________________________________________________ 135
iv
Introduction
Introduction to EXO Time and Attendance
At MYOB we believe a company’s most valuable resource is its people. The MYOB EXO Time and
Attendance system has been designed to not only help manage this resource, but also to provide a more
efficient and effective method of preparing the payroll, thus freeing the people responsible for this area to
pursue more productive activities.
The EXO Time and Attendance system is the result of detailed analysis of the needs of existing users of
manual punchclocks, timesheets, EXO Time and Attendance systems and bureaus.
The EXO Time and Attendance system is able to handle all types and sizes of payrolls from the small 5-10
employee companies, to large Multi-company payrolls.
Employee Time and Attendance is not a static function therefore the EXO Time and Attendance system is
continually being enhanced to meet the changing needs of its users and to handle legislative requirements.
We believe your company can benefit significantly by using the EXO Time and Attendance system. Benefits
currently being gained by our existing users include:
•
Greater Accuracy - Automatic calculation of Ordinary time, Overtime and Allowances.
•
Substantial savings in both Time and Cost - No time spent analysing time cards or abuse-prone
timesheets, less time spent on payroll processing, and if you are on a bureau no more forms to fill
out.
•
More control - You can know all details on an employee’s attendance, including Hours Worked,
Lateness or Early Leaving, absenteeism and much more. If required, EXO Time and Attendance can
track Job Costing by employee.
•
Better, more timely information - with the wide range of reports available and the ability to report
over any date range, there is no more manual analysis.
•
Employees benefit by having an easy to use system that they can be confident will calculate their
pay accurately.
Features of Time and Attendance
The following are some of the key features of the EXO Time and Attendance system.
Electronic Timeclocks
Electronic Data capture is the secret to the EXO Time and Attendance system. Using Electronic Timeclocks
with Magnetic Swipe Cards or Bar-codes, an employee’s Start/Finish and Break times are recorded and then
down loaded as required to the EXO Time and Attendance software as required for processing. A dedicated
PC is not required for EXO Time and Attendance.
EXO Time and Attendance Interface
The EXO Time and Attendance system is an Integrated Module within the Payroll system and can be
interfaced to any Computerised Payroll system or Payroll Bureau, including IMS Payroll and Ace Payroll Plus
to name a few. A Payroll Posting Report will provide the weekly attendance details for users with Manual
Payroll Systems.
Automatic Processing
EXO Time and Attendance is able to be configured to uplift and process employee times from the clock
automatically at a time when the PC is not being utilised i.e. in the middle of the night, thus keeping the PC
free during the day for other tasks.
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MYOB EXO Time & Attendance User Guide
Extensive Reports
The secret to having a Computerised Timeclock and Employee Attendance System is having the ability to
generate reports quickly and easily for any aspect of your EXO Time and Attendance system. Reports
include: Daily Attendance, Payroll Posting Report, Missing Employee, Costing Analysis and Employee
Masterfile plus many more.
Each of these reports can be printed for any range of dates, employees, departments and cost centres and
can be printed to Printer, Screen or File.
Ease of Implementation
Using EXO Time and Attendance’s innovative Template concept for setting up Employees, Rosters,
Allowances and General rules, a system can be up and running in a couple of days.
Flexible Rosters
This is how EXO Time and Attendance knows who to expect to work on a particular day and when they
should start and finish. Rosters can be created for any combination of Time bands - Day Shift, Night Shift,
Weekends etc.
Absenteeism
EXO Time and Attendance can keep track of Employee absences and rules can be set to handle paying nonworked time such as Sick Leave and Holiday Pay.
User Interface
Because Employee Time and Attendance systems are used by people, many of whom do not have extensive
computer experience, the EXO Time and Attendance system has therefore been designed with the User in
mind. User friendliness is the key, with drop down menus, quick access keys and mouse support. Full online help is available throughout the system by pressing F1.
Support and Training
We want you to get the maximum benefit from using your EXO Time and Attendance system therefore full
training is given upon installation and ongoing support is available through our Time and Attendance Help
Desk, with an 0800 number for out of town support.
Employee Masterfile
The EXO Time and Attendance system will handle as many employees as you wish, with full information
held on each, including Daily or Weekly Roster, Department Cost Centre, Notes and much more.
Allowances
The EXO Time and Attendance system will automatically calculate a wide range of allowances (up to 999)
with options based on Hours Worked, Attendance, Days of the week plus much more.
Cost Centre Analysis
Experience has shown us that more and more companies want more detailed information on where Payroll
costs are being spent, therefore, if required, the EXO Time and Attendance system will handle an unlimited
number of cost centres per employee pay. This can be handled on either an actual or default basis. Tracking
Job Costing Hours can also be handled if required.
Notes
Each employee has a notes screen on the employee master file. An unlimited number of dated, user
definable notes may be kept for an employee. These notes can be edited or printed at any time.
Manual Timesheet Entry Module
For those clients where an Electronic Timeclock is not available or impractical, a Manual Timesheet entry
module is available whereby Employee start/finish times can be entered from timesheets or Punch Cards,
and EXO Time and Attendance will calculate the weekly totals etc. for transfer to a Payroll System.
2
Introduction
History
A full history is kept for each employee for a minimum of two years prior to the current date. This allows
total flexibility when reporting for a date range on any aspect of your EXO Time and Attendance system.
Backup and Restore
An important part of using any software is the ability to store your datafiles off your PC in case of hardware
failure. The EXO Time and Attendance system has full backup and restore facilities including an enforced
backup prior to updating the current pay period.
Security
Through individual user/password combinations, the EXO Time and Attendance system has the ability to
allow or deny access to any part of the system.
Upgrades
All upgrades to the EXO Time and Attendance system including system enhancements and legislative
changes, are included in the Annual Licence Fee and will be sent to you automatically.
Getting Started with EXO Time and Attendance
Before you begin setting up your EXO Time and Attendance system, we suggest that you take the time to
familiarise yourself with the general structure and philosophies of the system.
This is best handled by working your way around the Demonstration Company that is installed with the
package. This will help you learn how to move through the screens and understand better the information
that is needed to set up your own company.
Start the Payroll Software by double-clicking on the EXO Employer Services icon on your desktop or click
the Windows Start button and choose the program from Programs > MYOB EXO Employer Services.
The first screen you will see is the Company Selection screen with the Demonstration Company in the list.
This is a multi-company system (you can have unlimited additional companies). Once you add your own
company, its name will appear in this list.
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MYOB EXO Time & Attendance User Guide
The Demonstration Company line will be highlighted. To log in to a company, press ENTER on the highlighted
company or double-click on it. You must enter the logon details of a user account (see page 125) that has
been set up in the system.
NOTE: The Demonstration Company has a default user called Admin. This user has the User Code “A”
and the Password “Admin”.
You will now be presented with the main screen, which has a menu line at top of the screen for those of
you who prefer to use the keyboard and a toolbar for those people who prefer to use a mouse.
The main window includes the following interface features:
•
All functions are available from the main menus (see page 6).
•
Important functions can be accessed by clicking on the icons on the main Toolbar (see page 11).
Hovering the mouse pointer over these icons (without clicking) will display tool tips, which indicate
what part of the payroll they access.
•
Keyboard shortcuts (see page 13) are available for common operations.
Once you are familiar with the interface, you can begin to perform the main functions of the EXO Time and
Attendance system:
4
•
Setting up the details of your company (see page 17)
•
Recording times (see page 65)
•
Scheduling functions (see page 97)
•
Printing reports (see page 101)
•
Maintenance functions
Introduction
Registration
In Demonstration Mode the system will allow one month of trial use before requiring registration. Once
you have contacted your MYOB Account Manager or local MYOB Distributor to arrange purchase of the
software, you will be incorporated into our MYOB Customer Database and provided with your unique
registration file.
Please keep this file safe, as it is used for reapplying the registration should you decide to reinstall the
software.
To register your software, select Registration from the Company Selection window. You will see the
currently installed modules, and the registration status for each.
Company Contact Details
This section displays contact information for your company. Before you send registration information to
MYOB please update your contact details if they have changed, so that we can stay on touch with you. The
contact person is particularly important to us, as it is the most likely to change.
Registration Contact Details
This section displays contact details for MYOB or for your MYOB Enterprise Solutions Business Partner.
These details also appear on the About window (see page 14).
Registering Products
The Products grid displays all products you are licensed to use, along with their installation dates, licence
expiry dates, licence limits and registration statuses. The Type column displays the current registration
status:
•
•
•
DEMO - a demonstration site
NEW - a newly installed site that hasn’t yet been registered
LIVE - a successfully registered site
You can select a product and click the History button to show historical registration information for that
product, including the total employee count and the dates of each licensing period.
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MYOB EXO Time & Attendance User Guide
Automatic Registration
As you approach the end of your current registration period, the system will try to update your registration
automatically via the same process that occurs when you click Register Online. If your licence fee for the
year has been paid, this will succeed without you having to do anything - the new registration details will be
retrieved and applied as you log in to EXO Employer Services. If automatic registration isn’t an option, you
can manually register your products from the Registration Details window, as detailed below.
Registering Online
Clicking the Register Online button attempts to register all products in one operation by using your
Internet connection to query your MYOB account status and send new registration codes directly to your
software, rather than having to enter one.
If the online registration process is successful, your product registration will be set forward another year the Expiry Date will refresh when the operation is complete.
Registering Manually
If you aren’t able to use an Internet connection, or if the online registration attempt fails, you can generate
a report containing your registration details and send it to MYOB yourself, then enter the new details
manually for each product once they’re sent back to you. Click Email to generate a copy of this report and
immediately send it to MYOB via email, or click View to view and print a copy, and then send it to MYOB by
mail or fax.
Once you’ve received the new registration details for each product, enter them manually one-by-one:
1. From the Products grid, click on the product that you want to register.
2. Click the Register button, which will open the Registration Details window:
3. If this is the first time you are registering the product, change the Type from NEW to LIVE. If the
Type is already set to LIVE, leave it as it is.
4. Enter the Registration Code that MYOB sent to you.
5. Click Save or press F10.
Your system will now be registered for one year’s use, commencing from your install date.
6
Introduction
The Menus
The following menus are available in the main EXO Time and Attendance interface:
File Menu
This menu contains the main options for adding and editing employee masterfile.
Menu Item
Description
Employees
This is used to add a new employee into EXO Time and Attendance, or to
edit an employee for such changes as reassigning card numbers, costing
or allowances.
Notes (F12)
This will take you to the selected employee’s personnel Notes window
(see page 91). This window can also be accessed via the F12 key.
Terminate/Reinstate
This allows you to terminate (see page 95) any employee or to reinstate
an employee who returns.
Change Payroll Company
This allows you to log out of the company you are in and access another
company if you are running multiple companies.
Exit
This takes you out of the application and returns you to the desktop.
Edit Menu
This menu handles operations on text that is contained in the currently selected field.
Menu Item
Description
Undo
Cancel the last operation and revert back to the previous status.
Redo
Reapply the last operation at the current cursor position.
Cut
Move the currently selected text into the Windows clipboard.
Copy
Copy the currently selected text into the Windows clipboard.
Paste
Copy the contents of the Windows clipboard to the cursor position.
Clear
Delete the contents of the entire field, at the cursor position.
Select All
Select the contents of the entire field, at the cursor position.
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MYOB EXO Time & Attendance User Guide
Scheduler Menu
The Scheduler offers a visual representation of your rostering rules, in daily planner form. Daily rules are
drawn in a colour-coded array, and any changes to daily rules in the current or future pay periods will flow
through to the entire EXO Time and Attendance system. Each screen on this menu offers a distinctly
different but relevant viewpoint of your rostering activity.
Menu Item
Description
Staff Scheduler
This is a form of daily planner (see page 97), from which you can view and/or
amend the scheduled daily rules for each day. The scheduled daily rules are
initially derived from each employee’s roster cycle and roster calendar.
Head Count/Forecast
This is a summary screen which displays a daily count of employees (see page
99) who are rostered for a given daily rule. Also attached to the day is a
dollar amount, which is derived from the rostered hours for the daily rule,
multiplied by the employee’s productive cost per hour.
Forecast vs Actual
This is a summary screen which takes the information in the Head
Count/Forecast screen a step further by comparing it on a daily basis with
the actual times clocked in EXO Time and Attendance (see page 99).
Revenue Analysis
Where the Forecast screen providers a count, hours and amount by daily
rule, this screen provides a count, hours and amount by cost centre (see
page 100), and can optionally be compared against sales figures.
Transactions Menu
This menu allows you to access the employees’ clocked times, and assign them to pay periods for the
calculation of overtime and allowances.
8
Menu Item
Description
Poll Timeclocks
Upload the clockings (see page 66) stored in the time clock or bar wand base
station, and import into the Maintain Times screen for review and maintenance.
Maintain Times
Maintain uploaded times (see page 82) by adding holiday and sick exceptions
for employees who did not attend or validating days in which the employee
forgot to clock in or out - in general making the times 100% accurate to what
was actually worked.
Pay Period Times
Use the daily rules, weekly group rules and allowance rules to assign ordinary
time (see page 85), over EXO Time and Attendance-based allowances. Make any
last minute changes to employees’ times.
One Off Pay Times
Used for processing extra pay (see page 89) such as leave/termination
pay/bonuses over and above the normal pay, after the normal pay period has
been posted, but before the next one is due.
Post to Payroll
You have the ability to post wages, allowances and leave (see page 88) to an
export file which can be imported into Payroll, thus paying your employees for
their attendance.
Introduction
Reports Menu
Menu Item
Description
Clarity Report Writer
This utility enables you to create your own customised reports.
Print Reports
Takes you to the list of available reports (see page 103).
Maintenance Menu
This menu allows you to configure lists of lookup items that may be used to track EXO Time and Attendance
activity. This menu can be accessed three ways – via the menu, Toolbar (see page 11) icon or by pressing F2
anywhere in the application.
Menu Item
Description
Daily Rules
Allows you to set up rules (see page 32) that contain expected start and
finish times, time anchoring, meal breaks and overtime conditions.
Rosters
Enables you to configure any combination of expected daily rules (see
page 41) to make up a pay period.
Rounding Groups
Allows you to set up in and out times (see page 44) to be rounded to
nearest suitable increments, e.g. 5, 15 or 30 minutes.
Weekly Groups
Allows you to specify weekly minimums and maximums (see page 46) for
your Rate Types.
Allowances
Allows you to set up rules (see page 47) for which the employee must
qualify to earn an allowance unit, incrementing daily or hourly for any
day of the week.
Exceptions
Set up conditions (see page 112) for extra payments or auditing in cases
where the employee worked something different from the standard
waged hours. Examples include annual leave, sick leave, bereavement
leave, statutory holidays worked and not worked, alternative leave paid,
and unpaid leave.
Statutory Holiday Groups
Set up your observed statutory holidays (see page 49), and whether or
not to accrue an alternative holiday should clockings be picked up for
those days.
Employee Groups
Allows you to set up group templates of EXO Time and Attendance
conditions (see page 53), enabling you to apply several rules to an
employee at once, at the time of adding.
Job Costing
Allows you to set up Cost Centres (see page 114). You can set up names
for parts of Cost Centres, and delete and reinstate Cost Centres
Departments
Allows you to allocate your employees to different departments (see
page 117) thereby giving you the ability to group and sub-total reports.
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MYOB EXO Time & Attendance User Guide
Cost Centres
Allows you to allocate productive costs (see page 118) to different areas
of your business.
Note Types
Allows you to set up personnel notes (see page 119) that can be
categorised by codes and then printed in report format.
Scheduling Criteria
Scheduling Criteria (see page 120) serves as an open-ended mechanism
for listing and assigning the attributes of an employee which bear
relevance to the question of whether to include or exclude that person
from the roster for the day in question.
Utilities Menu
This menu offers configuration options relating to the current company, and the EXO Time and Attendance
software in general.
10
Menu Item
Description
Backup
This allows you to back up your data (see page 124) at any time to either a
floppy disk or your hard drive.
Restore
This is used when you need to restore a backup (see page 125) due to
hardware failure or corruption.
File Reindex
This is a repair utility (see page 125).
Setup EXO Time
and Attendance
This contains the companies’ details and several control settings (see page 24)
such as your rate types, costing structure, and swipe card prefix.
User Security
This is where you would set up the various users (see page 125) who will have
access to the program’s menu items and what rights they have. EXO Time and
Attendance is a multi user system.
Delete Old
Information
This is for deleting old times and costing information (see page 127) which is
no longer needed - this speeds up the overall access times to the data,
particularly in a network environment.
Backup Options
This is where you specify your backup media (see page 124) and where the
files will be archived
Time Clock Setup
This is for setting parameters (see page 19) so that your computer’s serial port
can interface with time tracking hardware such as TimeClocks and infra-red
scanners.
Introduction
Help Menu
This menu provides you with shortcuts to commonly used functions, and also provides access to
comprehensive product documentation.
Menu Item
Description
Help Topics
Opens the online Help. Help can also be accessed anywhere in the
program by pressing F1.
MYOB Education Centre
Opens the MYOB Education Centre website in a web browser.
What’s New in this
Release
Opens PDF release notes, detailing new features and resolved issues in
the current version.
Online Knowledgebase
Opens the MYOB Enterprise Knowledgebase website in a web browser.
Show Reminders
This displays all notes with Reminder (see page 92) dates up to today’s
date, which have not been marked as Completed.
Setup Cycle
This is used to access the Setup Cycle (see page 17) when initially setting
up a company.
Time Cycle
This is used to access the Time Cycle (see page 65) when processing a pay
period. The Time Cycle can be selected from the Toolbar or the Help
Menu.
Upgrade Software
This is a tool with which you can upgrade your version of the software
(see page 92), providing you have the most recently available CD.
Upgrade Software
Online
This function accesses the Internet to upgrade your current version of
MYOB software online (see page 94).
About
This shows the current version number (see page 14) and who the
software is licensed to. Press F11 at any time to view the About screen
independently of the menu.
Special Menu
If any additional modules have been added to the EXO Time and Attendance system, a Special menu
becomes available. This menu has one option: Special Applications. Selecting this option opens a window
that lets you open any available special modules.
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MYOB EXO Time & Attendance User Guide
The Toolbar
The following icons are available in the toolbar of the main EXO Time and Attendance interface:
Icon
12
Function
Description
Employees
This is used to add a new employee (see page 56) into EXO Time and
Attendance, or to edit an employee for such changes as reassigning
card numbers, costing or allowances.
Notes (F12)
This will take you to the selected employee’s personnel Notes screen
(see page 91). This screen can also be accessed via the F12 key.
Poll Timeclocks
Upload the clockings stored in the timeclock or bar wand base station,
and import into the Maintain Times screen for review and
maintenance.
Maintain Times
Add holiday and sick exceptions for employees who did not attend,
validate days in which the employee forgot to clock in or out, in
general make the times 100% accurate to what was worked.
Pay Period Times
Use the daily rules, weekly group rules and allowance rules to assign
ordinary time, over EXO Time and Attendance-based allowances.
Make any last minute changes to employees’ times.
Print Report
This takes you to the list of available reports (see page 103).
Post to Payroll
You have the ability to post wages, allowances and leave to an export
file which can be imported into Payroll, thus paying your employees
for their attendance.
Backup
This allows you to back up your data (see page 124) at any time to
either a floppy disk or your hard drive.
Maintenance
This is a focal point for accessing your masterfiles from anywhere in
the system via the F2 function key.
Setup EXO Time
and Attendance
Contains the companies’ details and several control settings such as
your rate types, costing structure, and swipe card prefix.
The Time Cycle
This is used to access the Time Cycle (see page 65) when processing a
pay period. The Time Cycle can be selected from the Toolbar or the
Help Menu.
Diary
This is a form of daily planner, from which you are able to enter
comments on any given day, for appointments and reminders. You
can scroll through the calendar months with the left and right arrow
buttons.
Introduction
Help Topics
This provides you with extensive screen sensitive and general help
relating to the setting up and the running of your EXO Time and
Attendance. Help can also be accessed anywhere in the program by
pressing F1.
Exit
Takes you out of EXO Time and Attendance and returns you to the
Windows desktop. You will be asked if you want to back up the
database (see page 124) before exiting.
Function Keys & Navigation
F1 Help
F2 Maintenance
F3 Change order
F4 Add a record
F5 Edit a record
F6 Delete a record
F7 Go to the previous record
F8 Go to the next record
F9 Search for a record/Print a report
F10 Save & Exit
F11 Opens the About window
F12 Displays employees’ Notes (see page 91)
Pg Up/Down Switches page tabs
<- -> Moves up and down picklists
Spacebar Opens combo boxes
Home Skips to the start of field
End Skips to the end of the field
Tab Skips to the next field
Shift+Tab Skips to the previous field
Ctrl + D Activates the Diary (see page 122). This is a form of daily planner, giving you a place to enter
comments for Payroll company-related tasks, appointments and reminders. You can scroll through the
calendar months with the left and right arrow buttons.
Ctrl + L Activates the standard Calculator (see page 122).
Ctrl + H Activates the Hide screen (see page 123). This can be locked with the password that you logged in
with.
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MYOB EXO Time & Attendance User Guide
Common Operations
The following common controls are found at the bottom of many of the windows in the EXO Time and
Attendance application.
Prev Moves to the previous entry.
Next Move to the next entry.
Find Lets you search for the entry you want to open.
Add : F4 Adds a new entry. On some windows, this option is replaced with Save while you are editing the
new entry.
Edit : F5 Lets you edit the selected entry. On some windows, this option is replaced with Save while you
are editing the new entry.
Delete : F6 Deletes the selected entry. On some windows, this option is replaced with Cancel when a new
entry is added.
Cancel Discards any changes made to the currently selected entry.
Save : F10 Commits any changes you have made, and return to the previous window.
Exit : Esc Discards your changes, and return to the previous window.
14
Introduction
About Screen
The About screen displays information about the applications installed, MYOB contacts, and Licence
information.
NOTE: The screenshot above is provided for illustrative purposes only - to verify that the version
numbers you see on the About screen are the correct numbers, see the most recent Release Notes
document. This document can be viewed by selecting What’s New in this Release from the Help
menu.
If a Support Person or other MYOB representative needs to know the current version number, then check it
in this screen - the quickest way to access it is to press the F11 key on your keyboard (this works from
almost anywhere in the software).
The Support button can be used if you have had an error and want to send a Support Report to MYOB (see
page 128). (This is can also be accessed from the Login Screen).
This screen contains support information such as the current version, install location and licence holder.
Press F11 at any time to view the About screen independently of the menu.
15
Setting up EXO Time and Attendance
Company Selection Screen
MYOB EXO Time and Attendance can have unlimited “live” payrolls in the same program, in addition to the
Demonstration Company.
After opening EXO Time and Attendance, the first thing you see is the MYOB Login Screen.
This window allows you to add a new company, as a separate entity from the Demonstration Company.
Click Add or press F4 to add a Company. The following screen appears:
16
Setting up EXO Time and Attendance
Company Name Enter the name for the new company. This is the name that will appear in the list of
payrolls. You may wish to add “Wages” or “Salaries” or the branch name, to show who the new payroll is
for.
Directory The directory name will be automatically generated for you, based on the first few characters of
your company name.
Copy information from an existing company This option allows you to copy the basic set up data from
another Payroll Company if one exists. This is useful where you have split the Wages and Salaries payrolls
into two payrolls, both of which follow similar payroll practices.
Tick the Copy Information From box, and select the closest matching company from the list. If in doubt,
choose the Demonstration Company. You will then be able to specify which areas of the other payroll you
wish to copy by ticking the appropriate boxes.
Once the procedure is complete click Save or press F10 and you will be taken to your new Payroll Company.
Once in the new Payroll Company you will be presented with the Time and Attendance Setup Cycle screen
(see page 17). This screen will step you through the process of configuring the various essential settings.
Deleting Payroll Companies
If you wish to delete a Payroll company for any reason, select the company on the Login Screen and click
Delete or press F6. You are then prompted for the name of the Payroll company to delete. Select by clicking
on the company of your choice. You are then asked to confirm that you want to delete this company. Click
No to cancel, or click Yes to proceed. Before you delete any Payroll companies forever, it is recommended
that you make a backup first.
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MYOB EXO Time & Attendance User Guide
Setting up EXO Time and Attendance
The EXO Time and Attendance Setup Cycle has been provided to show the sequence in which EXO Time and
Attendance is typically set up. It opens when a new company is first created, and can also be launched by
clicking the Setup Cycle toolbar button or selecting Setup Cycle from the Help menu.
Each company has rules to tell EXO Time and Attendance where you are going to obtain the employee
times. There are several choices, from manual time entry to the TR-3 time recorder clock. Company setup
involves also involves fine-tuning EXO Time and Attendance to suit each individual company. For example,
each set of plastic swipe timecards has a company card prefix, unique to the company.
Click on each of the steps in turn to perform all of the necessary operations for setting up your company.
•
•
•
•
•
•
•
•
Step One: System Setup (see page 19)
Step Two: Roster Setup (see page 32)
Step Three: Rounding Groups (see page 44)
Step Four: Weekly Groups (see page 46)
Step Five: Allowances (see page 47)
Step Six: Statutory Holiday Groups (see page 49)
Step Seven: Employee Groups (see page 53)
Step Eight: Add/Edit Employees (see page 56)
TIP: The steps covered in this Cycle can also be performed by selecting the appropriate option from
the Maintenance menu.
18
Setting up EXO Time and Attendance
Step One: System Setup
Select Step One from the Time and Attendance Setup Cycle (see page 17) and the following window
appears:
The setup process has two stages:
•
•
Timeclock Setup (see page 19)
EXO Time and Attendance Setup (see page 24)
Timeclock Setup
The Timeclock Setup section of the EXO Time and Attendance System Setup (see page 19) screen allows
you to set up the timeclocks used in the system. EXO Time and Attendance is a multi-clock system, and can
have an unlimited number of Time Clocks within the one system where necessary. It can also process data
from a variety of Time Clock brands. It can also use Time files created on other systems such as Job Costing
systems, POS terminals etc.
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MYOB EXO Time & Attendance User Guide
Click the Add button to create a new clock.
Code Enter an Alphanumeric code to identify this timeclock setup.
Description Enter a description for this clock, e.g. Factory Clock 1
Source Entering on this field will Pop-up a list of possible Time Clock options. Normally if you are using a
Time Clock supplied by MYOB you would choose “MYOB BundyPlus G6 Series”. If you have MyStaffInfo
installed, you may choose the software-only “MyStaffInfo” option, which polls the times from the
MyStaffInfo timesheet directly into the Pay Period times.
NOTE: Polling MyStaffInfo returns approved times and Cost Centres only. It does not return leave,
allowances, wage types, etc. - these are retrieved by the Synchronise function in the MyStaffInfo
Management Console.
Program to Execute
Click the
button to specify the program executable for this time clock model. If the clock you have
chosen has a default program to execute, Time and Attendance this will complete the field automatically.
Time File Name If the clock you have chosen has a default File Name, EXO Time and Attendance will
complete this field for you. If you are polling times from MyStaffInfo, a default file name will be entered,
which should be suitable in most cases, but it can be edited if necessary.
NOTE: If your Times file is coming from a source other than a Time Clock you should consult Support.
Polling Parameters
The Polling Parameters section contains different properties depending on the model of time clock
selected.
MYOB BundyPlus G6 Series
NOTE: The “MYOB BundyPlus G6 Series” option applies only to BundyPlus timeclocks purchased from
MYOB.
Site ID Enter the site ID code specified when installing your Time Clock.
Clock ID Enter the ID code specified when installing your Time Clock.
Send Cost Centres to Clock Enable this option if you want to be able to send Cost Centres to the timeclock
using the Send Cost Centres to Clocks Special Function (see page 70).
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Setting up EXO Time and Attendance
TR-3 Timeclock
If you have chosen the TR-3 timeclock, the following options will need configuring.
Serial Port The Serial Port is a 9 or 25-pin socket on the back of your computer into which the Time Clock
data cable (serial cable) is plugged. Entering on this field will display a list of Serial Port options. Usually it
would be Com1 or Com2 .
Baud Rate This would normally be left at the default of 9600.
Clock ID This would normally be left set at “1” unless you were running multiple Time Clock , in which case
you would enter the ID code specified when installing your Time Clock. (Refer to your TimeClock Manual)
Cost Centre Length If you are using Time and Attendance for Job Costing you will need to specify here , the
length of your Job Number in Digits. This way your Time Clock will know to ask each employee to enter
their Job Number when clocking.
Send Cost Centres to Clock Turn this option off to prevent job costing from being done for this particular
clock. In other words, when the Send Cost Centres to Clocks function is activated (Transactions menu, Poll
TimeClocks, Special Clock Functions, Send Cost Centres to Clocks), this particular clock will not receive cost
centres, and will not cost clockings to jobs.
Cost Centres Must Match Turn this option off to prevent EXO Time and Attendance from automatically
creating new cost centres/jobs, for this individual clock. In other words, when the “Automatically Create
cost centres that do not exist” option is enabled (Utilities menu, Setup Time and Attendance, Cost Centre
Structure Setup), and the TimeClock is polled (Toolbar, Poll TimeClocks, Time and Attendance will create a
new cost centre record for each code that has not already been sent to the TimeClock. This option prevents
the automatic creation of cost centres for this particular clock. The assumption being made is that for this
particular clock, cost centres will be provided by Time and Attendance’s cost centre masterfile, and jobs will
not be created on the fly.
IP Address/Modem Initialisation String For a TimeClock Source of TR-3, the modem initialisation string
provides a set of commands by which Time and Attendance can communicate directly with your modem
hardware, in order to poll your timeclock. If you intend to perform remote polling of a timeclock via two
modems in two different geographical locations, take note of your modems’ make and model number, and
consult Support for a set of initialisation strings that will match your modem.
For a TimeClock Source of TR-3 IP Time Recorder, you will need to consult your network administrator and
request for a static IP address to be assigned to your TimeClock, so that it can be recognised as a device on
the network. Once this address is entered into the TimeClock menu (see your TR3 manual for details) you
will be ready to enter the same address into TimeClock Setup.
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MYOB EXO Time & Attendance User Guide
The required format is the TCP/IP number prefixed with the letters “IP”, for example:
IP193.102.168.007
The IP address has to be provided by your network administrator, who will need to grant access for the
TimeClock to the network, before the timeclock can be polled.
EXO PC Clock
If your Source is set to “EXO PC Clock”, there will be some extra configuration required.
Polling Parameters The Time and Attendance system can be set up to poll data directly from the PC Clock
times file, provided that the PC Clock has been configured (in the PC Clock’s Setup screen) to accept
clockings against card numbers.
PC Clock number Each installation of PC Clock requires its own clock number. This is to identify the physical
location of the incoming times.
PC Clock Times file PC Clock will create a times file called PCCLOCK.DBF to the data directory. Click on the
lookup […] button to choose the correct folder.
B20 Finger Scanner
If your Source is set to the “B20 Finger Scanner”, there will be an initial task of assigning finger scanner ID
codes to time cards.
22
Setting up EXO Time and Attendance
Click the Setup Finger ID’s button to continue:
Payroll Company The Company setting will default to the Company that you are currently logged into. If
you are using the Finger Scanner for more than one company, then remember to set the Finger Scan IDs for
the employees of all applicable companies.
Staff Code This is the employee’s staff code, as entered in the Add Employee screen.
Name This is the employee’s full name, as entered in the Add Employee screen.
Card This is the employee’s swipe card number, as entered in the Add Employee screen.
Finger Scan ID Greyed-out lines indicate that employees do not have cards assigned to them, which means
that they are not able to be processed by the Time and Attendance system until they have cards set up.
These do not need to be real card numbers, but can instead be arbitrary numbers used simply to identify
them in the system.
Each time a new person is scanned into the B20 a unique code is generated. MYOB cannot tell you what the
Finger Scan IDs are, as these are assigned to employees by the Finger Scanner system.
That code is linked to the employees swipe card, to form a clocking. Simply click onto the appropriate row
for the employee and key in the finger scanner ID that the employee will be using. The Print button will give
you a report of the current setup.
MyStaffInfo
If your Source is set to the “MyStaffInfo”, the Polling Parameters section is disabled - you do not need to
enter any additional information.
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MYOB EXO Time & Attendance User Guide
EXO Time and Attendance Setup
The EXO Time and Attendance Setup section of the Time and Attendance Setup Cycle (see page 17) allows
you to set up the system parameters that will be used by EXO Time and Attendance.
You can select either a List view or Tree view for this screen.
TIP: You can also access the Payroll Setup screen by selecting Setup Payroll from the Utilities menu.
The EXO Time and Attendance Setup screen is divided into the following sections:
•
•
•
•
•
•
Company Information (see page 24)
Cost Centre Structure (see page 25)
Other (see page 27)
Payroll Posting (see page 28)
Polling (see page 29)
Rate Types (see page 31)
Once you have configured all of the necessary settings in each section, click Save or press F10 to close the
setup screen and return to the Setup Cycle.
24
Setting up EXO Time and Attendance
Company Information
The Company Information section of the EXO Time and Attendance Setup window (see page 24) is where
you specify details about your company as a whole.
Name Enter the company name, or optionally its trading name. It is common to have two payroll
companies with separate login codes and access rights for each - one for each branch of the business. For
this configuration, the company name is often suffixed with an extra descriptor. For example, to indicate a
wages-only company: “Demonstration Company - Sydney”. The company name always appears on the title
bar of the main screen, indicating which payroll company you are currently logged into.
Address This is usually the company’s Post Office Box Number, or optionally a street name and number.
Suburb The locality at which correspondence will be received.
City The town/city/region at which correspondence will be received.
State Select from the list of Australian States.
Postcode The postal code for the company’s address.
ABN The company’s unique Australian Business Number, as provided by the Australian Tax Office.
Company card prefix MYOB EXO Time and Attendance is a Multi Company, Multi clock system. Because of
this, you need to identify which Swipe cards belong to which EXO Time and Attendance systems. The way
to achieve this is to use a company prefix as part of the Swipe Card number. This makes each set of cards
and company unique. Your MYOB consultant will advise you the unique Card Prefix number for each set of
cards set up.
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MYOB EXO Time & Attendance User Guide
Cost Centre Structure
This Cost Centre Structure section of the Time and Attendance Setup window (see page 24) determines the
overall structure of the field sizes and number of sub-groups for Cost Centres generally - it is not for setting
up the Cost Centres themselves (this is done from the Maintenance Menu). The Cost Centre structure is
based on a 12-digit number broken down into separate levels. The 12-digit number can be divided into up
to 4 separate levels with any number of digits in each level, as long as the total number of digits does not
exceed 12.
For example, the total cost centre number of 12 digits could be set up as:
Code
Name
Length
Code 1
Area
2 digits (Up to 99 different)
Code 2
Lab type
3 digits (Up to 999 different)
Code 3
Job type
3 digits (Up to 999 different)
Code 4
Job no.
4 digits (Up to 9999 different)
For this 12-digit number the code/level breaks would look like this:
99 / 999 / 999 / 9999
So the number 100010505645 could mean this when broken down into its particular levels:
10 / 001 / 050 / 5645 meaning Area code 10 = Sydney
10 / 001 / 050 / 5645 meaning Lab type 001 = Microbiology
10 / 001 / 050 / 5645 meaning Job type 050 = Cosmetics
10 / 001 / 050 / 5645 meaning Job no 5645 = J/N 5645
TIP: You can set up names (see page 114) for the supported codes in each part of the structure by
selecting Job Costing > Cost Centre Structure Names from the Maintenance menu. This is how you
specify that Area code 10 stands for Sydney and Lab type 001 stands for Microbiology, etc.
A cost centre can be as complex or as simple as required - it all depends on your particular analysis needs. If
you have any further questions, call the MYOB Employer Services Support Team for advice.
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Setting up EXO Time and Attendance
To set up the structure for your company’s cost centres, type in the description for a code, then type in the
length of the number (in digits). Repeat for all four codes.
Cost Centre Auto-Creation
Automatically create cost centres that do not exist If this option is selected, when a new job/cost centre
number is encountered, the system assumes that it is a new cost centre and creates one accordingly, with
the given number. If this option is not selected, the cost centre is treated as invalid, and will therefore
appear on the Transaction Listing report.
When this option is selected, an extra Auto Create column appears. This lets you specify the level of costing
you wish to auto-create. Ticking the Must Exist option next to a code level means that any new cost centre
encountered will be rejected if the code for that level is not already present in the system.
You would normally auto-create the lowest level of analysis only. For example:
Code
Name
Length
Must Exist
Code 1
Branch
1 digits
Yes
Code 2
Work Area
2 digits
Yes
Code 3
Job no.
2 digits
No
You may keep the Branches and Work Areas permanently in the system, but new Job numbers are started
very frequently. In this case it would be wise not to auto-create a cost centre if the Branch or Work Area is
not already in the system.
NOTE: If a new cost centre is does not contain enough digits, the left-most digits are considered to be
zero. For example, if a five-digit cost centre is expected, and the number 1234 is received, this will be
treated as 01234.
Other
The Other section of the EXO Time and Attendance Setup window (see page 24) contains additional settings
that affect the operation of MYOB EXO Time and Attendance.
Use Availability Rules for Staff Scheduler Turning this option on will enable you to use the Availability
Rules in the Staff Scheduler (see page 97). In other words, you can set up the rules regarding whether or
not employees have made themselves available for any given day of the week, and what hours they can
work.
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MYOB EXO Time & Attendance User Guide
Use Shift 2 in Daily Rules In the situation where an employee works a “split” shift on the same day, a
second set of times and rules can be established. Turning this option on will cause an extra set of shift
management pages appearing in the Daily Rules maintenance screen (see page 32), to handle the second
shift. This is recommended only if you have employees who work split shifts.
Use Daily Rate Limits by Time EXO Time and Attendance has the ability to control what rate an employee
will be paid for working at different times of the day. This option is normally used where you wish to specify
the rates an employee can be paid in different time bands during a day. Turning this option on will cause an
extra page to appear in the Daily Rules maintenance screen (see page 32), to handle specifically timed
overtime calculations.
Payroll Posting
The Payroll Posting section of the EXO Time and Attendance Setup window (see page 24) contains settings
that affect how times are posted to a payroll system, usually MYOB EXO Payroll.
Payroll posting format This option is used to specify what happens to the clockings when the pay period
rolls over. The options are:
•
None - If you manually punch your end of pay period data or you use a Manual Payroll system,
choose this option. At the end of each pay period, EXO Time and Attendance will mark all days in
the period as complete, without making a data file.
•
EXO Integrated - This option should be used If you have the EXO Payroll application installed in the
same folder as your EXO Time and Attendance application. If that is the case, turn on this option in
order to post pay period times directly into the Current Pay. This will process the times, allowances
and exceptions gathered from EXO Time and Attendance into payable amounts for the pay period.
•
EXO DBF File - This option should be used If you do not have a payroll application installed to the
same folder as your Time and Attendance application. This could occur either where your payroll is
on another PC or at another site and you wish to transfer the end of pay period data via disk or
modem. This option could also be used to transfer data to another payroll system that is capable of
importing a DBF format data file. Please consult MYOB Support before using this option.
Payroll posting file path If the “EXO DBF File” option was selected above, enter the location (path) that the
posting file should be copied to, e.g. C:\Otherpayroll\.
Days with odd number of clockings will not be marked as invalid If this option is selected and an
Employee did not clock out, EXO Time and Attendance uses their rostered out time as their actual out time.
This option would only be used where you do not wish EXO Time and Attendance to warn you if an
Employee has not clocked in or out.
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Setting up EXO Time and Attendance
Do not post costing to payroll When job costing is enabled on the Timeclock, times can be clocked
together with a cost centre. The default behaviour of Payroll is to analyse expenditure to the employee’s
default cost centre. However, if a different cost centre is attached to a transaction such as a wage line, the
transaction’s cost centre takes precedence. Therefore, If you want to post the times to a payroll, but only
want the payroll expenditure analysed to the employee’s default cost centre, and not the actually clocked
cost centre, turn this option on.
Post Leave Payments The default behaviour of EXO Time and Attendance is to not post any transactions
for a salaried employee. This may be because salaried employees are typically not paid by the hour, and if
their attendance is tracked, it is for costing or informative purposes only.
Reduce Salary by leave paid amounts Generally, the salary amount for each pay period would only vary if
there was some form of leave in that pay period. For example, the employee may clock 32 hours of
Ordinary time, plus have 8 hours of an HOL Leave Exception. In that case, you would want to post 8 hours
of holiday pay into payroll, and have the salary reduced automatically by 8 hours. If you want to substitute
salaried hours for leave hours when Leave Exceptions are transacted, turn this option on (recommended).
Post times worked as wage lines Select this option to post times worked for employees to the payroll
system as wage lines.
NOTE: Salaried employees must have the Allow Overtime option turned on in EXO Payroll to have
wage hours posted to them. This option is available on the Employee Details tab of the Employee
Maintenance window.
Generally, there are two approaches for handling EXO Time and Attendance data with respect to Salaried
employees:
•
Zero Wages (recommended) - Using this method, you would transact the Salary amount in Payroll,
having originally set up the Standard Pay with a Salary amount, that will carry though to all
subsequent Current pays. The wage lines are zero-rated, and do not add to Gross Taxable Earnings.
The wage lines are posted to payroll for attendance tracking purposes only. This is achieved by
setting up a Pay Rate Multiplier of 0 against a Pay Rate entitled “Salary” in the Payroll, and in turn
the Time and Attendance Setup screens. All of the daily rules, rosters and weekly groups for
Salaried employees will use the “Salary” multiplier, instead of the “Ordinary” multiplier of 1 x the
hourly rate, which is reserved for Waged employees.
•
Zero Salary - Using this method, you would not transact the Salary amount in Payroll, and would
not set up the Standard Pay with a Salary amount. As per Waged employees, the wage lines are
rated at Ordinary time, and add to Gross Taxable Earnings. The wage lines are posted to payroll, for
payment purposes.
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MYOB EXO Time & Attendance User Guide
Polling
The Polling section of the EXO Time and Attendance Setup window (see page 24) contains settings that
affect polling operations.
Cost centre for invalid cost centres This field is only used by sites that are using EXO Time and Attendance
for Job Costing and is used as a Default Cost Centre code against which EXO Time and Attendance will
allocate any Clocking where the Job Number entered at the clock was not a valid Job Number. This will then
be highlighted on the Costing Report and the Employees Maintain Times screen.
Data duplication limit (minutes) In order for an Employee to be sure that they have Clocked In or Out, EXO
Time and Attendance has been designed to allow the Employee to swipe their card a number of times
without Time and Attendance assuming that they are actually clocking in and out each time. The length of
time between swipes that EXO Time and Attendance will ignore consecutive swipes is set with this field.
Normally we would specify 5 minutes. This way if the Employee is not sure whether they clocked correctly
they can swipe again without upsetting the system.
Default polling date Choose from:
•
Yesterday - If you intend to pay employees for shifts that have been clocked at times up to, but not
past, the midnight that immediately precedes the pay period end date, leave this value set to
Yesterday.
•
Today - If you intend to pay employees for shifts that have been clocked at times up to the exact
time that the clock is polled, which is normally the morning of the pay run, set this value to Today.
In other words, this setting is favourable when there are night shifts involved, and those shifts end
on pay day. You will need to ensure that you poll the timeclocks after the shift ends, so as to
capture a valid set of in and out times for that shift.
Roster variance warning limit EXO Time and Attendance can warn you when an employee has clocked a
time outside their Rostered Shift Start or Finish. This warning is noted on the Daily Attendance report. For
different companies, the degree to which employees’ clocked times can be outside the norm before they
wish to be advised will vary. Depending on your requirements, you can set a limit in minutes and any
clocked times outside Shift Start or Finish by greater than this limit will be flagged.
Pay Period Status These fields are used to determine the pay frequencies you are using and the pay period
end date that will apply to each. Once this date has been set the first time, it is not normally changed, as
EXO Time and Attendance will automatically roll this date forward to the next period end date at the end of
each pay period.
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Setting up EXO Time and Attendance
Rate Types
The Rate Types section of the EXO Time and Attendance Setup window (see page 24) lets you set up the
rate types and descriptions that specify how employees will be paid, as a multiplier of their hourly rate. If
you pay overtime rates or have alternate rates of pay for different jobs these will need to be set-up here.
If you post to a Payroll, these rate types should form a matching link to structures set up in your Payroll.
Changes made to Time and Attendance rate types need to be applied to payroll rate types, and vice versa.
Click Add to add another rate type, or Edit to edit an existing type.
Num An identification number for the type. For new types, this defaults to the next number in the list.
Description Enter a descriptive name for this rate type.
Short name Enter a short description to be used as a field description elsewhere in the EXO Time and
Attendance system.
Code1 Enter the number of the Payroll Rate Type that will apply i.e. Ordinary is normally 1, Time & Half is
normally 2 (refer your Payroll set-up screen if unsure).
Code2 If you are using a single hourly rate in the Payroll enter 1. If you have multiple Hourly Rates in you
Payroll enter the Hourly Rate number that will apply i.e. 1 for first , 2 for second etc.
Code3 Only applies to IMS Payroll.
Ordinary Time Tick this box if hours paid under this Rate Type will be used as “Ordinary” for allowances
calculated by the hour. If the box is not ticked, the Rate Type will be used as Overtime.
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MYOB EXO Time & Attendance User Guide
Step Two: Roster Setup
Select Step Two from the Time and Attendance Setup Cycle (see page 17) and the following window
appears:
The Roster Setup process has two stages:
•
•
Daily Rules Setup (see page 32)
Roster Setup (see page 41)
Daily Rules Setup
The Daily Rules window is used to set the rules to be used for employees’ attendance on a particular day. It
is also where the expected shift times are established. It is also used to set limits such as Overtime, Meal
Breaks and Anchoring of employees Start or Finish times. The use of “templates” reduces the amount of
time it takes to set up an employee’s profile later, by allowing you to use a template for groups of
employees, rather than establishing individual sets of rosters and rules per employee.
NOTE: All times on this screen must be entered in base 60, e.g. eight and a half hours would be
entered as 8.30, as opposed to 8.50.
The Picklist enables you to search for and select the daily rule that you want to view or edit.
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Setting up EXO Time and Attendance
The default behaviour of the Picklist is to display all of your Daily Rules. For some businesses, this can be
quite a large list - it may be more practical to exclude Daily Rules which are not of particular interest at the
present time. Filter selections will be saved for future use, when you exit from the Picklist.
Search From this field you can type in the code of the Daily Rule that you wish to find - if a match is
located, the list will refresh to show only the matching record. You can then press F5 or alternatively click
on the Edit button, in order to edit the record.
Code A short code of up to four letters that represents the daily rule.
Name The descriptive name of the daily rule.
Shift 1 Start The time (in hours and minutes) that the employee is expected to clock in. The list of Start
times will be pre-populated from the start times of your existing daily rules.
Shift 1 End The time (in hours and minutes) that the employee is expected to clock out. The list of End
times will be pre-populated from the start times of your existing daily rules.
Category An optional text-based classification that is definable in nature, and may be attached to some or
all daily rules.
Adding a Rule
Daily rules are added and edited using the Daily Rule Wizard. Click on the Add button to add a daily rule.
You are asked if you want to copy an existing rule. Select Yes to pick a rule to base the new rule on, or No
to create the new rule from scratch.
All wizard screens include a graph that illustrates the span of the daily rule. If you find the graph
superfluous or clutters the screen unnecessarily, you can hide it and just work with in and out times by
clicking the Hide Visual Representation option. A tri-coloured legend at the top left of the screen
corresponds to the actual graph that runs from left to right.
•
•
•
•
•
•
anchor Red indicates periods of time during which, if clocked, the actual time will be anchored to
the rostered time.
break Orange indicates an automatic unpaid break.
work Blue indicates the span of the shift, from the start time to the finish time.
Yesterday Meaning the time will appear in the day after it was clocked e.g. 10pm Tuesday till 6am
Wednesday will show as Wednesday.
Today Meaning the day the time is clocked is the day in which the time will appear.
Next Day Meaning the time will appear in the day before it was clocked.
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MYOB EXO Time & Attendance User Guide
Step One: General Details
This screen is where you enter identification information for the daily rule.
Code Enter the Daily Rule code to be added (this can be alpha numeric). You will be asked if you wish to
copy an existing Daily Rule. If you have previously established a Daily Rule similar to that which you are
setting up you can use it as a model. If this is the case enter on <YES> . You will be presented with a list of
existing Daily Rules to choose from. Choose one and you will be presented with the Daily Rules screen as
set up for the earlier Daily Rule and you can now proceed to modify it to suit. If you have not previously set
up a similar code choose <No> and enter and a blank Daily Rule will be displayed.
Description Enter the description for this Daily Rule.
Category The daily rule category is an optional field, which allows you to group similar daily rules in the
daily rules picklist. The naming convention for those groups can involve any key words that you like. Click
the
button to add or edit categories.
The Select Category screen appears. Initially, the list of categories is empty. Click on the Add button to
continue.
Category Code A numeric code will be suggested for the new category. You may change the suggested
code, provided that the new value does not already belong to an existing code.
Category Name A description of the category helps to identify the entry, when viewed from the entire list
of categories.
Cost Centre If you wish to have all time worked by employees using this Daily Rule costed to a particular
cost centre, enter it here. The cost centre must have been set up previously.
Default Exception Code Where a Daily Rule is to be used to pay Holiday Pay, Sick Pay etc. the appropriate
Exception Code should be entered here.
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Setting up EXO Time and Attendance
Do not assume times if did not clock EXO Time and Attendance uses the Daily Rules when working out if
an employee’s times are an in or an out. It will also assume the employee’s “Rostered” times if they forget
to clock.
In some cases an employee may not be expected to work a particular day i.e. an RDO, and therefore you do
not want to assume any “Rostered Times”. However, if the employee happens to come to work that day
rules must be in place to cope with this. Using this option means that Time and Attendance will only use
the rules if the employee works and will not assume any times if they don’t.
Use Shift 2 in Daily Rules In the situation where an employee works a “split” shift on the same day, a
second set of times and rules can be established. Turning this option on will cause an extra set of shift
management pages to appear later on in the Wizard, in order to handle the second shift. Recommended
only if you have employees who work split shifts.
TIP: This option is also available on the Other tab (see page 27) of the EXO Time and Attendance
Setup window.
Click the Next button in order to continue.
Step Two: Shift 1 - Start and Finish Times
This is where you state the expected clock in and clock out times (in hours and minutes) for the primary
shift of the day, evening, or night.
Start Time Enter the shift start time here (24hr clock format).
Finish Time Enter the shift finish time here (24hr clock format). Note that if the Shift end time falls on the
next day, EXO Time and Attendance will move the finish time to the day the Start Time was allocated to
using “Which Day” above.
Which Day is Shift 1 Start Time This field determines the day on which EXO Time and Attendance will put
an employee’s times when clocked. The options are:
•
•
•
Yesterday - The time will appear in the day after it was clocked e.g. 10pm Tuesday till 6am
Wednesday will show as Wednesday.
Today - The day the time is clocked is the day in which the time will appear. This is the default
setting.
Next Day - The time will appear in the day before it was clocked. In some circumstances times are
moved forward or back subject to the way the business operates.
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MYOB EXO Time & Attendance User Guide
Allow ... minutes before and ... minutes after Start Time Enter the number of minutes before the
scheduled time that you wish to anchor. An example of this would be an employee who always arrives 40
minutes before the expected start time and while you want them to clock in when they arrive, you only
want to pay them from the shift start time. By setting a “before” limit of 45 minutes, EXO Time and
Attendance will treat any clock time within 45 minutes before the scheduled start as being on time and
round it to that time. If you wish to use anchoring, enter the number of minutes you want as an anchor.
As with anchoring before a scheduled start time we can also set a limit that will determine when an
employee clocks in after their expected time that they are treated as “on-time”. Enter the number of
minutes “grace” an employee will be allowed.
Allow ... minutes before and ... minutes after Finish Time As with anchoring the starting times of an
employee, it is also possible to control their finishing times. These should be set up as above with the
number of minutes grace an employee will be given when clocking out before or after their scheduled
finish.
Click the Next button to continue.
Step Three: Shift 1 - Automatic Breaks
EXO Time and Attendance has the ability to handle unpaid breaks such as lunch and meal automatically in a
variety of ways.
Break Type To define the policy for automatically deducting breaks from the span of in and out times,
choose one of the following options.
•
•
•
•
None - No breaks for this day. Often used when the daily rule is for a non-worked day, e.g. paid or
unpaid leave.
One Break At exact time - Enter the time of day at which the break is to be deducted e.g. 12:00.
One Break After a number of hours worked - Enter the number of hours an employee must work
in order to be entitled to the break. NOTE:- The length of time specified must include the break i.e.
If 5 hrs is specified then EXO Time and Attendance would pay the employee for 5hrs less the break.
Break after Every number of hours worked - Enter the number of hours after which each break will
be deducted. The length of time specified must include the break i.e. If 5 hours is specified, EXO
Time and Attendance will pay the employee for five hours less the break.
Time If the “One Break At exact time” option was selected, enter the time at which the break will occur,
e.g. 12.30 for half past midday. If the “One Break After a number of hours worked” or “Break after Every
number of hours worked” option was selected, enter the number of hours that must be worked for the
condition to apply.
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Setting up EXO Time and Attendance
Which Day Shift 1 Break Starts This field determines the day on which EXO Time and Attendance will put
an employee’s break. This will always be at some time between the start of the first shift and the end of the
first shift. Choose from:
•
•
•
Yesterday - Meaning that the shift started yesterday and the break is before the midnight just past.
Today - Meaning that the break occurs at some time today.
Next Day - Meaning that the shift ends tomorrow and the break is after the midnight to come.
Break Length Enter the length of the break in units of time, e.g. 0.30 for 30 minutes.
Minimum Break In some circumstances a company’s rules will specify that if an employee clocks a break at
lunchtime, then it must be for a minimum amount of time i.e. 30 minutes. If this is the case, select this
option. EXO Time and Attendance will then extend employees’ actual break times to a minimum of 30
minutes.
Must Work Before Enter the number of hours before the specified Break time that the employee must
work in order for the Automatic Break to be deducted. If an employee clocks within the time limit specified
here, the automatic break will not be deducted as the actual clocked break will be used.
Must Work After Enter the number of hours after the specified Break time that the employee must work
in order for the Automatic Break to be deducted. If an employee clocks within the time limit specified here,
the automatic break will not be deducted as the actual clocked break will be used.
Click the Next button to continue.
Step Four: Shift 2 - Start and Finish Times
This screen only appears if the Use Shift 2 in Daily Rules option was selected on the first screen of the
wizard. In the situation where an employee works a “split” shift on the same day, a second set of times and
rules can be established here.
The fields on this screen behave in the same way as those on the Shift 1 - Start and Finish Times screen.
Click the Next button to continue.
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MYOB EXO Time & Attendance User Guide
Step Five: Shift 2 - Automatic Breaks
This screen only appears if the Use Shift 2 in Daily Rules option was selected on the first screen of the
wizard.
The fields on this screen behave in the same way as those on the Shift 1 - Automatic Breaks screen. Click
the Next button to continue.
Step Six: Daily Maximum Hours
Under many contracts, employees have to work a certain number of hours before they move to the next
rate, e.g. eight hours of ordinary time per day before they get overtime. A common rule is eight hours
ordinary followed by three hours time and half with the balance being double. This would be entered as 8
OR, 3 TH, 99 DBL. Entering 99 means that the balance goes to this rate.
NOTE: If you are also using Weekly Groups (see page 46) to control employees’ overtime limits then
the Weekly Maximums rule will override the Daily Maximums.
Click the Next button to continue.
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Setting up EXO Time and Attendance
Step Seven: Daily Rate Limits by Time
This screen only appears if the Use Daily Rate Limits by Time option was selected on the Other tab (see
page 27) of the EXO Time and Attendance Setup window. EXO Time and Attendance has the ability to
control what rate an employee will be paid for working at different times of the day. This option is normally
used where you wish to specify the rates an employee can be paid in different time bands during a day.
Click on the Add button to set special rules for this day.
From Time This field is be used to specify the beginning of each block of time.
From Which Day This field determines the day on which EXO Time and Attendance will put an employee’s
times when clocked. Choose from:
•
•
•
Today - Meaning the day the time is clocked is the day in which the time will appear.
Yesterday - Meaning the time will appear in the day after it was clocked e.g. 10pm Tuesday till 6am
Wednesday will show as Wednesday.
Next Day - Meaning the time will appear in the day before it was clocked. The normal setting would
be Today. In some circumstances times are moved forward or back subject to the way the business
operates.
To Time Enter the end time for this block of time.
First Hours EXO Time and Attendance has the ability to control what rates an employee can be paid for
working at certain times of the day. If there are different rates to be paid within this time band, enter how
many hours are to be paid in the first range.
First Rate Enter the rate type (see page 31) to be used for this first range.
Second Hours As for the First Hours field.
Second Rate As for the First Rate field.
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Balance If all the hours in this time band have not been covered, enter the rate that will be applied to the
balance.
Once you have made your changes, click on Save button to return to the Daily Rate Limits by Time screen.
Carry on entering the various time bands as required, and then click the Next button to continue.
Step Eight: Scheduling
These options govern how the Daily Rule will be represented visually in the Staff Scheduler (see page 97).
Background This is the Basic colour that fills the inside of the cell. Click the
button to select a colour. It
is advisable to select Background and Foreground colours which contrast strongly with each other.
Foreground This is the Basic colour of the text that describes the Daily Rule, plus the Start and Finish times
for each shift. Click the
button to select a colour.
Hours to Pay This value is used for forecasting purposes, and will be automatically calculated from the
Daily Rule’s Start and Finish times as follows:
(shift 1 finish time - shift 1 start time - shift 1 break time) + (shift 2 finish time - shift 2 start time - shift 2
break time) = Hours to Pay
In the forecasting reports and screens, the Hours to Pay are in turn multiplied by the employee’s hourly
rate, in order to arrive at a productive cost for the dollar amount for the day. In the forecasting reports and
screens, the employee’s hourly rate is derived as follows:
•
•
For EXO Time and Attendance-only installs, the Productive Cost per Hour on the Employees
window (see page 56) is used.
For EXO Payroll and EXO Time and Attendance installs, the Hourly Rate on the Standard Pay tab of
the Employee Maintenance window is used.
Minimum staff Enter the minimum number of employees who must be scheduled for this leave type on
any given day. e.g. for this example at least 8 employees must be on the night shift. If this condition is not
met, an alert will appear as a Scheduling Problem, at the top of the list of employees, in the Staff Scheduler
screen, for the day in question.
Maximum staff Enter the maximum number of employees who can be scheduled for this leave type on any
given day. e.g. for this example no more than 16 employees may be on the night shift. If this condition is
not met, an alert will appear as a Scheduling Problem, at the top of the list of employees, in the Staff
Scheduler screen, for the day in question.
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Setting up EXO Time and Attendance
Add this type to the budget report Enable this option to show the Daily Rule in the Projected Forecast
report. Some organisations choose to hide leave/unproductive days from forecasts.
Override Hours Select this option to override EXO Time and Attendance’s suggested hours. The forecasted
dollar amount does not take into account Overtime that is paid at penal rates. Therefore, you may wish to
inflate the hours pay in order to arrive at a more accurate figures.
For example, if the worked hours are 10, but this consists of 8 ordinary hours and 2 time and a half hours,
the override hours would be:
(8 x 1.00) + (2 x 1.5) = 8 + 3 = 11 override hours
To complete the Daily Rule Wizard and save your Daily Rule, click the Finish button.
Roster Setup
Rosters have been designed to minimise the amount of time it takes to set up your EXO Time and
Attendance system and also to allow quick changes to employee rosters once your system is operational.
In many cases employees work similar shift patterns each day of the week or regularly work similarly
structured weeks. This can also apply to groups of employees. Rather than going through each employee’s
masterfile and specifying their daily rules, you can set up standard Rosters and then allocate those to an
employee.
Rosters can be created for various Time frames including:
•
•
•
Fixed Period, e.g. Fixed Weekly Roster
Rotating Cycle, e.g. Rotating Shifts/Daily Rules over a Fortnightly
Date Range, e.g. Variable Shifts/Daily Rules over a Date Range
It should be noted that once a Roster has been created and allocated to an employee or group of
employees it can still be overridden at the employee level (see page 58) on a temporary or permanent
basis.
Creating a Roster
Select Roster Setup from the Roster Setup window (see page 32) to add or edit rosters.
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MYOB EXO Time & Attendance User Guide
Enter the code to be used for this Roster. You will be asked if you wish to copy another previously created
Roster. If you have previously set up a Roster that is similar to the one you are adding, click Yes and choose
from the list displayed. You can then edit the Roster to bring it in line with what you want. If this is your
first Roster or is not like any others, select No to be presented with a blank screen.
Description Enter a description for this Roster.
Start Date This date is used to specify when this particular Roster will start.
Cycle Length Days The number entered here specifies the length of the Roster Cycle and will depend on
what type of roster you want to create. All Rosters operate as a cycle, even if it is a cycle of one day (i.e. the
same Daily Rules apply for every day). All Rosters, regardless of length, will carry on indefinitely with the
various Daily Rules (set up in the next stage), rotating based on this setting.
If you want to set up a Roster with a different rule for each day of a weekly period, set the Cycle Length to
7.
If you want to create a Roster for a date range that has variable Daily Rules throughout the period, set the
length to 1. The Daily Rule Code entered at the next stage will become your default daily rule, and this will
then allow you to use the Edit Roster Days button to create a variable Roster for a specific date range.
Edit Cycle
All Rosters operate as a cycle of Daily Rules (see page 32); click Edit Cycle to set up this cycle.
Depending on the Cycle Length setting, you will be presented with a screen displaying a series of numbers
and days down the side. Each of these represents a day in your Roster Cycle. To allocate the appropriate
Daily Rule code to each day, select a day and click Edit. You can then edit the Daily Rule for that day. If you
don’t know the code you wish to use or you enter an invalid code a Popup list will appear and you can
choose from the list.
Repeat this process for each day of your Roster cycle. and click Save to save your changes
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Setting up EXO Time and Attendance
Edit Roster Days
Having set up the Roster Cycle, you can now see how the Roster will look in a calendar format by clicking
Edit Roster Days.
A Calendar screen is displayed with a Daily Rule Code (see page 32) allocated against each day and a blank
field beneath each code.
If you wish to override the Daily Rule Code for a particular day or series of days, enter the appropriate code
in the field for that day. This new Code will be used by EXO Time and Attendance as the default code for
that day.
If you are using a Date Range Roster, override each day for the Date Range you wish to set up. If you are
using this method you will need to either create a Roster for a long period or remember to regularly update
this screen, as eventually the Roster will revert to the default.
Daily Rule This field is a read-only field showing the description for each Daily Rule Code entered in the
days above.
Click Prev or Next to move to another month. Click Save when you are done.
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MYOB EXO Time & Attendance User Guide
Step Three: Add Rounding Groups
EXO Time and Attendance can round an employee’s clocked times based on pre-set parameters, thus
removing the arbitrary judgments of rounding that take place with a manual system. This means you can
pay an employee in pre-set blocks of time such as 15 or 30 minutes. These rounding groups can be
established for different groups of employees if required.
Select Step Three from the Time and Attendance Setup Cycle (see page 17) and the following window
appears:
Click the Add button to create a new group or Edit to alter an existing group.
Rounding Group Code Enter an alphanumeric Rounding Group code for the group.
Description Enter a description for the Rounding Group.
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Setting up EXO Time and Attendance
Rounding IN Times
The two Round IN settings determine how IN times are rounded.
Round IN times Backwards Up To This setting determines a threshold, below which IN times are rounded
backwards to the nearest increment.
Round IN times Forward To Next This setting determines the rounding increment for IN times. For
example, setting this value to 10 rounds IN times forwards to the nearest 10 minutes, unless they fall inside
the rounding threshold defined by the Round IN times Backwards Up To setting.
For example, setting the Round IN times backwards Up To to 3 and the Round IN times Forward To Next
to 5 has the following effect:
Round to 08:00 in times that are: 08:00 08:01 08:02 08:03
Round to 08:05 in times that are: 08:04 08:05
Rounding OUT Times
The two Round OUT settings determine how OUTtimes are rounded.
Round OUT Times Forwards Up To This setting determines a threshold, above which OUT times are
rounded forwards to the nearest increment.
Round OUT Times Backwards To Previous This setting determines the rounding increment for OUT times.
For example, setting this value to 10 rounds OUT times backwards to the nearest 10 minutes, unless they
fall inside the rounding threshold defined by the Round OUT times Forwards Up To setting.
For example, setting the Round OUT Times Forwards Up To to 3 and the Round OUT Times Backwards To
Next to 5 has the following effect:
Round to 16:05 out times that are: 16:02 16:03 16:04 16:05
Round to 16:00 out times that are: 16:00 16:01
Click Save or press F10 to save the rounding group.
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MYOB EXO Time & Attendance User Guide
Step Four: Add Weekly Groups
Weekly Groups are another way for EXO Time and Attendance to control how an employee’s Ordinary and
Overtime can be calculated.
NOTE: All times on this screen must be entered in base 60, e.g. 40 and a half hours would be entered
as 40.30, as opposed to 40.50.
It is common for companies to set their overtime rates at a weekly level rather than daily. A common
example is where the employee has to have worked 40 hours before they get overtime. This would be set
up as 40 OR and 99 TH if all overtime was paid at time and half.
Select Step Four from the Time and Attendance Setup Cycle (see page 17) and the following window
appears:
Click the Add button to create a new group to Edit to alter an existing group.
Weekly Group Code Enter an alphanumeric code for the Weekly Group.
Description Enter a description for the Weekly Group.
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Setting up EXO Time and Attendance
Rate Types Each of the Rate Types (see page 31) created on the EXO Time and Attendance Setup window
are displayed here as a list. For each Rate Type, enter the Maximum number of hours at each Rate Type
that the employees in this group will be paid in the week. If an employee must work a minimum of 40 hrs
before they would be entitled to Overtime enter that in the Minimum field.
NOTE: Entering 99 in a field means that all hours calculated under this Rate Type at a daily level will
be paid at that Rate type.
Step Five: Add Allowances
Many allowances paid to employees are based on time worked and attendance. EXO Time and Attendance
provides the ability to calculate all time based allowances and can transfer these allowances to your payroll
system along with the employees hours. EXO Time and Attendances allowance maintenance screen lets you
establish strict rules for who is to receive the allowance and what they must do in order to qualify for it.
Select Step Five from the Time and Attendance Setup Cycle (see page 17) and the following window
appears:
Allowance Code Enter a new alphanumeric code to create a new allowance, or enter the code of an
existing allowance to edit that allowance.
Description Enter a description for the allowance.
Days of the Week To Pay On EXO Time and Attendance has the ability to restrict the payment of
allowances to certain days of the week e.g. a meal allowance only paid to employees who work on Sundays.
Tick the box for all days of the week on which the allowance will be paid.
Before Time In addition to being able to control the payment of an allowance on particular days, EXO Time
and Attendance can also specify that an allowance will only be paid to an employee who has worked at a
particular time of the day or finished before a particular time of the day. Two options are available:
•
•
If an employee can only be paid this allowance for working before the specified Before Time, select
Work.
If an employee can only be paid this allowance for finishing work before the specified Before Time,
select Finish.
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MYOB EXO Time & Attendance User Guide
After Time As with before time we can also restrict payment of an allowance to only those employees who
have worked or started after a particular time of day. If this applies enter that time here. An example of this
would be a meal money where an employee can be paid a meal allowance if they work after 18:00 (6pm).
Two options are available:
•
•
If an employee can only be paid this allowance for working after the specified After Time, select
Work.
If an employee can only be paid this allowance for starting work after the specified After Time,
select Start.
Hours Worked... Per ... Where an employee must work a specific number of hours before qualifying for
this allowance, enter that value here and specify whether the number of hours that must be worked is Per
Day, Week or Pay Period. It is normal to specify at least a minimum of 1 hour worked.
Maximum Units... Per... You may wish to restrict the number of units of a particular allowance that an
employee can receive within a particular period. An example of this may be meal money where an
employee can only receive one per day or five per week. If a maximum applies, enter that value here and
specify whether it is Per Day, Week or Pay Period.
Allowance Qty... Per... This field is used to determine how many units of an allowance the employee will
receive, should they meet all the rules as set out earlier. Enter the number of allowances to be paid and
whether it is Per Day, Week or Pay Period.
Pay on Ordinary Hours EXO Time and Attendance has the ability to pay allowances on either ordinary time
or overtime or both. Select this option if this allowance is to be paid on ordinary time.
Pay on Overtime Hours Select this option if this allowance is to be paid on overtime hours.
NOTE: This setting treats all overtime hours as one unit of allowances per hour worked.
Use Equated Hours for Overtime Selecting this option means that the allowance is calculated at the same
rate factor as the hours for overtime. For example, one hour at time and half would generate one and a half
units of the allowance.
Round Hour Totals Select this option to round allowances up to the nearest whole number, thereby
avoiding having to pay part allowances.
Payroll Allowance Code Enter the allowance code that applies to this allowance as set up in your payroll
system.
Cost Centre If this allowance is to be costed to a particular cost centre (see page 118) when paid enter that
cost centre here. To use the employee’s default cost centre, leave this field blank.
Click Save or press F10 to save the allowance.
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Setting up EXO Time and Attendance
Step Six: Add Statutory Holiday Groups
EXO Time and Attendance has the ability to automatically process Public Holidays depending on whether
the employee has worked the day or not. This is done using Statutory Holiday Groups. You can have
different Groups with different rules for each.
Once groups are set up and assigned to an employee, EXO Time and Attendance will recognise when a
Public Holiday has fallen and will process the employee’s day according to the rules set up for the group.
You do not have to do anything other than your normal daily polling of the clock.
Statutory Holiday Groups use a combination of Daily Rules and Exception Codes to create the payment for
the day, and to attract the appropriate leave liability. Statutory Holiday Groups will also automatically
accrue an Alternative Day if required.
Select Step Six from the Time and Attendance Setup Cycle (see page 17) and the following window appears:
Group Code A short code of up to four letters that represents the Statutory Holiday Group.
Group Name The descriptive name of the Statutory Holiday Group.
Calculation Method This will be one of a number of predetermined approaches for ascertaining the
number of hours to pay in relation to a Statutory Holiday.
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Ensure that the Use Wizard to Add, Edit option is ticked, highlight the appropriate default group, then click
the Edit button to continue - the following screen will appear:
Code Enter the Alphanumeric Code you wish to use.
Description Enter the description for this Group.
Calculation Method There are a number of different ways EXO Time and Attendance can handle a
Statutory Holiday Day:
•
Full-time - The most common would be Full-time, whereby EXO Time and Attendance will use the
Rules as set-up in your Daily Rule and Exception Codes to pay the Employee based on whether they
worked or not.
•
Part-time - This option is for employees who are Part-timers and who don’t work a regular number
of Hours. Under this option EXO Time and Attendance would pay an Employee for the hours they
worked at the rate specified in the Daily Rule. and if they didn’t work it would pay the Average
number of Hours for the preceding two corresponding days i.e. the last two Mondays etc.
Click the Next button to continue.
Sort list by The three buttons at the top left of the screen control how the mover list is ordered.
Date This is the date upon which the public holiday is observed.
Public Holiday Name This is used to identify the holiday and its place in the calendar year.
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Setting up EXO Time and Attendance
Region The observance of a public holiday is often localised to a state, region, or province.
Available vs Selected This screen controls the days on which public holidays will and will not be processed.
To assign a Public Holiday to a Statutory Holiday Group, move that item to the Selected list by dragging it
from the Available list, or by selecting it and clicking the > button. (Click the >> button to move all items
from the Available list to the Selected list.)
To remove a Public Holiday from a Statutory Holiday Group, move that item to the Available list by dragging
it from the Selected list, or by selecting it and clicking the < button. (Click the << button to move all items
from the Selected list to the Available list.)
Click the Next button to continue.
Employees who work on a public holiday receive an Alternative Leave entitlement A day of paid leave
that is taken at some point in the future can be accrued, if the Employee works on the public holiday. If this
is the case, tick this option in order for an Alternative Day to be accrued.
Worked Daily Rule Enter the Daily Rule that will apply if an Employee works this day.
Non-Worked Daily Rule Enter the Daily Rule that will apply if an Employee does not work this day.
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MYOB EXO Time & Attendance User Guide
Maintain Public Holidays
EXO Time and Attendance keeps a register of the Public Holidays observed by your company. Click the
Maintain Public Holidays button to add or remove holidays from the register.
The default public holidays that are in the system should be sufficient. However if the situation calls for a
public holiday on another date, you can click Add to create a new one.
If public holiday is to be observed on a different day, you can select the holiday and click Edit to alter it.
You can also click Delete to remove any public holidays that do not apply to your organisation.
Maintain Regions
It can be useful to classify public holidays by their regional observance, as not all public holidays are
recognised in all provinces/states. Click the Maintain Regions button to set up the regions used by the
system:
Generally, the most that you would do in this screen is to untick any states that you do not pay wages in.
Click the Exit button to return to the Add/Remove Public Holidays window.
Once you have reviewed the list of public holidays, click the Exit button to return to the Statutory Holiday
Groups maintenance screen.
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Setting up EXO Time and Attendance
Step Seven: Add Employee Groups
Employee Groups are a way of speeding up the data entry process when first setting up EXO Time and
Attendance, and also to make it easier when adding employees later on.
An Employee Group is a combination of rules and groups, including the Department, Cost Centre, Statutory
Holiday, Roster, Rounding and Weekly Groups that could apply to an employee.
TIP: If your employees are all different, you do not need to create an Employee Group, as these rules
can be applied at an individual level.
Select Step Seven from the Time and Attendance Setup Cycle (see page 17) and the following window
appears:
Click the Add button to create a new Employee Group, or click Edit to alter the details of an existing group.
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MYOB EXO Time & Attendance User Guide
Code Enter an alphanumeric code for the Employee Group.
Name Enter a description for the Employee Group.
Department If you want to use a Department (see page 117) other than the employee’s default
Department, enter it here.
Default Cost Centre If you want to use a Cost Centre (see page 118) other than the employee’s default
Cost Centre, enter it here.
Statutory Holiday Group Enter the Statutory Holiday Group (see page 49) that will apply to this group of
employees.
Rounding Group Enter the Rounding Group (see page 44) that will apply to this group of employees.
Weekly Group Enter the Weekly Group (see page 46) that will apply to this group of employees.
Roster Enter the Roster (see page 41) that will apply to this group of employees.
Rate Type Cost Centres
You may want to cost your ordinary time, time and a half, and double time for the week to specific cost
centres. If so, enter those cost centres here. Note that in order for Pay Rate costing to be effective, the Cost
By Pay Periods option should be enabled in the Costing report.
Once you have finished entering the Group Details, click the Allowances tab to define any allowance that
may be applicable to the employee group.
Allowances
If there are a number of Allowances (see page 47) that apply to employees in this group, they can be set up
here.
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Setting up EXO Time and Attendance
Click the Add button to apply a new allowance. A list of available EXO Time and Attendance allowances
appears:
Click on the desired allowance, then click the Select button. The newly selected allowance is added to the
list of allowances for this group. Repeat this process for every allowance that you wish to add to the group.
Click Exit when you are done.
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MYOB EXO Time & Attendance User Guide
Step Eight: Add/Edit Employees
Employees are added to the EXO Time and Attendance system from MYOB EXO Payroll. Employees that
have the Time and Attendance Employee setting enabled on the Other tab of the Employee Maintenance
window in EXO Payroll can be added to the EXO Time and Attendance system. Once added, details specific
to the EXO Time and Attendance system can be configured for the employees.
Select Step Eight from the Time and Attendance Setup Cycle (see page 17) and the following window
appears:
This area is also known as Employee Masterfile, because it has the details of employee number,
department, start date, pay frequency, roster, swipe card number and allowances. This menu also includes
employees personnel notes.
NOTE: Any changes made to the Employee masterfile could have an effect on any clock time in the
system for this week. For example, if you want to change an employee’s roster for the next week,
this should be done after the Time and Attendance information has been Posted to Payroll for the
week.
Employee Code Enter the code of the employee you want to edit and press enter. Alternatively, click Find
to select the employee from a list.
If the employee is new to EXO Time and Attendance, you will be asked if they belong to an Employee Group
(see page 53). If they do, select Yes and select the appropriate Group; otherwise select No.
Surname Enter the employee’s surname.
First Names Enter the employee’s first name(s).
Alpha Code For sorting and listing employees, EXO Time and Attendance uses the first 8 letters of the
employees surname as a sort code and this is shown here automatically. This alpha code must be a unique.
So if you get an error message appearing that says Alpha Code cannot be empty and must be unique or
Invalid input, it means that you already have this alpha code in use, probably for an employee with the
same surname. To correct this all you need to do is change or make the last character of the alpha code
their first initial.
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Setting up EXO Time and Attendance
Department Each employee must be listed as belonging to a Department (see page 117). The Department
chosen for each employee acts as a grouping for reports. To enter a code in this field just type in the code
for the Department you wish and press the down arrow to continue. If you do not know the code for the
department you want to select for an employee just hit the Enter key on this field when it is blank or has a
zero in it and a pop-up will appear giving you the list of departments available, then just arrow to the
department of your choice and then press the Enter key again. Remember that if you have not created the
department that you need for any employee when at this stage, just press F2 to bring up the Maintenance
pop-up, choose Departments and then you can create the department without having to exit from the
employee file.
Default Cost Centre Each employee must be associated with a Cost Centre. If you do not know the code for
the Cost Centre you want to select for an employee, press ENTER on this field when it is blank or has a zero
in it and list of available Cost Centres is displayed.
Employment Type These fields indicate the employee’s employment status. Available settings are:
Detail
Options
Hours
Full-time or Part time
Term
Permanent, Casual or Temporary
Remuneration
Wage or Salary
Pay Frequency Displays the employee’s pay frequency, which will be one of:
•
•
•
•
•
Weekly
Fortnightly
Bi-monthly
4 weekly
Monthly
Start Date Displays the employee’s commencement date with the company.
Statutory Holiday Group Enter the code for the Statutory Holiday Group (see page 49) that applies to this
employee. This is the rule group that will apply for this employee when a Stat day falls. If you do not know
the code, press ENTER on this field when it is blank or has a zero in it and list of available codes is displayed.
Rounding Group Enter the code for the Rounding Group (see page 44) that applies to this Employee. This is
the rule group that will determine how the employees times are rounded. If you do not know the code,
press ENTER on this field when it is blank or has a zero in it and list of available codes is displayed.
Weekly Group Enter the code for the Weekly Group (see page 46) that applies to this Employee. This is the
rule group that will be used to calculate the employees Ordinary Time etc. on a weekly basis. If you do not
know the code, press ENTER on this field when it is blank or has a zero in it and list of available codes is
displayed.
Roster Enter the code for the employee’s Roster (see page 41). This contains the Daily Rosters that will be
used to determine when an employee should work and what the rules will be when they do. If you do not
know the code, press ENTER on this field when it is blank or has a zero in it and list of available codes is
displayed.
Productive Cost Per Hour If you are using EXO Time and Attendance for Job Costing and you want to
analyse the time related costs, you can either do this based on the employee’s actual hourly rate or using a
Productive Value. To use a Productive Value, enter the dollar value that will apply to this employee.
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MYOB EXO Time & Attendance User Guide
Other Details
Additional employee details are accessed by clicking the buttons at the bottom of the window:
•
•
•
•
•
•
•
Roster (see page 58)
Cost Centres (see page 59)
Allowances (see page 47)
Cards (see page 61)
Notes (see page 62)
Availability (see page 62)
Scheduling Criteria (see page 63)
Roster
After allocating a Roster (see page 41) code for this employee on the Employees window (see page 56), you
have the ability to view or edit this Roster in a Calendar format or as individual components of a weekly
roster cycle. In this screen you are editing the Roster just for this specific Employee.
To do this click the Roster button at the bottom of the Employees window.
Click Edit Cycle. Here you can adjust any or all of the daily rules according to that individual employee’s
rules, to take effect on a weekly basis.
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Setting up EXO Time and Attendance
Make your changes, then select Save. You will be returned to the previous window. Select Calendar.
This screen shows the current month with the Daily Rule code displayed against each day. Use the Prev and
Next buttons to select the month you want to edit.
To change the Daily Rule for an employee for a particular day, select the day and enter the required Daily
Rule code in the field underneath it. Changing the employee’s Roster in this way is useful where the
employee may only be changing shifts for a short period of time or for things such as rostering when the
employee is taking annual leave or is on ACC.
NOTE: Because this screen is date-specific, the changes you make will only apply once to that specific
date. To make a permanent change to the Roster, you will need to change the Roster Code on the
Employee screen.
Cost Centres
A default Cost Centre (see page 118) is allocated to employees on the Employees window (see page 56);
however, there may be times when you may want to have Time and Attendance handle Cost Centres in a
different way. This can include having Time and Attendance allocate a different hourly rate if the Employee
works in a particular Cost Centre or where you may have different Cost Centres for different pay rates.
If this is the case, click the Cost Centres button at the bottom of the Employees window.
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MYOB EXO Time & Attendance User Guide
Click Rate Type Cost Centres to allocate an Employees different Pay Rate Types to different Cost Centres.
Enter the appropriate Cost Centre for the Rate Type concerned. For a list of Cost Centres type 0 (zero) and
press enter. You can then select the code required from the list.
Click Save or press F10 to save and return to the previous window.
In some situations you may have an employee who receives different rates of pay for working in different
Cost Centres, or for working on different jobs. These Cost Centres may have been entered at the TimeClock,
or when maintaining the employee’s times. If this is the case, click Wage Code Cost Centres.
To allocate a Cost Centre to a specific Wage Code, click Add. The fields at the bottom of the window
become enabled.
Enter the Cost Centre concerned, then the Wage Code that the employee will receive when they work in
this Cost Centre. Click on Save button to confirm your changes.
NOTE: The Wage Code is not the Rate Factor (Ordinary etc.), but is the actual Hourly Rate as set up in
the employee’s Standard Pay.
Repeat this process with other Cost Centres as required, then click Exit to return to the previous window.
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Setting up EXO Time and Attendance
Allowances
Click the Allowances button at the bottom of the Employees window (see page 56) to allocate time-related
Allowances (see page 47) to those employees who are eligible to receive them.
NOTE: Although an Employee may have an Allowance allocated to them that does not mean they will
automatically receive it. They must still meet the rules as set-out when creating the Allowance
masterfile.
On the left of the screen is a list of all available Allowances. On the right are the Allowances already
allocated to this employee. To allocate an Allowance to an employee, double-click on an Allowance in the
Available list (or select the Allowance and press enter). This moves the Allowance from the Available list to
the Selected list. Allowances on the Select list can be reordered by dragging them up or down. To remove
an Allowance from an employee, double-click on an Allowance in the Selected list.
Once you have finished allocating Allowances, click Save or press F10 to return to the Employees window.
Cards
Time and Attendance has been designed primarily to work with Electronic Timeclocks which use Barcode or
Magnetic Stripe swipe cards. Therefore a Card Number must be allocated to each Employee. In some cases
an Employee may have more than one card.
To enter the employee’s card number(s), click the Cards button at the bottom of the Employees window
(see page 56).
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MYOB EXO Time & Attendance User Guide
Enter the employee’s Card Number(s). Numbers can be up to three digits; leading zeros are not displayed.
In some cases, employees may have a different card for when they work in different Cost Centres. If this is
the case, enter a Cost Centre after each Card Number, and Time and Attendance will assign the cost to the
appropriate place when the card is used.
NOTE: If a card has been given to an employee but they have not been set up in EXO Time and
Attendance, they can continue to use the card. They will appear on the Invalid Clockings report until
they are set up. Once they have been set up you can Reprocess Times (see page 69) and their times
will come in.
Once you have entered all card numbers, click Save or press F10 to return to the Employees window.
Notes
Clicking the Notes button at the bottom of the Employees window (see page 56) lets you edit the Notes
(see page 91) for the selected employee.
Once you have finished adding notes, click Exit to return to the Employees window.
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Setting up EXO Time and Attendance
Availability
If the Use Availability Rules for Staff Scheduler option is enabled on the Other tab (see page 27) of the
Time and Attendance Setup window, you must specify the days and hours of availability for all employees.
This is to ensure employees are not rostered for days/shifts on which they don’t work.
To set up availability, click the Availability button at the bottom of the Employees window (see page 56).
This window displays the Roster cycle (see page 58) associated with the employee. To enter availability
times for a day, tick the Available box for that day and input In and Out times. If an employee falls outside
of an availability rule, you will be alerted of this in the Staff Scheduler (see page 97).
Once you have set up the employee’s availability, click Save or press F10 to return to the Employees
window.
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MYOB EXO Time & Attendance User Guide
Scheduling Criteria
Scheduling Criteria (see page 120) are broadly defined as any aspect or attribute of the employee that
makes them more suitable than others, for a certain time slot. This could be related to the location of the
work, the skills or qualifications of the worker, leadership qualities, etc.
To set an employee’s scheduling criteria, click the Scheduling Criteria button at the bottom of the
Employees window (see page 56).
On the left of the screen is a list of all available Scheduling Criteria. On the right are the criteria already
associated with this employee.
To assign criteria to an employee, select one and click the
the
button. (To assign all available criteria, click
button.)
To remove criteria from an employee, select one and click the
click the
button. (To remove all available criteria,
button.)
TIP: You can also drag and drop criteria from one window to the other.
Once you have finished assigning criteria, click Save or press F10 to return to the Employees screen.
Other Optional Setup Functions
Depending on which options you chose in the Time and Attendance Setup (see page 24) window, there are
a number of other areas that may need to be set up. These can be found on the Maintenance Menu:
•
•
•
•
64
Adding Exceptions (see page 112)
Adding Departments (see page 117)
Adding Cost Centres (see page 118)
Adding Scheduling Criteria (see page 120)
Recording Times
EXO Time and Attendance Time Cycle
The Time Cycle has been provided to show the sequence in which you would create times to post into
payroll, for a typical week. It can be launched by clicking the Time Cycle toolbar button or selecting Time
Cycle from the Help menu.
Paying EXO Time and Attendance Employees
Once your employees have been using the timeclock for more than a day you are able to Poll the Timeclock
(download their times from the clock). You can poll all your clocks at once, and you have option of polling a
timeclock located in another site/building through the use of a modem and a phone line.
•
•
•
•
•
•
Step One: Poll Timeclocks (see page 66)
Step Two: Print Daily Attendance Report (see page 81)
Step Three: Maintain Times (see page 82)
Step Four: Pay Period Times (see page 85)
Step Five: Open Current Pay (see page 88)
Step Six: Post to Payroll (see page 88)
TIP: An alternative method, and one you may use when you become more familiar with EXO Time
and Attendance, is to access the various steps via the menu (see page 6) or toolbar (see page 11).
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MYOB EXO Time & Attendance User Guide
Step One: Poll Timeclocks
The first step is to download the times. This “downloading” process is referred to as “polling the clock”. In
order to perform the functions covered in the following section you must have first configured your
Timeclock Setup (see page 19) as covered earlier.
Select Step One from the Time Cycle (see page 65) and the following window appears:
From this window, the following operations can be performed:
•
•
•
•
•
Poll Time Clocks (see page 66)
Delete Invalid Clockings (see page 69)
Reprocess Times (see page 69)
Special Clock Functions (see page 70)
Delayed Polling (see page 80)
NOTE: If you are polling times from MYOB MyStaffInfo, you must always poll MyStaffInfo before
performing any synchronisation operations from the MyStaffInfo Management Console.
Poll Time Clocks
Clicking the Poll Time Clocks button on the Poll Time Clocks window (see page 66) downloads times from
the time clocks in use by the system.
Depending on the type of Timeclock you are using you will be presented with one of the following options.
In all cases this process ends with a status screen which we will cover after detailing each clock type.
MYOB BundyPlus G6 Series Clock
Click Poll Timeclocks and the Polling screen appears. The polling process is automated. At the end of the
process, the Timeclock status screen appears.
Promag Clock
If you have a Promag Timeclock you will be presented with the clocks polling menu. Choose <Read Data
Buffer> by pressing <F2> and the software will download the clock times to the PC. When this process is
finished you will be asked if you want to Clear the Data Buffer, If you are happy that the process was
successful press <Y> for yes. Having done this choose <Exit> and the screen will return to a Time and
Attendance processing screen.
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Recording Times
TR1 Clock - Using TR1 Software
If you have a TR1 Timeclock you will be presented with the clocks polling menu. Choose Store and Clear by
pressing F3 and the software will ask “All TR”. Press ENTER. You are then asked to confirm the file name this is normally TTRAK.DAT. Press ENTER again and the system will download the clock times to the PC.
NOTE: If the screen displays the message “File Exists Overwrite”. Always answer N for No. You will
then be asked if you want to “Append”; answer Y for Yes. This message means that for some reason
there is an existing clock file on the PC and the two files will be combined. Failure to do this could
result in loss of clock data.
When this process is finished you will be returned to the TR1 menu. If you are happy that the process was
successful press F10 to exit and the screen will return to a EXO Time and Attendance processing screen.
TR1 Clock - Using EXO Time and Attendance’s TRDOS or TRWIN Software
If you have a TR1 Timeclock and you are using the internal Time and Attendance polling functions of TRDOS
or TRWIN you will not see anything happen while the system is communicating with the Timeclock. When
the process is finished you will be returned to the EXO Time and Attendance Status screen.
Processing an ASCII Times File from another clock or system.
If you have another system such as a Till or Job Costing system that generates your Times File you will not
see anything happen while the system is processing the file. When the process is finished you will be
returned to the EXO Time and Attendance Status screen.
TR2 Clock, TR3 Clock, TR3IP Clock
The polling process for Timeclock models TR2 and later is virtually identical. Click Poll Timeclocks and the
Polling screen appears. The polling process is automated. At the end of the process, the Timeclock status
screen appears.
TR2 Clock - Using EXO Time and Attendance’s TR2DOS or TR2WIN Software
If you have a TR2 Timeclock and you are using the internal Time and Attendance polling functions of
TR2DOS or TR2WIN you will not see anything happen while the system is communicating with the
Timeclock. When the process is finished, you will be returned to the EXO Time and Attendance Status
screen.
Amano and MR360 Polling Software
If you have an Amano or MR360 Timeclock and you are using their polling software, you will not see
anything happen while the system is communicating with the Timeclock. When the process is finished you
will be returned to the EXO Time and Attendance Status screen.
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MYOB EXO Time & Attendance User Guide
Timeclock Status
While EXO Time and Attendance is processing the times it will display the messages “Polling Timeclock” ,
“Processing Times” and “Processing Missing Days”. You may also be prompted that there was some invalid
data in the times file; if this is the case please contact MYOB Support for details on what to do.
Once the times have been processed, the Poll Time Clock Status screen appears, displaying messages
regarding the success or failure of the polling process.
The following messages are possible:
•
•
•
•
•
•
•
OK - The polling was successful.
Times file is Invalid - One of the timelines was not the correct format.
Clock Program does not exist - The polling program could not be found.
Communication Problem - The computer could not communicate with the clock.
Incorrect Project Length - The Job number length set-up in EXO Time and Attendance is not the
same as that set-up in the Timeclock.
No clock status returned - The clock was not responding to the software.
Time file could not be opened - The polling software did not create a file.
In general you will always get the OK message. Should you get one of the other messages, please ensure
that your set-up is correct and that all cables are plugged in correctly.
Invalid Clockings Report
The Print Invalid Clocking Report button on the Poll Time Clock Status screen is enabled if, during the
polling operation, the system came across some clockings which were not correct or the system did not
know how to process them. Whenever this button is highlighted you should always print this report out to
check what data was not correct and therefore could not be processed. You can choose to print to a Printer
or Screen.
The report will display the clock transactions that could not be processed along with one of the following
descriptions:
•
•
•
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No Roster - Meaning that a time has come in for an employee on a day that a roster was not setup.
Invalid Card - Meaning that a time has come in for an employee using a card that has not been
assigned to an employee.
Invalid Company - Meaning that a time has come in for a card that has a Company number (the
first 3 digits) different to that set-up in EXO Time and Attendance.
Recording Times
•
Day Posted - Meaning that a time has come in for an employee on a day that has already been
Posted to Payroll. The purpose of printing this Report is so you can then attempt to rectify the
problem i.e. Entering the Employees card in their masterfile. Having reviewed the problem
clockings and where possible corrected the problem you would then reprocess the times.
Delete Invalid Clockings
The Delete Invalid Clockings option on the Poll Time Clocks screen (see page 66) is used to clear any clock
transactions that have not been processed into hours because they were not valid. This would normally be
done only under the direction of MYOB Support.
Clicking the Delete Invalid Clockings button displays a confirmation message:
Choose Yes to clear the system of invalid clockings. Only invalid clockings made on or after today’s date will
be displayed on the Invalid Clockings report.
Reprocess Times
The Reprocess Times option on the Poll Time Clocks window (see page 66) processes any times that were
previously invalid, without the need to poll the timeclocks. For example, a clocking is detected as invalid
because the employee was assigned an invalid card number. After assigning the correct card to employee,
you can reprocess the times and EXO Time and Attendance will reassign the clocking to the correct card
and employee.
This function must be performed if you have just restored from a backup and you have had employees
clocking between the time you made the backup and the time you restored it.
Click Reprocess to perform the reprocessing operation or Exit to cancel and return to the Poll Time Clocks
window.
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MYOB EXO Time & Attendance User Guide
Special Clock Functions
The Special Clock Functions option on the Poll Time Clocks window (see page 66) provides access to a
variety of special operations that can be performed on time clocks.
The following operations are available from the Special Clock Functions window.
•
•
•
•
•
•
•
•
•
•
•
•
•
Send Cost Centres to Clocks (see page 70)
Set Time (see page 72)
Switch Job Costing On/Off (see page 73)
Send Message (see page 73)
Get Status (see page 74)
Set Access Code (see page 76)
Set Keyboard On/Off (see page 76)
Set Daylight Savings (see page 76)
Reset Errors (see page 76)
Send Bell Times (see page 76)
Backup Fingerprints (see page 77)
Restore Fingerprints (see page 78)
Send Employees to Clocks (see page 80)
Click Exit to return to the Poll Time Clocks window.
Send Cost Centres to Clocks
This Special Clock Function (see page 70) is only beneficial when the Timeclock is being used for Job
Costing. When Job Costing is enabled on the Timeclock, the normal card or fingerprint reading will be
taken, and a secondary prompt will appear on the digital display, requesting a Cost Centre code. The
Timeclock will check the secondary input against the list of valid codes that you have relayed via this Special
Clock Function, and then reject any invalid codes.
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Recording Times
Preparation
Before performing this Special Clock Function, you will need to review various aspects of your EXO Time
and Attendance setup.
1. First of all, you will need to review your Cost Centre Structure Setup (see page 24). In that screen,
you will have the option to automatically create codes for cost centres that are input into the
Timeclock, but do not already exist in EXO Time and Attendance. So instead of rejecting an invalid
code, EXO Time and Attendance will simply assume that the code is valid, and cost the transaction
to the newly-generated code. EXO Time and Attendance inherently supports a cost centre code of
up to 12 digits. The cost centre code can optionally be broken down, i.e. “structured” into a
maximum of four meaningful levels.
2. Having defined a suitable length for your Costing Structure, you will now be ready to add Cost
Centre Structure Codes and Names for each type of component that may form a complete cost
centre code - refer to the topic on Job Costing (see page 114).
3. Having defined a suitable naming convention for your Costing Structure, you will now be ready to
add Cost Centre Codes to the Cost Centre masterfile - refer to the topic on Cost Centres (see page
118).
4. Once the Cost Centres have been added to EXO Time and Attendance, they now need to be
transmitted to the Timeclock. You will need to review the Timeclock Setup (see page 19) screen,
and make sure that the Send Cost Centres to Clock option is enabled for each Timeclock that is to
be used for job costing.
5. The next step is to transmit the list of cost centres from your PC to the TimeClock. From the Special
Clock Functions screen, click on “Send Cost Centres to Clocks”, in order to see a picklist of
Timeclocks:
NOTE: MYOB BundyPlus G6 Series timeclocks must have the Send Cost Centres to Clock option
enabled on the Timeclock Setup Maintenance screen (see page 19) before you can send Cost
Centres to them.
6. Then, select the Timeclock to which you want to send cost centres.
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MYOB EXO Time & Attendance User Guide
7. Once the operation is complete, a confirmation message will appear. Click the OK button to
proceed - Cost Centres will now be synchronised, and the TimeClock will now verify all Cost
Centres/Job Numbers as entered.
8. You will need to activate one more Special Clock function, which is to Switch Job Costing (see page
73) on at the TimeClock.
Having turned this option on, the employee will be prompted to enter a Cost Centre/Job Number
each time they clock in or out or between jobs. Depending on what the employee is doing at the
time will determine what they do when they swipe If they are clocking In and they have no Job to work on, they can either enter a “Non Productive”
code which will have be set up or they can push enter and they will be costed to their Home Cost
Centre until they start their first Job.
It is recommended that you use a “Non Productive” code as this gets the employee in the habit of
entering Job numbers.
If they are clocking In and they know the Job they are working, they enter the Job number which
will have been set up and they push enter.
NOTE: The employee must push the Enter button on the Timeclock every time they swipe their
card, or the clocking will not be accepted. If they are clocking between Jobs they simply swipe their
card once and enter the Job number which will have been set up and they push enter. This will
clock them off their last Job and on to the next one automatically. If they are going to lunch or
finishing for the day they simply swipe their card and push enter. They do not need to enter a job
number.
9. Whenever you add new Cost Centre Codes via the EXO Time and Attendance or Payroll Cost Centre
maintenance screen, ensure that you perform the Send Cost Centres function again, before
employees are due to start on the new jobs - this avoids the situation of the TimeClock working
with an out-of-date data.
Set Time
This Special Clock Function (see page 70) synchronises your PC system time and date to the Timeclock. The
method of synchronising depends on the type of Timeclock you use.
NOTE: Ensure that the time on your PC is set correctly before synchronising with Timeclocks.
TR3, TR3-IP, TR3-Bio
In EXO Time and Attendance, choose Transactions, Poll Timeclocks, Special Clock Functions, “Set Time”.
Once the operation is complete, a confirmation message appears. Click OK to proceed - the PC’s time will
now be synchronised with the timeclock’s time.
TR2 Time Recorder
In EXO Time and Attendance, choose Transactions, Poll Timeclocks, Special Clock Functions, “Set Time”. As
the Date and Time are being downloaded you will see a blue screen, followed by a “Status” screen that will
report if the files was transferred successfully of if there were any problems. You should just see “OK”.
ProMag TR-500 Clock
1. Start Polling the clock as per normal.
2. Choose F1 - Real time clock settings.
3. Choose the clock ID starting with 00.
4. Press F1 to Choose to pick up the computer time for the clock.
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Recording Times
TR-1 Time Recorder
1. Open a command prompt at the Payroll directory. To do this, select Run from the Windows Start
menu, type “cmd” and press ENTER.
2. Enter “cd” followed by the directory that your MYOB software is installed in, e.g. “cd c:\payrollv\”.
3. Type “TR1” and press ENTER.
4. Once the TR1 function menu comes up choose option 6 - set date & time.
5. Press ENTER on All TR.
6. Check the date, if OK press ENTER. If the time in incorrect, change the time in DOS as per the
previous instructions.
7. Check the time, if OK press ENTER. If the time in incorrect, change the time in DOS as per the
previous instructions.
8. Exit by pressing F10.
9. Type “exit” and press Enter to close the command prompt window.
Switch Job Costing On/Off
This Special Clock Function (see page 70) toggles Job Costing at the Timeclock on and off.
Click the Switch Job Costing On/Off function from the Special Clock Functions window, and a picklist of
Timeclocks appears.
Select the Timeclock for whose Job Costing status you want to change. EXO Time and Attendance will query
the Timeclock in question, in order to find its current status. To alter the status, select Enabled or Disabled
and click Save or press F10 to confirm your changes.
The new Job Costing status will then be transferred to the Timeclock. At the end of the transfer process, a
message will appear, indicating that the newly defined status has been accepted by the Timeclock.
Send Message
The timeclock can be used as an Employee Message bulletin board with a message being displayed either
to all employees or a specific message for a particular employee.
Select the Send Message function from the Special Clock Functions (see page 70) screen. A picklist of
Timeclocks appears.
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MYOB EXO Time & Attendance User Guide
Select the Timeclock that you want to send a message to. The Send Message screen appears:
To send a message to all employees that use the timeclock, enter a message into the Global Message field.
To send a message to a specific employee:
1. Click Add. This enables the fields at the bottom of the window.
2. Enter the card number of the employee you want to receive the message into the small box on the
left.
3. Enter the message into the fields on the right and click Save.
The personal message now appears in the area at the top of the window. Existing messages can be edited
or deleted by clicking the Edit or Delete buttons.
Once all messages have been entered, click the Send button. You will be asked to confirm the send
operation.
Once the operation is complete, a confirmation message appears. Global messages will be visible on the
timeclock once the digital display refreshes to the next minute; personal messages will appear when the
specified employee(s) next perform a clocking.
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Recording Times
Get Status
This Special Clock Function (see page 70) is used to check if the clock is communicating with the PC or to
check the current settings of the clock(s). Normally, this function is performed at the direction of MYOB
Support.
Click the Get Status button on the Special Clock Functions screen, and a picklist of Timeclocks appears:
Select a timeclock from the list in order to query the status of the hardware connection, i.e. the data cable
and/or modems, that link your computer with the electronic timeclock. Alternatively, select All Clocks to
query the status of all clocks. A Timeclock Status report that is free of errors indicates a successful
connection:
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Set Access Code
This function changes the password that must be entered when accessing the keypad that is mounted
directly on the face of the Timeclock. Regularly changing your password ensures added security.
Select the Set Access Code function from the Special Clock Functions (see page 70) screen. A picklist of
Timeclocks appears.
Select the Timeclock for which you wish to alter the access code to see the Set Clock Access Code screen.
Enter a new 4-digit access code. Click Save to confirm your changes.
The new access code will then be transferred to the Timeclock. At the end of the transfer process, a
message will appear, indicating that the new code has been accepted by the Timeclock.
Set Keyboard On/Off
Selecting this Special Clock Function (see page 70) will either Turn On or Off the Keyboard on the Timeclock.
This is not normally done unless you are not using Swipecards and are having your staff use the keypad to
clock In and Out. When you select this option you will be asked to select the clock you wish to change.
You will then be asked whether you wish to turn the option on or off. Click Yes or No when asked.
Set Daylight Savings
This Special Clock Function (see page 70) applies to the TR2 Timeclock only. It enables the clock to
automatically adjust its time to day light saving times on appropriate dates.
Select the Send Message function from the Special Clock Functions (see page 70) screen. A picklist of
Timeclocks appears.
Select a clock and enter the dates for when you Daylight Saving starts and finishes.
When you click Save, EXO Time and Attendance downloads the dates to the clock, which will automatically
change on the appropriate days.
Reset Errors
This Special Clock Function (see page 70) should be used only under the supervision of MYOB Support.
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Send Bell Times
If you have bells in a factory/warehouse environment, in most cases you can wire these to your timeclock.
EXO Time and Attendance can then set off the bells via electric relay at predetermined intervals, through
use of a Bell Table.
A Bell Table is a file created on your PC and sent to the timeclock through use of the Send Bell Times
function.
To create a Bell Table:
1. Select the Send Bell Times option on the Special Clock Functions (see page 70) screen. A picklist of
Timeclocks appears.
2. Select the Timeclock for which you wish to send a message. You are presented with the Send Bell
Times screen:
3. Click Add or press F4 to add a line. Each line represents one time.
4. Select a day from the Day list box.
5. Enter a time of day, e.g. 0800 into the Time field.
6. Enter a ring duration, i.e. how long the bell will ring for (in seconds).
7. Click Save or press F10.
NOTE: To edit a line, click on the appropriate gridline and click Edit or press F5.
8. When you are ready to upload the times to the timeclock, click the Send button.
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Backup Fingerprints
The TR3 Timeclock can optionally be fitted with a biometric fingerprint reader, as opposed to a magnetic
swipe card reader. Therefore, instead of giving an employee a swipe card, you would be using the TR3
keypad to register new employees, with their own fingerprints being the mechanism by which clock-in and
clock-outs are recorded. The backup feature preserves the details of “registered” fingerprints by archiving
the index of “card numbers” and fingerprints.
Fingerprints should be backed up at least once a week – if they are not backed up, the ensuing process of
re-registering all fingerprints can be time-consuming and disruptive. The Backup Fingerprints function is
only applicable to TR3 Timeclocks.
1. Select the Backup Fingerprints option on the Special Clock Functions (see page 70) screen. A
picklist of Timeclocks appears.
2. Highlight the Timeclock that you want to backup fingerprints from, then click on the Select button.
3. When the backup process is complete, a confirmation message appears. Click OK.
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Restore Fingerprints
The Restore Fingerprints function is only applicable to TR3 Timeclocks, and should only be used under the
guidance of Support. A Restore may be necessary if a Reset Errors function needs to be performed at some
stage. For some installations, there may be a requirement to register users at more than one Timeclock
access point, in which case a duplicate set of fingerprints may save considerable setup time.
1. Highlight the backup archive containing the fingerprints to be restored, then click the Restore
button.
2. Highlight the Clock you want to restore fingerprints to, then click the Select button.
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3. The following screen will appear, showing the progress of the restore process.
4. Once the restore process is complete, a confirmation message appears. Click OK.
Send Employees to Clocks
This Special Clock Function applies to the MYOB BundyPlus G6 Series timeclock only.
Select the Send Message function from the Special Clock Functions screen (see page 70). A picklist of
Timeclocks appears.
Select a clock and click Select. EXO Time and Attendance creates an EMPLOYEES.TXT file for the timeclock
and copies it to the location specified on the Time Clock Setup Maintenance screen (see page 19), where it
will be picked up by the timeclock application.
NOTE: The timeclock application returns a file called ERROR.TXT - this file can be examined to check
that the employees were uploaded to the timeclock successfully. EXO Time and Attendance will only
return an error if the ERROR.TXT file cannot be found.
Delayed Polling
The Delayed Polling option on the Poll Time Clocks window (see page 66) lets you determine the intervals
at which the clocks are polled.
Two options are available:
•
•
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Poll at Time - clocks are polled once only. Selecting this option enables the Time and Date fields,
allowing you to specify the time that the polling will occur.
Poll Continuously - clocks are polled at a regular interval. Selecting this option enables the Interval
field, allowing you to specify the polling interval (in minutes).
Recording Times
Step Two: Print Daily Attendance Report
Normally you would print a Daily Attendance report for the previous day or the period since you last polled
the clock. This report shows you who was there and who wasn’t. It also highlights any employee whose
clock times were at variance to their roster or whose day was invalid due to not clocking in or out (or not
clocking at all) on a day that was rostered.
Select Step Two from the Time Cycle (see page 65).
1. Choose the Sort Order for the report e.g. by Department, Employee Code or Employee Alpha.
2. Select the Date range that you want to print for.
3. If you want to print all Employees and Departments leave these field blank. For a selected
Employee or Dept. enter their number in the Start and Finish fields.
4. Click Report Options to select extra options for the report.
5. Select an output destination and click Print or Preview to generate the report.
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Reviewing the Daily Attendance Report
When EXO Time and Attendance processes Employee times after Polling, it will automatically round the
times, anchor the times, calculate the hours and overtime and deduct the meal breaks, as set up in the Rule
Groups earlier. In some situations an Employee may have forgotten to clock in or out, not clocked at all or
may have clocked at a time which you wish to change. These anomalies are highlighted on your Daily
Attendance report by specific headings that appear on the report. In particular you should be looking for
the following descriptions against an Employees times:
•
Invalid - This occurs when an employee has been rostered to work and does not clock in or out.
When an employee has an uneven number of clockings i.e. clocked in or out only. And finally when
you are using the clock for Job costing and the employee has entered an Invalid Job number at the
clock.
•
Variance - This means a clocked time is more than a set number of minutes outside the rostered
times i.e. clocked in more than 10 minutes early. You should also check for other times that look
unusual.
Step Three: Maintain Times
Having polled the clock and printed the Daily Attendance report you may need to edit, add or maintain an
Employees clocked times. This is done again under the Transactions menu.
Having noted the changes you want to make, choose Maintain Times from the Transaction Menu and you
will be presented with the following screen:
Enter the number of the employee you want to edit and press ENTER. If you do not know the employee’s
number press ENTER and a list of Employees will be displayed.
The Maintain Times screen displays each of the days the Employee has worked and where appropriate their
hours worked. This is a summary screen, with the actual times screen behind each day. The following
headings are displayed:
Date The date the Employee worked.
Day The day of the week, for each day.
Daily Rule The Daily Rule that applied to that day.
Name The name of the Daily Rule that applied to that day.
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Hrs to Pay The hours worked.
Invalid If the day is Invalid (no hours would be displayed in this case).
Variance If the clocked times are outside the Roster Variance Warning Limit as defined in EXO Time and
Attendance Setup.
Exception If the day has an Exception code applied to it.
Editing Times
Select the day you want to edit and click Edit. You are presented with the following window:
This window contains the employee’s Daily Rule for the day, their actual and rounded times for the day and
the hours to pay for the day.
There are several scenarios when you may want to edit this screen:
Wrong Daily Rule
If the employee was on the wrong Daily Rule, enter the correct rule and the system will recalculate the
hours, overtime and meal breaks.
Adding an Exception Code
If you want to use an Exception (see page 112) code to highlight something about the day, enter the
applicable code into the Daily Exception field.
Wrong times clocked
Where an employee has clocked at the wrong time and you want to change their rounded IN or OUT times,
select the line that needs to be changed and click Edit.
The cursor will move to the editing line at the bottom of the screen, where you can enter the correct IN or
OUT time. Click Save to save this change and you are returned to the top of the screen and the system will
recalculate the day and hours, including putting in a meal break where appropriate.
NOTE: An asterisk appears next to any times that have been modified. This asterisk also appears on
the Daily Attendance report, to indicate the manual adjustment.
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Missed clocking In or Out
Where the employee missed a clock In or Out and you want to enter the missing time, the system will
assume the Rostered times and make the day Invalid. In this case, you must make the day Valid - EXO Time
and Attendance will not pay any times that are marked as invalid, either before or after an adjustment has
been made to the time lines.
To correct this, select the line that needs to be changed and click Edit. Enter the correct time and click Save.
Then de-select the Times are Invalid option to make the day valid.
Didn’t clock In or Out at all
If the employee missed clocking In and Out, the day is made Invalid. You must enter the correct times and
make the day valid as above. The system recalculates the day and hours, including putting is a meal break
where appropriate.
TIP: If, when you come into this screen, the assumed times from the Roster are the correct times for
the employee, you do not need to edit the time lines. Just make the day valid and the system will
recalculate the day and hours.
Missing times due to leave - Full Day
If the employee failed to clock In and Out due to the fact that they were on Holiday, Sick or taking a Day in
Lieu and you want to pay them, enter the appropriate Daily Rule Code - HOL for Holiday, SP for Sick Pay etc.
(For a list of Codes, delete the existing Daily Rule Code and press ENTER.)
You are presented with a window showing the status of the employee’s entitlement (Holiday, Sick or
Alternative Leave Accrued). This way you can make a decision whether you will pay it or not.
NOTE: If you are entering more than one day, this screen will only display the employee’s total
entitlement as shown in the Employees masterfile and does not reduce as days are entered.
Click Exit to close the window, then de-select the Times are Invalid option to make the day valid. The
system recalculates the day and hours, including putting is a meal break where appropriate.
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Missing times due to leave - Part Day
This scenario applies if the employee clocked In and Out for less than a full day due to the fact that they
were on Holiday, Sick or taking a Time in Lieu for part of a day and you want to pay them leave.
To correct this, click the Add button to add a new line. Enter the correct times if you want to record the
actual times the employee was absent; otherwise leave it as 00:00 and 00:00. Enter the Exception code (see
page 112) for a part day Holiday, Sick leave etc. into the Exception field. When you do this, the Generate
Units button becomes available. Click this button and enter the number of Hours or Days you want to pay.
NOTE: Where this screen refers to “Units” it is decimal, i.e. 1.5 = one and a half, whereas when it
refers to “Hours” it is in hours and minutes i.e. 1.30 is 1 hour and 30 minutes.
Click Save to close the Generate Units window, then Save again to save the line. De-select the Times are
Invalid option to make the day valid. The system recalculates the day and hours, including putting is a meal
break where appropriate.
Step Four: Pay Period Times
Having maintained all your Employees times for the Pay Period it is now time for us to look at preparing the
data for sending to the Payroll or producing a Report of the Employees times for the period, for manual
Payroll preparation.
This process will perform a number of functions, including calculating the Hours for the Period, including
Ordinary and Overtime, calculating Allowances, Holiday and Sick Pay. For integrated systems where you are
accruing Holiday Pay in Days, it will also determine the number of Days Paid.
Select Step Four from the Time Cycle (see page 65). The following window appears:
If this is the first time you have entered this screen for the Pay Period the window will display two fields:
Pay Frequency Select a pay frequency: Weekly, Fortnightly or Bimonthly. The default is “Weekly”.
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Pay Period End Date This will display the date for which the times and information will be calculated up to
and including.
Click Create New Pay to create the Time and Attendance Pay Period
If you have previously been into this screen and created a Pay, the Edit Pay button will be enabled, as the
pay period is now started.
Once you have created the Pay Period Times you will be presented with a blank Pay Period Times screen. At
this stage you can do one of two things. You can either Print out the Payroll Posting Report or you can cycle
through each Employees screen and check the information on screen. We recommend you print the Report
as this is your Hard copy and it should be kept.
NOTE: Once you have created the Pay Period Times all editing of Employee Times for the current
week will be done in this area. The only data that will be in the Maintain Times screen will be days for
the coming period.
Verifying Times from the Payroll Posting Report
To print the Payroll Posting Report escape from the Pay Period Times screen and move to Reports on the
EXO Time and Attendance menu. Having accessed the Report screen you have a number of options to
select. Firstly you must decide if you want to print in Employee or Department order. Having done this
move the cursor the “Current Pay” switch and press enter, followed by a selection for which pay frequency
you are working on.
Having selected the appropriate options you can now print the report by press <F9> (for more details see
Reports). Once the report is printed you should go through it thoroughly to ensure there are no errors or
omissions. This report will show you the hours the Employee has worked each day and for the week. This
will include Ordinary and Overtime, plus any Allowances, Holiday, Sick Pay etc.
If during this checking you find anything that needs to be corrected you should return to the Pay Period
Times screen and make you corrections in the same way you would have Maintained the Employees times
during the week.
Verifying Pay Period Times on Screen
After clicking the Create New Pay or Edit Pay, you will be presented with the Pay Period Times screen, with
the cursor in the Employee Code field. Enter the code of the Employee you wish to view or edit.
This screen contains a summary of the Pay week for each Employee including - Each day they worked, the
number of hours per day (including ordinary and overtime) and the number of hours worked for the week.
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NOTE: The total number of hours for the week may not always reflect the sum of the hours per day,
as your Daily and Weekly rules may have an effect on the overall Hours. The total Hours to Pay are in
fact the Worked Hours to Pay, and therefore excludes holiday and sick pay. The reason behind this is
that some companies choose to value sick pay and/or holiday pay in terms of days rather than hours.
Therefore the system would not know how many hours to pay for 1 day of holiday, because not all
employees can be assumed to be working 8 hours a day.
There is also an Allowances button at the bottom of this window. This is where any Allowances that the
Employee has accrued for the week will be displayed. These Allowances will be generated by the system
automatically but if required you have the ability to Manually add Allowances.
To do this select this button and then enter on Add in the next screen. You will be presented with a list of
the EXO Time and Attendance Allowances from which you can choose the required Allowance. Allowances
can only be added one at a time in this way.
Editing Days in Pay Period Times
If during your checking of the Payroll Posting Report you found there was a need to correct an Employees
times or you may have omitted to enter some Holiday Pay etc., you can still make these change in the same
way as you did under Maintain Times. Simply scroll to the day concerned, press <enter> and you will be
presented with the Edit Times screen.
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Edit or add data on this window in the same way as in the Maintain Times step (see page 82) - the system
automatically recalculates whenever you make a change to an employee’s day.
Once you have made the required changes to this employee you can return to the Time Cycle by clicking
Save or pressing F10, then pressing ESC to close the pay period times screen. Alternatively, you can move on
to the next or previous employee by pressing F7 or F8.
After exiting from the Pay Period Times window, a message asking whether or not you want to print the
Payroll Posting Report appears. Click Yes to reprint this report. Doing so ensures that you have an accurate
hard copy of what will be posted to the payroll (if you have an integrated system) or for preparing your
payroll by another method.
Step Five: Open Current Pay
This step only applies if you are using MYOB EXO Payroll. If you do have EXO Payroll, at this point you will
need to select Step Five from the Time Cycle (see page 65) to ensure you have an open current pay with the
same pay period end date as that of your EXO Time and Attendance pay. Creating and editing Current Pays
is covered in Online Help for the EXO Payroll system.
Step Six: Post to Payroll
This function closes off the Pay Period and updates the EXO Time and Attendance History.
When you are sure that all changes have been made to the times in the EXO Time and Attendance pay
period, choose Post to Payroll from the Transactions Menu.
You will be presented with the following pop-up screen. This screen displays the Pay Frequency and Pay
Period End Date as seen earlier when creating the EXO Time and Attendance Pay Period.
If this information is correct, click Post. You will be asked if you want to Post to Payroll. Click Yes.
You will be asked if you want to mark the days as Posted. If you are sure, click Yes.
Before the data is Posted, you will be asked to insert a backup disk so a Full Backup of the system can be
performed before Posting. This is done to ensure that if something goes wrong during this process, then we
can Restore the system to a pre Posting stage and correct the problem. NOTE: If you say you do not wish to
perform the Backup or you do not have a Disk in the drive, so the Backup cannot be done, then the Posting
will not be performed.
When this process is finished, the Pay Period Times will automatically be closed off, a backup will be
performed, and your task will be done!
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One Off Pay Times
This function is generally used to pay employees before the next Current Pay. For example, if an employee
is leaving on a Friday and the next pay period end date is a Wednesday, a One Off Pay may be necessary.
Select One-Off Pay from the Transactions menu. The following window appears:
Make Oneoff Pay
Enter the following details and click Make Oneoff Pay to create the pay:
•
Pay Period Select from the list of Pay frequencies. This value may only be altered prior to creating
the One-Off Pay.
•
Pay Period End Date This date represents the end date of the accounting period that encompasses
payroll expenditure, primarily wages and salary earned by employees. This will default to today’s
date and may be altered prior to creating the One-Off Pay.
Pay Number of Pay The ID number assigned to the pay by the system. This value is automatically created
when the One Off Pay is created.
Once the One Off Pay has been made, the other buttons on the One Off Pay window become available.
NOTE: You cannot start a new One-Off Pay until the current one has been finished or deleted.
Calculate Times
This button opens the Pay Period Times (see page 85) window, allowing you to enter the times for the One
Off Pay for the relevant employee(s).
Print
This button opens the Select Reports (see page 101) window, where you can print out the Daily Attendance
report, or any other reports as required.
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Post to Payroll
Clicking this button displays a confirmation message:
Click Yes to proceed. You will then need to perform a backup (see page 124) of the system; once this is
complete, the One Off Pay is posted.
Delete
Click this button if you do not want to continue with this One Off Pay and want to delete it completely.
You will be asked to confirm this. Click Yes and the pay will be deleted.
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Other Activities
Notes
This facility enables you to make or edit notes on any employee. This provides you with a powerful tool to
track Attendance, Tardiness and other Employment related issues.
Automatic entries are made when an Exception (see page 112) is allocated to a day for an Employee where
that Exception was set up with a default note, or when an employee is terminated or reinstated (see page
95).
Notes can be entered or edited by clicking the Notes button of the Employees window (see page 56), by
selecting Notes from the File menu or by pressing the F12 key at any time. In the latter two cases, you must
select an employee before the Notes window is displayed.
From the Notes Tab, click Add or press F4 to add a Note. The following screen appears.
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Date The cursor will move to the date field, which will be the current date. This would normally be left
unchanged.
Entered By Shows who entered the note originally.
Type Select one of the note types set up on the Note Types screen (see page 119). In some cases a Default
note will be automatically entered by the system, such as when an employee takes Annual Leave. These
default notes can still be edited at a later stage.
Reminder Me Here you can enter a date to turn this note into a Reminder note. Reminder Notes pop up on
the Show Reminders screen (see page 92) when you log in to EXO Time and Attendance. When the date is
removed, the note will no longer appear as a reminder.
To edit an existing note, select the note and double-click it, or click Edit. This opens the same screen used
to add notes, allowing you to edit the note’s details.
Click Save or press F10 to save when you are finished editing.
Reminders
When adding or editing an employee Note (see page 91), you have the ability to set a reminder date for
that note. Reminder notes provide a place for you to enter comments on employee-related tasks,
appointments and reminders.
Reminder Notes less than or equal to today’s date will appear whenever you open a company (see page
16). At any other time you can access them by selecting Show Reminders from the Help menu.
To avoid seeing a Reminder again, tick its Complete box.
To print all current Reminder notes, click Print.
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Other Activities
Upgrading
Several options are available to upgrade EXO Time and Attendance from within the program itself.
Upgrading Software
You can upgrade your current version of MYOB software by selecting Upgrade Software from the Help
menu.
NOTE: If several users are operating MYOB software across a network, they all must exit their MYOB
software before you start the upgrade process.
Selecting the this option opens the Upgrade Software window:
Either:
•
Use the combo box to select the disk drive holding your MYOB CD.
•
Click the
button to specify the location of the upgrade program (upgrades.exe), which can be
stored on a file server, and run from that location on the server.
Once you have selected the location of the upgrade, you will be exited from your MYOB software, for the
upgrade process to begin. Follow all onscreen prompts to complete the upgrade of the EXO Time and
Attendance software. A restart may be required. After the restart, open EXO Time and Attendance in the
normal way. If a restart is not required, EXO Time and Attendance is started automatically following the
upgrade.
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When you restart EXO Time and Attendance, the upgrade process for your company files will begin
automatically. The Upgrade Software window appears, prompting you to specify which companies you
want to back up during the upgrade process.
Select which companies you want to back up and click the > button to move them to the list on the right.
During the upgrade, a backup will be made for each company listed on the right of the screen.
If you chose to back up your companies, the backup is performed before that company’s data is upgraded.
As each company is upgraded, the names of the files being upgraded are displayed in the top right corner
of the screen. Do not interrupt this process. It may take several minutes.
You may be prompted to “Convert 3.0 resource file to 6.0 format”. Click Yes.
Once the upgrade process has finished, you will be returned to the company selection window. You can
now continue using the software in the normal way.
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Other Activities
Upgrading Software Online
From within EXO Time and Attendance you can check if any updates are available online, and if so,
download and install them immediately. Select Upgrade Software Online from the Help menu. The
following window is displayed:
Follow the onscreen instructions to update your software online.
If you haven’t updated your software for a while, a window will be displayed to remind you to check for
updates when you exit out of the software:
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Terminate/Reinstate Employees
Employees can be terminated or reinstated at any time. Terminated employees will not appear in future
EXO Time and Attendance pay periods.
NOTE: Terminated employees will still appear in any report that covers a period in which they
attended work.
To terminate an employee or reinstate a previously terminated employee, select Terminate/Reinstate
from the File Menu. You will be asked to select an employee:
Enter the code for the employee you want to terminate/reinstate and the following window appears:
Employee Displays the code and full name of the selected employee.
Employee is currently Displays the employee’s current status. This will be one of:
•
ACTIVE, followed by the employee’s start date
•
TERMINATED, followed by the employee’s termination date
If the employee is currently active, a Terminate Date field and Terminate button appears below. If the
employee is currently terminated, a Reinstate Date field and Reinstate button appear.
Enter the date of the employee’s termination or reinstatement then click Terminate/Reinstate to
terminate/reinstate the employee.
You will be asked to confirm that you want to proceed. Click Yes to continue.
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Other Activities
Scheduling
Staff Scheduler
The Staff Scheduler is a powerful planning tool, which makes it easier to judge staffing levels for any given
cost centre or department on a daily basis. It enables you to plan annual leave and time away from the
workplace in advance.
Select Staff Scheduler from the Scheduler menu to open it.
Company View
The Staff Scheduler has two tiers. When starting the Staff Scheduler, you are presented with a view
showing schedules for the whole company:
A green highlight appears around each cell that contains a daily rule for a day that is within the span of the
current pay period times.
TIP: Take care when re-scheduling days that are close to a pay run. The pay clerk may be attempting
to finalise a pay, and may be in the process of signing off on a variety of calculations involving
ordinary time. overtime, leave and allowances. Many of these calculations are sensitive to changes
made to daily rules for the week just gone. The Scheduler is only intended for use on current and
future calendar days.
Filters
To reduce your schedule to its most relevant form, you can filter the display by the following schedulingrelated items:
•
•
•
•
•
Departments
Cost Centres
Employees
Daily Rules
Scheduling Criteria
Choose from the list to see the scheduling for a single filter item code only.
Click on the
button to the right of the appropriate scheduling item to see the scheduling for multiple
codes of that item type.
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Calendar
A calendar of the currently available dates for the month is available at the top right. Click on the
appropriate date in order to highlight it. The screen will refresh to show the schedule for the new date.
To see the dates for a different month, click on the < and > buttons at the top of the calendar, in order to
skip to the desired month.
Pick a Daily Rule
At centre right is a list of the currently available Daily Rules (see page 32). Click on the appropriate Daily
Rule to highlight it, and then click on any cell in the grid to apply the rule to that cell.
When rescheduling a day that belongs to the currently open pay period times, it is advisable to check in the
maintain times/pay period times screen that the day has not been marked as Invalid. Invalid days will not
form paid remuneration in Payroll, regardless of the daily code that has been used. In general, rescheduling
of days for leave purposes should be done before the Pay Period Times have been created.
NOTE: For quick access to scheduling colours for any given daily rule, right-click on the desired daily
rule from the palette at bottom right, then select the Edit daily rule option.
Editing Employees
For quick access to the Employee Maintenance window (see page 56), right-click on an employee’s name in
the main grid and select Employee Details.
Show Detailed Daily Rules
If the Show detailed Daily Rules option at the bottom left of the window is not selected, the Company View
will display only the daily rule code, so as to reduce visual clutter.
If the Show detailed Daily Rules option is selected, more information will show against each cell, such as
the Daily Rule name, and shift start/finish times.
Employee View
Clicking the Edit button from the Company view takes you into the Employee view of the Staff Scheduler:
NOTE: You can also right-click on an employee’s name and select Employee Schedule to access this
view.
To assign a Daily Rule to a day, click to highlight one of the Daily Rules from the top left hand corner of the
screen. Then click on the appropriate date button for the employee. The cell takes on a new colour and
description.
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Other Activities
Head Count / Forecast
The head count screen displays and counts the number of workers scheduled for jobs per day, across all
day types/daily rules. The contents of this screen are reported in the Head Count report.
Select Head Count / Forecast from the Scheduler menu. The following window appears:
Show Department Shows the head count for a particular department only.
Show Cost Centre Shows the head count for a particular cost centre only.
Show Daily Rule Shows the head count for a particular daily rule only.
Click Preview to display the Head Count report on screen and optionally print it.
Forecast vs Actual
This screen takes the information in the Head Count/Forecast (see page 99) screen a step further by
comparing it on a daily basis with the actual times clocked in EXO Time and Attendance.
Select Forecast vs Actual from the Scheduler menu. The following window appears:
Show Department Show budget vs actual for a particular department only
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Show Cost Centre Show budget vs actual for a particular cost centre only
Show Daily Rule Show budget vs actual for a particular daily rule only
Click Preview to display the Forecast vs Actual report on screen and optionally print it.
Revenue Analysis
This screen provides an overall picture of Staff Scheduler activity, broken down employee default cost
centre, and/or daily rule.
Select Revenue Analysis from the Scheduler menu. The following window appears:
Forecast
Count - Head Count of staff scheduled for this day
Hours - Total number of hours work rostered for this day
Amount - Result of multiplying hours x hourly rate (productive cost per hour) for each person then
summing for all applicable staff
Actual
Count - Head Count of staff who clocked in on this day
Hours - Total number of hours clocked on this day
Amount - Result of multiplying hours worked (including leave) x hourly rate for each person then summing
for all applicable staff.
Revenue
These fields are provided for you to compare your Revenue per cost centre as recorded in a revenue
spreadsheet. Revenue data is sourced externally from the Staff Scheduler and is therefore gathered via the
Import button.
The import process looks for a CSV (comma-separated value) file containing the revenue data, for example:
11,22/01/2001,1,1000
12,22/01/2001,1,1000
14,22/01/2001,1,2000
Click Preview to display the Revenue Analysis report on screen and optionally print it.
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Other Activities
Reporting
Printing Reports
Selecting Print Reports from the Reports menu or clicking the Print Reports button on the toolbar opens
the Select Report window.
This screen shows the list of reports (see page 103) you can print information from, arranged into tabs. This
also shows you what each report is used for.
Double-click on the report that you want to print or highlight it and click Select. This opens the Print Report
options screen:
Reports can be printed in a variety of ways, depending on the options selected here.
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Sort Orders
Sort Order 1 If a choice of primary sort order is available for a particular report, the first choice will be
highlighted. The options in the list could include:
•
•
•
•
•
•
Employee Code
Employee Alpha
Department
Date
Roster
Cost Centre
Sort Order 2 If a secondary sort order is available, the first choice will be highlighted. This means that the
Sort Order 2 option will only be available if you have something other than Employee Code or Alpha
highlighted in Sort Order 1, e.g. Department. The options in the list could include:
•
•
•
Date
Employee Code
Employee Alpha
Selection Ranges
Date The From: and To: dates are only available if the date range is other than the Current Pay Period.
The other choices under Selection Range would normally be left blank to ensure that all items in the range
are included.
Employee Code Enter values here if you want a report for a particular employee or range of employees.
These fields validate that you have entered a correct code. To look up a list of employee codes, enter zero
here.
Department Enter values here if you want a report for a particular department or range of departments.
These fields validate that you have entered a correct code. To look up a list of department codes, enter
zero here.
Roster Code Enter values here if you want a report for a particular roster code or range of codes. To look up
a list of department codes, enter zero here.
Cost Centre Enter values here if you want a report for a particular Cost Centre or range of Cost Centres.
These fields validate that you have entered a correct Cost Centre code. To look up a list of department
codes, enter zero here.
Pay Type
This determines the date\pay period to which the report relates. Select the type required. Choose from:
•
•
•
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Current - The Current Pay Period
Selected - A selected date range
Standard - The Standard Pay
Other Activities
Pay Frequency
Select the desired pay frequency from:
•
•
•
•
•
•
Weekly
Fortnightly
Bi-Monthly
4 Weekly
Monthly
Any - This option will provide a report on any frequency used within the period the report is called
for. This option is only available if you select “Selected” or “Standard” for the Pay Type.
Options
If the report has other options specific to that report (see page 106), these can be accessed by clicking the
Report Options button.
Output Options
Destination Select where the report should be directed to. Choose from:
•
•
•
•
Printer
Screen
File
CSV Output
Printer This displays the name of the printer that you are printing to. Select the Setup Print option to
display printing options before the report is printed; otherwise the report will be sent directly to the printer
using the default options.
File Name This displays the name of the file that will be created when “File” or “CSV Output” are selected.
Number of copies The default number of copies is 1. Enter the number of copies you require.
Available Reports
Employees
Report
Description
Card File
This is a listing of each Swipe card and who is using it.
Employee Bar Codes
Provides a list of employees in bar code form, for use in conjunction with the
Cost Centre Bar Codes report for scanning in jobs with infra-red scanners.
Employees
Full employee details report.
Notes
Notes can be assigned to exceptions to automatically track unusual
attendance and any observations made in relation to that attendance. You
can also add General notes against any employee for any reason, at your
discretion. Particular notes can be filtered in or out of this report via the
Note Type.
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Projected Forecast
This is report displays a daily count of employees who are rostered for a
given daily rule. Also attached to the day is a dollar amount, which is derived
from the rostered hours for the daily rule, multiplied by the employee’s
productive cost per hour.
Scheduling Exceptions
Shows employees who have worked more than a certain number of hours in
a day, and / or employees who have not had a certain length of break time
between shifts.
Staff Schedule
This is a report in the form of daily planner, from which you can view the
scheduled daily rules for each day. The scheduled daily rules are initially
derived from each employee’s roster cycle and roster calendar.
Maintenance
Report
Description
Allowances
This is a Masterfile report that provides details of how each Time and
Attendance Allowance is set-up.
Cost Centre Bar Codes
Provides a list of cost centres in bar code form, for use in conjunction
with the Employee Bar Codes report for scanning in jobs with infra-red
scanners.
Cost Centres
This is a Masterfile report that provides details of each Cost Centre
Daily Rules
This is a Masterfile report that provides details of how each Daily Rule is
set-up.
Departments
This is a Department listing.
Employee Groups
This is a Masterfile report that provides details of how each Employee
Group is set-up. When an employee is allocated an employee group, that
employee receives an array of Time and Attendance rules. The rules for
each group are listed underneath each group code, in this report.
Exceptions
This is a Masterfile report that provides details of how each Exception is
set-up to cater for attendance that is different from the norm, e.g. paid
leave.
Note Types
This is a Masterfile report, which provides details of each Note Type code,
and any relevant default text that may be auto-generated, whenever a
note with that note type is added to an employee.
Rosters
This is a Masterfile report that provides details of how each Roster is setup.
Rounding Groups
This is a Masterfile report that provides details of the rounding increment
and cutoff point for each Rounding Group.
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Other Activities
Scheduling Criteria
This is a list of attributes of an employee which bear relevance to the
question of whether to include or exclude that person from the roster for
the day in question.
Statutory Holiday
Groups
This is a Masterfile report that provides details of how each Statutory
Holiday Group is set-up, in terms of the daily rule and exception to be
applied if the employee works on the public holiday in question.
User Security
This report lists all the users that have access to the system and the areas
they can access.
Weekly Employee Roster
This is used for printing out the expected Rostered Times for Employees
for a particular week and is useful for posting a Weekly Roster on a Notice
Board.
Weekly Groups
This is a Masterfile report that provides details of how each Weekly
Group is set-up, in terms of how many hours per week the employee
must work in order to qualify for overtime.
Transactions
Report
Description
Costing
For those using Time and Attendance for Job Costing this is a Report that
provides details of Times x Job x Employee. You may cost by way of Daily Rules
(Costing by Days) or Weekly Rules (Costing by Pay Period).
Daily Attendance
This is one of your primary reports. It provides details of who worked when and
where and for how long. Also who didn’t work and who worked times outside
those expected. This would normally be printed Daily.
Exception History
This report captures only the days that were, for whatever reason, an exception
to the norm. Days generally have an exception attached because they contain
non-productive hours, as is the case for paid and unpaid leave, lateness and
absenteeism.
Invalid Clockings
This is a report that provides details of clockings that the system could not
process and therefore deemed Invalid. See Polling The Clock for details.
Missing Employees
Shows Employees who were expected to work a particular day and not clock in
or out.
Payroll Posting
This report shows you full details of the Hours etc. for an Employee for the Pay
Period and also what is going to be Posted to the Payroll.
Revenue Analysis
Where the Forecast screen providers a count, hours and amount by daily rule,
this screen provides a count, hours and amount by cost centre, and can
optionally be compared against sales figures.
Transaction Listing
This is a sequential listing of Clock Times that shows exactly when an Employee
or group of Employees clocked. It is useful when you wish to check who is
clocking in before or after an Employee.
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EXO Time and Attendance Report Options
Employees
Card File
•
Print each department/cost centre on a new page - starts a new page for each department, if the
primary sort order is set to department, or a new page for each cost centre, if the primary sort
order is set to cost centre.
Employee Bar Codes
•
•
•
•
•
Print each department/cost centre on a new page - starts a new page for each department, if the
primary sort order is set to department, or a new page for each cost centre, if the primary sort
order is set to cost centre.
Print payslip name - show the payslip name as given in the Open Employee screen, as opposed to
Surname, First Name.
Label Layout - enables you to use normal A4 paper or LC24 / Avery L7159/1560/DL20 sticky labels.
Top margin offset - enables you to increase the top margin if labels don’t line up properly on your
printer
Left margin offset - enables you to increase the left hand margin if labels don’t line up properly on
your printer
Employees
•
•
Detailed Report - This will display an additional column for the employee’s roster. In other words,
for the date range specified, a line for each day, containing the date rostered, the daily rule code
and name, and rostered hours to be worked.
Show Hourly Rates - This will display the employee’s current hourly rate - useful for ascertaining the
productive cost of the roster.
Notes
•
•
Print each department/cost centre on a new page - starts a new page for each department, if the
primary sort order is set to department, or a new page for each cost centre, if the primary sort
order is set to cost centre.
Show terminated employees - hide ex-employees from the report.
Projected Forecast
None.
Scheduling Exceptions
•
•
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Show details - This will display an extra line for the date of the exception, and the nature of the
exception, e.g. if the employee has worked more than a set number of hours on a given day.
Show hourly rate - This will display the employee’s currently hourly rate - useful for ascertaining the
productive cost of the exceptional day.
Other Activities
Staff Schedule
•
•
•
•
•
•
•
Show start & finish times - Normally, each cell contains the daily rule code for the day in question,
turn on this option to show the rostered start and finish times inside each cell.
Show terminated staff -Normally, the report does not show ex-employees, as it is used for future
planning. If you wish to see roster activity from the past, you may also wish to see employees who
were a part of that activity, but are no longer active.
Excel - Show Daily Rule Code - Set the report destination to Excel file and turn on this option to
show the daily rule code inside each cell (recommended).
Excel - Show Daily Rule Name - Set the report destination to Excel file and turn on this option to
show the name of the daily name inside each cell, instead of the daily rule code.
Excel - Show Start & Finish Times - Set the report destination to Excel file and turn on this option to
show the rostered start and finish times inside each cell , instead of the daily rule code.
Print each employee/department on a new page - Set the primary sort order to
Employee/Department and turn on this option to start printing at the top of a new page each time
an employee/department grouping is encountered. This extra flexibility will enable you to give a
printout to each individual, detailing his/her upcoming roster. Alternatively, you may be able to
give a printout to a department supervisor for checking, as opposed to the supervisor having to log
into EXO Time and Attendance for the on-screen version.
View Type
o Week - shows seven columns, one for each day of the week. Note that because there are
less cells to display, each cell can now contain more information. Usually, the option to
show start and finish times would also be enabled – this gives the employee a clearer idea
of when they are supposed to work.
o Month - shows one column for each day of the month
Maintenance
Allowances
•
Print Employees - shows which employees are eligible for the allowance in question.
Cost Centre Bar Codes
•
•
•
•
•
Show in the Report – enables you to display the entire cost centre, or alternatively only the
relevant part of the cost centre analysis. This may be more suitable, if your cost centres are
structured for hierarchical job costing. You could print your primary cost centre part codes on one
sheet, and then your secondary part codes on another sheet. Swiping bar codes can then be a
dynamic process of mixing and matching the relevant cost centre parts.
Clock Type - choose from Datapen (handheld infra-red pen scanner) or TR3 (wall mounted slotbased scanner).
Label Layout - enables you to use normal A4 paper or LC24 / Avery L7159/60 sticky labels.
Top margin offset - enables you to increase the top margin if labels don’t line up properly on your
printer.
Left margin offset - enables you to increase the left hand margin if labels don’t line up properly on
your printer.
Cost Centres
None.
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Daily Rules
•
Show Scheduling Information - displays extra information, which governs how the daily rule is
represented visually on the Staff Scheduler, as held in the Daily Rules Maintenance screen.
Departments
None.
Employee Groups
None.
Exceptions
None.
Note Types
None.
Rosters
None.
Rounding Groups
None.
Scheduling Criteria
•
Detailed Report - This will display an additional line for each employee to whom the Scheduling
Criteria item is assigned.
Statutory Holiday Groups
None.
User Security
None.
Weekly Employee Roster
None.
Weekly Groups
•
•
Print Roster Code - shows the appropriate daily roster code for the day
Print each department/cost centre on a new page - starts a new page for each department, if the
primary sort order is set to department, or a new page for each cost centre, if the primary sort
order is set to cost centre.
Transactions
Costing
•
•
•
•
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Cost By Pay Periods - displays only the last pay period, with Ordinary time and Overtime split
according to the rules in the Weekly Groups.
Detail Report - displays the costing on a daily basis, with hours and costing for each day.
Print each department on a new page - starts a new page for each department, if the primary sort
order is set to department.
Productive Cost – there are three possible choices to select from here:
Other Activities
o
o
o
Do Not Show – do not show the estimated cost of the productive labour at all.
Use EXO Time and Attendance Productive Cost per Hour – takes the hours worked and
multiplies by the employee’s productive cost per hour (from EXO Time and Attendance’s
Open Employee screen) to give a dollar value. In other words, take EXO Time and
Attendance’s estimate of what the employee is worth in terms of their productivity per
hour.
Use Pay Rate Type 1 for Wage Employees – source the hourly rate from what the employee
is currently being paid (from Payroll’s standard pay screen).
Daily Attendance
•
•
•
•
•
•
•
•
Ignore Days No Times - hides days for which no in or out times were clocked
Invalid Days only - hides days in which in and out times were clocked, and also hide days with odd
numbers of clockings provided they are not invalid
Print Rostered times - shows the employees’ intended working hours for that day
Variance days only - hides days in which the times were within the daily roster variance limits for
that day
New page/department - starts a new page for each department, if the primary sort order is set to
department
Lineflow Paper - formats the report for US standard fanfold paper size, used by many dot matrix
printers
Rostered Days Only - wherever you have applied a daily rule starting with the letters NR, and that
day is valid, and there are no hours clocked for that day, the day in question will be hidden from
the report - NR meaning that an employee is not rostered to come in but may be called in if
circumstances require it.
Show Cost Centre as - select from either Code or Name, whichever is more meaningful in the
context of this report.
Exception History
•
•
Show Exception Hours Percentage - indicates the proportion of non- productive hours as a
percentage rate.
Print each department/cost centre on a new page - starts a new page for each department, if the
primary sort order is set to department, or a new page for each cost centre, if the primary sort
order is set to cost centre.
Invalid Clockings
•
Print each department/cost centre on a new page - starts a new page for each department, if the
primary sort order is set to department, or a new page for each cost centre, if the primary sort
order is set to cost centre.
Missing Employees
•
•
Invalid Days Only - hides days in which in and out times were clocked, and also hide days with odd
numbers of clockings provided they are not invalid
Print each department/cost centre on a new page - starts a new page for each department, if the
primary sort order is set to department, or a new page for each cost centre, if the primary sort
order is set to cost centre.
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Payroll Posting
•
•
•
•
•
Decimal Hours - shows the total hours to pay in decimal rather than base 60, useful for reconciling
with the payroll which pays in decimal hours.
Show Invalid Days – shows days in which no in and out times were clocked, and also show days
with odd numbers of clockings provided they are invalid.
Ignore days with no times - hides days for which no in or out times were clocked, useful for flexible
rosters.
Lineflow Paper - formats the report for US standard fanfold paper size, used by many dot matrix
printers.
New page/department - starts a new page for each department, if the primary sort order is set to
department.
Revenue Analysis
None.
Transaction Listing
•
New page/department - starts a new page for each department, if the primary sort order is set to
department
Report Runs
A report run is a way of grouping reports together to process several at a time. This saves the repetitive
task of having to navigate to, set up, preview, and print the same reports from the Select Report screen
every time you need them. When a report is in a run, it can be customised permanently for that run.
Report runs are set up and run from the Report Runs tab of the Select Report window (see page 101).
Selecting Report Runs from the Reports menu opens the Select Report window with the Report Runs tab
automatically selected:
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Other Activities
Adding Report Runs
To add a Report Run:
1. Click Add or press F4. The Edit Report Run screen appears:
2. Enter a Name and Description for this report run.
3. From the Select Report window on the left, select any report for inclusion into the report run.
Double-click on a report, or select the report and click the > button to move the selected report to
the Reports window. Reports in the Reports window can be re-ordered by dragging them up and
down.
4. Customise each report. You do not need to customise a report if the default settings suit you;
however, it is a good idea to check how the current defaults.
To customise a report, double-click on a report in the reports window, or select the report, then
click Edit or press F5. The Print Report screen (see page 101) for that report appears.
Enter values into the selection ranges to print for specific departments/cost centres as necessary.
Set the report destination for each report.
TIP: This lets you send certain reports to go to certain printers. You can set all reports’ destinations
to “Screen” to preview each report before it goes to the printer.
You can set any number of options (see page 106) to do with what to show or what to hide on the
report, choose between summary and detail view, or choose the page orientation.
5. Once you have finished customising the report, click Save or press F10 to permanently save your
settings, then click on Exit or press ESC to return to the Edit Report Run screen.
Click Save or press F10 to save the report run (and the reports in it) and return to the report run
selection screen, from which you can proceed to print the run.
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Editing Report Runs
You can select an existing report run on the Report Runs tab and click Edit or press F5 to add, remove or
edit the reports in that report run.
Clicking Delete or pressing F6 removes the currently selected run from the report run list.
Printing Report Runs
Click Print to print the currently selected report run. All of the reports in the run are printed in one
sequence.
Some reports require a date range. If this is the case for any of the reports in the currently selected run, the
following window appears:
Enter the date ranges you want to report on, then click Save or press F10 to continue the run.
Maintenance
Exceptions
Exception codes can be used for a number of things and are assigned to an Actual Worked Day or Rostered
Day to automatically control situations such as:
•
•
•
•
A way to control how an employees worked hours for a day or part day will be handled.
A way of highlighting or tagging a day as being different from the Norm.
A way to tag a day so EXO Time and Attendance will automatically enter a Note in the Employees
Notes File. This could be for recording Absenteeism, Tardiness, Warnings etc.
A way to automatically link EXO Time and Attendance to your payroll Leave Types.
The EXO Time and Attendance system comes with a number of Default Exception Codes for handling some
of the situations noted above. These defaults will need to be edited depending on how you want to handle
the pay and recording of Leave Entitlements.
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Other Activities
Adding an Exception Code
Select Exceptions from the Time and Attendance maintenance menu.
Exception Code Enter an alphanumeric code for the Exception you want to create.
Description Enter a description for this Exception code.
Type Select the type of exception. Choose from:
•
Normal - Use this option if you want to tag a day as being different in some way but you don’t want
to change how the day is calculated, or if you want to use EXO Time and Attendance’s ability to
automatically generate Notes (see page 91).
•
Holiday Pay - Use this option if you want to use this Exception Code to pay or roster an employee’s
Annual Leave.
•
Sick Pay - Use this option if you want to use this Exception Code to pay or roster an employee’s
Personal Leave.
•
Lieu Day - Use this option if you want to use this Exception Code to pay or roster an employee’s
Lieu Day.
•
Generate Units - This option is used where you want to have the hours an employee is paid for paid
as an Allowance rather than hours.
•
Long Service Leave - Use this option if you want to use this Exception Code to pay or roster an
employee’s Long Service Leave.
•
Rostered Day Off - Use this option if you want to use this Exception Code to pay or roster an
employee’s Rostered Day Off.
•
Carers Leave - Use this option if you want to use this Exception Code to pay or roster an
employee’s Carer’s Leave.
•
Unpaid Leave - Use this option if you want to use this Exception Code to withhold a day’s pay, due
to absence from the workplace.
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Export to Payroll If you have an Integrated system or are exporting your EXO Time and Attendance data to
a payroll, this option would normally be enabled. The only time you would disable this option would be if
you were using this Exception Code to track hours for employees who weren’t going to be paid.
Include In Weekly Totals This option is used to determine whether the Hours or Units paid to an Employee
under this Exception code will be used to calculate Overtime on a Pay Period basis. This setting is enabled
by default.
In some cases an employee must be physically at work in order to accrue overtime; therefore if they were
away sick, the hours paid to them as Sick Pay would be excluded from the Pay Period Overtime calculation.
This is not very common. If this applies to your employees, disable this option.
Calculate Allowances This option is used to determine whether the Hours or Units paid to an employee
under this Exception code will be used to calculate Allowances on a pay period basis. This setting is
normally enabled if you are using this Exception Code to merely tag a day and disabled if you are using it for
Holiday Pay etc. as these day would not normally accrue allowances.
Pay Extra Allowance on Top of Hours This option applies when “Normal” is selected for the Type.
Fraction Of Day Paid This option is only used for organisations who are paying their Holiday Pay by days.
The normal setting here would be “1”, or “.5” if this Exception Code was to cover a part day.
Pay As If you have an Integrated system these options are system controlled. If you have a Standalone
system you can specify whether the hours paid under this Exception code will treated as Hours or
Allowances.
Allowance Code This is the Allowance Code that will be used to pay the Employee.
Default Units If you select “Generate Units” for the Type, these fields control how many units an employee
will be paid under this Exception Code, and how many hours will be included when calculating the Weekly
Overtime.
Units to Pay Enter the number of Allowance units to be Paid for this Exception Code if this Exception Code
was being used for an 8 hour Stat Day you would enter 8 and the Employee would be paid 7 x the Stat Day
Allowance.
Hours to Count If the Units to be paid under this Exception Code are to be factored in to the Weekly
Overtime Limits, enter the number to be included. If a Sick Day was to count as a Normal Day enter 8 here.
Units to Reduce Entitlement By If your system is Integrated and you are paying leave, enter the number of
Hours or Days that you want to reduce the employee’s entitlement by when paid for this day. This value
would normally be 1 unless the leave entitlement is being measured in hours, in which case it would be 8,
representing an 8-hour day. A typical setup for an Alternative Day paid would be 8 units to pay, 8 hours to
count, and 1 unit to reduce entitlement by.
Cost Centre If Hours paid under this Exception Code should be costed to a particular cost centre when
paid, enter that cost centre here. If you want to use the employees default cost centre leave this field
blank.
Default Note Type If you are using Exception Codes to tag a day for generating an Automatic Note enter
the Note Type Code here (Refer to Note Types for creating new Note Types). Having entered a Note Type
code you can also add a Default Note that will be recorded against an employee’s masterfile every time this
Exception Code is entered on a day for that employee.
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Other Activities
Job Costing
Cost Centre Structure Names
This is where you would enter codes and meaningful descriptions for your company’s cost centre
structures.
From the Maintenance menu, select Job Costing, and then Cost Centre Structure Names, the following
screen will appear:
Analysis Type This denotes the name of the costing tier, or level, in question. In the above example, the
uppermost tier is the Centre, therefore there will be a breakdown of costs per Centre on the Costing report.
Code Type in the code you wish for this level of the cost centre structure, up to 12 digits (999999999999)
in length. Remember to follow the structural limits that you have predefined in the Cost Centre Structure
Setup screen.
Name Type in the name you wish to call this level of the cost centre structure, up to 20 characters in length
and press the Enter key.
Once you have made your changes, press F10 to confirm.
If you have more than more one “Centre”, you may wish to add more codes of a similar length, and name
them accordingly. For example, 102 Northern, 103 Southern, etc.
You will then need to set the analysis level to the next tier down, and add more codes and names in a
similar fashion. For example, your “Work Areas” within your “Centres” may be 101 Sales, 102 Support, etc.
When Cost Centres are eventually added to the Cost Centre (see page 118) maintenance screen, you will
see your naming convention being applied.
For example, keying a new code of 101101 will automatically generate a name of Head Office/Sales.
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Delete Costing
Over time you may find that some of your job cost centres become redundant. For simplicity you are able
to delete old costing from the EXO Time and Attendance Costing report and even remove the cost centre
from EXO Time and Attendance and Payroll Entirely.
There are several options for deleting cost centres:
Delete All EXO Time and Attendance Costing for a Specific Cost Centre
Any times attached to this cost centre will be assigned to the employee’s cost centre, i.e.. for reporting
purposes the cost centre in question will no longer exist. Take care that this only involves clockings made in
previous (closed) pay periods.
Delete All EXO Time and Attendance Costing - Matching Analysis
Here you can enter a range of cost centres to remove. The range is relative to each as part of the cost
centre structure, as shown below.
Delete All EXO Time and Attendance Costing and Remove Cost Centre From EXO Time and Attendance
Any times attached to this cost centre will be assigned to the employee’s cost centre, i.e.. for reporting
purposes the cost centre in question will no longer exist. The cost centre will be removed from the cost
centre masterfile.
Delete EXO Time and Attendance Costing Up To Date
Same as the first method but stops deleting costed times at a date of your choice. Useful if you perform this
function periodically.
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Other Activities
Reinstate Costing
This reinstates cost centres which have previously been deleted from the cost centre masterfile. It does not
reverse the action of “Deleting All EXO Time and Attendance Costing”. Press F9 for a cost centre picklist,
select a cost centre then click Reinstate.
Departments
A department can be one of two things. If your company is to be used to record clockings from other
physical locations then make your departments match the number of the locations you are going to be
recording clockings for. i.e.. A company has 3 branches in 3 locations and they are all going to be clocking
using the same company, so the departments should match the 3 branches. The second case is if the
company is for one site only - in this case, the departments should be the departments within this one site.
NOTE: The Departments masterfile is shared with MYOB EXO Payroll. Any changes made in EXO Time
and Attendance will affect EXO Payroll and vice versa.
Select Departments from the Maintenance menu to open a window where you can select the deduction to
edit.
Press F9 or click Find to select an existing department and edit it, or press F4 or click the Add button to
create a new department.
Department Code Enter a number, of up to 4 digits, that you wish to use for the department’s numeric
code.
Department Name Enter a name for this department, up to a maximum of 20 characters.
Once you have made all necessary additions or alterations, click Save or press F10 to continue adding
further departments, then click Exit or press ESC to return to the Payroll Setup Cycle.
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MYOB EXO Time & Attendance User Guide
Cost Centres
This is where you enter any Cost Centre numbers & descriptions of these Cost Centre numbers. You may
also attach General ledger codes to these Cost Centres if the Use General Ledger option is enabled in
MYOB EXO Payroll. The Cost Centres that you create must match the structure you created in the Cost
Centre Structure section during Step One.
NOTE: The Cost Centre masterfile is shared with MYOB EXO Payroll. Any changes made in EXO Time
and Attendance will affect EXO Payroll and vice versa.
Select Cost Centres from the Maintenance menu and the following window appears:
Click the Add button to continue.
Code Type in the code you wish for this cost centre up to 12 digits (999999999999) in length. Remember to
follow the structure that you created in the Setup EXO Time and Attendance screen.
Name Type in the name you wish to call this cost centre up to 20 characters in length.
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Other Activities
Cost Centre Analysis This will appear automatically on the screen showing you the breakdown of the code
you have just entered according to the structure you have created. This is where you can see if the cost
centre number or structure needs altering.
General Ledger If the Use General Ledger Analysis option has been turned on in MYOB EXO Payroll, a
General Ledger code must be allocated to each Cost Centre. Enter the General Ledger code to attach to this
Cost Centre. If the code you entered does not exist, you will be prompted to create a new code.
WorkCover Levy Rate If you are using your Cost Centres for job costing, or cost allocation, your employees
may work in different areas or working environments. These areas may have different WorkCover Levies
associated with them. Whenever an employee’s time is allocated to this cost centre, the system can
calculate the associated WorkCover Levies. To make use of this functionality, enter the rate at which the
WorkCover Levy should be calculated for time costed to this cost centre.
Note Types
EXO Time and Attendance automatically inserts notes into an employee’s Notes file (see page 62) when
certain conditions occur. Notes are inserted automatically into an employee’s Notes file when:
•
•
•
•
•
•
•
•
•
•
A Lieu Day is paid or taken (Type D)
Annual Leave is paid (Type H)
Other Leave is paid (Type OL)
Long Service Leave is paid (Type L)
An employees’ salary is altered (Type P)
An RDO is accrued or taken (Type RDO)
Personal Leave is paid (Type S)
Shift Leave is paid (Type SH)
An employee is terminated or reinstated (Type T)
An employees’ hourly rate is altered (Type W)
These notes build up in the employee’s Notes file creating a pay activity history that can be reported on at
any time via the Notes report (see page 103). You can create your own Note Types and add them to the
automatically created notes.
Select Note Types from the Maintenance menu to open the Note Types Maintenance window. Press F9 or
click Find for a list of all Note Types. Press F4 or click Add to add a new Note Type:
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MYOB EXO Time & Attendance User Guide
Note Type Enter the Note Type code that you wish to use. It can be letters, numbers, or a combination of
the two. Note Types are also case sensitive so you may choose between upper and lower case letters.
Description Enter a name to describe the Note Type.
Default Note Enter a default note or template to be added whenever a note of this type is created. Using a
default note saves typing in the same information repeatedly and ensures conformity in notes added by
users. The default note can be edited or added to if necessary.
Scheduling Criteria
Scheduling Criteria serves as an open-ended mechanism for listing and assigning the attributes of an
employee which bear relevance to the question of whether to include or exclude that person from the
roster for the day in question.
By filtering out the attributes that you don’t want to see in the Company View of the Scheduler, you can
work with a large list of employees and still be able to eliminate individuals who are not suitable for the
roster, for any reason that you see fit to add beforehand, as a Scheduling Criteria item.
From the Maintenance menu, select Scheduling Criteria, the following screen will appear:
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Other Activities
Click the Add button to continue.
Alpha Code This is an alphanumeric short code, which can be used to uniquely identify the criteria item.
Criteria Name This is the full name of the criteria item.
Select employees assigned this criteria This portion of the screen controls which employees do and do not
meet the criteria item in question. To link an employee to this item, you would move that person to the
Selected side of the mover-list.
To move an employee from the Available window to the Selected window, you can:
•
Select the employee and then click the
button.
•
Click the
•
Click and drag the employee to the Available window.
button (this will assign all employees).
To move an employee from the Selected window to the Available window, you can:
•
Select the employee and then click the
button.
•
Click the
•
Click and drag the employee back to the Selected window.
button (this will un-assign all employees).
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MYOB EXO Time & Attendance User Guide
Utilities
Calculator
Pressing CTRL+L opens a standard calculator utility.
Select Show Addstrip from the Options menu to display the Addstrip on the right of the utility:
All calculations are displayed on the Addstrip as they are made. Click the Print button or select Print from
the Options menu to print out the contents of the Addstrip.
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Other Activities
Diary
The Diary is a small utility that allows a user to add notes to a specific date. These notes can be records of
past events or reminders for future dates.
Open the diary by pressing CTRL+D or clicking the Diary button on the toolbar.
To add a note to the diary:
1. Use the arrow buttons to select the appropriate month
2. Select the date you want to add a note to.
3. Enter text into the area on the right.
4. For future dates, tick the Remind Me box to receive a reminder when the date arrives.
5. Click Save or press F10 to save the note.
Hide Screen
Pressing CTRL+H displays the Hide screen. The Hide screen completely obscures the display, allowing you to
quickly hide sensitive information.
To remove the Hide screen, enter the password for the user account you are logged on with.
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MYOB EXO Time & Attendance User Guide
Backup
While your MYOB system has several forced Backup options, you can perform a Backup at any time by
choosing the Backup option from the Utilities menu or clicking the Backup toolbar button. This opens the
following window:
If you are backing up to Hard Disk, you can select a different backup path by clicking the
button.
Click Backup, and the system will run the backup. The progress of the backup is displayed as it runs:
A confirmation message is displayed once the backup is complete.
Backup Options
Select Backup Options from the Utilities menu to configure backup settings.
Backup Drive Select the drive letter of the floppy disk drive you want to backup to, or select “Hard Disk”.
Number of Backup Sets Select the number of backup disks you use. It is recommended that maintain a
rotation of at least seven backup disks.
Hard Disk Backup Directory Enter the directory to write backup files to when backing up to the hard drive.
By default, the system backs up to the program directory. To choose another location, click the
124
button.
Other Activities
Prompt User to Backup on Exit If this option is ticked, a prompt to backup the system will be appear every
time you quit or change payrolls. This is recommended, at least in the early stages of using the EXO
Employer Services system.
Include Employee Document If this option is ticked, any files attached to employee records via the EXO
Employee Information module will be backed up along with the company data.
Restoring from a Backup
From time to time you may need to go back to an earlier Pay Period due to a problem with a pay or a
hardware fault. You can perform a Restore at anytime by choosing the Restore option from the Utilities
Menu. You will see a screen containing a list of backups, their dates and when they were performed.
Highlight the backup to restore and then click the Restore button.
WARNING: This option should be chosen with care and should normally only be used after you have
consulted with your MYOB Help Desk.
File Reindex
Select File Reindex from the Utilities menu starts a repair utility, which can be useful for checking the
integrity of your data files in the event of a forced shutdown of the program, e.g. power outage. If the EXO
Time and Attendance successfully performs a re-index of files, this is a good indication that your data files
are intact.
A backup (see page 124) must be performed before the reindex operation can run. Once the backup is
complete, your data files are reindexed. A confirmation message appears once the operation is complete.
User Security
EXO Time and Attendance allows for multiple logon accounts. To set up an account and password, select
User Security option from the Utilities menu. This opens the following screen:
User Details
User Code This is a short code, usually the person’s initials or an abbreviation of their job title.
User Name Enter the person’s name.
NOTE: The default “Admin” user is a special case The user name “Admin” cannot be changed but a
password should be allocated to it so that the system has overall security. The user controlling the
Admin password determines the security levels for all the other users.
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MYOB EXO Time & Attendance User Guide
Password Enter the password that the user will use to log in to the system. Passwords are mandatory; if no
password is entered, it will default to “myobabc”.
Default Application This setting controls which MYOB module appears immediately after the user logs into
the MYOB system. A user can only be in one module at any given point in time. Users can switch to another
module such as MYOB Time and Attendance via the module changer on the right hand side of the toolbar.
Being a multi-user system, the number of users who may simultaneously access an MYOB module over a
network is governed by number of seats purchased in your MYOB Annual Licence.
E-mail Address Users of the EXO Time and Attendance system can optionally be set up to access payroll
information on the Internet. In this case, the e-mail address serves as a point of contact, in that the person
reviewing the website data can receive messages via the MYOB MyStaffInfo website
(http://www.mystaffinfo.com)
These e-mails will be directed to the inbox of the user’s default E-mail program (e.g. Microsoft Outlook).
Show Reminders when entering company The Reminder Notes screen (see page 92) will appear with your
outstanding reminders whenever you log into the system. Removing the tick from this option suppresses
those notes from appearing on start-up.
User Access Rights
The Access Rights tab controls what the user is and is not allowed to access.
To grant a user access to a particular type of data, select a data type from the Available list and click the >
button, or drag the type from the Available list to the Selected list. You can also click the >> button to grant
access to all types. (The “Admin” user always has access to all types.)
To remove a user’s access to a particular type of data, select a data type from the Selected list and click the
< button, or drag the type from the Select list back to the Available list. You can also click the << button to
remove access to all types.
View Only Access Selecting this option will let the user open and view the chosen screens, but they will not
be able to add or edit any values.
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Other Activities
Delete Old Information
The Delete Old Information option in the Utilities menu is used for deleting old information and clearing
out old terminated employees. EXO Time and Attendance retains a minimum of seven years worth of
historical information and one year of posted batches. You can only use this option after you have been
running the EXO Time and Attendance for seven years. Only use this option if your hard drive space is at a
premium.
Delete Time and Attendance information before date The date in this field is seven years before the
current system date. Any information after these dates will not be deleted, always keeping at least seven
years worth of information. It is a good idea to do a backup before deleting information and then placing
the backup disk in a safe place as an archive.
Delete clock transactions before date All imported time clock transactions before the selected date will be
deleted.
127
Troubleshooting
Support
If you experience a situation where an error has occurred and you aren’t sure what to do, here are a few
simple things you can do to help us in our efforts to resolve your query.
•
•
•
Is it something I can resolve myself?
Did you change something in the Payroll or your computer system just recently that may cause
something to stop working in the Payroll?
Is it possible you can revisit those changes and see if that did cause the problem? Note exactly what
you were doing when the error happened.
How to Print a Support Diagnostics Report
Click the Support button on the MYOB Login screen (see page 3) or the About window (select About from
the Help menu or press F11). This opens the following screen:
Click the Print button to send a support report to your default Windows printer. This report can then be
faxed to MYOB.
Alternatively, you can click Email to send the Support Report via email. If the issue is particularly complex, it
is often a good idea to write down the problem along with the exact figures you would use and examples of
why a certain function doesn’t seem to be working properly or doesn’t balance.
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Troubleshooting
Error Messages
Should this error screen ever appear, it is important that you contact MYOB Support immediately with
details of what you were doing just prior to it appearing.
If you are unable to contact Support immediately, then take a note of the information in the grey fields
(especially the Error number and description), then click the Print Support Report button to open the
Support window (see page 128), where you can print out a support report. This report can be faxed to
MYOB and they will review the problem and contact you as soon as is feasible.
Whatever happens, do not ignore this message as it can be an indication of very serious problems.
Costing Setup and Structure
EXO Time and Attendance allows for a very simple or very complex cost centre structure depending on
what you require. Numeric codes are used. You can select the levels and possible number of cost centres by
the number of digits you use to make up that code number.
A typical costing setup would start with a cost centre code of 12. The first digit would represent a Centre,
say 1 = Auckland, 2 = Hamilton and so on up to nine centres. The second digit could be used to represent a
Work Area like 1 = Office, 2 = Sales, 3 = Dispatch and so on up to nine work areas. A Cost Centre code
number like 11 would represent Auckland/Office, 21 would represent Hamilton/Office. 13 =
Auckland/Dispatch 23 = Hamilton/Dispatch
The first step is to set up the structure that your company will be using:
1. On the Utilities menu choose Setup EXO Time and Attendance, Cost Centre Structure Setup.
2. In the section ‘Cost Centre Structure’ in Analysis Code 1 enter a Name of Centre and length of 1
(digit).
3. In Analysis Code 2 enter a Name of Work Area and a length of 1.
Second you need to specify the possible valid cost centres for your business, and their names:
1. On the Maintenance menu choose Cost Centres.
2. Add codes and descriptions. Note that the codes are 2 digits, meaning that they have combined the
two structures you created in EXO Time and Attendance setup.
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MYOB EXO Time & Attendance User Guide
Thirdly, you need to assign the cost centre to the appropriate employees. Note that you can assign a cost
centre to a dollar amount in several ways:
•
•
•
•
To the employee’s default cost centre - thus rendering all pay for that employee to go to the one
cost centre
To an individual wage transaction - useful for job costing or employees who work in various areas
of the business
To a shared cost centre for holiday, or sick pay
To an allowance
One employee can have several cost centres. You can assign expected proportions of costing for salaried or
waged employees by choosing Costing in the standard pay screen. EXO Time and Attendance can handle in
excess of 10,000 cost centres.
You can capture this information in the costing analysis report. Similarly you can sort most reports by the
employee’s default cost centre. If necessary you can link a corresponding general ledger account to any
given cost centre, for accounting purposes.
The important issue for each user to decide is, what do you want to analyse in relation to wages and
salary paid out?
A Restaurant owner may only want to know what wages/salary costs in each restaurant. He would use a
single level code, maybe only one digit. If he wanted to know what wages cost in the Kitchen, Waiting, and
Administration areas for each restaurant then he would need to include another level in his structure.
Maybe one digit for each level, a total of two digits would be sufficient.
Up to 12 digits can be used in the cost centre field to identify centres. These digits can be divided into (up
to) Four Levels
Example you may wish to have a cost centre like the following :
Auckland / Workshop / Steel Vats / Job No . To achieve this you select the number of digits to always
represent each level.
For the four level structure, Auckland / Workshop / Steel Vats / Job No, the user would need to decide on
the number of digits likely to be used for each level.
One digit allows up to 9 Cost Centres. Two digits allow up to 99. Three digits up to 999
Level Description Digits used
Code 1 Area_______________ ? (the first digit/s left to right)
Code 2 Department__________ ? (the next digit/s) to right
Code 3 Job Type____________ ? (the next digit/s) to right
Code 4 Job Number__________ ? (the next digit/s) to right
Total digits used must not exceed 12 All digits and all levels do not need to be used
NOTE: Creating Departments and Cost Centres are two separate issues in EXO Time and Attendance;
Departments are used as a means of grouping employees and being able to report on those
groupings and obviously total hours for a department will be reported on those reports.
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Troubleshooting
How To Pay
How to Pay Holiday Pay
If you know in advance that an employee will be taking holidays, go into EXO Time and Attendance,
Employees, enter the employee code, select Roster, Calendar, and add the appropriate Daily Rule (HOL) to
the relevant days.
If you want to enter holidays into EXO Time and Attendance at the time of running the pay, use the
following method:
Choose EXO Time and Attendance, Transactions, Maintain Times/Pay Period Times, enter the employee
code, and Edit the Times for the appropriate day.
Because the employee will not have clocked in on this day EXO Time and Attendance assumes the days is
invalid, so make the times valid and put the person on a HOL daily roster.
Whole Day Holiday Pay
1. Select Maintain Times from the Transactions menu.
2. Once you are in the Maintain times window, select the appropriate employee by entering their
Employee Code or clicking the Find button.
3. Once the employee is on the screen double-click on the Daily Rule you want to change. (Check the
date of the Daily Rule on the left to make sure you change the right day.)
4. Once you have selected the appropriate Daily Rule the Edit Times for Day window appears. Change
is the Daily Rule to the Holiday Pay Daily Rule. (If you do not know the holiday Pay Daily Rule code
make sure the Daily Rule box is blank then press enter; this will display a list of all available Daily
Rules for you.)
5. If the employee did not clock in on the day in question, Time and Attendance may have invalidated
the day. To reverse this, untick the Times Are Invalid option at the top right.
6. Click the Generate Units button. On the Generate Units window, adjust the number of Payroll
Units to Pay. (The default is 8.00 units to pay - if this is not correct, change the number of units to
the appropriate amount.)
7. Click Save on the Generate Units window, then Save on the Edit Times For Day window Maintain
Times screen, and finally click Save on the Maintain Times window.
Part Day Holiday Pay
1. Select Maintain Times from the Transactions menu.
2. Once you are in the Maintain times window, select the appropriate employee by entering their
Employee Code or clicking the Find button.
3. Once the employee is on the screen double-click on the Daily Rule you want to change. (Check the
date of the Daily Rule on the left to make sure you change the right day.)
4. Once you have selected the appropriate Daily Rule the Edit Times for Day window appears. Change
is the Daily Rule to the Holiday Pay Daily Rule. (If you do not know the holiday Pay Daily Rule code
make sure the Daily Rule box is blank then press enter; this will display a list of all available Daily
Rules for you.)
5. The next step is then to add a new time line for the day. Click the Add button. This enables the
fields at the bottom of the window, where you can enter the hours the employee was on holiday.
Once you have entered the hours the next step is to move across to the Exception field and enter
the code for Part Day Holiday Pay. (This is normally HOLP).
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MYOB EXO Time & Attendance User Guide
6. Click the Generate Units button. On the Generate Units window, adjust the number of Payroll
Units to Pay. (The default is 4.00 units to pay - if this is not correct, change the number of units to
the appropriate amount.)
NOTE: You should enter a something in each field, taking care to enter hours and minutes when
asked for hours, and hours and decimals when asked for units, e.g. 4 and a half hours would be
entered at either 4:30 hours or 4.5 units.
7. Click Save on the Generate Units window, then Save on the Edit Times For Day window Maintain
Times screen, and finally click Save on the Maintain Times window.
How to Pay Sick Pay
Whole Day Sick Pay
1. Select Maintain Times from the Transactions menu.
2. Once you are in the Maintain times window, select the appropriate employee by entering their
Employee Code or clicking the Find button.
3. Once the employee is on the screen double-click on the Daily Rule you want to change. (Check the
date of the Daily Rule on the left to make sure you change the right day.)
4. Once you have selected the appropriate Daily Rule the Edit Times for Day window appears. Change
is the Daily Rule to the Sick Pay Daily Rule. (If you do not know the Sick Pay Daily Rule code make
sure the Daily Rule box is blank then press enter; this will display a list of all available Daily Rules for
you.)
5. If the employee did not clock in on the day in question, Time and Attendance may have invalidated
the day. To reverse this, untick the Times Are Invalid option at the top right.
6. Click the Generate Units button. On the Generate Units window, adjust the number of Payroll
Units to Pay. (The default is 8.00 units to pay - if this is not correct, change the number of units to
the appropriate amount.)
7. Click Save on the Generate Units window, then Save on the Edit Times For Day window Maintain
Times screen, and finally click Save on the Maintain Times window.
Part Day Sick Pay
1. Select Maintain Times from the Transactions menu.
2. Once you are in the Maintain times window, select the appropriate employee by entering their
Employee Code or clicking the Find button.
3. Once the employee is on the screen double-click on the Daily Rule you want to change. (Check the
date of the Daily Rule on the left to make sure you change the right day.)
4. Once you have selected the appropriate Daily Rule the Edit Times for Day window appears. Change
is the Daily Rule to the Sick Pay Daily Rule. (If you do not know the Sick Pay Daily Rule code make
sure the Daily Rule box is blank then press enter; this will display a list of all available Daily Rules for
you.)
5. The next step is then to add a new time line for the day. Click the Add button. This enables the
fields at the bottom of the window, where you can enter the hours the employee was on holiday.
Once you have entered the hours the next step is to move across to the Exception field and enter
the code for Part Day Sick Pay. (This is normally SPP).
6. Click the Generate Units button. On the Generate Units window, adjust the number of Payroll
Units to Pay. (The default is 4.00 units to pay - if this is not correct, change the number of units to
the appropriate amount.)
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Troubleshooting
NOTE: You should enter a something in each field, taking care to enter hours and minutes when
asked for hours, and hours and decimals when asked for units, e.g. 4 and a half hours would be
entered at either 4:30 hours or 4.5 units.
7. Click Save on the Generate Units window, then Save on the Edit Times For Day window Maintain
Times screen, and finally click Save on the Maintain Times window.
BundyPlus Timeclock File Format
The MYOB BundyPlus G6 Series Timeclock produces a data file for import into EXO Time and Attendance.
The file format for the data file is specified below.
File Name: TRANSACTIONS.TXT
File Type: Plain text, comma-separated value (CSV). No column headers.
Field Name
Data
Type
Length
Description
SiteID.ClockID
Numeric
4.4
The Site ID and Clock of the clock where the employee
clocked in/out.
Composed of the four-digit Site ID and four-digit Clock ID
separated by a period, i.e. NNNN.NNNN.
EmployeeID
Numeric
6
The identification of the employee that clocked in/out.
Composed of the Company Card number (padded with
zeros if less than three digits) and Employee Card number
(padded with zeros if less than three digits).
Date
Character
10
The date that the employee clocked in/out, in the format
DD/MM/YYYY.
Time
Character
8
The time that the employee clocked in/out, in the format
HH:MM:SS.
Department
Numeric
11
Optional field. Denotes the department code the
employee used when they clocked in/out.
Cost Centre
Code Level 1
Numeric
13
Optional field. Denotes the Cost Centre code (level 1) the
employee used when they clocked in/out.
Cost Centre
Code Level 2
Numeric
13
Optional field. Denotes the Cost Centre code (level 2) the
employee used when they clocked in/out.
Cost Centre
Code Level 3
Numeric
13
Optional field. Denotes the Cost Centre C code (level 3)
the employee used when they clocked in/out.
Cost Centre
Code Level 4
Numeric
13
Optional field. Denotes the Cost Centre code (level 4) the
employee used when they clocked in/out.
Cost Centre
Code Level 5
Numeric
13
Optional field. Denotes the Cost Centre code (level 5) the
employee used when they clocked in/out. Should be left
blank, as EXO Time and Attendance supports four levels of
Cost Centres only.
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MYOB EXO Time & Attendance User Guide
MYOB Timeclock File Format
MYOB EXO Time and Attendance accepts a generic data file for import into EXO Time and Attendance. The
file format for the data file is specified below.
File Name: times.dat
File Type: Plain text, comma-separated value (CSV). No column headers.
File
Column
Description
Format
Example
Clock ID
Clock or Station ID. Number. 2-digit identifier.
NN
2
Date
Date of the clocking. Note this is a 2 digit year.
DDMMYY
130111
Time
Time of the clocking in 24 hour time format.
HHMM
1654
Card ID
A combination of a 3-digit company identifier and a
3-digit card ID.
NNNNNN
999001
Cost Centre
12-digit cost centre code. Multi-level codes are
concatenated together.
NNNNNNNNNNNN
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Card Order Form
A printable Order Form for swipe cards (magstripe or barcode) is available in the MYOB EXO Time and
Attendance Help file. Go to the topic Order Forms > Card Order Form and click the link to open a PDF order
form that can be printed out, completed and sent to MYOB.
Contact Us
In addition to our offices in New Zealand and Australia, MYOB has software distributors all over the South
Pacific, who can assist you with all kinds of MYOB-related products and services. For a distributor list,
please contact us as detailed below.
Australia
New Zealand
Sales Phone 1300 555 110
Sales Phone 0800 MYOB EXO
Support Phone 1800 836 226
Support Email [email protected]
Support Phone 0800 MYOB EXO
Support Email [email protected]
Registration Fax 1800 004 587
Registration Email [email protected]
Registration Fax 0508 329 729
Registration Email [email protected]
Web Site www.myob.com.au/enterprise
Web Site www.myob.co.nz/enterprise
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Index
A
Forecast vs Actual ........................................... 99
About window ................................................15
function keys .................................................. 13
Allowances...................................................47
allocating to employees .................................. 61
H
B
Backup Fingerprints ........................................78
backups......................................................... 124
options .......................................................... 124
C
Calculator...................................................... 122
Cards...............................................................61
common operations ........................................14
companies ......................................................16
adding ............................................................. 16
details.............................................................. 25
setting up ........................................................ 18
Company Information .....................................25
contacting MYOB .......................................... 134
Cost Centres .................................................. 118
allocating to employees .................................. 59
names............................................................ 115
structure ......................................................... 26
D
Daily Rules
setting up ........................................................ 32
Head Count / Forecast .................................... 99
Hide screen ................................................... 123
Holiday Pay ................................................... 131
J
Job Costing.................................................... 115
setup and structure ...................................... 129
M
Maintain Times ............................................... 82
menus ...............................................................7
N
Notes .............................................................. 91
adding to employees ...................................... 62
reminders ....................................................... 92
types ............................................................. 119
O
One Off Pay Times .......................................... 89
Open Current Pay............................................ 88
Other Setup .................................................... 27
P
Pay Period Times ............................................ 85
Delayed Polling ...............................................80
Payroll Posting ................................................ 28
Delete Invalid Clockings .................................. 69
Get Status ....................................................... 75
Poll Time Clocks .............................................. 66
time clock models .......................................... 66
Delete Old Information ................................. 127
Polling Setup ................................................... 30
Departments ................................................. 117
Post to Payroll................................................. 88
setup .............................................................. 28
Diary ............................................................. 123
E
Employee Groups .......................................53
Print Daily Attendance Report......................... 81
R
employees ....................................................56
reinstating ....................................................... 96
terminating ..................................................... 96
Rate Types ...................................................... 31
Exceptions .................................................... 112
Report Runs .................................................. 110
F
File Re-index ................................................. 125
registration .......................................................5
reminders ....................................................... 92
reports
list of reports ................................................ 103
135
MYOB EXO Time & Attendance User Guide
options .......................................................... 106
printing.......................................................... 101
Setup Cycle ..................................................... 18
Reprocess Times .............................................69
Special Clock Functions ................................... 70
Reset Errors ....................................................76
Restore Fingerprints ........................................79
restoring backups .......................................... 125
Revenue Analysis .......................................... 100
Roster Setup ................................................32
rosters ............................................................41
allocating to employees .................................. 58
setting up ........................................................ 41
Sick Pay ......................................................... 132
Staff Scheduler ................................................ 97
Statutory Holiday Groups ................................ 49
Support ......................................................... 128
Switch Job Costing On/Off .............................. 73
System Setup .................................................. 19
T
Terminate/Reinstate ....................................... 96
Rounding Groups ............................................44
Time and Attendance Setup ............................ 24
S
Time Cycle ...................................................... 65
Scheduling Criteria ........................................ 120
allocating to employees .................................. 64
Send Bell Times ...............................................77
Send Cost Centres to Clocks ............................ 70
Timeclock Setup .............................................. 19
times file ....................................................... 134
BundyPlus timeclock .................................... 133
toolbar ............................................................ 12
Send Message .................................................73
U
Set Access Code ..............................................76
upgrading ....................................................... 93
Set Daylight Savings ........................................76
User Security ................................................. 125
Set Keyboard On/Off .......................................76
W
Set Time ..........................................................72
Weekly Groups ............................................... 46
136
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